II. Purpose of English Language Intergroup
A. Telephone Answering Machine
B. Meeting List
D. Public Information
E. Future Activities
F. Specifically Excluded Activities
III. Intergroup Meetings
A. Time and Location
C. Who May Attend and Participate
IV. Transacting Business, The Election and Removal of Officers and Alternates, and Charter Amendments
A. Discussion and Vote
B. Nomination and Election of Officers and Alternates
C. Removal of Officers
D. Charter Amendments
V. Intergroup Representatives, Officers, and Alternates
A. Intergroup Representatives
4. Literature Chairperson
5. Meeting List Chairperson
6. Telephone Chairperson
7. Public Information/Cooperation With the Professional Community Chairperson
8. JSO Liaison
9: Web Page Manager
In all its proceedings, Intergroup shall observe the spirit of AA tradition, taking great care: that it never becomes the seat of perilous wealth or power; that sufficient operating funds, plus a prudent reserve, be its financial principle; that one of its members never be placed in a position of unqualified authority over any of the others; that all important decisions be reach by discussion, vote, and whenever possible by substantial unanimity; that no committee action ever be personally punitive, or an incitement to public controversy; that though it may act for the services of English Language A.A. groups in the Kanto region, it shall never perform any acts of government; and that like the society of Alcoholics Anonymous, it will always remain democratic in thought and action.
II. Purpose of English Language Intergroup
Tradition Five of Alcoholics Anonymous states, "Each group has but one primary purpose - to carry its message to the alcoholic who still suffers." The purpose of Intergroup is to help English Language Alcoholics Anonymous meetings in the Kanto region carry AA's message. Aside from providing an avenue of service for AA members, Intergroup exists to administer and coordinate English Language AA activities common to the various groups comprising its membership. These activities currently are:
A. The maintenance of a telephone answering machine which supplies recorded English language meeting information and records inquiries from callers.
B. The updating and regular publication of the English language meeting list.
C. The ordering and distribution of Conference-approved AA literature.
D. The maintenance a web page, www.aatokyo.org, on which a current meeting list, directions to the meetings, Intergroup Charter, minutes and financial statements, contact information, and appropriate links to other sites are posted.
E. Providing information on AA to the general public and interested professionals by means of newspaper and magazine ads, website, Conference-approved literature and Public Information materials, and volunteer speakers.
F. Intergroup may engage in any other activity which may be decided upon in the future, so long as that activity is in the keeping with the spirit and letter of the Twelve Steps and Twelve Traditions of Alcoholics Anonymous.
G. Specifically excluded from future activities are the operation of clubs or clubhouses, any form of medical or counseling facility or service, sales of non-AA related literature or merchandise, and endorsement of or alignment with any other private or public business, organization, or institution.
III. Intergroup Meetings
A. Regular Intergroup meetings are held on the first Sunday of each month at 6:00 p.m. at Tokyo Union Church in Omotesando. Any change of time or place ought to be decided on and announced at the Intergroup meeting one month in advance.
B. Typically, the format of the Intergroup meeting is as follows:
The Chairperson calls the meeting to order and the Secretary distributes copies of the minutes of the prior month's meeting.
The Chairperson calls for new business.
The Chairperson asks for reports from the Treasurer, other officers or their alternates, and any other special committees or service groups.
Old business, as reported in the minutes, is dealt with in order of items' appearance in the minutes.
New business is dealt with in the order in which it was suggested at the beginning of the meeting.
Nominations for and elections of new officers for those positions which have or are about to become vacant.
Confirmation of the date of the next Intergroup meeting.
At 7:00 p.m. the meeting is closed with the Serenity Prayer.
C. All Intergroup and committee meetings ought to be announce well in advance and are open to anyone who wishes to attend. Any AA member may bring up new business at the Intergroup meeting and take part in discussion. All those attending who identify themselves as members of AA may take part in the voting.
IV: Transacting Business, The Election and Removal of Officers and Alternates, and Charter Amendments
A. Intergroup activities and major changes in those activities need always be decided on by group conscience, arrived at by open and public discussion, research if indicated, and the vote. Each AA member attending the Intergroup meeting has one vote. Intergroup decisions not concerned with the removal of officers or charter amendments require a simple majority vote. Though generally voting is done by a show of hands, the Chairperson may propose or an attending AA member may move that a particular vote be conducted by secret ballot. A simple majority vote by a show of hands would decide the motion and if passed, the secretary would pass, collect, and count the ballots and announce the result of the vote.
B. Candidates for Intergroup officers are to be nominated at the Intergroup meeting of the last month in which the old officer is serving. Any AA member attending the Intergroup meeting may nominate a candidate. Candidates must be present at the meeting. Nominations should be seconded. Nominations may be closed with a motion, second, and simple majority vote.
If after three ballots neither of the two top candidates receives a majority, the new officer will be chosen by lot. If no nomination of a candidate for an office is made, the Intergroup Chairperson will ask for volunteers. Any AA member with a minimum of one year sobriety, the ability and willingness to serve, and not currently an Intergroup officer may volunteer. If one person volunteers, the Intergroup chairperson will call for a 2/3 majority vote of approval of the volunteer for the office. If more than one person volunteers, then a vote will be taken as described above.
C. For an officer to be removed from office, a motion must be made with two seconds. To allow Representatives to take the proposed action back to their meeting for a group conscience, the vote will be deferred to the next regular Intergroup meeting, at which further discussion will be heard before a vote is taken. Only after all discussion has ended will the Intergroup Chairperson call for a vote on the matter. A two-thirds majority vote is required to remove someone from office.
D. For this charter to be amended, a motion stating the suggested amendment must be made at a regularly scheduled Intergroup meeting followed by one second. After discussion the Chairperson will state the proposed amendment which the Secretary will enter into the minutes. To allow Representatives to take the proposed amendment back to their meeting for a group conscience, the vote will be deferred to the next regular Intergroup meeting, at which further discussion will be heard before the vote is taken. A two-thirds majority vote is necessary to amend this charter. The Intergroup Chairperson shall make the revisions to the charter and provide copies of the amended charter at the following Intergroup meeting.
V. Intergroup Representatives, Officers, and Alternates
A. Intergroup Representatives are the collective voice of the AA meetings in Intergroup matters. Every AA meeting is encouraged to have an Intergroup Representative, chosen in whatever way the meeting expresses its group conscience. The Intergroup Representative should attend all Intergroup meetings, participate in discussions, carry information between the group and Intergroup, and make the meeting's contribution to the Intergroup Treasurer.
B. Intergroup officers are responsible to Intergroup and the English Language AA groups in the Kanto area for those services Intergroup provides. Officers should attend all regular Intergroup meetings, be prepared to report on his or her area of responsibility, and be available to answer questions. In addition, each officer ought to maintain a notebook or file with the information necessary to perform the duties of the office. Officers should have at least one year of sobriety and a willingness to commit to the obligations of their positions. In the event of a break in sobriety, an officer should tender a resignation to the Intergroup Chairperson, notify his or Alternate, and turn over all Intergroup materials to the Alternate or the Intergroup Chairperson.
Terms of office are two years and an officer may be reelected once. If an officer comes to office as an Alternate or to complete another’s term, he or she should not serve in that office more than five years. Officers are nominated and elected in Intergroup meetings and their terms begin at the Intergroup meeting the month following election. If an officer is unable to attend for two consecutive months and has not notified either the Alternate or Intergroup chairperson, the Intergroup Chairperson shall ask the officer's Alternate to assume the officer position for the remainder of the term. Intergroup officers are as follows:
1. Intergroup Chairperson - duties include presiding over Intergroup meetings,arranging Intergroup meeting locations, delivering reports at Intergroup meetings for officers who are unable to attend or have their alternates attend. The Chairperson shall also temporarily take over the responsibilities of any officer unable to meet his or her responsibilities and for whom there is no alternate. The Chairperson will also write into this charter any amendments Intergroup makes to it and provides copies to all who wish them.
2. Secretary - duties include taking accurate notes at each Intergroup meeting, including attendance, treasurer's report, old and new business, the results of votes and actions decided upon, and announcements from member groups. Clear copies of the minutes of each meeting should be made available by the next meeting to all who wish them. The Secretary is also responsible for maintaining a complete file of old minutes.
3. Treasurer - duties include collecting and banking all donations to Intergroup and revenues from literature sales, paying or making arrangements for payment for all Intergroup-approved expenses, keeping accurate records of income and expenditures. The Treasurer should make a financial statement at each Intergroup meeting. It is especially important that if the Treasurer is unable to attend an Intergroup meeting he or she provide the financial statement information to either the Alternate or the Intergroup Chair.
4. Literature Chairperson - duties include ordering and arranging payment for English language AA materials from General Services, and the storage and distribution of the literature to the English language meetings in the Kanto area.
5. Meeting List Chairperson - duties include maintaining, updating, arranging for the printing, and the distribution of a list giving the days, times, and locations of English language AA meetings in the Kanto area, along with contact numbers and other information on English language AA in Japan.
6. Telephone Chairperson - duties include monitoring and responding to telephone inquiries left on the English language AA answering machine and updating the prerecorded message as necessary.
7. Public Information/Cooperation With the Professional Community Chairperson - duties include providing information to non-alcoholic-related inquiries, including private individuals and private and public organizations.
8. JSO Liaison - duties include transfer of pertinent information between Intergroup and the Japan Service Office of AA.
9: Web Page Manager - duties include maintaining and updating www.aatokyo.org, adding and deleting meeting information, special announcements, making available Intergroup Charter, minutes and financial statements, and other information and links deemed appropriate in light of this Charter and the Twelve Traditions of Alcoholics Anonymous.
C. Alternates to officers are to assume the duties of officers if an officer is unable, either temporarily or permanently to fulfill the obligations of the office. Alternates may be nominated and elected by the Intergroup, appointed by the Intergroup Chairperson, subject to Intergroup approval at the earliest opportunity, or volunteer and be approved by vote of the Intergroup. If an Alternate should be representing more than one officer at a meeting, or should also be an Intergroup Representative, his or her vote will only be counted as one vote. No one should serve as an Alternate for more than two positions. A regular officer should not serve as an Alternate to another position. The term of service is one year and should not exceed two consecutive years as Alternate to any one position.