CHAIRPERSON

Draft Guidelines of Job Description of March 2002

Edited 2007-08-09

 

Position:  Chair of BC/Yukon                                                                 

Qualifications:

 

-         Active Al-Anon Member

-         Present DR or Past DR

-         A business background helpful

-         Proficient with computers helpful

-         Willingness to serve

 

Suggested Role and Responsibilities:

 

            Organize and Chair three meetings each year:

1.      Officers Meeting in January

2.      AWSCM for District Representatives in May

3.      BC/Yukon Assembly for Group Representatives in September

 

The Chair consults with the Delegate and Alternate Delegate on important issues but makes his/her own decisions and appointments.

 

The Chair is responsible for appointing members to the following Coordinator positions for a three-year term:  Archives, Group Records, Public Information, alternate Public Information, Website Coordinator, Alternate Website Coordinator, Alateen, Alternate Alateen, Literature and Forum.

 

Also, the Chair will:

-         Appoint someone from the host District to act as Coordinator if Al-Anon is

      asked to participate in an AA convention

 

Other duties include:

-         Keeps the agenda on schedule at meetings, but show some flexibility, if necessary.

-         Keep copies of all correspondence, writes thank you letters to the host Districts and all who helped out, and puts a thank you in the Bulletin as well.

-         Compiles results of the evaluations, with the Secretary and has them put in the Bulletin.

-         Before voting takes place at any meeting, gets a group conscience on whether the vote will be simple majority or a 2/3 majority.

 

A.     Officers’ Meeting

 

    1. In September of each year, sets the date for the Officers’ meeting to be held around the last weekend of January the following year.
    2. Contacts the Delegate and advises him or her of the date and location of the meeting.
    3. Sends notice to each Officer, two months in advance, if possible advising of the date and location of the meeting and asks for Agenda items
    4. Consult with the Delegate about the Agenda
    5. In order to cut down on expenses, it is traditional for this to be potluck.

 

B.     ASWCM

 

    1. Every detail is ultimately the responsibility of the Chair – others can take on many tasks, but the Chair should oversee it all.
    2. Choose the Theme
    3. Choose topics, with input from the Delegate, Alternate Delegate and Officers
    4. Send the AWSCM travel information to the Bulletin at least three months ahead.
    5. Send the AWSCM Agenda and recommendations to the Bulletin to give two months notice.
    6. Arrange for the workshop facilitators – ask for help if needed
    7. Mail evaluation forms to the Secretary at least three months ahead of time so they can be put in the packages for the DR’s to pick up at AWSCM.
    8. Confirm with the Secretary what is needed in the packages to be mailed out prior to AWSCM and at AWSCM.
    9. Confirm with the Secretary that she/he is responsible for nametags, Dr packages, bid sheets, resume sheets, setting cut-off date for submission of Officer and Coordinator reports and informing them of that date, Registration material.
    10. Communicate with host District what they are expected to do, well ahead of time – see Host Duties Sheet and send that to the Host District.
    11. Communicate with Host District Coordinator often and remind them to save all receipts for reimbursement.
    12. Ask the Treasurer to put a notice in the Bulletin about what travel expenses BC/Yukon will pay.
    13. If positions such as Regional Trustee are to be elected, put an announcement in the Bulletin well in advance so interested members can submit resumes.
    14. If that position is not filled, DRs will be asked to attend the Assembly for an election there, which is costly for BC/Yukon.
    15. The Alternate Delegate fills in for any Officer who cannot attend AWSCM or Assembly or has resigned.
    16. Appoint tellers for voting
    17. Take a group conscience about the vote – simple majority or 2/3 majorities.

 

  1. Assembly
    1. Choose the theme
    2. Plan the Agenda and choose topics with help from DRs, Officers and Coordinators at AWSCM
    3. Arrange with the Host District to provide the information about location, travel and accommodation for members to attend Assembly.
    4. Submit that information to the Bulletin at least three months in advance of Assembly.
    5. Submit the Agenda and Recommendations to the Bulletin at least two months prior to Assembly.
    6. Work with the Secretary to decide what information should go into the packages to be sent out prior to Assembly to the Group Representatives and into the packages at Assembly.
    7. Make sure the Host District is clear on their responsibilities – see Host Duties Sheet – and communicate with them regularly.
    8. Ask the Treasurer to put a notice in the Bulleting about what expenses will be paid for by BC/Yukon.
    9. Put an announcement in the Bulleting, well in advance, if any Officers’ terms are up, so interested members may submit resumes.
    10. Appoint tellers for Assembly to count votes.
    11. Ensure only voting members receive ballots, if ballots are used.
    12. Before any voting takes place, take a group conscience on whether a simple majority of 2/3 majorities is called for.
    13. After Assembly, send thank-you letters to the Host District and others also put a notice in the Bulletin as well.

 

 

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