INTERCOUNTY FELLOWSHIP OF ALCOHOLICS ANONYMOUS

OPERATIONS POLICY MANUAL

Approved June 26, 2017
Central Office
1821 Sacramento Street
San Francisco, CA 94109
415.674.1821
aasfmarin.org

TABLE OF CONTENTS

I. WHO WE ARE – WHAT WE DO ……………………………………………………………………… 1 A.

History and Structure ……………………………………………………………………………….. 1 B.
Mission …………………………………………………………………………………………………… 1 C.
Administration …………………………………………………………………………………………. 1 D.
Intergroup Board of Directors ……………………………………………………………………. 2 E.
Central Office Staffing ………………………………………………………………………………. 3 F.
Relationship of Special Workers to the Intergroup Board …………………………….. 3

II. MAINTAINING A BUSINESS AND SERVICE OFFICE ………………………………………. 3 A.

General Management ……………………………………………………………………………….. 4 1.
Office Hours……………………………………………………………………………………………… 4 2.
Holidays …………………………………………………………………………………………………… 4 3.
Telephone Calls and Visitors ……………………………………………………………………… 4 4.
Desk Directories………………………………………………………………………………………… 4 5.
Service Liaison………………………………………………………………………………………….. 5 6.
Community Communication ……………………………………………………………………… 5 7.
Bookstore ………………………………………………………………………………………………… 5 8.
Cash…………………………………………………………………………………………………………. 5 9.
Meeting Schedules; Locally Produced Literature ………………………………………… 5 10.
Website ……………………………………………………………………………………………………. 5 11.
Accessibility …………………………………………………………………………………………….. 6 12.
Insurance for Member Groups …………………………………………………………………… 6 13.
Mail …………………………………………………………………………………………………………. 6 14.
Meeting Facilities ……………………………………………………………………………………… 6 15.
Business Records …………………………………………………………………………………….. 6 16.
Policies ……………………………………………………………………………………………………. 6 B.
Financial Policies ……………………………………………………………………………………… 7 1.
Financial Support ……………………………………………………………………………………… 7 2.
Prudent Reserve ……………………………………………………………………………………….. 7 3.
Withdrawals ……………………………………………………………………………………………… 7 4.
Staffing …………………………………………………………………………………………………….. 7 5.
Internal Accounting Control ……………………………………………………………………….. 7
Budget ……………………………………………………………………………………………………… 8 7.
Financial Reporting …………………………………………………………………………………… 8 8.
Fixed Asset Control …………………………………………………………………………………… 8 9.
Bookstore Inventory……………………………………………………………………………………. 8 10.
Cash Receipts …………………………………………………………………………………………… 8 11.
Cash Disbursements …………………………………………………………………………………. 9 12.
Accounts Payable ……………………………………………………………………………………… 9 13.
Authorized Signers…………………………………………………………………………………….. 9 14.
Petty Cash ………………………………………………………………………………………………… 9 15.
Payroll ………………………………………………………………………………………………………. 9 16.
Consultants ………………………………………………………………………………………………. 9

III. OPERATIONS POLICY MANUAL UPDATES …………………………………………………… 9
IV. PRIOR INCONSISTENT ACTION SUPERSEDED ……………………………………………… 10

I. WHO WE ARE – WHAT WE DO

A. History and Structure
We of Alcoholics Anonymous have been present in the San Francisco Bay Area serving the needs of alcoholics from A.A.’s early days. A plaque on a house on Potomac Street in San Francisco commemorates the first A.A. meeting in Northern California on November 21, 1939.

Beginning with individual A.A. members meeting informally and then in small groups, an unincorporated network arose in the 1940s, leading to “the San Francisco Group of Alcoholics Anonymous, also known as Alano Club of San Francisco,” (as these unincorporated members then identified themselves) that filed formal Articles of Incorporation, as a non-profit corporation with the California Secretary of State on January 3, 1945, under the name “Alcoholics Anonymous – San Francisco Fellowship.”

Today, after several amendments reflecting both our growth as well as changes in California non-profit corporation law, we are registered with the State, and have nonprofit tax status with the Franchise Tax Board and the Internal Revenue Service, as “Intercounty Fellowship of Alcoholics Anonymous” (“Intergroup,” referred to in other documents as the “Corporation” and “Intercounty Fellowship”).

Intergroup has adopted Bylaws, revised most recently in 2011. The Bylaws establish the formal structure of Intergroup and define important terms relating to the individuals and member groups that make up our formal Fellowship.

This Operations Policy Manual provides an overview of Central Office and policy guidance in its operations.

B. Mission
Consistent with the Fifth Tradition of Alcoholics Anonymous, the mission of Intergroup, and therefore Central Office, is to assist A.A. Member Groups in fulfilling their primary purpose of carrying the message to the alcoholic who still suffers.

C. Administration
Our first Central Office was opened on January 27, 1947. The Bylaws define the entities and involved in Intergroup (presented here in hierarchical rather than alphabetical order):

Article XII

(f) Corporation: “Intercounty Fellowship of Alcoholics Anonymous, a California Nonprofit Corporation.”

(j) Intergroup: “The A.A. Fellowship of Member Groups meeting in San Francisco and Marin counties, organized by and responsible to its Member Groups for coordinating services which individual Groups cannot provide.”

(1) Member Group: “An A.A. group holding regularly scheduled meetings in the counties of San Francisco or Marin and listed in the meeting schedule published from time to time in print or electronic media by Intergroup or its Central Office, which has elected to become affiliated with Intergroup in accordance with the procedures established by Intergroup.”

(k) Intergroup Board; Board of Directors; Board: “The body consisting of eleven (11) elected and appointed members responsible for managing Intergroup’s business activities and administrative affairs.”

(d) Central Office: “Intergroup’s administrative office staffed by paid special workers and A.A. volunteers.

(e) Central Office Manager: “‘At will’ Special Worker managing Central Office.” The Bylaws do not define “Special Worker,” “Trusted Worker,” and “Volunteer.” These terms derive their meaning from Traditions Two, Eight, and Nine, as implemented in general A.A. practice and usage.

Under the Bylaws, Intergroup consists of Member Groups, which elect a Board to oversee and maintain a Central Office managed directly by a Central Office Manager
(“Manager”), responsible to the Board, with one or more authorized Trusted Servant(s) and Volunteer(s), who are, in turn, responsible to the Manager. The Manager is a voting member of the Board.

Central Office is the principle means for Intergroup to serve its Member Groups in San Francisco and Marin counties, their individual members, and the alcoholic who still suffers. It is concerned with activities on a local scale, but stays aware of and interacts with the broader regional, state, national, and international A.A. Fellowship.

Intergroup also oversees a number of volunteer committees not directly related to Central Office, and further assists its Member Groups by providing communication between the groups regarding the delivery of Twelfth Step and other local A.A. events and activities, often with Central Office involvement.

Three documents published by A.A. World Services, Inc. discuss the general function of Intergroup offices:

  • “Working with Local Intergroups and Central Offices,” from The A.A. Service Manual;
  • Pages 44-45 of the pamphlet, The A.A. Group, Revised 1990; and
  • A.A. Guidelines, Central or Intergroup Offices.

D. Intergroup Board of Directors
The Board has general powers of administration of Intergroup and supervision of Central Office. It consists of eleven (11) Directors, nine (9) elected from among the Intergroup Representatives (“IGR”), a Treasurer, and the Manager. Article IV of the Bylaws details the Board’s structure, function, and procedures.

E. Central Office Staffing
The Manager is a full-time paid Special Worker responsible for executing policies as established by the Board. The Manager is the primary link between the Central Office and the Board. Central Office may utilize Special Workers and Volunteers, supervised by the Manager. Financial remuneration is the sole factor that distinguishes Special Workers from volunteer staff. Volunteers may do any task they are trained, able, and willing to do.

Volunteers answer and log telephone calls and great visitors at Central Office. Special Workers sell literature and sobriety chips, interact with other A.A. Intergroups, central offices, fellowships, and service arms of A.A., and coordinate functions on behalf of the Member A.A. groups.

F. Relationship of Special Workers to the Intergroup Board
Intergroup employs Special Workers, first, to carry out its policies and to provide services and support to Member A.A. groups, assisting them in carrying the message to the alcoholic who still suffers. Second, a Special Worker may also serve the Board directly when the Board requires Special Workers to gather and collate data, or otherwise prepare information to facilitate the Board itself in its deliberations. In this context of indirect service to the Intergroup, a Special Worker may also be required to prepare and share information on an issue considered important for Board discussion and action, and further requested to recommend policies or procedures related to such topic or issue.

II. MAINTAINING A BUSINESS AND SERVICE OFFICE

Central Office fulfills a dual role: it is both a service office and a place of business that functions on behalf of and for the benefit of A.A. groups and Intergroup’s volunteer committees. Licensed to operate as a place of business in the City and County of San Francisco, it must comply with federal, state, and local laws and regulations.

While the Ninth Tradition ensures that we keep our way of life spiritual in thought and action, this does not mean that A.A. should be disorganized in its business affairs. Our service literature – The A.A. Service Manual, Twelve Concepts for World Service, Alcoholics Anonymous Comes of Age: A Brief History of A.A., the Final Reports issued each year after the Annual Meeting of the General Service Conference of Alcoholics Anonymous, and other documents published by Alcoholics Anonymous World Services, Inc. – indicates that we should maintain a functioning organization and structure at the level of our service boards, committees, and offices. By forming and supporting central offices and Intergroups, A.A. groups have made it clear they expect organization, efficiency, and effectiveness in their affairs.

A. General Management

1. Office Hours
Central Office is open from 10:00 a.m. to 6:00 p.m., Tuesday through Saturday. Special Workers and Volunteers are in the office from 10:00 a.m. to 6:00 p.m., when the telephones are answered there. A Special Worker is responsible for opening and closing the office, although specially trained Volunteers may perform this function. Special Workers’ hours shall be set so that there is usually one in the office at all times. There may, however, be unavoidable exceptions. In those cases, a specially trained Volunteer may perform the duties of cashier while the Special Worker is absent. A Volunteer should not normally be the only person in the office. A Special Worker may be the only person in the office.

2. Holidays
Central Office will close on eleven holidays:

New Year’s Day
Martin Luther King Day
Presidents’ Day
Memorial Day
Fourth of July
Labor Day
Columbus Day
Veterans’ Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day

3. Telephone Calls and Visitors
Central Office is a Service Office. Its most important duty, then, is to respond to the needs of persons calling, visiting, or communicating on Intergroup’s website. Volunteers answer Central Office’s telephones, with Special Workers answering in Volunteer absence or when there are more calls than Volunteers on duty can handle. The Volunteers handle calls for general information and Twelfth-Step calls from alcoholics and pass business calls to Special Workers. During evening, weekend, and holiday hours when Central Office is closed, Volunteer members of the San Francisco and Marin Teleservice Committees answer the telephones.

4. Desk Directories
Volunteers and Special Workers, when staffing telephones, shall have available directories showing meeting times and locations for San Francisco and Marin Member Groups; frequently requested telephone numbers; names and phone numbers of Twelfth Step Volunteers; and the current San Francisco Teleservice Manual.

5. Service Liaison
Special Workers may participate in group or committee meetings, as well as the annual Unity Days put on by our General Service Districts, and when asked to represent Central Office. The Manager attends Northern California Central Office Manager Workshops held several times each year, the annual national Intergroup Seminar, the
National A.A. Technology Workshop, and other conferences and seminars the Board approves.

6. Community Communication
Central Office connects community agencies with the appropriate A.A. service arm. It passes requests from hospitals or institutions for A.A. meetings for patients or inmates in such facilities to the Hospital and Institution (H&I) Committee, and requests from the public at large, or from professionals who work with people who may have alcohol problems, to the Committee on Public Information and Cooperation with the Professional Community (PI/CPC).

7. Bookstore
One of the primary responsibilities of Central Office is the ordering and stocking of literature from Alcoholics Anonymous World Services, Inc., the AA Grapevine, Inc., and other literature approved by Intergroup. The literature is available to A.A. groups, individual A.A. members, outside organizations, and the general public. Literature may be ordered to be shipped to the groups or individuals within the State of California. We maintain a self service bookstore, with the cash register in a Special Worker’s office. All literature orders are filled upon receipt of payment or upon credit terms the Board approves. Special orders shall be paid for in advance and any returns shall include shipping costs, if any.

8. Cash
Special Workers are primarily responsible for monetary transactions. Specially trained Volunteers may process cash register transactions when there is no Special Worker in the office. Only Special Workers shall have the combination or codes to the safe, which shall be changed when a Special Worker who knows the combination or codes terminates employment. During business hours, the checkbook and the cashbox shall be kept in a securely locked place.

9. Meeting Schedules; Locally Produced Literature
Central Office updates and arranges printing of San Francisco meeting schedules. Central Office currently leases a copy machine and a high-speed duplicator for production of Marin’s quarterly meeting schedules and The Point, as well as other printed materials. The Point issues once a month and includes financial reporting, articles of interest to the Fellowship, and announcements of A.A. activities and group information.

Central Office sells schedules but provides one at no charge upon newcomers’ or visitors’’ requests. To be listed in a meeting schedule, a group (i) requests inclusion, (ii) has been meeting successfully for at least one month, and (iii) follows A.A.’s Traditions, (iv) primarily serves alcoholics in San Francisco and Marin.

10. Website
Intergroup’s website displays San Francisco and Marin meeting schedules. Special Workers and Volunteers maintain the website and keep these schedules updated. The Board has adopted guidelines describing the purpose, content, anonymity, costs, and copyrights of the website.

11. Accessibility
Intergroup’s database and meeting schedules provide information regarding meetings available to the deaf, hard of hearing, and which are wheelchair accessible. The bookstore stocks CDs, DVDs and large-print editions of A.A. literature available from our General Service Office. Central Office shall follow the Reasonable Accommodations Policy and ASL Interpreter Request Policy Intergroup has adopted.

12. Insurance for Member Groups
At the request of a Member Group the Manager will, to the extent allowed by Intergroup’s existing liability insurance policy, upon payment of a $50.00 administrative fee (plus any charge the insurer imposes), issue or cause to be issued a certificate of insurance naming the Member Group as an additional assured for the remainder of the term of the policy. Manager shall provide the certificate to the Member Group’s designee. Coverage shall apply to regularly scheduled A.A. meetings the Member Group holds but not to other events, including, without limitation, outings, social events, or retreats. A Member Group may receive a new certificate each year upon request and payment of an additional $50.00 administrative fee (plus any charge the insurer imposes).

13. Mail
Special Workers shall open all incoming mail and may delegate the handling of outgoing mail including bulk mail.

14. Meeting Facilities
Central Office has space for A.A. service committee and Board meetings, but not for individual A.A. group meetings.

15. Business Records
A local area network (LAN) links Central Office computers which are backed up regularly, at least weekly. Uses of the computer include accounting, databases, and publishing the monthly newsletter. Central Office shall maintain “hard copies” of: Intergroup minutes; Board minutes; group contribution reports; monthly balance sheets and Profit & Loss statements, copies of The Point, Articles of Incorporation, Bylaws, Operations Policy Manual, Employee Handbook, Staffing Guidelines, and Board-approved policies.

16. Policies
Central Office shall adhere to additional policies the Board has adopted, including, without limitation, those covering: conflict-of-interest; compensation determination; non-discrimination; whistle-blowers; and document retention.

B. Financial Policies

Intergroup has obtained 501(c)(3) status as a tax-exempt California nonprofit public benefit corporation, and maintains the appropriate approvals from the Internal Revenue Service and the Franchise Tax Board. All financial transactions shall conform to federal, state, and local laws, and regulations governing the operation of nonprofit corporations.

The Board shall control all fiscal matters, shall be responsible for the budget and all expenditures, but may delegate those responsibilities to others, including the Manager or the Treasurer. All expenditures, except with petty cash or by debit or credit card, shall be made by check and require two signatures.

1. Financial Support
Intergroup relies for support solely upon the voluntary contributions of A.A. Groups, individual members, and bookstore sales. Fundraising by Central Office or the Board might diminish a sense among the Member Groups regarding their responsibility for financial support of their Central Office. Intergroup (which includes Central Office, the Board, and all committees) shall not engage in fundraising activity. Member Groups and individual A.A.’s may make Gratitude Month contributions or participate in the Birthday Plan or Faithful Fiver Plan. Individual contribution limits are identical to those of the General Service Office.

2. Prudent Reserve
With the Treasurer’s recommendation, the Board shall set Intergroup’s prudent reserve at six months’ operating expenses, calculated by taking one quarter of:(a) Intergroup’s actual gross operating expenses for the immediate past calendar year; plus (b) gross budgeted operating expenses for the current calendar year. The Board shall report this amount no later than the second Intergroup meeting following approval of the annual budget.

3. Withdrawals
No funds may be withdrawn at any time, or for any purpose, from the prudent reserve without a vote by two-thirds (2/3) of the voting members at a Board meeting with a quorum, with the minutes of the authorizing meeting noting the amount and specific reason for the withdrawal.

4. Staffing
The Board will not authorize an increase in the permanent paid workforce unless Intergroup has on deposit the full prudent reserve required under Section B.2 above.

5. Internal Accounting Control
Central Office shall maintain an internal accounting control system to ensure effective financial management and the safeguarding of Intergroup assets. The Manager is responsible for supervising the overall accounting system. A system of authorization and recording procedures shall provide reasonable accounting control over assets, liabilities, revenues, and expenditures. The Manager shall maintain the general ledger (showing assets, liabilities, profits and losses) on the Central Office computer system.

6. Budget
The Treasurer and the Manager are responsible for preparing Intergroup’s draft budget by the beginning of each calendar year for the Board’s consideration and approval.

7. Financial Reporting
A systematic fiscal reporting system is in place that enables the Board, Intergroup Membership, and other interested parties to monitor Central Office and its expenditures. The Treasurer and the Manager shall have primary responsibility, subject to Board approval, to ensure that all required financial reports, tax returns, and reports are filed when due. The Manager shall ensure:

  • Filing of Federal Form 990, California Form 199, information returns of tax exempt organizations, and Report to the Attorney General of California, Form RRF-1, must be filed by the fifteenth day of the fifth month following the end of the fiscal year. Our fiscal year ends on December 31.
  • The Manager shall ensure all federal and state payroll taxes, unemployment taxes, and employee income taxes are withheld, as necessary, paid, and deposited.
  • Filing of state and local sales tax returns monthly for sales tax collected. (Returns are due for the prior month on the last day of the month).

With Board approval, the Manager and the Treasurer may retain accountants, bookkeepers, other professionals to assist with these filings and payments.

8. Fixed Asset Control
Any item to be purchased or leased that has a unit value of $2,000 or more shall require at least three (3) bids. The Manager shall maintain records of all fixed assets, whether owned or borrowed, having a value of $2,000 or more. An annual inventory shall be conducted by an individual who is not otherwise involved in asset acquisition. The Board must authorize the disposal of any fixed asset.

9. Bookstore Inventory
Sales shall be recorded in the accounting software to include inventory activity. Physical inventories shall be conducted as required and at least annually.

10. Cash Receipts
Central Office maintains local bank checking accounts for deposit of all funds and shall issue receipts for all funds received. The Manager shall ensure regular deposit of funds, generally at least twice weekly.

11. Cash Disbursements
The ultimate authority and responsibility for all cash disbursements or bank withdrawals rests with the Board. All cash disbursements must be approved by a member of the Board prior to signing the checks. Two signatures are required on all checks and bank account withdrawals. Blank checks shall be locked up and under the control of the Manager. Authorized signers shall not sign blank checks. Supporting documentation shall be presented with each check for review by those persons signing. Checks made payable to the Manager or any other authorized signer for reimbursement of expenses, such as travel or supplies, must be approved and signed by two authorized signers other than the payee.

12. Accounts Payable
Intergroup shall pay its bills timely. Any non-recurring expenditure in excess of $500 requires Board approval. Any non-recurring expenditure in excess of $2,000 requires Intergroup approval.

13. Authorized Signers
The Chair, the Vice-Chair and the Manager and one other designated Board member as authorized signers on Intergroup’s bank accounts. New signature cards shall be completed when there are changes in any of these positions. Signatures of any two authorized signers shall be required to withdraw funds from any account.

14. Petty Cash
The purpose of a petty cash fund is to avoid writing checks for small purchases. The amount of petty cash on hand should not exceed $200.00 and must be kept in a safe place, under lock and key.

15. Payroll
All Special Workers are paid on a twice-per-month basis. Payroll for any given pay period shall not be processed unless both the Special Worker’s and the Manager’s signatures appear on their time sheet. Payroll data is recorded in the accounting software.

16. Consultants
The Board must approve retention of any consultant for hire with duties and compensation set forth in a written agreement.

III. OPERATIONS POLICY MANUAL UPDATES

The Board shall review this Operations Policy Manual at least every four (4) years and revise or amend it as business needs warrant, after first soliciting comments and suggestions from Central Office staff, Member Groups, and individual A.A. Members. Specifically, the Board should reassess such items as: (a) the prudent reserve fund formula; (b) petty cash limits; (c) non-recurring expenditure limits; (d) salary levels for Special Workers; (e) fixed asset management controls; (f) financial reporting procedures; and, (g) changes in technology that may improve Central Office’s provision of its intended services at acceptable expense.

IV. PRIOR INCONSISTENT ACTION SUPERSEDED

This document supersedes any prior inconsistent resolution, Board policy, or other determination the Board has made.