I

II

III

INTRODUCTION .......................................................................................................................................... 1

World Service Board Mission Statement ................................................................................................... 2

SECTION 1: Responsibilities of WSI Officers, WSI Standing Committees and Subcommittees, WSB Standing Committees, and WSB and WSI Special Committees ......................................................................... 3

A

B

WSI Officers ............................................................................................................................................ 3

WSI STANDING COMMITTEES AND SUBCOMMITTEES .......................................................................... 4

C

D

WSB Standing Committees .................................................................................................................. 10

Paid Service Work For Committees ...................................................................................................... 10

E WSB and WSI Special Committees ....................................................................................................... 11

SECTION 2: General Procedures of the WSB ........................................................................................... 12

Communication between the exec board and the committee chairs ................................................. 12

Board Communication: Internal .......................................................................................................... 13

Board Communication: External ........................................................................................................ 20

Board Meetings .................................................................................................................................... 24

Finances................................................................................................................................................ 26

IV

A

B

C

D

E

F Convention Protocol ............................................................................................................................ 28

SECTION 3: Procedures for WSB Standing Committees .......................................................................... 31 V

1

2

3

4

5

6

7

PERSONNEL COMMITTEE ................................................................................................................. 31

FINANCE COMMITTEE (FC) ............................................................................................................... 33

DESIGN COMMITTEE (DC) ................................................................................................................ 34

INQUIRY RESPONSE COMMITTEE (IRC) ............................................................................................ 35

BOARD MOTIONS REVIEW COMMITTEE (BMRC) (established May 2011, procedures pending) .... 35

FA BOOK COMMITTEE (FABC) .......................................................................................................... 36

AUDIT COMMITTEE (AC) (committee not yet established) ................................................................. 36

VI SECTION 4: Procedures for WSI Special Committees (recurrent) ............................................................ 36

RESOLUTIONS COMMITTEE (RC) .......................................................................................................... 36 A

1 EMERGENCY NEW BUSINESS COMMITTEE (ENBC) .......................................................................... 37

VII

A

B

C

D

E

SECTION 5: Reference Documents .......................................................................................................... 38

Document 1: Operating Procedures Regarding WSB Reports to the FA Fellowship ............................ 38

Document 2: Annual Reports to WSI from Intergroup and Chapter Chairs......................................... 42

Document 3: Letter of Agreement for Hiring New Employees (template) .......................................... 44

Document 4: Letter of Agreement for Hiring new Independent Contractors (template) ................... 47

Document 5: Performance Review and Appraisal Form ...................................................................... 50

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I INTRODUCTION

The idea for the WSB Manual first came about in 2008. Over the course of the preceding two years, the WSB realized that they had repeatedly stated decisions regarding tasks, roles, responsibilities, etc., but often times were unsure of what those decisions had been because they hadn’t been written down. Eventually the board found the need to precisely document their decisions for easier retrieval. The hope is that this manual will serve as a helpful reference tool for all officers and committee chairs during their tenure on the board, and that ultimately it will help the board function as effectively as possible.

The manual was first drafted in March 2009, based on the needs of that current board. The manual is primarily maintained in the cloud via a shared folder, to allow for fluidity so that it can be easily changed and adapted to meet the needs of any board at any given time. However, an annual printing for the WSB, chairs of WSB standing committees, and intergroup and chapter chairs may be helpful. In May 2010, it was decided that in between printings, the WSI bylaws committee chair would oversee the manual, keeping it current and up-to-date, notifying board members regularly as substantive changes occur.

The manual begins with the FA conference-approved WSB Mission Statement so that each board will be easily reminded to keep sight of the board’s primary purpose. The manual includes five other sections. Section 1 provides an overview of the responsibilities or charge for each WSI Officer (a/k/a the WSB Executive Committee), and each WSI standing committee, WSB standing committee, and WSB and WSI special committees. Section 2 outlines procedures related to internal and external communication, essentials of board meetings, finances, convention protocol, and human resources. Section 3 includes procedures for all WSB standing committees. (The WSI Standing Committees Manual is housed separately and can be found on the FA website.) Section 4 includes procedures for recurrent WSI special committees. The Reference Documents in Section 5 contain material that officers and committee chairs will need in order to complete WSB reports and to manage an FA employee or independent contractor.

This manual may seem daunting at first glance. Please remember that, for the most part, the information herein is provided as something to refer to as needed. There are some essentials with which each board member will want to become securely familiar, this will occur naturally for all of us as we serve simply, one day at a time. As this resource document is likely to remain a work in progress, ideas and comments for how to improve upon it are always welcome. Happy reading and welcome aboard.

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II World Service Board Mission Statement In accordance with Concept 7, the World Service Board is charged to serve the FA fellowship as the principal planners and administrators of policy, finance, and day-to-day operations. Our mission is to:

1. Support strong, clear FA recovery from food addiction at all levels of our organization through the World Service Office and the development of systems, structures, web and written materials;

2. Seek our collective understanding of our Higher Power’s will in every aspect of our work, recognizing that we are asked to serve our fellowship worldwide in its growth and development, in accordance with the World Service Bylaws and the Twelve Concepts of FA.

Guiding Principles:

We value in our individual recoveries and seek to encourage in FA as a whole

1. Honesty, humility, and reliance on a Higher Power 2. A focus on the needs of newcomers 3. Generosity of service

[The above statement articulates a vision of the central purpose and guiding principles of the work of the World Service Board. It is intended to help clarify for all in our fellowship the role and function of the board, and it will help the board remember the central purpose that should guide its decision making.]

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III SECTION 1: Responsibilities of WSI Officers, WSI Standing Committees and Subcommittees, WSB Standing Committees, and WSB and WSI Special Committees

A WSI Officers WSB Executive (exec) Committee or Executive (exec) Board The exec committee is comprised of four WSI officers: chair, vice-chair, secretary, and treasurer. The exec committee is authorized to act on behalf of the WSB between regularly called board meetings and in the event of an emergency, except where prohibited by law.

(Note: Technically, the exec committee is a WSB standing committee (defined below); officers and/or the exec board are referred to frequently throughout this manual and are therefore described here first, rather than later in the section on WSB standing committees.)

1. WSI Chair acts as chief administrative officer and legal representative of WSI. The chair is responsible for big picture planning and direction setting, and working with the board and its members. The chair supports, encourages, and helps guide the work of individual board members, establishes (with input from the exec board) WSB standing committees and special committees as needed and appoints chairs to those committees, signs letters or documents as needed, sets agenda and leads board meetings, sets agenda and leads executive committee meetings, presides over the World Service Business Convention, and represents and speaks for the organization to non-FA members, as needed. WSI Vice-Chair facilitates monthly board meeting and/or sets agenda if WSB chair is not able to be present, supports the WSB chair whenever the chair asks for help, supports committee chair members when approached for help, sits on executive committee, aids in trouble-shooting and problem-solving, serves as chair of the personnel committee, serves as an ex-officio member of the finance committee, serves on or chairs other committees or working groups as needed ( e.g. Book Committee and serves as the point person for the biannual review of the Meeting Guidelines), and oversees and supports paid WSO staff (or designates someone to) in the event that the office committee chair becomes unable to function in that capacity. WSI Secretary prepares minutes at board meetings and executive committee meetings and at annual business conventions, maintains final electronic versions of WSB and other FA documents on external hard drive, prepares annual calendar of important dates for WSB (drafted each year in March), maintains current record of WSB member contact information. The Secretary controls access to WSB shared folder in the cloud, serves as the “gatekeeper” of parking lot issues (i.e. issues set aside for later), and serves as an ex-officio member of the inquiry response committee. The Editor for the WSI Secretary collates and edits quarterly and annual WSB reports, reviews final proofs of documents to be posted on the FA website or disseminated to the FA fellowship (with the exception of GIA), determines standard nomenclature for titles of electronic files of WSB and WSI documents in consultation with WSO committee chair and WSO staff. WSI Treasurer serves as the chief financial officer of FA and guides the financial activities, working with the board and its members. The treasurer has general charge and custody of the funds and financial transactions of FA, ensuring accurate records, financial reports to the Board, budget plans, and tax reports. The treasurer consults with the WSO to

2.

3.

4.

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ensure accurate financial transactions and records as it pertains to the WSO and website. The treasurer does not have power to borrow money or issue funds or checks except as authorized to do so by the Board, the WSC, or the bylaws. The Treasurer serves as a member of the Finance Committee. The Treasurer works with the WSO to determine pricing for items that are sold by FA (literature, CDs, etc.)

B WSI STANDING COMMITTEES AND SUBCOMMITTEES

WSI standing committees serve the World Service Conference (WSC). Per the FA WSI bylaws, chairs of these committees are elected by the conference and serve as WSC members. Members of these committees are appointed by the committee chair. Procedures for each of these committees can be found on the FA website and are maintained by the Bylaws committee chair.

1. Bylaws Committee (BC) Unlike other committees, the BC chair may or may not need to appoint committee members. The BC chair is responsible for the maintenance and accuracy of the World Service governing documents which include the WSI Bylaws and Continuing Effect Motions Manual, the WSI Organizational Chart, the WSB Manual, and the WSI Committees Procedures Manual. Responsibilities include updating any revisions and submitting such documents to the WSB secretary for sign-off and posting to www.foodaddicts.org, considering any bylaws amendments with the approval of the World Service Board, addressing bylaws motions issues, submitting motions and presenting motions where appropriate to the World Service Conference, and providing guidance for questions related to the bylaws. The BC chair (and committee members, if any) also acts in an advisory capacity to remind FA members to adhere to any relevant stipulations in bylaws related to WSB or WSI issues or concerns and acts as primary liaison with the attorney and parliamentarian for WSB. The BC chair (and committee members, if any) will also oversee the WSB Manual, making changes as needed and notifying board members when substantive changes have been made to the copy in the shared folder. The BC also serves as liaison to the BMRC. At the end of the year, the BC chair will be responsible for sending a card to the Parliamentarian. Service Group Support Committee (SGSC) The SGSC provides a monthly forum for dialogue related to developing and maintaining intergroups, chapters, and local service groups throughout the world. The goal of these discussions is to support these groups as they assist their meetings in reaching food addicts who are still suffering. Persons doing service in these areas or wishing to form a service group are encouraged to participate on the bi-monthly conference calls. This committee also provides a venue for cooperative work and instructive dialogue with other World Service Committees and the WSB.

a. Local Service Group Recommendations and Guidelines Subcommittee: This subcommittee reviews the recommendations and guidelines on a quarterly basis to ascertain whether updates are needed and, if so, to write them.

b. SGSC Procedures Subcommittee: The procedures subcommittee reviews the SGSC goals and procedures annually and updates goals and procedures as necessary.

2.

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3. connection Committee (cC) The cC is responsible for shepherding the content and production of the fellowship’s magazine, connection. Responsibility for all member writing, editing, illustration and production planning resides with the committee and its various subcommittees. The committee is also responsible for production of the yearly magazine compilation, connection Collection, and is the liaison for the Design Committee.

a. Editorial Subcommittee: Edits contributor stories for grammar, punctuation, content, flow and style using the connection Style Guide, The Chicago Manual of Style and Strunk and White’s The Elements of Style (Fourth Edition) as editing references. Creates headlines for articles and proofs magazine for publishing. Editorial Advisory Subcommittee: Reviews each magazine once published and gives feedback. Available for editorial questions. Archivist: Maintains and organizes a catalog of edited contributor articles. Pulls articles to be included in the upcoming connection issue. Art Director: Establishes an art team, from within the worldwide FA community, to create an archive of artwork ready for the designer. Designer: Creates layout and prepares files for publication of magazine by printer. Writing Team Coordinator: Works with Writing Team Leaders (WTLs) to help them gather articles for publication in accordance with the needs of the magazine. connection Rep Coordinator: Works with the cC, OC, and worldwide meetings to establish a network of connection reps.

b.

c.

d.

e. f.

g.

4. Convention Planning Committee (CPC) The convention planning committee is responsible for planning and overseeing all aspects of the annual World Service Business Convention (WSBC), held in Massachusetts in late spring, and the FA Fellowship Convention, held as determined by the World Service Board. This includes all matters related to publicity, registration, hotel logistics, food and entertainment, contract negotiation, and hospitality.

a. Orientation Subcommittee: This committee organizes and facilitates one or two Orientation meetings at the start of each convention. Their purpose is to go over the weekend itinerary, explain the nature of the meetings, encourage members to take good care of themselves and answer any other questions that may be presented. Transportation and Accommodations Subcommittee: The role of this committee is to help members who are traveling to convention to find rides to and from the airport, arrange housing with local members if needed, and connect those looking for roommates with those who have rooms to share at the convention site. Registration Subcommittee: This committee will develop a schedule for registration table volunteers, and provide training for them. They also will oversee the assembly of registration packets as well as the running of the registration area during the convention. Entertainment Subcommittee: This committee is responsible for hiring and working with a DJ for both the business and fellowship conventions, organizing and facilitating a Friday night activity for the fellowship convention only, (i.e. Karaoke),

b.

c.

d.

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and organizing and facilitating an informal opening and closing fellowship gathering at the fellowship convention. Hospitality Subcommittee: The role of this committee is to assign greeters to welcome and direct FA members as they arrive at the hotel both Friday and Saturday. They are also responsible for keeping an eye on the hospitality suites that are set up for members bringing their own food, (this includes making sure that microwaves and refrigerators are working and the rooms are being kept clean). Activities Subcommittee: This committee will research and provide information about local sights and activities that members and/or their families might like to explore during their visit at the fellowship convention. Hotel Logistics Subcommittee: This person, who in concert with the CPC chair and other committee heads, will organize room assignments, oversee and coordinate room set-ups and AV needs, troubleshoot onsite logistics at convention, serve as keeper of the convention schedule document (to be adjusted as needed), and coordinate on-site signage. (Be sure to order signs that have a general purpose whenever possible, and make sure that they go back to the FA World Service Office for use next year.)

e.

f.

g.

5. Literature Committee (LC) The LC oversees the ideation, creation, development and maintenance of pamphlets, books, CD’s and other literature used, within the FA fellowship (except connection magazine, the PI Kit and any newsletter produced by a WSI committee). The committee reviews existing literature periodically, makes recommendations to the board regarding creation of new literature, and revision or withdrawal of existing literature, manages the timeline and steps for the approval process for literature (i.e. board feedback and approval, ensures all literature up for conference approval is displayed on foodaddicts.org with enough time prior to the business convention), oversees the selection process and recording of FA speaker CDs, and oversees the translation of conference- approved literature into languages other than English as directed. The LC collaborates with the design committee (DC) to prepare all pamphlets deemed ready for publication.

a. Speaker CD Subcommittee (SCDS): The SCDS develops CDs to help carry the message of recovery to individual members, for FA members on the frontier where there are few or no meetings, and for groups who wish to play CDs at their meetings. Language Translation Subcommittee (LTS): The language translation subcommittee (LTS) works to fulfill the needs of the worldwide fellowship by facilitating the translation of written FA materials into languages other than English. Publication Subcommittee (PS): The PS works to fulfill the needs of the worldwide fellowship by facilitating the publication of pamphlets, books, and other literature used, within the FA fellowship (except connection magazine, the PI kit and any newsletter produced by a WSI committee). Writing/Editing Subcommittee (WES): WES reviews and develops new literature requests received from the LC chair. The subcommittee reviews existing literature periodically, makes recommendations to the LC regarding creation of new literature, and revision or withdrawal of existing literature.

b.

c.

d.

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6. Office Committee (OC) The OC serves as a resource to the fellowship, world service board and world service committees. It maintains the website and the physical office which keeps records of all financial transactions. The website houses all meeting information, informative material for the general public, materials related to each service body of FA, and offers interactive transactions pertaining to online ordering, convention registration, and intergroup/chapter event registration. The WSO interfaces with the WSI treasurer to determine pricing for items that are sold by WSI (literature, CDs, etc.). The WSO serves as the central hub for communication with the fellowship, as well as the general public. WSI employees and the office committee send emails to the fellowship on behalf of the WSB and its committees, and ensure that postings on the FA website are accurate and up-to-date. At the end of the year, the OC chair will be responsible for sending a non-taxable gift (amount of which will be determined by the budget and the executive committee) to each office staff member.

a. Meeting Information & Registration Subcommittee (MI & RS): The MI & RS coordinates dissemination of website, Office, and WSI information to the CISC Chair, Intergroup and Chapter Office Committee Chairs, and Local Service Area/Frontier representatives to ensure meeting and meeting contact information on the website is accurate. Online Subcommittee (OS): The OS reviews requests for changes to the website. It is responsible for prioritizing projects and providing recommendations regarding the use of the website budget. Uses input from PI Committee, Design Committee, and Finance Committee members as needed. Reviews and evaluate requested projects and Office planned projects for priorities and budgetary impact. Secretary & Documentation Subcommittee (S & DS): The S & DS records information for Office Committee meetings, sends emails to committee members as needed, maintains a committee membership list with contact information and role. Assists the Office Committee Chair in documentation work (including coordinating and writing policies and procedures). Assists the WSO office with phone and email response to the general public, maintains an updated CD Speaker Contact list, and establishes and maintains a meaningful archive of FA Historical information. Website Quality Review Subcommittee (WQRS): The WQRS reviews the accuracy and functionality of specific areas of the website regularly to ensure quality of information and reports any problems or concerns to the WSO.

b.

c.

d.

7. Public Information (PI) The PI Committee serves as a resource for the fellowship to carry the message of recovery from food addiction through the twelve step program of FA to those who still suffer. The committee also provides support to local FA intergroups, chapters, meetings and individuals in their PI work. This includes assistance and guidance with the most effective and appropriate means of communication to use for the general public and professional community through various media, abiding by the Twelve Traditions.

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a. Website Subcommittee: The charge of the website subcommittee is to carry the message of FA recovery and to inform the general and professional public of FA through the World Service, Inc., internet website, www.foodaddicts.org. Fact File Subcommittee: The charge of the fact file subcommittee is to create, publish and maintain a current “FA Fact File” which will serve as a quick and easy reference to provide basic informational material about the FA Fellowship to all interested parties. Census Subcommittee: The charge of the census subcommittee is to provide demographic information about FA, specifically about the size and geographic locations of the FA fellowship, which can be used to enhance a wide variety of FA external communications and also to conduct the necessary day-to-day business of FA and internal FA committees. Teens & Twenties Subcommittee: The charge of the teens & twenties subcommittee is to spread the message of recovery to food addicts in their teens and twenties by focusing on PI activities for high school and college students and the children of adult food addicts. Mediawatch Subcommittee: The charge of the mediawatch subcommittee is to provide a mechanism to respond to relevant stories in the media in order to educate the media community of the existence of FA. Survey Subcommittee: The charge of the survey subcommittee is to conduct a survey of the FA membership for demographic purposes on an as-needed basis (i.e. every 2-3 years). The survey will relate to the data gathered by the census subcommittee to report on overall membership numbers and meeting attendance. This information will help to inform the public, media and health professionals of the breadth of membership and the length of abstinence within the FA fellowship. Weblinks and Employee Assistance Program (EAP) Subcommittee: The charge of the weblinks and EAP subcommittee is to raise awareness about FA by identifying and responding to appropriate external organizations’ websites and EAP websites for inclusion of the FA link as a reference item on their websites. The result of an increased number of FA links posted on the web will increase the presence of the FA website in search engine search results. Healthcare Subcommittee: To carry the fact of FA’s existence and the FA message to the Healthcare Professional by researching and connecting with major health and wellness associations/organizations, participating in national conferences and major health fairs and by contacting prominent doctors and experts in the field of food addiction.

b.

c.

d.

e.

f.

g.

h.

8. Traditions Review Committee (TRC): The TRC has been charged by the WSI to review and discuss how the Twelve Traditions might guide the consideration of specific issues and concerns raised by individuals, meetings, intergroups, chapters, or the WSB. The TRC will share its thoughts with those who have sent inquiries and with the general fellowship when appropriate.

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9. Twelfth Step Committee (12th Step): The 12th Step Committee encourages service among FA members and helps meetings and individuals to implement strategies to carry the message of recovery through personal contact. The committee serves as a resource to support those within the fellowship who ask for help. We provide outreach to FA members who are isolated due to distance, language barriers or physical constraints. Twelfth Step subcommittees include Communications, FA Frontier, and Meeting Effectiveness, Safety and Accessibility.

a. Frontier Subcommittee: The Frontier subcommittee develops procedures to help members in outlying areas with no meetings to maintain and grow in their recovery through service.

i. Frontier Phone List (FPL): FPL is a phone list of FA members who live 100 miles / 161 km. from the nearest FA meeting and who have requested to be on the list.

ii. Frontier Sponsor List (FSL): FSL is a list of potential sponsors and/or members who are willing to help someone who lives on the frontier find a sponsor. This list is intended to be used by members who live in areas with no meetings and also in areas with few meetings without enough local sponsors to support their local fellowship.

Communications Subcommittee: To encourage service within FA and to bring the circle of FA fellowship closer via an e-letter, e.g. Gratitude in Action (GIA).

i. Universal Language List (ULL): Lists FA members who are multilingual and may be able to help other members where English is not their native language.

ii. GIA will be edited by the 12th Step Committee’s appointed editor. Meeting Effectiveness, Safety & Accessibility Subcommittee (MESA): The purpose of the MESA subcommittee is to enter into a dialogue with FA members who are interested in strengthening the FA meetings they attend and help them better serve the newcomer. The MESA subcommittee receives, reviews and responds to members’ concerns relating to meeting accessibility, safety, and effectiveness.

b.

c.

General Responsibilities of all WSB members • All officers and committee chairs are responsible for training/mentoring members who have

the potential to take on larger responsibilities, including serving as that officer or committee chair. A member selected to become the WSB Treasurer may not also be serving in that capacity for an Intergroup or Chapter. The member will need to step down from his/her IG or Chapter position in order to become the WSB Treasurer. When making recommendations for board positions to be filled, be mindful of possible conflicts of selecting members in leadership positions at their IG and Chapters. All committee chairs (except bylaws) appoint a core committee. There are no term-limits for committee members. When adding members to the committee, chairs may wish first to discuss their thoughts with the WSB chair before approaching the potential new member. Each committee chairs is responsible for his or her committee’s budget and spending. The treasurer determines the budget for the exec committee.

•

•

•

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• All WSI officers and committee chairs should familiarize themselves with the FA WSI Bylaws and the Twelve Concepts of FA(accessible via the FA website). WSI officers and committee chairs are encouraged to be mindful of selecting a committee or subcommittee with as much diversity as possible.

•

C WSB Standing Committees WSB Standing Committees serve the World Service Board. Chairs of these committees are appointed by the WSI chair (excepting the personnel committee which is typically chaired by the WSI vice-chair). These chairs serve as voting members at the annual WSBC. Members of these committees are appointed by each committee chair, and approved by the WSI executive board.

1. Personnel Committee (PC): The personnel committee advises or, at the request of the board or relevant committee chair, handles matters related to the employment of personnel working for WSI. The committee and the WSB should be guided at all times by legal requirements, fairness, and confidentiality. Committee members must be recused from all discussions related to the job and candidates if they have a personal relationship (friend, relative, sponsorship) with a candidate or if they are a candidate themselves. Finance Committee (FC): The purpose of the finance committee is to advise the executive committee and the board regarding specific questions that may be brought before it. Design Committee (DC): The Design Committee will serve as a resource for guidance and thinking regarding the design and corporate identity of FA literature and the FA website. General priorities for the committee's work will be discussed by the committee's chair and the WSI chair and will be approved by the executive committee. Inquiry Response Committee (IRC): The inquiry response committee is responsible for handling inquiries made to the world service board or to the WSO, as directed by the executive committee. The purpose of the committee is to ensure that such inquiries will be addressed in a timely manner with utmost thoughtfulness so that a helpful dialogue can occur. The IRC can expect to receive inquiries from either the WSB executive committee or individual WSI committee chairs. Board Motions Review Committee (BMRC): The BMRC is charged to assist the WSB throughout the year as potential motions arise. The committee will be asked to provide feedback on the clarity, intent, and value of the motion(s). FA Book Committee: The FA Book Committee (FABC) is charged to maintain close integration of all book functions which include marketing and distribution. The Book Committee will coordinate activities related to publishing and distribution of the book with other committees and the office committee chair and treasurer. The WSB vice-chair will act as liaison to this committee. Audit Committee (AC): [pending]

2.

3.

4.

5.

6.

7.

D Paid Service Work For Committees

The board developed the following criteria to apply when considering whether service work needs to be paid:

• •

Is there someone in the fellowship to do this for free? Do we want someone in FA to do it?

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• Is there an abstinence requirement for this position? If yes, stop here: It is reasonable to conclude that the position is best defined as an unpaid service position. If no, continue by asking: How complex is the job, i.e. how many stakeholders involved? Is this job short-term or long-term? Is it a one-time project? Do we need to hold the person accountable to a deadline? How much time does the project take? Does the work need to be scrutinized? Do we feel comfortable, if unpaid, asking the person to re-do the work if necessary? What’s the impact on our fellowship? What’s the impact on the newcomer? What is the exit strategy if things don’t go well (contract/employee)? What is the exit strategy for a volunteer? To whom is this person accountable? Is the project internal or external? A committee member is not eligible to be paid for services done on their committee.

• • • • • • • • • • • • •

E WSB and WSI Special Committees

WSB and WSI Special Committees provide essential services to the WSB or to WSI, respectively, typically for a short period of time and are then dissolved.

1. WSB Special Committees: WSB special committees provide services to the WSB in relation to a specific assigned task. WSB special committees are created and staffed by the executive board as the need arises, and their composition and duties may vary based on the needs of the WSB at the time when it adopted the motion creating a particular WSB special committee. WSI Special Committees: WSI special committees provide services to the Conference in relation to a specific assigned task. The Resolutions Committee, Emergency New Business Committee and the Meeting Registration Resolution Committees are short-term, but they are reestablished each year, thereby making them recurrent. Chairs of WSI special committees, whether recurrent or otherwise, are appointed by the WSI chair, with the approval of the executive board. Members of these committees are appointed by the committee chair, with advisory input from the WSI executive board. (Note: For purposes of continuity, the same person will typically be appointed to chair both of the motion-related special committees as well as the Board Motions Review Committee, which is a WSB standing committee.)

a. Resolutions Committee (RC) The purpose of the RC is to assist intergroup/chapter boards and committees who wish to bring main motions to the floor of the convention. The committee will make a recommendation to the WSC, offering its opinion on whether or not a main motion should be heard at the WSBC. The committee does not issue an opinion for or against the adoption of the motion by the WSC.

b. Emergency New Business Committee (ENBC) The ENBC addresses motions regarding emergency business at the annual World Service Business Convention. Emergency is defined as a “sudden unforeseen crisis usually involving danger.”

2.

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c. Meeting Registration Resolution Committee (MRRC) The MRRC oversees meeting re-registration and contacts meeting groups that are late in re-registering or that are choosing not to comply with the Meeting Standards and Requirements. This committee will direct the meeting contact through a procedure that insures the meeting group understands they will no longer appear in the Meeting Directory located on the FA website.

IV SECTION 2: General Procedures of the WSB

A Communication between the exec board and the committee chairs 1. Meetings of the executive (exec) committee. The exec committee will meet one to two

times per month in addition to regularly scheduled meetings of the entire board. Relevant outcomes of such meetings will be relayed to the entire board accordingly. The following items should be brought forward for consideration by the entire WSB (not just the exec committee):

2.

a. Proposed financial outlays beyond a committee’s approved budget or above the $5,000 limit approvable by the exec committee. Initiatives that have an impact on the fellowship as a whole and that are new (e.g. the proposal for Gratitude in Action and the draft of just the first issue). New initiatives that involve or affect several WSI committees. Matters on which the chair or the exec committee requests the counsel of the board.

b.

c. d.

3. Agenda Making and Minutes for Monthly Board Meetings Agenda items should be submitted to the chair and secretary no later than the 15th of every month. The chair and secretary will discuss these items and work together to set the agenda. The secretary will inform the chair of any outstanding items from previous meetings that need to be added at this time. (When submitting agenda items, please include a description of the topic you are proposing and the rationale for it. Coming to the meeting with an already established proposal is preferred, so that the board need not try to create a proposal during the course of the board meeting. However, if something is particularly difficult it may warrant a more in depth discussion, which would be a good use of board time. If this is needed, please also send the question and the pros and cons you’ve considered as documents to be placed on the agenda.) The chair will email the agenda one week before the board meeting. New items will only be added at this time if absolutely necessary. If changes have been made, the chair will send the final agenda the night before the meeting. The secretary will place the minutes in the shared folder following each board meeting. H/She will ask that changes or corrections be communicated by the 15th of the month so that any needed changes can be incorporated and the minutes may be presented and passed at the following Board meeting. If corrections were made, the

a.

b.

c.

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secretary will notify the WSB at least 3 days before the board meeting that the final version of the minutes has been posted in the shared folder.

4. Treasurer report. The treasurer will post the monthly report in the shared folder at least one week before the next regularly scheduled meeting so that there is appropriate time for the board to review. The board will be asked to approve the report at that meeting.

5. Feedback. When giving feedback to board members regarding new documents, projects, etc. the exec committee will give such feedback only after first having come to a group consensus amongst them.

B Board Communication: Internal Requesting help from the WSO or inquiries about any procedure involving the office. Requests for help from any WSO staff, (i.e. the office director, Office Manager, etc.), or webmaster, should be sent first to the office director and copied to the office committee chair’s personal email address. The office director’s email address is officedirector@foodaddicts.org. Information sent from the office. Board members will automatically receive all mailings intended for WSI contacts, regardless of whether or not they are a designated contact for one of their own meetings. WSI emails are routinely sent to WSB members, WSI contacts, intergroup and chapter chairs, and FA members on the frontier. Inquiries from both FA and non-FA members

a. The Office Manager will forward to the entire board any substantive correspondence to and from FA members.

b. Board members are asked to forward to the entire board any substantive and/or informative correspondences to and from FA members.

Web Domain Email Account Management

1.

2.

3.

4. Enter “http://mail.foodaddicts.org” into your web browser. In the box labeled “Email Address” type your web domain email name: e.g. pi@foodaddicts.org, 12thStep@foodaddicts.org, bylaws@foodaddicts.org,

a. b.

convention@foodaddicts.org, traditions@foodaddicts.org, literature@foodaddicts.org, connection@foodaddicts.org, chapterandintergroupsupport@foodaddicts.org, or officechair@foodaddicts.org. In the box labeled “password” type in the password provided to you by the office director. From here it will bring up a page with all the email that has been sent specifically to the committee. As a committee chair, you are not responsible for managing these web domain email accounts, so you need not worry about checking them regularly. All items that go into this web domain email account will automatically go to your personal email address if you choose to have it forwarded there. You may respond to the email

c.

d.

e.

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directly from your personal email account, or if you do not wish to have the recipient see your personal email address, you may reply directly from the web domain email account. Unfortunately, junk mail will also go to your forwarding address, but the program has set the system with a high filter, so you will get less junk mail than you would otherwise. Finally, if you wish to select your own password instead of the default password provided to you, you may do so directly on the web domain email account site. Requests for new web domain email accounts from the WSB or a WSI standing committee can be submitted to the office director at officedirector@foodaddicts.org via a work order request and copied to the office committee chair (officechair@foodaddicts.org). Requests for new web domain email accounts from an Intergroup/Chapter committee must be brought to the Intergroup/Chapter Board for approval. If approved, a work order request should be sent to the office director at officedirector@foodaddicts.org and copied to the office committee chair (officechair@foodaddicts.org).

f.

g.

h.

i.

5. Confidentiality Board discussions and board minutes are confidential. Most emails between board members regarding board business should also be considered confidential and should not be forwarded to non-board members without careful consideration first. Emails regarding board matters that are particularly sensitive should include “Not for forwarding” in the subject line. WSB is committed to protecting the anonymity of its board members. Web-based services such as Dropbox, Google docs and GoToMeeting, may be used for group editing if and only if, all members of the board, or the board's committee, are comfortable with the possibility of their names making its way onto the web. If even one person on the board or the board's committee is uncomfortable, a different means of editing will be used.

a.

b.

6. Editing Procedures a. Bylaws Subcommittee

i. Motions 1. The BC chair will draft the language and rationale for all motions

suggested by the Board, working with a committee and a small editing group, as defined in the objectives above. When drafting motions, the bylaws committee shall include at least one WSB member as well as two other non-board members. The refined draft will then be given to the BMRC for input and feedback. This process will be repeated as often as necessary until the editing group and the BMRC are comfortable with the status of the motion. The motion will then be given to the board for approval.

2.

3.

4.

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a. If there are objections, individual board members will work with the BC chair and editing group to rework the motion or rationale.

b. If substantive changes are made, it will go back to the BMRC before returning to the board for approval.

Once approved by the board, all motions (except those intended to change the bylaws, per Article VIII, section 3(c)) are given to the RC for review. Motions must be given FINAL board approval no later than the February board meeting, so as to be submitted to the RC by March 1st. Since the RC chair and the BMRC chair are the same person, there should be no issues with the motion at that juncture. The RC will rubber-stamp the motion so as to be in compliance with our bylaws. (The RC will continue their work regarding any main motions that are submitted by executive boards of IGs or chapters.) Once approved by the RC, the BC chair will compile all motions into a pdf document to be sent to all WSC members and WSBC registrants. Per our bylaws, this mailing must be received at least 30 days prior to the convention. The BC chair will work directly with the CPC chair and the WSI secretary to draft the corresponding cover letter to accompany this email. The CPC chair will send all final materials to the WSO for distribution.

5.

6.

7.

8.

ii. Manuals 1. WSB Manual

a. The BC chair will update changes biannually and submit to the WSO for posting on November 15th and May 15th . Changes are to be proofed by both the corresponding board member and the WSI secretary. The BC chair will maintain the updated version in the shared folder stored in the cloud. There is no need to download as the current version will always be available here. BC chair will request annual printing by WSO each year prior to the WSBC.

b.

c.

2. WSI Standing Committees Manual a. The BC chair will update changes biannually and submit to

the WSO for posting on November 15th and May 15th . Changes are to be proofed by both the corresponding board member and the WSI secretary.

b. The BC chair will maintain the updated version in the shared folder stored in the cloud. There is no need for board members to download as the current version will always be available

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here. Board members may make corrections or changes to their procedures directly on this document (found in Dropbox).

3. WSC Service Manual a. The BC chair and a special committee will draft a WSC

Service Manual. The manual will be reviewed by an editing group that includes the BC chair and two other board members before being submitted for board approval.

b. The BC chair will request that the manual be emailed to all WSC members on April 1st (Meeting groups have to identify their WSC member by March 1st)

iii. Governing Docs and other Service Docs 1. FA WSI Bylaws - Subsequent to each year’s WSBC, the BC chair

will alter as needed, submit to the WSI secretary for proofreading, and submit to the WSO for posting FA WSI CEMM - Subsequent to each year’s WSBC, the BC chair will alter as needed, submit to the WSI secretary for proofreading, and submit to the WSO for posting FA WSI Terminology - Prior to each year’s WSBC, the BC chair

will alter as needed, submit to the WSI secretary for proofreading, and submit to the CPC chair for inclusion in the convention registration packet FA WSI Organizational Chart - Prior to each year’s WSBC, the BC chair will alter as needed, submit to the WSI secretary for proofreading, and submit to the CPC chair for inclusion in the convention registration packet

2.

3.

4.

b. Convention Planning Committee (CPC) i. Registration packet material

1. All standard material will be drafted by the CPC and reviewed (proofed) by the CPC chair and at least one other person. This includes the menu, evaluation form, paper ballots and map of the hotel. The welcome letter from the CPC chair and weekend schedule are included here as well, but should subsequently be submitted to the WSI secretary for review as well. All organizational material will be reviewed/compiled by the CPC chair and BC chair, and reviewed (proofed) by at least one other board member. This includes: new business motions and elections of World Service Board members, the voting process letter, ENB procedures, parliamentary procedures chart, FA’s 12 Concepts, FA terminology, meeting guidelines notice, WSB/WSI committee descriptions and organizational chart. In any given year, in case there

2.

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are changes, CPC chair should confirm with exec board that all such documents are to be included.

3. All committee specific material will be drafted by that committee first and then reviewed by the CPC chair and the chair of said committee (i.e. welcome letter from the WSI chair, Business Session Agenda, GIA, 12th step committee phone lists, PI Resources and Email Addresses, connection flier, etc.) Final sign off by WSI secretary prior to inclusion in the packet.

Email notifications to WSC members and/or convention registrants 1. Drafted and reviewed first by the CPC chair and her editing group of

at least one or two other board members. 2. Requires final sign-off by the WSI secretary.

Documents/notices to be posted on the web 1. Drafted and reviewed first by the CPC chair and her editing group of

at least one or two other board members. 2. Requires final sign-off by the WSI secretary.

Fellowship Convention Documents 1. The compiled registration packet will be approved by the CPC and a

small editing group, and then approved by the board. 2. Documents being distributed at the resource tables that are not

otherwise included in the registration packet: a. Each WSI committee chair should consider keeping handouts

to no more than one double-sided page. b. These handouts should be edited by both the committee and a

small editing group, but they will not go to the board for final approval, or to the WSI secretary for final sign-off. Please be mindful of creating documents that are clear, concise, grammatically correct, free from typos, etc.

ii.

iii.

iv.

c. Power Point slides for Convention i. The WSI Chair will appoint one FA member to oversee slide presentation

ii. WSB members will submit all slides to that point person no later than April 15th.

iii. Power point prep person will work directly with each board member to edit slides as needed. Final slide deck will be proofed by the WSI chair, WSI secretary and at least two other board members.

d. Secretary Sign Off i. All communication sent to WSI contacts and/or posted on the web requires

final sign-off by the WSI secretary. For better accuracy, please use your committee or small editing group before submitting any material to the WSI secretary.

ii. The secretary will create a support team of two or three individuals with at least 3 years continuous abstinence to proofread all material before it is sent.

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iii. Substantive issues will be sent back to the original writer for revision as necessary. Final material ready for email distribution will be forwarded to the WSO, directly by the WSI secretary. The WSI secretary will notify the committee chair that it has been sent. Final material intended for the website will be returned to the committee chair so that he or she may submit a work order to the WSO for posting.

iv.

v.

e. Gratitude in Action - GIA is to be drafted and reviewed first by the 12th step committee and then reviewed by the 12th-step committee chair and two other board members, before it is sent to the WSI secretary for final sign off. (WSI secretary proceeds as noted above).

f. Pamphlets - See objectives listed at the beginning of this document 7. Circulation of documents

All documents to be posted or those being circulated by any committee should have a footer on each page listing the page number(s), the title of the document, the date of the document, or the date of the most recent revision. The format to be used for dating material is as follows: year, month, and day (e.g. January 28, 2014 would be noted as 14 0128). All emails containing an attachment or revision of a document should include the date of the document in the subject line. (Use same format as mentioned above.) Printing/ photocopying. WSB members and their committee members may wish to use a Staples Copy center for such material. Providing Staples with the telephone number of the FA World Service Office, at check-out, will allow the Staples system to retrieve and apply the FA-WSI tax exempt number to the purchase. Providing the phone number will also allow Staples to retrieve and apply the affiliated Staples Rewards number. Reimbursement earned in this way is sent directly to the WSO for future purchases.

a.

b.

c.

8. Board Approval of Communications All forms related to processes involving the WSO need to be approved by the office committee chair before being put into use. Any document created by a WSI committee that represents FA as a whole is subject to the following approval process: a) the committee chair sends draft to entire board; b) board gives feedback in a timely fashion and gives back to the committee chair; c) document is revised by committee then sent back to the board; d) the board will decide if the final document needs approval from the entire board or from only the exec committee; e) the WSI secretary will have final sign-off prior to posting or (e)mailing. Any document created by a WSI committee that does not represent the views of FA as a whole, e.g. GIA, connection, the Frontier e-letter, need not require exec committee or board approval before publication.

a.

b.

c.

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i. All such documents must include the following disclaimer: “The opinions and views expressed herein are the speaker’s only and do not represent those of FA as a whole”.

ii. Additionally, committee chairs are encouraged to review all such documents keeping the following guidelines in mind:

1. Proper use of FA terminology (e.g. WSI contact vs. WSI rep, FA Information Session vs. PI Meeting; PSA vs “an FA ad”, explanation of terms like “sister meeting” or “partner meeting”, etc)

2. Clarification of ideas that may be misleading or controversial (e.g. starting a meeting without 6 months of abstinence; starting a meeting alone without another member who has at least 6 months of abstinence; phrases like, “I discontinued my medication”, etc.)

Once every two years the WSB will review the Meeting Guidelines and Meeting Format. The executive committee holds primary responsibility for these board- approved documents, with the WSI vice-chair overseeing the necessary work. Although the WSB will review these documents, suggested changes for the Format portion of Document 4 will be brought to the conference to be voted on at the Convention. Note: the word ‘contact’ is to be reserved for those service positions that serve as a direct liaison between world service and the meeting, i.e. WSI contact, intergroup contact, chapter contact, and web & directory contact. ‘Representative’ or ‘rep’ are better suited for positions that serve as a direct liaison between WSI committees and meeting groups, i.e. PI rep and connection rep. As a matter of good practice, each incoming board is responsible for approving Section 1 of the WSB Manual. This section contains a high-level overview of the structure and responsibilities of all WSI officers and WSI committees. Each committee chair is responsible for creating/updating the operating procedures specific to their committee. The committee chair is encouraged to submit drafts/changes/additions to the BC chair (or special governing documents committee, if established) and to implement any suggested changes or revisions. Once revised by the committee chair, the BC chair will email the entire document or individual changes made within the document, to the board. In keeping with the principles of trust and servant leadership in FA, the WSB trusts each board member to ensure that their committee procedures are consistent with the responsibilities of their committee. However, in accordance with our bylaws, each WSB member is responsible for reading such procedures. The purpose is to allow for general review so that all board members may be kept apprised of how each committee functions and what resources each committee offers, etc., in the event that this knowledge is helpful to any board member or committee. Likewise, if any board member has a substantive concern about a particular procedure, such concern will be discussed by the board as a whole, and changes will be implemented as needed. If there are no objections, procedures will be considered approved by the board.

d.

e.

f.

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9. Voting by email: When needed, voting by email, amongst the board, is acceptable. The WSB secretary shall record such votes in the permanent record by noting it in the next set of minutes.

10. Email etiquette: When communicating by email each board member is to respond with reply all. It is preferred however that "reply all" be used only when the response being sent is of substantive matter, e.g. please refrain from sending "me too" or "I agree" unless it is necessary for moving forward with the topic at hand.

11. Transitioning of Officers and Committee Chairs a. Officers and Committee chairs who are stepping down, or who choose to resign,

should provide by email to the incoming officer or committee chair, and the WSB Chair:

i. A written description of the basics of the committee (e.g. the committee’s operating procedures). An email including all electronic files created and/or used by the committee (e.g. literature pamphlets, manuals, etc), with the rationale for why and how each was created and how each is used. Where relevant, files for literature should include design specs for each and names of designers and specific instructions for printing each, etc. A snail-mailing or in-person hand-off of all hard copies that do not exist in electronic form. The external hard drive maintained by the WSB secretary will also be passed onto any incoming WSB secretary. Minutes of all past committee meetings.

ii.

iii.

iv. b. In addition, the outgoing officer or committee chair should arrange for a direct

conversation with the incoming officer or committee chair to answer any questions and help with orientation.

c. It is the responsibility of the secretary or WSI chair to get new board member’s contact information, board position, and forwarding email address to the WSI office committee chair and office director.

12. Board approval of Literature Committee CDs. a. The WSB executive committee approves titles as grammatically correct and

appropriate. They are not expected to assess whether or not they are the best descriptors of the recordings with which they are associated.

C Board Communication: External 1. Group E-mails sent out to the fellowship

a. Any member of the WSI board may request that a group (“mass”) email be sent from the WSO. The office director is responsible for handling requests. The WSI secretary approves all board related emails such as the quarterly and annual reports. If the Office Director has any concerns regarding the appropriateness of an email, s/he should consult the office committee chair. If there are still concerns the office committee chair will consult with the executive committee before proceeding.

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b. Prior to sending the request to the office director, the email must be in its “final proof” stage, in that attachments, subject line wording, and the text of the email must be proofed by the WSI secretary. All requests should be sent to the office director at officedirector@foodaddicts.org and copied to the office committee chair (officechair@foodaddicts.org), and the WSI Secretary. The WSO requests a minimum of three (3) business days’ notice prior to the planned email delivery date. The office director will ensure that such material is sent to the fellowship within one week after final approval by the WSI secretary. The following information needs to be provided to the WSO with the request:

c.

d.

e. i.

ii. iii. iv.

Subject Line of the email: wording exactly as you want it to appear. Body of email: wording exactly as you want it to appear. Who is to receive the email. Include any attachments that are to be sent with the email. Include both the Word and PDF version of the document. The document name should be simple. Do not use the word “FA”, “Draft”, “Final” or “Updated” in the document name. The date must also be included. See example:

Financial Aid Application 14 0405 f. g.

All information shall be in its final form, i.e. proof-read and approved If there are any changes to the original request, a new request needs to be submitted, following the instructions above. If problems occur with the FA website, FA members will be kept informed by email of the status and safety of returning to the website.

h.

2. Posting documents to the website a. Any member of the WSI Board may request that a document or item be posted to the

website. The office director will be responsible for handling requests. Materials that are not routine and that might raise questions will be discussed with the office committee chair, which will be responsible for approving postings in collaboration with the WSI Secretary. If there are broad implications and bigger questions, the matter will be brought to the executive committee or the entire board for discussion and final approval. All requests should be sent to the office director at officedirector@foodaddicts.org and copied to the office committee chair (officechair@foodaddicts.org) and the WSI secretary. The request should include the following:

b.

c. i.

ii. iii.

Subject Line that includes “Work Order Posting of ”. Any special instructions Specific location of requested document to be posted – example: URL of the page where the document is to be posted The name of the document the way you wish to see it on the site. (i.e. Financial Aid Application vs. Financial Aid Application 14 0405) Requester’s first name.

iv.

v.

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d. The WSI Office requests a minimum of three (3) business days’ notice prior to the planned posting date if the request is time sensitive. The office director will ensure that such material is posted within one week after final approval by the WSI secretary.

e. All materials to be posted will be proofread by the WSI secretary or designee, with secretary or designee having final sign-off.

Writing a Formal Work Order for the Webmaster a. All original requests should be sent to the office director at

officedirector@foodaddicts.org and copied to the office committee chair’s personal email address.

b. The request should include the following:

3.

i. Subject line should clearly read “Work Order: (include a brief description of the request ie “I want to create a page”). Tasks associated with that work order should be numbered in the body of the email if there is more than one task to be completed. Any attachments that relate to the work order should clearly define what it is. The requester’s first name should appear in the body of the email. The work order request must be approved by the WSI board and as such must be submitted as a request by a board committee chair. If the work order request is not routine and questions or concerns arise the office committee chair and online subcommittee will be consulted. If there are further implications or concerns the matter will be brought to the executive committee or the entire board for approval.

ii.

iii. iv. v.

4. FA Members interested in contacting the Board a. Will be able to reach all committee chairs via direct link (contact us button on the

upper right hand side) on the homepage of www.foodaddicts.org. The WSB secretary will provide the office with the full names and complete contact information (email addresses, phone numbers, and street addresses) of each committee chair. The office director will ensure that web domain email addresses are confidentially linked to the email accounts specified by each chair so that members may contact committee chairs while keeping the chairs’ personal email accounts confidential. There will be no direct links for exec committee members. Inquiries to exec committee members should be sent to fa@foodaddicts.org. The subject heading should indicate to whom the email is directed. . Board members are asked to respond to inquiries from FA members using the established web domain email account for their committee. If Board members wish to cc another committee chair to keep them informed about an issue, they should use the web domain email address for that committee and not the board member’s private email address.

b.

c.

5. WSI Reports a. Overview:

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i. WSI emails/reports are routinely sent to WSB members, WSI contacts, web and directory contacts, intergroup and chapter chairs, and FA members on the frontier. (All board members of intergroups and chapters are not included because there are frequent changes among those who hold these positions. WSI does not have easy access to the names of the people serving in these positions and therefore would prefer to allow the chairs of those groups to be responsible for passing on the information.) The WSI secretary is in charge of making sure of consistent naming of documents on the web and in our files. See Document 1 for the definition, content, calendar, and style guidelines particular to quarterly, annual, and convention reports.

ii.

iii.

b. Quarterly Reports i. Two quarterly reports will be prepared each year. Board members'

contributions are due to the secretary by October 15 (covering activities for July, August, and September) and January 15 (covering activities for October, November, and December). The reports will be compiled by the secretary and sent to the office director and cc’d to the personal email address of the office committee chair. The WSO coordinates the distribution to the WSI contacts in time to be read at the November and February business meetings. The cover letter with this report, written by the designated board member (traditionally the chair or secretary), should consist of a summary of highlights from the three-month period. In the cover letter, the meeting’s secretary is encouraged to keep this report in a binder with all other meeting materials.

c. Annual Reports i. Because the annual reports have to be disseminated in April, they will not

actually cover a full year. They should cover work from the previous July through March. Annual reports will not have cover letters summarizing the high points like the quarterly reports do. This is because annual reports will contain individual reports from each officer and more comprehensive committee reports than usual because they cover a longer period of time than do the quarterly reports. In addition, annual reports will include brief reports from the intergroups and chapters. Annual Reports will be emailed to all WSC members at least 30 days prior to the WSBC (along with any motions and applications of WSI candidates). At this same time, an email will be sent to all WSI contacts asking them to announce that the Annual Report is available on-line. A copy of the Report will be attached for their convenience, but WSI contacts need only print a hard copy upon request from meeting members. The Annual Report will be emailed to members on the Frontier as well, as by definition they do not attend any meetings where they are privy to announcements made by WSI contacts.

d. Convention Reports

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i. The fourth report to be prepared each year, theoretically covering the period April through June, will focus on highlights of the business convention. The report will be compiled by the secretary in the month following the annual business convention, approved at the WSB meeting in late June, and then emailed the following day from the WSO. The report will include remarks from the chair and vice-chair, election results, results of any motions that were voted on, and an update regarding changes to the year-end financial report. For the July business meeting, WSI contacts will be asked to read aloud the summary of highlights included in the report’s cover letter. Those wishing to see a full copy of the entire report can do so by logging onto www.foodaddicts.org or by asking their WSI contact for a printed copy. The cover letter with this report, written by the designated board member (traditionally the chair or secretary), should consist of a summary of highlights of the WSC’s decisions and deliberations. The meeting’s secretary is encouraged to keep this report in a binder with all other meeting materials.

ii.

D Board Meetings 1. Standard Protocol

Per our bylaws, the current edition of American Institute of Parliamentarians Standard Code of Parliamentary Procedure, governs WSI in all parliamentary situations. All Board members should own a copy of this book. Board members should purchase the book on their own, and may if they wish, submit their receipt for reimbursement. All officers and trustees of the WSB are expected to review the minutes and treasurer’s report, and upcoming agenda items, prior to each month’s board meeting. All board meetings will open and close with the Serenity Prayer. At each meeting, the chair will ask for any corrections or changes to the minutes from the previous month. When corrections are suggested they are usually approved by general consent prior to stating, "If there are no further corrections the minutes are approved as read or as corrected." Approve treasurer’s report. The secretary will update the board monthly on completed and pending correspondences. Brief update from each Board member present, i.e., toward the start of each meeting each committee chair member will be given a chance to share current happenings related to his or her committee. Agenda

i. Chair will create the agenda and facilitate the meeting accordingly. ii. Each agenda item is presented by the committee chair that placed them on

the agenda or at the request of the WSB chair.

a.

b.

c. d.

e. f.

g.

h.

2. First Official Meeting of the Newly-Elected Board The first official annual meeting of the WSB takes place on Sunday morning of the annual WSBC in New England, (typically held in late May or in early June). Minimum order of business to be conducted:

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a. Open and close the meeting with the Serenity Prayer. b. Minutes to be taken by the WSI secretary. c. The WSI secretary will provide the board with a proposed calendar of dates noting in

particular upcoming board meetings, exec committee meetings, and dates for reviewing monthly minutes and for submitting all quarterly and annual reports. The calendar will be finalized at that meeting and information will be gathered for the creation of the WSB contact list (including email addresses, phone numbers, and street addresses of all officers and trustees, and of all WSB standing committee chairs)

i. Regular board meetings are typically scheduled for the fourth Sunday of each month from 10am to 12pm EST.

ii. Historically it’s been agreed upon that there will be no WSB meeting in the month of July, which provides much needed rest and vacation from board business. However, it is up to the current Board to decide which, if any months, they will not meet.

iii. There will be no meetings scheduled on holiday weekends. In years where the Memorial Day holiday falls the weekend before the convention, the WSB meeting will be on the 3rd Sunday of the month.

3. Second Monthly Meeting This meeting will take place on the last Sunday of June.

Follow standard protocol as defined in section IV. A, above. All committee chairs will have already submitted budgets in April and May. At this time the board will approve the budget for the upcoming fiscal year. Committee Membership: Some committees may require applications from those interested in serving as members. (In the past this process has been used for the Bylaws, TRC, OC, and LC.) When applications are needed, chairs are to write up a notice about the purpose of their committee and the skills needed. Creation of an application form is also needed to foster an open search. Applications will go out via email in July, and there will be a September deadline for interested members to apply.

a. b.

c.

4. Third Monthly Meeting a. Follow standard protocol as described above in section IV. A. b. The WSB will approve Section 1 of this manual. c. All committee chairs should email first name, last initial, and state of all core

committee members, for information purposes only. 5. In-Person Board Meeting

a. This board meeting (usually held in September or October) will happen in person and may require travel on the part of most board members. Additionally the meeting will take place over the course of two days, from approximately 8am to 8pm on Saturday and 8am to 12 noon on Sunday.

b. The finance committee recently agreed that board members should be reimbursed in full for all expenses related to the in-person board meeting each fall (effective immediately, but not retroactive). The only caveat is that plane reservations need to

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be made 30 days in advance to ensure a more reasonable price. Also, if the meeting is to be held at the Fellowship Convention, board members are still asked to cover their expenses if they would be going to the FC, regardless of being on the board. The finance committee will continue to be consulted to determine feasibility for the in-person board meeting for the following year. For planning purposes, this consultation may need to happen one year in advance. Expenses will not be reimbursed for any regularly scheduled WSBC, as attending the WSBE is considered a responsibility of the role. The WSI chair will appoint individuals to handle various retreat logistics, i.e. securing a meeting space for the meeting times (most likely a conference room at the Cummings Property), a dining facility for the Saturday night dinner, hotel accommodations, and catering services for both retreat lunches.

c.

d.

6. Remaining Board Meetings Remaining board meetings will be held via conference call per standard protocol as mentioned above (section IV. A) with the intention of furthering ongoing world service business.

E Finances 1. Budget Planning Timeline: The WSI fiscal year runs from July 1st through June 30th.

a. March of each year: At the WSB meeting, the treasurer reviews the process of budget planning and timelines for that year. April of each year b.

i. Treasurer provides financial information to committee chairs and exec committee with previous expenses, previous budget, and request for next budget. Committee chairs and the exec committee will submit budget proposals at this time and review them with the WSI treasurer. Committee chairs and the exec committee will identify any new goals or major projects for the next fiscal year (e.g. book, PI, brochures, online work).

ii.

iii.

c. May of each year i. The treasurer will review draft budget with the finance committee and then

with exec committee. The treasurer will provide the board with a draft of the proposed budget at the WSB meeting. WSB will do initial review and provide feedback. Note: a revised budget may be provided at the business convention for additional comments, particularly with any new committee chairs.

ii.

iii.

d. June of each year i. The treasurer will work with the finance committee, exec committee and both

old and new committee chairs to update and adjust the budget as needed. ii. Final review and approval of budget to be passed by the WSB at the board’s

second monthly meeting (held the last Sunday in June).

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2. Quarterly Reviews of Budget and expenditures The quarterly budget reviews will be done by the treasurer, the finance committee, and the office committee chair. Detailed monthly financial reports will be submitted to the finance committee so they will be kept well informed. Review of monthly finance reports will be done regularly by at least one member of the finance committee. A Summary Financial Report will be provided to the WSB monthly for approval.

a. b. c.

October: Fiscal Year first quarter review and revision if needed (Jul – Sept). January: Fiscal year Mid-year review and revision if needed (Oct - Dec). April: Fiscal Year third quarter review and revision if needed (Jan - Mar). Start budget planning for new fiscal year as noted above in V. A. Committee chairs are also responsible for monitoring their committees spending. When planning a large expense, it is recommended that a minimum of three quotes be obtained prior to deciding upon which vendor to use. Budget requests for new funds up to $5,000 per project can be approved by the exec committee. Budget requests for new funds above $5,000 per project are to be submitted to the finance committee. The finance committee will then make its recommendation to the exec committee for review and then to the WSB for approval. Treasurer updates budget based on new budget approvals.

d. e.

f.

g.

h. 3. Reimbursement/outstanding bills

In order to be in compliance with our fiscal year which ends on June 30th, all expense reimbursements must be submitted to the treasurer by June 25th of any given year. Outstanding invoices from vendors or contractors are also expected by June 25th. If such bills cannot be submitted by this time, an email must be submitted to both the treasurer and the WSO. Such emails must include the expected invoice date and should be received preferably no later than July 10th

Board members can expect to be reimbursed for all expenses incurred during travels related to the WSB retreat. (For Friday night, board members are encouraged to stay with an FA member, rather than incur the cost of a hotel room.)

a.

b.

c.

4. Seventh Tradition Monies: The WSB asks that meetings consider sending 75% of their surplus to WSI and 25% to their respective chapters and intergroups. Since WSI supports all members, groups, the website, and global public information, it is recommended that the majority of extra funds be distributed in this manner. Important note: An intergroup or chapter may choose to request a different % split. An intergroup or chapter may have special needs and could ask its meetings and chapters to donate differently, (i.e. 50/50%). The intergroup (or chapter) would inform its meetings, chapters (or intergroup) and WSI each year about the reasons and timeline for that change. Procedures for Review of FA Tax Return Documents Tax returns are: Form 990 (for IRS federal tax return) and Form PC (for MA tax return).

5.

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a. Finance Committee and Treasurer are responsible for interactions with FA Accountant regarding tax returns, and responsible for archiving final tax returns. The WSO will provide support as needed. The Board (all officers and committee chairs) is responsible to provide all information needed for tax returns to the Treasurer and the Finance Committee who work cooperatively with the WSO and the Accountant. The Finance Committee, Treasurer, and WSO are responsible to provide accurate financial information to the Accountant in timely manner for tax return filing (all expenses, receipts, etc.) Accountant is responsible to ensure that tax returns meet requirements and to provide draft returns and final returns in a timely manner. Treasurer and Finance Committee are responsible for review of draft tax returns and approval of the final version of the tax returns.

i. Treasurer and Finance Committee send the draft tax returns to all members of the Board for comments.

ii. Treasurer and Finance Committee send the approved final tax returns to all members of the Board, which is responsible for review before filing.

Treasurer and Chair are responsible for signatures as needed and for filing the final tax returns in a timely manner. Additional information:

i. Timeline information: (timing dates are approximate, except for FY and tax due dates)

b.

c.

d.

e.

f.

1. 2. 3.

Fiscal year: July 1 through June 30 Tax returns are due: November 15 Financial information should be sent to Accountant by: Sept. 1 at latest.

6. Funding travel of WSC Members a. b.

The funding of WSC members is decided upon by each individual intergroup. If additional funding is needed above and beyond what the intergroup can provide, the intergroup may apply to the WSB for additional funds. Decisions regarding this funding will be handled on a case by case basis, keeping in mind the belief that no WSC Member should be restricted from attending the annual business convention because of financial difficulty.

c.

7. Insurance Coverage a. b. c.

Directors and Officers Insurance is in place yearly. Errors and Omission Insurance is in place yearly. Workers Compensation Insurance is in place yearly.

F Convention Protocol 1. The agenda for the convention is set by the WSI chair. The agenda is finalized by approval

of the board and includes: board motions and motions submitted by intergroups and/or chapters that are approved for the agenda by the WSC.

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2. The convention planning chair will email all WSI Contacts each year in November so that each group may be formally notified of the need to select one member to serve as a WSC member. The notification will delineate requirements as specified in the official FA WSI Bylaws. The WSI secretary is also responsible for emailing application forms for board and officer elections to all WSI contacts and for emailing motions submitted by intergroups or chapters to all WSC members once they have been reviewed by the resolutions committee. The CPC chair will submit all convention mailings to the WSB secretary eight days before the material needs to be emailed to the body.(This includes motion procedures for Intergroups and Chapters.) Therefore, all board members with materials to be placed in any given mailing need to get that material to the CPC chair 10 days beforehand. Board Application Procedures

3.

4.

5. a. Six months prior to the Convention, the convention planning chair sends an email to

the secretary requesting her to send a notification to all WSI contacts with information about board positions that are up for re-election and a time-line for the application process. Board applications are due 90 days before the convention. The WSI secretary reviews the email and creates a work order requesting it to go out to WSI contacts. Returning and new board applicants are responsible for submitting their applications to fa@foodaddicts.org. The WSI secretary will request a board application from the WSO manager and send to the applicants. Board members applying for a second term may choose to use the information already submitted from their previous application which is on file with the Office Manager. However, they will need to sign the signature page.

b.

6. Motions from the Board a. b.

Motions should be discussed and finalized no later than the February board meeting. Subsequent to this board meeting, motions will be sent to the WSI Parliamentarian for review. Motions should be ready to be sent to the WSC members by April 20th, so as to be emailed by May 1st. (Per our bylaws, such motions must be circulated no less than 30 days before the convention.) In an email regarding motions, the WSO may send out a notice to the WSC members stating that the WSB sets up 2 conference calls in May for WSC members to discuss the motions. Calls of this type have been found to be useful and all WSC members are encouraged to study the motions prior to the calls and present any questions or concerns they have about the motions.

c.

d.

7. Materials a. In addition to motions, any material to be read by WSC Members prior to the

convention also needs to be emailed to the WSI secretary by April 20th so that it may be posted by May 1st.

b. Any material intended for distribution (e.g. forum materials, committee handouts) to convention attendees, including anything to be placed in the registration packets,

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should first be given to the WSB for approval. Ideally these materials would be submitted to the board by the March board meeting, so as to be prepared for the May 1 deadline mentioned above.

8. Committee Reports (a/k/a: annual report) submitted by each board member to the WSI secretary via dropbox by April 15th so that reports may be included in the registration packets, (while still remaining consistent with the timeline for quarterly reports noted above in III E.) See Section 4, Document 1, for formatting details. This report is sent to the WSC members only, in advance of the FA Business Convention for WSC members to be fully prepared. The report may be sent in conjunction with the final email to WSC members or may stand alone in a separate mailing 7 to 10 days later.

9. Power Point Slides will be submitted to appropriate person(s) at least six weeks prior to the WSBC.

10. Board Member Participation a. Each committee chair will be introduced so that the body can put faces and names

together. Committee chairs will present motions or agenda items as appropriate. All officers and trustees of the WSB must register each year as a WSC Member on the FA website. WSB members will also need to register there as convention attendees. All board members are expected to attend the convention from beginning to end. If early or late departure is needed in order for a board member to be present (i.e. arrival the day before the conventions begins or departure the day after the convention ends), he or she will be reimbursed accordingly for extra lodging. Each committee chair will preside over his or her committee meetings on Saturday and Sunday. It will be each chair’s responsibility to run the meetings in a way that meets the committee’s needs, keeping in mind that we want WSC members to be able to see how committees operate and to be able to learn about how to participate in these operations. Although our bylaws indicate the new committee chairs take over their responsibilities at the end of the convention, it has been our practice that during Sunday’s meeting, the new committee chair will preside when appropriate. The WSI committee chair can say: “To simplify the transition process, today’s committee meetings will be led by the current committee chairs. Tomorrow’s committee meetings and WSB meeting will be led by new chairs and officers. However, officially each new role comes into effect immediately after the close of this business convention.” If If a committee chair feels that a closed session is necessary, he or she should

communicate this to the convention planning committee chair for the purpose of noting it on the convention schedule. Any board member unable to attend the convention is expected to designate a substitute. This person should meet the abstinent requirements of all WSC members, at a minimum. This person will be expected to present information to the body as needed and to facilitate the committee meetings. This person should also be

b.

c.

d.

e.

f.

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available to the board to answer questions if needed, but will not attend actual board meetings.

11. Election Schedule (listed in the bylaws, but placed here as a reminder) a. Positions up for re-election in odd years: secretary, treasurer, CISC chair, literature

committee chair, PI committee chair, and 12th step committee chair. b. Positions up for re-election in even years: chair, vice-chair, bylaws committee chair,

convention planning committee chair, office committee chair, connection committee chair, and TR committee chair.

12. Tabulating Ballots a. The Convention committee will ask two or three members to collect and tabulate the

ballots. In case of a contested election, we will ask non-voting members at the WSBC to tally the ballots. Notification of the outcome of the election is to be made to each candidate before the outcome is announced to the body.

13. Convention follow-up a. The WSI Chair or designee will be responsible for all appropriate thank-you letters

for maintaining good working relations with independent contractors (e.g. webmaster, lawyer, parliamentarian, contractors, etc.). The need for any outstanding thank you letters will be discussed specifically at the Sunday morning board meeting at the convention.

b. Opening and/or closings remarks from the chair and vice-chair can be printed in the Gratitude in Action newsletter.

V SECTION 3: Procedures for WSB Standing Committees

1 PERSONNEL COMMITTEE The personnel committee advises or, at the request of the board or relevant committee chair, handles matters related to the employment of personnel or independent contractors working for WSI. The committee and the WSB should be guided at all times by legal requirements, fairness, and confidentiality. Committee members must be recused from all discussions related to the job and candidates if they have a personal relationship (friend, relative, sponsorship) with a candidate or if they are a candidate themselves.

A. Chairperson: The WSI vice-chair will typically serve as the chair for the personnel committee and will appoint at least two other members to serve on this committee. Membership requirements: All members of the committee must have at least five years of continuous abstinence and completion of at least two AWOLs. Primary Functions of the committee

a. Planning: Before the search process begins, the committee will discuss with the hiring manager (i.e. WSI committee chair) his or her plans for advertisement/recruitment, the screening of candidates, interviewing and the

B.

C.

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selection process. The search cannot proceed without the personnel committee’s prior approval of all steps of the process. Job descriptions: The committee will review job descriptions for all positions, including contractors. Salary: The committee will also review, or sometimes establish, a salary range to ensure appropriate pay. Proposed salaries are to be submitted to the committee by the hiring manager (i.e. the WSI committee chair) with the job description and ought to include an hourly and/or monthly comparison of what would be earned for this same job in the marketplace. Interviews and decision making: Personnel committee members may ask to be involved in the interviewing of candidates (by phone or in person), or in discussions regarding final decisions, or they may delegate these steps of the process to the hiring manager and his/her committee. Where applicable, a working interview between the candidate and hiring manager may be useful. Offer of Employment

b.

c.

d.

e. i. Before an offer is made, the personnel committee will confirm that at least

two reference checks and a criminal background check have been completed and that the selected candidate’s credentials match the job description. The committee will also help ensure that the letter of agreement meets legal requirements and WSI needs. Prior to hiring, the committee chair must submit a draft letter of agreement/hire letter to the personnel committee, based on the standard WSI hiring template. The personnel committee will review the draft and forward it with comments to the executive committee for final approval. The personnel committee chair will work with the office committee chair to coordinate the mailing and signing of the letter of agreement/hire letter and to ensure that a copy of the letter is kept on file on a password protected server administered by the WSO, with access provided to supervisory authority on an as needed basis.

ii.

iii.

f. Annual Reviews i. The personnel committee will discuss personnel review forms proposed by

managers, and will suggest necessary adjustments before such forms are used by the manager. The personnel committee will ensure that all such forms include space for employee comments and sign-off.

ii. After committee discussion of the manager’s annual written review of staff and staff salaries, it will forward to the executive committee a brief summary of the review with recommendations regarding any issues or proposed changes regarding salary and/or benefits (where applicable).

Employee Relations i. The personnel committee is a resource for managers and employees if there

are difficulties. It will help employees, contractors, and their supervisors to deal directly with one another. In difficult situations when resolution cannot

g.

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be reached, the personnel committee is available to provide mediation. Mediation may be requested by either party or the WSB chair. A summary of any mediated discussions will be emailed to all parties involved.

ii. The result of mediation may be that successful and harmonious relationships are reestablished. Alternatively, a corrective plan will be established for either the employee or the manager. If a corrective plan is necessary for either party, forty-five days will be allowed to carry out the proposed suggestions. In cases where decisions are unclear, the executive committee will provide resolution.

Termination h. i. Standard situations

1. If there are significant problems with an employee, and if mediation was unsuccessful and the behavior continues, or if there is another issue that evolves, a Written Warning is in order. A total of two Written Warnings could be issued by the manager if need be, unless the infraction is deemed so great that immediate dismissal is appropriate (i.e. stealing). When termination is being considered the manager must consult with the personnel committee regarding the situation. The committee will ensure that the ongoing assessment process is fair and meets legal requirements should termination become possible or necessary. If the manager and the personnel committee agree that termination is necessary, the committee will forward the recommendation to the executive committee for final approval. In cases of disagreement, responsibility for decision lies with the executive committee. Notification of termination is to be delivered by the manager. Upon termination, the personnel committee will schedule an exit interview with the former employee. This interview should take place within one month of termination. The committee will submit a written report to the executive committee indicating its assessment. This will include any suggestions the committee may have for the improvement of WSI policies, procedures, or handling of similar situations in the future.

2.

3.

4. 5.

2 FINANCE COMMITTEE (FC) The purpose of the FC is to advise the executive committee and the board regarding specific questions that may be brought before it.

A. Composition and selection process: a. The chair must have 7 years of continuous abstinence, have completed two AWOL,

and be currently working an AWOL. b. Members must have 5 years of continuous abstinence and completed one AWOL. c. Members should possess a basic understanding of finances, spreadsheets, and

budgeting.

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d. Non-FA members may be appointed, based on financial knowledge and sound judgment. Number of non-FA members on the committee would be as defined by the board.

e. The following board members are also members of this committee: i. As active members: WSB Treasurer, WSI Office Committee Chair

ii. As ex-officio member: WSB Vice Chair B. Primary functions of the committee:

a. b.

Review the WSI monthly financial reports, which may be done by email. Review finances quarterly (reports from September, December, March, and June), including actual vs. budgeted income and expenses. Advise the board regarding budget projections and future planning. Serve as a resource to committee chairs as they prepare their budgets and review the final committee budgets. Review the proposed annual budget and advise the board regarding its feasibility and wisdom. Advise the board regarding FA financial investments, maintaining a prudent reserve and a conservative investment philosophy. Assist in the hiring and evaluation of professional personnel to ensure that WSI meets federal and state legal requirements related to its financial practices Ensure that the financial practices of the FA organization align with the stated purpose and intent of FA as a whole. At the present time it is the consensus of the FC that we don’t need an auditor or an audit committee until we have a budget of at least 500K.

c. d.

e.

f.

g.

h.

i.

3 DESIGN COMMITTEE (DC) The DC will serve as a resource for guidance and thinking regarding the design and corporate identity of FA literature and the FA website. General priorities for the committee’s work will be discussed by the committee’s chair and the WSI chair and will be approved by the executive committee.

A. Composition and selection process: a. b.

The committee will include a chairperson, as appointed by the WSI chair. All members of the committee must have at least 7 years of continuous abstinence and completion of at least 2 AWOLs. At least two other FA members will serve on the committee, as appointed by the chair of the committee, with exec board approval. The WSI connection chair will be the committee liaison.

c.

B. Primary functions of the committee: a. b.

To ensure that all FA printed materials and website adhere to the FA brand. To review FA printed materials and website and to either provide guidance as to how to make them reflect the FA brand or undertake re-designing them. To create a user-friendly style guide that all FA members can access to help generate consistency regarding commonly used printed materials. To work with the WSI chair to determine priorities each year, and to propose an annual budget to accomplish those tasks. To provide a summary of what was accomplished to the WSI chair each year and to provide a list of priorities for the following year.

c.

d.

e.

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4 INQUIRY RESPONSE COMMITTEE (IRC) The inquiry response committee is responsible for handling inquiries made to the world service board or to the WSO, as directed by the executive committee. The purpose of the committee is to ensure that such inquiries will be addressed in a timely manner with utmost thoughtfulness so that a helpful dialogue can occur.

A. Composition and selection process: a. b.

The committee will include a chair-person, as appointed by the WSB chair. All members of the committee must have at least seven years of continuous abstinence and completion of at least two AWOLs. The WSB secretary is an ex-officio member of the committee. At least two other FA members will serve on the committee, as appointed by the chair of the committee.

c.

B. Primary functions of the committee: a. Respond primarily by telephone to inquiries received from both FA and non-FA

members as needed. Responses should occur within two weeks of the initial inquiry. Document/summarize the outcome of any such phone conversations to provide the board with a written record in case the same questions arise again. Documentation is to be forwarded to the WSB secretary; s/he will then update the board at each monthly meeting. If a written response is warranted, such response will be submitted to the WSB secretary for review before it is sent to the inquirer. If the committee believes the inquiries may have legal ramifications, the committee is required to consult with the executive committee before responding to the person inquiring. The committee will submit Traditions related issues to the TRC for their review and response, and then use that information in responding to the inquiry. If warranted, the committee may ask a member of the TRC to make the phone call to the inquirer in order to better communicate a traditions perspective. The committee will submit Meeting related issues to the MESA for their review and response, and then use that information in responding to the inquiry. If warranted, the committee may ask a member of the MESA to make the phone call to the inquirer in order to better communicate a meeting accessibility, safety, or effectiveness perspective.

b.

c.

d.

e.

f.

5 BOARD MOTIONS REVIEW COMMITTEE (BMRC) (established May 2011, procedures pending)

a. The BMRC is charged to assist the WSB throughout the year as potential motions arise. The committee will be asked to provide feedback on the clarity, intent, and

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value of the motion(s). The committee’s input will be approved by the WSB before final motions are submitted to the resolutions committee. The WSB Bylaws committee chair is the Board liaison of the committee.

(All motions, except those intended to amend the bylaws need not be submitted to the resolutions committee. Article VIII, section 3(c)).

6 FA BOOK COMMITTEE (FABC)

7 AUDIT COMMITTEE (AC) (committee not yet established)

VI SECTION 4: Procedures for WSI Special Committees (recurrent)

A RESOLUTIONS COMMITTEE (RC) The purpose of the RC is to assist intergroup/chapter boards and committees who wish to bring main motions to the floor of the convention. The committee will make a recommendation to the WSC, offering its opinion on whether or not a main motion should be heard at the WSBC. The committee does not issue an opinion for or against the adoption of the motion by the WSC. All main motions submitted to the WSI Secretary, with the exception of motions to amend the Bylaws, shall be referred to the RC (Article VIII, Section 3(c)).

A. Committee Chair and Membership a. In accordance with Article IX, Section 10 of the bylaws, the RC chair shall be

appointed by the WSI chair. Additional members of the committee shall be appointed by the committee chair, with approval of the executive board. The RC will consist of 5-7 members.

b.

c. B. Primary Functions of the Committee

a. Assist the motion makers. i. The committee shall contact the board or committee submitting the motion to

discuss the motion. The committee’s role is to confirm that the motion as submitted meets the motion-makers’ intent; that the language is clear and grammatically correct; and that the proposed motion does not duplicate or conflict with already existing provisions in the bylaws or policies. The committee should encourage awareness of the context created by our Traditions and Concepts.

ii. Gather information. 1. The committee shall seek comments and opinions from all members

interested in a particular proposal. The purpose here is only to receive information and opinions. The committee members may ask questions to be sure that they understand the opinions expressed, or may answer questions if a member seeks clarification, however, the

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committee members cannot enter into arguments with speakers or express opinions during this phase.

Issue an opinion. iii. 1. The committee evaluates the proposal and opinions expressed by the

members and may call on officers, relevant WSI Committees, or other consultants/experts to gain as much information as possible on which to base their recommendation. Following deliberation, the committee shall report its findings to the WSI secretary and chair. The report will include the committee’s recommendation for or against the placement of the motion on the business session agenda and an explanation for the recommendation. The resolution committee report will be included with the main motion Notification sent to WSC members in accordance with Article VIII, Section 3(d).

iv. Review emergency motions during the WSBC 1. In accordance with Article VIII, Section 3(e), the RC will review

emergency motions during the business convention, and make a recommendation to the WSC as to their hearing, thus serving then as the emergency new business committee (ENBC)

1 EMERGENCY NEW BUSINESS COMMITTEE (ENBC) A. Bringing Emergency New Business Motions to the Convention Floor:

a. Motions will only be accepted on fully filled out forms and only from (1) executive boards or committees of FA chapters or FA intergroups, (2) WSI committees, or (3) the WSB and are submitted to the RC

The RC will meet as often as necessary to address emergencies.

The maker of the motion will be informed as to the approximate time at which their motion will be heard.

b.

c.

B. Procedure during the ENBC meeting

a. Any member of the presenting intergroup or chapter executive board may speak to the motion, at the discretion of the RC chair. This will be contingent upon the volume of motions and time available.

b. During the general business session, the committee will present to the WSC its recommendation regarding whether or not the Conference should hear the motion. The standards for a positive recommendation are the following:

i. The motion must be an emergency that cannot wait until next year. Emergency is defined as a “sudden unforeseen crisis usually involving danger.”

ii. The motion must fall within the Twelve Traditions.

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iii. The motion cannot be redundant with stipulations already made in FA governance documents (bylaws, policies and procedures, and continuing effects motions).

iv. The motion must not be frivolous.

C. Procedure at the General Business Session

a. The RC Chair will give a report and recommendation for each motion that was presented to the RC and will give a brief summary of the process involved in determining the recommendation.

The voting body will then hold a yes or no vote, without discussion, to agree with the RC or not. The voting body has the final say. The job of the committee is not to decide if the motion itself as merit. That responsibility falls to the Conference.

If the motion receives a two-thirds vote from the body, the WSI chair places it on the agenda. Once on the agenda it proceeds as any other motion.

b.

c.

VII SECTION 5: Reference Documents

A Document 1: Operating Procedures Regarding WSB Reports to the FA Fellowship

Document 1:

Calendar for Reports

The WSB will prepare four reports throughout each year. Two quarterly reports will be sent to WSI contacts and other meeting contacts electronically at the ends of the 1st and 2nd, quarters. The third report will be an “annual report” sent to elected WSC members but not to WSI contacts or to any other meeting contacts. (“Annual” is in quotes because this report will not actually cover a 12- month period.) The fourth report, or “Convention Report,” contains all relevant information from the WSBC. Time periods pertinent to these reports are as follows

• •

1st quarter: covers work done in July, August and September; disseminated in October 2nd quarter: covers works done in October, November, and December; disseminated in January Annual: covers work done from July through March; disseminated in April Convention Report: covers work done in April, May, and June leading up to and including the annual WSBC; disseminated in July

• •

Because our fiscal year does not follow a calendar year and most members will not find it meaningful to have report titles referring to numbered quarters, it will be most helpful if we refer to

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these reports by the months in which they are disseminated, namely, the October, January, April, and July reports. Bear in mind that the time period each report covers ends with the month prior to the month we use to name it.

Style for Reports

Quarterly and annual reports should be typed in Times New Roman, 12-point font, single-spaced, flush left (not justified). If bullets are used, they should be circular, small, solid black ones. If a second level of bullets is needed as a subset of the initial bullets, they should be circular, small, open ones (not filled in). All reports should be placed in Dropbox by their due dates.

Naming of Electronic Files

Consistency in naming of electronic files to be submitted to the secretary is important. No underlining or punctuation is needed in the names of electronic files. File names should consist of (1) the name of the committee or officer (abbreviated if it is long), (2) the name of the month in which the report is due (the two longer months being abbreviated “Oct” and “Jan”), (3) the word “Rep,” and (4) the date it was prepared, with the last two numerals of the year coming first, then a space, and then the day and month run together. Here are some examples:

Vice Ch April Rep 14 0408 [vice chair report for April report, dated 4/8/14]

Twelfth Oct Rep 14 1002 [12th step committee report for October report, dated

10/2/14]

Content of Annual Reports, a/k/a April Reports

Annual reports will begin with a combination title page and table of contents, to be edited by the editor to WSI secretary.

The heading for each section of an annual report should be in Times New Roman, 14-point, boldface, and should read as follows for committee reports:

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Annual Report of the [ ] Committee FA World Service Inc. Prepared by [first name and last initial] for the [2010] World Service Business Convention

The heading for each WSB officer’s section of an annual report will be the same as above, except that the first line should be:

Annual Report of the [Chair / Vice-Chair / Secretary / Treasurer].

Because the annual reports have to be disseminated in April, they will not actually cover a full year. They should cover work from the previous July through March. Annual reports will not have cover letters summarizing the high points like the quarterly reports do. This is because annual reports will contain individual reports from each officer and more comprehensive committee reports than usual because they cover a longer period of time than do the quarterly reports. In addition, annual reports will include brief reports from the intergroups and chapters. The heading for each chapter’s or intergroups section of an annual report will be the same as shown above for WSI committee reports, except that the first line should be.

Annual Report of the [ ] [Chapter / Intergroup]

The full text of the motions and the application forms and personal references of those running for board office may be attachments to the annual report, as will any other information the convention planning committee needs to send at that time relating to the upcoming business convention.

Quarterly Reports

Quarterly reports will have sections for each WSI committee preceded by a cover letter from the chair that summarizes major developments in the work of the WSB during the previous quarter. Quarterly reports will not usually include reports from the vice-chair, secretary, or treasurer, though such reports can be included if and when the board or the executive committee decides it is appropriate. The committee sections of the reports will not be separate documents; rather, they will be placed in alphabetical order in one document. Each committee report should begin with a title in Times New Roman 12-point font, boldface, that says the name of the committee followed by the chair’s name in parentheses. Here is an example:

OfficeCommittee (Jane M., Chair) WSB Manual 15 0525

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As mentioned above, quarterly reports will go out in October, January, and July of each year. The final report for each fiscal and business year, sent out in July, will consist mostly of a summary of the business conducted at the business convention.

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B Document 2: Annual Reports to WSI from Intergroup and Chapter Chairs

Document 2:

Style

Annual reports should be typed in Times New Roman, 12-point font, single-spaced, flush left (not justified). If bullets are used, they should be circular, small, solid black ones. If a second level of bullets is needed as a subset of the initial bullets, they should be circular, small, open ones (not filled in). The heading for each report should be in Times New Roman, 14-point, boldface, and should read like the following example:

Annual Report of the EAI Intergroup Prepared by Kathleen M., Chair

All reports should be placed in dropbox on their due dates. Since people have various ages of computers and various versions of Word installed, I suggest we save our reports as Word 97-2003 documents rather than using the latest version of Word. Please do not use footers or page numbers, as your individual reports will be combined with others to make one document. We will add page numbers and a footer with the date once reports have been combined into one document.

Naming of Electronic Files

Consistency in naming of electronic files to be submitted to the secretary is very helpful. No underlining or punctuation is needed in the names of electronic files. File names should consist of (1) the name of the intergroup or chapter, (2) the words “Ann Rep”, and (3) the date it is being submitted, with the last two numerals of the year coming first, then a space, and then numerals for the day and month run together. Here are some examples, the first one having been submitted May 1, 2010, and the second one having been submitted April 10, 2011.

Maine Ch Ann Rep 10 0501

WAI Ann Rep 11 0410

Content

In the winter of 2010 the WSB made a decision to begin disseminating the WSI annual report to World Service Conference Members rather than to all WSI contacts and to get the report out pre- convention rather than post-convention. This means that the 2010 report will not cover a full year.

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Your reports should cover the period from June or July 2009 through your February 2010 meeting (or your March 2010 meeting, if feasible). In future years the WSI annual reports will again cover 12-month periods.

Brief summaries are appropriate rather than the detailed reports that you may want for your own records. Each intergroup or chapter chair should submit a total of one or two pages summarizing both the work done by all your subcommittees and officers and your finances. The report could begin with a short description of who your group is (what geographical region it covers, what chapters or meetings are affiliated, how many active members) and could go on to report highlights of your accomplishments and current projects or concerns.

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C Document 3: Letter of Agreement for Hiring New Employees (template) Document 3

[Food Addicts in Recovery Anonymous, Inc. letterhead]

Date

Name

Street Address

City, State zip code

Re: [job title] position

Dear [name]:

It is my pleasure to [offer you] [confirm your employment in] the position of [job title] with Food Addicts in Recovery Anonymous, Inc. (“FA”). In this position, you will be reporting directly to [name and title of supervisor or “the Board of Directors of FA.”]

Your weekly gross compensation will be $ to be paid [weekly] [biweekly]. FA will review compensation and performance for all employees from time to time, depending on the circumstances, and reserves the right to change compensation or the terms of employment prospectively at any time. You are expected to work [ hours per week;] [as a management employee on a salary, for so many hours as are required to complete assigned tasks].

You may be eligible for certain benefits in addition to your weekly salary. Please note that these benefits are subject to change at any time, at the discretion of FA. FA’s current benefits package for employees in the [job title] position include: [include terms of vacation time, sick time, holidays, other leave, insurance benefits, etc.].

Your employment with FA will be on an at-will basis, with either you or FA free to terminate the relationship at any time, for any reason.

As a condition of your employment, you will be required to provide proof of eligibility for employment in the United States.

This [offer of] [confirmation of terms of] employment will remain open for two weeks and is contingent upon your acceptance and agreement to sign all documents required of employees by FA, such as agreements regarding confidentiality or intellectual property, if applicable.

Your planned employment start date [will be] [“was”] .

Please sign and date below and return to me to confirm your desire to [accept] [continue] employment on these terms.

I look forward to hearing from you.

Yours truly,

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Chair, FA World Service Board

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Acknowledgment of Receipt and Acceptance of Terms

On this day of , 20 , I, , acknowledge my receipt of the above offer letter and accept the terms and conditions of employment outlined in the letter above. I understand that I will be working as an employee at will.

[Signature: ]

[printed name]

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D Document 4: Letter of Agreement for Hiring new Independent Contractors (template) Document 4

[FA letterhead]

[date]

[Name of Independent Contractor]

[Street Address]

[City, State, zip code]

Re: FA World Service [ ] position

Dear :

It is my pleasure to confirm your agreement to provide services to Food Addicts in Recovery Anonymous, Inc. (“FA”) as an independent contractor in the position of . In this position, you will be reporting directly to [the chair of the FA World Service, Inc. Committee] [the FA World Service Board].

Your gross compensation will be $ per [describe task or time period]. FA will review compensation and performance for all its independent contractors from time to time, depending on the circumstances, and reserves the right to change compensation or the terms of your independent contractor position prospectively at any time. You are expected to work a sufficient number of hours per week to complete [describe tasks here] Your additional duties as an independent contractor include such additional duties as delegated by the [ Committee chair] [World Service Board] from time to time. Any questions about these matters should be addressed to [the Committee chair] [World Service Board].

Your services provided to FA will be as an independent contractor, with either you or FA free to terminate the relationship at any time, for any reason.

As a matter of policy, FA requests that all independent contractors provide proof of eligibility for employment in the United States.

This confirmation of independent contractor status will remain open for two weeks and is contingent upon your acceptance and agreement to sign all documents required of independent contractors by FA, such as agreements regarding confidentiality or intellectual property, if applicable. If you fail to agree to these terms within that period, your status as an independent contractor will cease, and you will have no further business relationship with FA.

Please sign and date below and return to the WSI Office Committee Chair to confirm your desire to serve as an independent contractor on these terms. I look forward to hearing from you.

Yours truly,

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[name of chair]

Chair, FA World Service Board

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Acknowledgment of Receipt and Acceptance of Terms

On this day of , 2010, I, [name of independent contractor], acknowledge my receipt of the above offer letter and accept the terms and conditions of the independent contractor position outlined in the letter above. I understand that I will be working as an independent contractor and not as an employee.

Signature:

[printed name of independent contractor]

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E Document 5: Performance Review and Appraisal Form Document 5

Office Director

NAME TITLE

POSITION DATE

PURPOSE OF PERFORMANCE REVIEW

To provide an opportunity for the Office Committee Chair to appraise employees strengths, job description responsibilities, and to make suggestions in areas which may need improvement.

To provide an opportunity for the Office Committee Chair and to review job performance, discuss priorities among job tasks and, if necessary, develop strategies for job improvement.

E = Exceeds Expectations N = Needs Improvement

M = Meets Expectations U = Does Not Meet Expectations (unacceptable)

Meets essential functions of job (answering emails, answering phones, filing, organizing, QB, Excel, delegating)

Comments:

Maintains records and files appropriately

Comments:

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Confident and accepts job responsibilities

Comments:

Initiates and takes action for improvements

Comments:

Performs job requirements with minimal direction and supervision

Comments:

Willingness to take on new duties with a positive attitude

Comments:

Readily adjusts to new work situations and conditions

Comments:

Manages confidential information appropriately

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Comments:

Arrives on time, punctual

Comments:

Responds well to needs of fellowship and the public and maintains effective working relationships with both

Comments:

Verbal and writing skills communicated effectively_

Comments:

Prioritizes work to make most effective use of time and meets deadlines

Comments:

Identifies problems and solutions to them

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Gathers background information and identifies problem or priorities

Comments:

Exercises good judgment and decision making

Comments:

Produces high quality results in work assignments

Comments:

Responds appropriately and effectively to change, adversity and challenges

Comments:

Finds ways to contribute

Comments:

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Volunteers to take on tasks

Comments:

Completes duties in a timely manner with effective outcomes

Comments:

Looks for efficient and cost effective solutions

Comments:

GOALS

OFFICE COMMITTEE CHAIR COMMENTS

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EMPLOYEE COMMENTS

I participated in this evaluation process and agree with the above review.

EMPLOYEE SIGNATURE OFFICE DIRECTOR SIGNATURE

OFFICE COMMITTEE CHAIR SIGNATURE

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