Concept 12 of Alcoholics Anonymous 

The Conference shall observe the spirit of A.A. tradition, taking care that it never becomes the seat of perilous wealth or power; that sufficient operating funds and reserve be its prudent financial principle; that it place none of its members in a position of unqualified authority over others; that it reach all important decisions by discussion, vote, and whenever possible, by substantial unanimity; that its actions never be personally punitive nor an incitement to public controversy; that it never perform acts of government, and that, like the Society it serves, it will always remain democratic in thought and action.

Service Positions at South Midlands Region

AA Service is anything whatever that helps to reach a fellow sufferer, ranging all the way from the Twelfth Step itself to a ten-cent phone call and a cup of coffee, and to AA�??s General Service Headquarters for national and international action.  The sum total of all these services is our Third Legacy. 

Conference Delegate

Five years continuous sobriety with relevant Intergroup and Regional experience.
A good understanding and knowledge of the AA Service Structure, consisting of the 12 steps and Guidelines, 12 Traditions and Concepts, AA Comes of Age, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·        Suitable to conform with Paragraph 3-page 94 AA Structure Handbook for Great Britain.

·        Be prepared to serve for three years and sponsor alternate Conference Delegate.

·        Attend all Region meetings and Conference related sessions (Briefing/Debriefing) Workshops and Forums.

·        Establish ongoing working relationship with Alternate Conference Delegate should the need arise for them to stand in for your absence at Conference, or any Regional or Intergroup meetings.

·        Support Intergroups and groups by attending their meetings on request to offer support of any relevant nature.

·        Keep up-to-date with all AA matters by reading AA Service News, Share, Conference and Board reports, minutes from Intergroups and Regions.

·        Represent the views and conscience of your Region as well as your own at the Annual Conference weekend, partaking in committee discussion and voting.

·        Involve yourself in the whole Conference experience and communicate with others, seek and offer support where required.

·        Report back to your Region and Related Intergroups and Groups with all relevant information through the recognised structure of AA.

Telephone Liaison Representative

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 Steps and Guidelines, Traditions and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Much of the liaison between the Telephone Sub-Committee and Regions is contained in computer files and although computer literacy is not an essential requirement it undoubtedly enhances ones ability to do the job.

Job Description

Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·        Attend all Region meetings including any related workshops, activities or Seminars.

·        Communicate information to and from Intergroup TLOs.

·        Gather quarterly reports from Intergroup TLOs and prepare yours for the Regional assembly.

·        Attend related workshops at any Intergroups.

·        Organise and attend Region TLO workshops.

·        Offer support to any Intergroups requesting your assistance.

·        Attend annual Regional TLO workshops at GSO.

·        Communicate with GSB member for Telephones.

·        Communicate with the Telephone Sub Committee at GSO.

·        Liaise between geographically adjacent Intergroups if needed.

Probation Liaison Officer 

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

 Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Region meetings including any related workshops, activities or Seminars.

·       Communicate and support intergroup PLOs and attend any activities when requested.

·       Gather quarterly reports from Intergroup PLOs and present yours to the Regional Assembly.

·       Attend annual Regional PLOs meeting at GSO.

·       Communicate all Intergroup and Regional reports to the GSB member for Probation/Social Services.

Prison Liaison Officer

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

• It is not essential to have served a term in prison to be suitable for this post.

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Regional meetings including organising and attending any related workshops or forums.

• Communicate information to and from Intergroup PLOs.
• Gather quarterly reports from Intergroup PLOs and prepare yours for the Regional assembly.
• Attend related workshops at any Intergroups.
• Offer support to any Intergroups requesting your assistance. 
• Attend annual Regional PLOs workshops at GSO.
• Communicate with GSB member for Prison Liaison.
• Work with other PLOs where overlaps exist between services.

Region Rep 

**Region Reps are appointed by their local Intergroup. The following description is general.

Suggested requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Intergroup and Region meetings including any related workshops, activities or Seminars.

·       Write reports for Intergroup and Region transferring up-to-date information in both directions.

·       Be aware of the conscience of the Groups, Intergroup and the Fellowship as a whole (Conference recommendations) including your own conscience when contributing and voting on topics of importance.

·       Be prepared to vote according to your own conscience if necessary after taking everything else into consideration.

·       Keep up to date with all AA matters published in the AA news, Conference and Board reports, and Region, Intergroup minutes.

·       Assist in any activities or responsibilities that have been voted for by the Region.

·       Consider how all actions and initiatives relate to AA�??s Unity and Primary Purpose.

Armed Forces Liaison Officer 

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Familiarise yourself with any hints/suggestions or draft guidelines relating to AFL.

·       Attend all Regional meetings including organising and attending any related Workshops or Forums.

·       Communicate information to and from Intergroup AFLOs.

·       Gather quarterly reports from Intergroup AFLOs and prepare yours for the Regional Assembly.

·       Attend related workshops at any Intergroups.

·       Offer support to any Intergroups requesting your assistance. 

·       Attend annual Regional AFLOs�?? workshops at GSO.

·       Communicate with GSB member for Armed Forces Liaison.

·       Work with other AFLOs where overlaps exist between services.

Health Liaison Officer 

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Region meetings including any related workshops, activities or Seminars.

·       Communicate information to and from Intergroup HLOs.

·       Gather quarterly reports from Intergroup HLOs and prepare yours for the Regional assembly.

·       Attend related workshops at any Intergroups.

·       Organise and attend Region HLO workshops.

·       Offer support to any Intergroups requesting your assistance. 

·       Attend annual Regional HLO workshops at GSO.

·       Communicate with GSB member for Health liaison.

·       Work with other HLOs where overlaps exist between services.

 Public Information Officer

Suggested Requirements  

Three years continuous sobriety with relevant intergroup experience.  A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain. 

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Regional meetings including organising and attending any related Workshops or forums.

• Communicate information to and from Intergroup PIOs.
• Gather quarterly reports from Intergroup PIOs and prepare yours for the Regional assembly.
• Attend related workshops at any Intergroups.
• Offer support to any Intergroups requesting your assistance. 
• Attend annual Regional PIO Workshops at GSO.
• Communicate with GSB member for Public Information.
• Work with other PIOs where overlaps exist between services.

Chair

Suggested Requirements

Three years continuous sobriety with relevant Intergroup and Regional experience.

A good understanding and knowledge of the AA Service Structure consisting of the 12 steps and Guidelines, Traditions, and Concepts, AA Service Manual, AA comes of age, and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Arrange dates, venue and annual schedule for Region Assemblies and Meetings.

• Attend all Region meetings including any relevant workshops, activities or Seminars.
• Be a signatory for the Regional Treasury as well as the Region minutes.
• Liaise with the Regional Secretary when preparing the agenda for the Region Assemblies. 
• Keep accurate time management at Regional Assemblies so all items on the agenda may be given sufficient attention concluding with the assembly finishing on time.
• Provide any guidance or experience when necessary to assist the Regional conscience in maintaining its Primary Purpose.
• Assist the Region as requested when organising a Service Forum.
• Communicate with the Secretary at GSO.
• Keep up-to-date with all AA matters by reading AA News, Share, Conference and Board reports, minutes from Intergroups and Regions.
• Attend any Workshops or Meetings at GSO when invited.

Secretary

Suggested Requirements

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

• Attend all Region meetings including any related workshops, activities or Seminars.
• Record all the dialogue of the Region meetings.
• Prepare and publish the minuted dialogue of the Regional meetings, along with any related correspondence such as reports, memos, flyers etc.
• Publish and send the Regional minutes and related correspondence to all relative parties, (Regional Officers, GSO, Intergroup Chairman, Secretaries, etc.). 
• Be a signatory for the Regional Treasury.
• Prepare and publish up-to-date Regional contact lists for confidential use only.
• Communicate and liaise with Chairman, Vice chairman, and Treasurer in matters involving the Regional assembly, such as Workshops, Venue, and Forums.
• Attend annual Regional Secretary meetings at GSO.
• Communicate with the secretary at GSO.
• Keep up-to-date with all AA matters by reading AA News, Share, Conference and Board reports, minutes from Intergroups and Regions.

Southern National Convention Representative

Suggested Requirements

Three years continuous sobriety with relevant experience, possibly acquired by service in the organisation of a mini-convention.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       The SNC Representative represents the Sponsoring Region at committee meetings of the SNC and the Region pays the expenses. Be prepared to attend SNC Committee meetings and to report back to Region at Regional Assemblies.

·       The Representative keeps the Committee Secretary up-to-date on contact details for the Region Chairman and Secretary.

·       Be prepared to serve for a minimum of three years and a maximum of five years and to take on service positions for the committee as elected or required. Job descriptions for these posts are provided by the SNC Committee.

·       Be prepared to attend the Southern National Convention at the Region�??s expense in pursuance of service positions undertaken on behalf of the Committee.

·       If you progress to a position on the Executive of the Committee then you cease to be a Regional Representative and your expenses become the responsibility of the SNC committee. You need to advise Region of your change in status so that you can be replaced as delegate by a new appointment. If there is a gap then the Region Chairman or Vice-Chairman will attend the Committee meeting to ensure that the region is always represented.

Electronic Communications Liaison Officer

A minimum of three years�?? sobriety is recommended, and a general competence with the use of computers

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       The principal role of the ECLO is one of liaison, communication and co-ordination between groups, intergroup, region, and the Electronics Communications Sub-Committee (ECSC) - and to facilitate correlation and dissemination of relevant information between these principal service areas. 

·       Therefore a good understanding of the Traditions and Service and Structure Handbooks is more important to the role than technical knowledge.  If desired, a committee of technically skilled members could be formed to assist the ECLO in setting up/maintaining/updating any local website, with the ECLO acting as Chair of this committee. Such a committee would provide an opportunity for less experienced but technically skilled members to engage in service.

Archivist

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 Steps and Guidelines, Traditions and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Archives activity differs from other areas of the Fellowship in that rotation of office is not considered desirable.  The Service Structure runs parallel to the rest of the Fellowship but archivists have no voting rights at Intergroup or Regional level.  Ideally they should be appointed from our ranks of members who have been around for a while and are experienced trusted servants.

Job Description

·       To be fascinated by all aspects of our Fellowship�??s existence and the story of its growth.

·       To be willing to do everything possible to ensure AA�??s future.

·       (Whenever a society or civilisation perishes there is always one condition present: They forgot where they came from).

·       Preserve the richness of our heritage to ensure the future.

·       Encourage Intergroups to appoint archivists or ask for volunteers to act as temporary contacts.

·       To report quarterly to their Regional Assembly, promoting the image of the archives and to encourage others to think archives when rotating out of office, or throwing things out at home. There is normally no need to pass bulky files to our successors in service duties, two or three years documentation should be adequate.

·       To act as channels of communication between the archives committee and our grass roots membership.

·       To keep in regular contact with our Fellowship Archivist ensuring that they are sent all copies of reports from Intergroups and Regions.

·       Attend meetings of Regional Archivists as and when required.

·       To consider the creation and manning of a small archival display for local conventions.

·       To maintain (or create) an inventory of items in the Archives collection and to ensure, as far as possible, that the collection is kept according to the guidance provided by the Archives Committee.

Employment Liaison Officer

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Regional meetings including organising and attending any related workshops or forums.

·       Communicate information to and from Intergroup ELOs.

·       Gather quarterly reports from Intergroup ELOs and prepare yours for the Regional assembly.

·       Attend related workshops at any Intergroups.

·       Offer support to any Intergroups requesting your assistance. 

·       Attend annual Regional ELOs workshops at GSO.

·       Communicate with GSB member for Employment Liaison.

·       Work with other ELOs where overlaps exist between services.

Share Liaison Representative

Three years continuous sobriety with relevant intergroup experience.

A good understanding and knowledge of the AA service structure consisting of the 12 steps and guidelines, Traditions, and Concepts, AA Service Manual and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Attend all Region meetings including organising and attending any related workshops or forums.

·       Communicate with GSO on matters concerning the production and distribution of Share magazine and associated publications such as diaries.

·       Encourage the distribution of Share magazine throughout the Region and suggest that members of the Region submit articles for inclusion in future issues.

·       Communicate information to and from Intergroup Share  Representatives.

·       Gather quarterly reports from Intergroup Share Representatives and prepare yours for the Regional Assembly.

Vice Chair

Three years continuous sobriety with relevant Intergroup and Regional experience.

A good understanding and knowledge of the AA Service Structure consisting of the 12 steps and Guidelines, Traditions, and Concepts, AA Service Manual, AA comes of age, and the Service Handbook for Great Britain.

Job Description

·       Be prepared to serve for a term of three years, concluding in sponsoring a new member into the post, 6 months before finish date.

·       Keep up-to-date with AA matters in order to be able to stand in for the Chairman as required to chair the Assembly or to represent  the Region at external meetings when the Chairman is unable to attend.

·       Be a signatory for the Regional Treasury.

·       Maintain a set of Job Descriptions for all Regional positions. Copies of Job Descriptions to be available to members at Regional Assemblies and by post or e-mail as required.

·       Carry out specific projects as may be required by the Region from time to time.

Treasurer 

Jon Description

·       Annually calculate prudent reserve �?? same calculation as GSO/ groups/ intergroups : 

·       Expenditure (expenses + venue costs) x 1.25

·       Then calculate minimum Intergroup donation requirements based on this prudent reserve, is currently set. Note the prudent reserve should also include monies for Delegates to be sent to GSO prior to December and the expenses of regional officers to attend the National meetings in York ^1.

·       The budget can then be set but to include any anticipated projects ² to be carried out by regional officers during the coming year.

·       Handling all surplus payments from intergroups, confirming with intergroup treasurers.

·       Paying surpluses to GSO (in line with guidelines) with agreement of regional assembly and obtaining receipt for records.

·        Paying liaison expenses, ensuring that records are kept of the expense claims. ³

·       Paying GSO for attendance of delegates to the Annual Conference at GSO, York.

·        Considering new banking methods within guidelines.

·       Producing quarterly / annual reports⁴

·       Maintaining records of receipts, invoices and any email communiques.

·       Supporting new treasurers into their roles when required.

·       Making all arrangements with the assembly meeting venue, payments to them, and dealing with any issues that arise. The treasurer is the main point of contact for the venue on behalf of the assembly.

·       Maintaining contact with intergroup treasurers and issuing any new information that has become available to them.

·       Disseminating GSO Quarterly Financial Reports to Intergroup Treasurers as they are made available from GSO so that they may in turn make them available to their intergroups. Answering any questions, they may have. Note it is important that the regional treasurer makes contact with the AA Board Trustee Treasurer.

·       Bring to all assemblies the name tags and ensuring there are sufficient.

·        Attending GSO, York the National Regional Treasurers meeting or ensuring that another person attends on the assemblies behalf. Producing a report (as for all liaisons attending York national meetings) for the regional assembly and intergroup treasurers. It is important that the latter are kept abreast of what is happening nationally.   

·       Making every attempt to find a replacement at the end of one�??s tenure and ensuring a smooth handover. It would be helpful to be available to the new regional treasurer for any future help and guidance. 

·       Carry out any other tasks as required by region assembly. 

¹ Annual liaison expenses to York; these York meetings are very important for our liaisons keep themselves fully abreast of uk & english speaking european regions work being performed and from the meeting produce a report for the intergoup liaisons to keep update with the latest work being done around the country and perhaps give them new ideas

² Projects reserves, allocation of funds, when agreed by region. Such reserves are NOT CREATED until region has sanctioned the expenditure, this prevents having money excesses. This keeps us within guidelines; where we pass on our excesses to GSO. Special liaison projects are worth mentioning. These are discussed at length having allowed the regional reps the chance to discuss it with their own Intergroups and have their say in discussions. As a result, intergroups are involved fully via their regional reps and able to express their views. As such when it is discussed at region, we include the conscience of the region as a whole. As a result, when voting is complete the result should within the realms of UNITY to be supported by the region (including the intergroups) as a whole.

³ At the time of wring two forms of expense claims are used, one printed and the other online. Both require as description, calculation of expense along with proof of receipts (if available), signed for by the claimant, and authorised by the treasurer and one other member of the regional executive committee

⁴ It is suggested that the Treasurer always has accounts present at regional assemblies, for any person to peruse and satisfy for themselves that the accounts are accurate.

.  

Young Peoples Liaison Officer

A minimum of three years continuous sobriety for Region YPLO

A good working knowledge of the Twelve Steps and Twelve Traditions.  

Have come into AA at the age of thirty or younger.

Job Description

·       The Young Peoples Liaison Officer (YPLO) is a contact and conduit for young newcomers with a desire to stop drinking. 

·       The YPLO is a full service position recommended for Intergroups and Regions with voice and voting rights equal to other service positions. 

·       The YPLO position is recommended for a service term of three years and it is suggested that each Intergroup and Region create a maximum of one YPLO position with voting rights at their respective assembly. 

·       One fundamental aim is to get more younger members into AA and involved in service generally. YPLOs should strive to be of service to AA in other disciplines, especially after rotating out of service as YPLO. 

·       The YPLO receives and answers referred email and phone enquiries about AA from young people. This gives young people someone to talk with who has sober experience in Alcoholics Anonymous and who can share experience, strength and hope about getting sober at a young age.   

·       A YPLO will be available to assist the Public Information Liaison Officer (PILO) with public information talks where the audience is anticipated to be of a younger age, such as schools, universities, young offenders' institutions, etc. 

·       The YPLO could also be of assistance offering perspective to PILOs when creating PI presentations and other PI work in relation to carrying the message to young people. 

·       A YPLO should develop a contact list of members of AA who got sober at the age of thirty or younger who are available and willing to be of service for PI talks and 12-Step calls. 

·       All YPLOs are welcome and encouraged to participate on the Young Peoples Project Team of the General Service Board, for as long as that team is convened. 

·       In the spirit of unity and fellowship YPLOs are encouraged to support other Intergroup and/or Region activities concerning young alcoholics. Such activities may include Workshops, PI events and Conventions targeting younger AAs. 

·       A YPLO should encourage younger members of AA to get involved in all aspects of service where the recommended qualifications for sobriety are fully met. 

·       Younger AAs are needed in all disciplines e.g.  Literature, Electronic Communications and PI to ensure the perspective of young people in AA is represented.

Safeguarding Liaison Officer  

What do we mean by safeguarding in AA?

Safeguarding means protecting our fellow members�?? wellbeing and human rights; enabling them to attend our meetings free from harm, abuse, or bullying. Safeguarding young people and vulnerable adults is a collective responsibility.  

Summary of the Post 

Be fully  cognisant of the content of the Safeguarding section of the AA GB website and fully aware of the Safeguarding References on page 194 of the AA Structure Handbook.

 To provide advice and support to Intergroup�??s Safeguarding Liaison Officers and/or any individual members in all areas which relate to safeguarding issues when requested. 

To advise/educate Intergroup Liaison Officers on AA�??s safeguarding policies and how they impact Groups and Individuals.

 To act as a point of contact and information for Liaison Officers or anyone who seeks help in South Midlands Region when advice, guidance or general information on safeguarding issues is sought / requested. 

To be conversant with all aspects of Safeguarding Policy on the AAGB website and be prepared to give any feedback to the General Service Board when requested.

 Main Duties 

 �?� To be committed to the safeguarding of all members of Alcoholics Anonymous in General and South Midlands Region in particular.  

�?� To keep informed of current legislation, statutory and other guidance with regards to safeguarding and to cascade the information accordingly. 

 �?� To keep informed of current legislation, statutory and other guidance with regards to data protection (GDPR) and confidentiality. 

 �?� To act as a point of contact for any safeguarding concerns, providing timely, relevant support and advice to safeguard our members.

  �?� To liaise with the Chair/Vice-Chair of South Midlands Region to plan and organise safeguarding related workshops 

  �?� To input into the development of intergroup safeguarding systems, policies, and procedures  

�?� To implement best practice in relation to safeguarding.  

�?� To attend safeguarding training where appropriate.  

�?� To risk assess any safeguarding situation presented to ensure that our members are adequately and appropriately supported whilst respecting the autonomy of our groups/Intergroups.

 �?� To update South Midlands Region Assembly on any safeguarding concerns in our area.   

Requirements:  

�?�      Minimum 3 years of continuous sobriety

·       Regular attendance at AA Meetings.

·       Have an AA sponsor.

·       An understanding and appreciation of safeguarding issues / legislation.

·       As best practice will hold a current Basic DBS Certificate 

·       Available to attend South Midlands Regional Assemblies. 

·       Send in regular reports to South Midlands Region Assemblies.

For your information �?��?��?�.

The following Safeguarding courses are examples only. There are many others and are not recommendations.

1.     https://freecoursesinengland.co.uk

2.     https://www.educare.co.uk/ppc/safeguarding-training

3.     https://www.virtual-college.co.uk/safeguarding-training-courses

4.     https://hsqe.co.uk/course-category/safeguarding

5.     https://www.ncvo.org.uk/help-and-guidance/safeguarding/trainingcccccca

The Voting Procedure at South Midlands Region

South Midlands Region operates a two thirds majority voting procedure where 66% of the votes are required to pass a proposal.  A Simple Majority Voting procedure can be used where the Region is getting stuck on a proposal and common sense would suggest moving ahead with the proposal, and also where lesser important issues are to be voted on (for example, �??shall we use black pens vs blue pens on expense forms�?�). 

Chair: Asks for a show of hands of who is eligible to vote at the beginning of the Assembly �?? Officers and Region Reps, Chair included, the Chair does not vote unless required to conclude a voting round, and put a proposal in motion. Abstentions count towards the total number of votes, but they do not represent a �??yes�?� vote.  Work out how many votes are required for a two thirds majority.  (See example on next page)

This can be done as a ballot instead of raised hand voting if the issue is sensitive in nature �?? The Executive / Chair can exercise their Right of Decision here.

The officer presents the proposal / or the Chair suggests a proposal is made after discussion of a topic is leading to a decision being made.

The proposal is seconded by another Officer or Region Rep. 

Suggest an approach to participation:

1.     Make sure that the proposal is for a change, not for the status quo. 

2.     Anyone who wishes to can comment. Suggest around one minute per person. The Chair can request the minority view be heard again if there is strong opposition to the proposal.  Once everyone who wants to has shared twice, move to a vote.

3.     The Chair stays neutral (but is included in the total number of eligible votes). 

4.     Move to a vote: repeat the proposal and ask for a show of hands. Two thirds of all those eligible to vote is suggested for major decisions. 

5.     If the matter is sensitive or could be taken personally, have a written ballot.  Discerned by The Executive. The voting in this case is thereby confidential, but this should also apply to not discussing who voted for what/who in the case of a non-balloted vote (raised hands), following the assembly. Respect for a person�??s privacy should be observed regarding voting procedures. 

6.     COMMENT: If two thirds majority is reached here.  The proposal is passed and the minority viewed is asked for and recorded. 

7.     If you cannot get substantial unanimity (2/3rds), ask if there are any points that anyone would like to add.

8.     Offer a revote (if the proposal is on policy, finances, etc., but not on people). If you still cannot get a two thirds majority, the proposal can be dropped. It may be raised again in the future, or use a simple Majority if the matter needs to be decided on in that moment. 

9.     Minute the results and announce the nature of the result, e.g. �??The motion has been passed and Dan has been nominated and voted in as the new Secretary�?�.  

Example Voting Round: 

30 people in the room eligible to vote. Chair is included, but only uses vote to carry a proposal forward if his/her vote would make a difference to the result.

Proposer: �??I propose a move to online banking�?�.

Seconder: Raises hand to second the proposal.

Chair repeats proposal to the Assembly, suggests that 20 �??YES�?� votes will be required to pass the proposal, and opens up to the floor to discuss. 

Once everyone has been heard once, there is an invitation to add more comments, for or against.

The Chair allows enough time for discussion and consideration, and for the minority view to be heard.

Chair: �??The proposal is to move to online banking.  Can I ask all those in favour to raise their hands (count taken and recorded)?�?�.

Chair: �??Can I have a show of hands for those against (count taken and recorded)?�?�.

Chair: �??Are there any abstentions?  (count taken and recorded)�?�.

Results: 

If voting is sensitive and is to be carried out by ballot: 

Use piece of paper, mark with Y, N or A (Yes, No or Abstention) and collect papers. 

Count papers, and calculate whether the proposal has been passed, or not. 

Frequently Asked Questions