SECRETARY

Draft Guidelines from March 2002

Edited 2007-08-09

 

Position:  Secretary

 

Elected for a 3 year term

 

Qualifications:

 

            -    Active Al-Anon Member

-         DR or Past DR

-         Familiar with a computer

-         Business experience helpful

 

 

Suggested Role and Responsibilities:

 

-         Takes minutes at all Officers’ meetings, as well as at AWSCM and Assembly.

-         Sends minutes of the Officers’ meeting to the Officers and the Archivist.

-         Sends minutes of the AWSCM to all Officers, Coordinators, Liaison Members and District Representatives (who will photocopy and distribute to their Groups.)

-         Sends out minutes of Assembly to all Officers, Coordinators, Liaison Members and enough copies for each Group to the DR for distribution.

-         Sends out a package of information, including the draft agenda travel information, any election information, Treasurer’s letter and any other pertinent material necessary, about three months prior to AWSCM, to all Officers, Coordinators, Liaison Members and District Representatives.

-         Send out a notice to all Officers, Coordinators and Liaison Member to remind them to submit a report to be included with the packages for AWSCM and Assembly, with a deadline in order to be able to have enough copies printed for the packages distributed at those meetings.

-         Works closely with the Chair of BC/Yukon and the Delegate to deal with correspondence and other relevant duties.

 

AWSCM

 

Packets to be put together need to include the agenda, table of contents of reports, Reports, evaluation form, schedule of elections, motion forms, and bid forms. 

Make up about 55 for those Officers, Coordinators, Liaison Members and DR’s attending and about another 20 for any other members attending. 

                                                                                                                            

Each Officer, Coordinator, Liaison Member and DR should have an envelope with his or her position or District number on it at the top. 

The Treasurer’s Report and the Delegate’s Report may not get included in the packet, but can be included in the envelopes prior to AWSCM starting.

 

Prepare the Registration book and nametags and have some ballots ready in case they are needed for a secret vote (they could be in various colours.)

Have the Recommendations ready in the computer ready for showing.

Make sure things like pens, pins for nametags, if needed, tape; scissors, etc… are also available for use.

 

Make sure you bring the tape recorder and microphone with you as well.  Bring a copy of the minutes of the last Officers’ Meeting with you to read for adoption.

After the meeting, send out the minutes from the Officers’ Meeting and AWSCM as soon as possible.  Make sure you include the Recommendations that were carried and the draft agenda for Assembly. 

Send out packets to DR’s who were not in attendance.

 

ASSEMBLY

 

Prepare and send out a reminder letter in early August to all Officers, Coordinators and Liaison Members, about having their report to you in time for inclusion into the packages for Assembly.

You will need about 325 packets for Assembly, as they go to all the Group Reps.

It should include the Agenda, table of contents, reports, etc…

The Registration book should be ready for the Registration table, along with Registration sheets, one for each District to write in their Groups.  This should be given to the Group Records Coordinator.  Have about 300 ballots prepared for elections and any other secret ballots – use different colours, if necessary.

Have nametags for Group Representatives – year 1, year 2 and year 3, in different colours.  Have some blank ones for anyone else attending.

 

Take all the materials you also took to AWSCM in the way of stationery supplies, etc…

There will be an Officers’ Meeting the afternoon before Assembly starts, so make sure you have the minutes of the previous meeting to read.

Bring packets for the Officers and any other Coordinators or Liaison Members attending.

After Assembly, prepare the minutes from both meetings and send them out to the Officers, Coordinators, etc… and District Reps for distribution to their Groups.

Send out any packets to those Group Reps unable to attend.

 

Update the Motions list to include any motions that were carried in order to have them ready for the AWSCM the following year.

 

 

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