SECRETARY

Draft Guidelines from March 2002

Updated 2010-07-31

 

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.
  • Circulates all minutes to the Officers’ for approval.
  • Sends minutes of the Officers’ meeting to the Officers and the Co-ordinators.
  • Sends minutes of the AWSCM to all Officers, Coordinators, Liaison Members and District Representatives (who will distribute them to their Groups.)
  • Sends out minutes of Assembly to all Officers, Coordinators, Liaison Members and District Representatives (who will distribute them to their Groups.)
  • Works closely with the Chair of BC/Yukon and the Delegate to deal with correspondence and other relevant duties.

 

AWSCM

 

  • Provide enough copies (for Officers, Coordinators, Liaison Members, DR’s and non voting members attending) of the evaluation form, the schedule of elections, and motion forms.  Also make available a few bid forms. Upon request provide updated List of Motions, extra copies of the agenda and 10 hard copies of the previous AWSCM minutes and the Officers and Coordinators reports.
  • The reports from the Officers and Coordinators are made available to members by accessing them from the Website or Area 81 Bulletin.
  • Have a draft of the discussion topics listed in the computer ready for showing.
  • Make sure things like pens, pins for nametags, tape, scissors, etc… are available for use.
  • For registration prepare the nametags for the Officers and Coordinators (white).  Have nametags for DR’s colour specific to year of service (1st, 2nd, 3rd) available at time of signing in and white nametags for non-voting members.  The Group Records Coordinator will provide the sign in sheets.
  • Have some ballots ready in case they are needed for a vote.
  • After the meeting, send out the minutes from the Officers’ Meeting and AWSCM as soon as possible. Include in the minutes the Discussions that were carried forward to Assembly and the draft agenda for Assembly.
  • Provide the Ask-it-Basket

                                                             

ASSEMBLY

 

  • Provide enough copies (for Officers, Coordinators, Liaison Members, GR’s and non voting members attending) of the evaluation form, the schedule of elections, and motion forms.  Make available bid forms for those requesting them.  Upon request make available the updated List of Motions, extra copies of the agenda and 10 hard copies of the previous Assembly minutes and the Officers and Coordinators reports.
  • For registration prepare the nametags for the Officers and Coordinators (white).  Have nametags for GR’s colour specific to year of service (1st, 2nd, 3rd) available at time of signing in and white nametags for non-voting members.  The Group Records Coordinator will provide the sign in sheets.
  • Take all the materials you also took to AWSCM in the way of stationery supplies, etc…
  • Have ballots ready for elections and ballots if needed for voting.
  • After Assembly, prepare the minutes from both the Officers meeting and Assembly and send out as soon as possible to the Officers, Coordinators, and DR’s for distribution to their Groups.
  • Update the Motions list to include any motions that were carried in order to have them ready for the AWSCM and Assembly for the following year.
  • Bring the binder with the copies of Minutes for the past five years to AWSCM and Assembly. 
  • Provide the Ask-it-basket

 

 

 

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