Service Positions

Trusted Servants: Quarterly Positions

General Meeting Secretary

Length of Sobriety - 6 months

Length of Term - 3 months


Responsibilities:


  1. Open up North Hall 1/2 hour before start of the meeting (for noon meetings, 10 minutes before the start of the meeting), make coffee and set up as necessary.


  1. Select chairperson (3 months sobriety recommended) and remind chair to limit share to approximately 10 minutes. It is recommended that chair be selected in advance of meeting.


  1. Maintain order in meeting hall during meeting. Request belligerent, verbally/physically abusive people to leave the meeting. Inform General Secretary if behavior continues.


  1. Work with the Junior Secretary to ensure that coffee is available during meeting, and that newcomers and guests are welcomed.


  1. Count amounts for 7th Tradition, H&I contributions, literature sales, and special events, make entries on envelope stamp and on ledger sheet for each amount, have another member, other than Junior Secretary, verify amounts. Sign where indicated on envelope stamp and on ledger sheet, have verifier sign where indicated on both, place money in envelope, and put sealed envelope in safe.


  1. Hold election for next secretary, junior secretary, and greeter at end of three-month term with secret ballot as stated in election procedures.


  1. Commit to staying approximately 1/2 hour (for noon meeting, approximately 10 minutes) after meetings to clean up room and set up for next meeting.


  1. Outgoing secretary, as designated by General Secretary, will provide training for new secretary on meeting responsibilities & procedures, using the checklist of duties provided by General Secretary


  1. It is the meeting secretary's responsibility to ensure that only service animals are allowed in the meeting hall.


  1. Ask for volunteers to assist with clean-up if requested by the Clean-up Coordinator.


  1. During quarterly election of trusted servants for the coming quarter, if no one is available to take over as secretary, the outgoing secretary shall contact the General Secretary within 48 hours. In the spirit of rotation, it is strongly suggested that secretaries not serve consecutive terms at the same meeting. Additionally, group custom discourages trusted servants from holding two or more positions concurrently.

  2. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Big Book Study Meeting Secretary

Length of Sobriety - 6 months

Length of Term - 3 months

Should have read the Big Book in its entirety


Responsibilities:


  1. Open up North Hall 1/2 hour before start of the meeting and set up as necessary.


  1. Work with Junior Secretary to ensure that coffee is available during meeting, and that newcomers and guests are welcomed.


  1. Distribute the Big Books on the tables before the meeting and return them to the storage area at the end of the meeting.


  1. Conduct the meeting (no chairperson necessary), begin the reading and lead the discussion.


  1. Count amounts for 7th Tradition, H&I contributions, literature sales, and special events, make entries on envelope stamp and on ledger sheet for each amount, have another member, other than Junior Secretary, verify amounts. Sign where indicated on envelope stamp and on ledger sheet, have verifier sign where indicated on both, place money in envelope, and put sealed envelope in safe.


  1. Hold election for next secretary, junior secretary, and greeter at end of three-month term with secret ballot as stated in election procedures.


  1. Outgoing secretary, as designated by General Secretary, will provide training for new secretary on meeting responsibilities & procedures. Use checklist of duties provided by General Secretary.


  1. Maintain order in the meeting hall during meeting. Request belligerent, verbally/physically abusive people to leave the meeting. Inform General Secretary if behavior continues.


  1. Keep track of reading progress and write the “stopping place” page number and paragraph on the White Board for the next meeting.


  1. It is the meeting secretary's responsibility to ensure that only service animals are allowed in the meeting hall.


  1. During quarterly election of trusted servants for the coming quarter, if no one is available to take over as secretary, the outgoing secretary shall contact the General Secretary within 48 hours. In the spirit of rotation, it is strongly suggested that secretaries not serve consecutive terms at the same meeting. Additionally, group custom discourages trusted servants from holding two or more positions concurrently.

  2. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Living Sober Book Study Secretary

Length of Sobriety - 6 months

Length of Term - 3 months


Responsibilities:


  1. Open up North Hall 1/2 hour before start of the meeting and set up as necessary.


  1. Work with Junior Secretary to ensure that coffee is available during meeting, and that newcomers and guests are welcomed.


  1. Select chairperson (1 year of continuous sobriety recommended) and remind chair to limit their share to approximately 10 minutes. Although it is not necessary, it would be helpful if the chairperson were familiar with the book “Living Sober.”


  1. Distribute the “Living Sober” books on the tables before the meeting, and return them to the storage area when the meeting is over.


  1. Count amounts for 7th Tradition, H&I contributions, literature sales, and special events, make entries on envelope stamp and on ledger sheet for each amount, have another member, other than Junior Secretary, verify amounts. Sign where indicated on envelope stamp and on ledger sheet, have verifier sign where indicated on both, place money in envelope, and put sealed envelope in safe.


  1. Ensure that one chapter is read and discussed during each meeting. Write the “stopping place” page number and paragraph on the White Board for the next meeting.


  1. Distribute “newcomer packets” to newcomers to take as an introduction to the program of Alcoholics Anonymous.


  1. Hold election for next secretary, junior secretary, and greeter at end of three-month term with secret ballot as stated in election procedures.


  1. Outgoing secretary, as designated by General Secretary, will provide training for new secretary on meeting responsibilities and procedures. Use checklist of duties provided by General Secretary (found in binder).


  1. Maintain and update the temporary sponsor list on the bulletin board.


  1. Maintain order in the meeting hall during meeting. Request belligerent, verbally/physically abusive people to leave the meeting. Inform General Secretary if behavior continues.


  1. During quarterly election of trusted servant for the coming quarter, if no one is available to take over as secretary, the outgoing secretary shall contact the General Secretary within 48 hours. In the spirit of rotation, it is strongly recommended that secretaries not serve consecutive terms at the same meeting. Additionally, group custom discourages trusted servants from holding two or more positions concurrently.

  2. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Step Study Meeting Secretary

Length of Sobriety - 6 months

Length of Term - 3 months


Responsibilities:


  1. Open up North Hall 1/2 hour before start of the meeting and set up as necessary.


  1. Work with Junior Secretary to ensure that coffee is available during meeting and that newcomers and guests are welcomed.


  1. Distribute 12&12 Books on the tables before the meeting and return them to the storage area at the end of the meeting. Study one of the Twelve Steps each Wednesday of the month with the exception of the last Wednesday when the Tradition corresponding to that month will be studied.


  1. Count amounts for 7th Tradition, H&I contributions, literature sales, and special events, make entries on envelope stamp and on ledger sheet for each amount, have another member, other than Junior Secretary, verify amounts. Sign where indicated on envelope stamp and on ledger sheet, have verifier sign where indicated on both, place money in envelope, and put sealed envelope in safe.


  1. Hold election for next secretary, junior secretary, and greeter at the end of three-month term with secret ballot as stated in election procedures.


  1. Outgoing secretary, as designated by General Secretary, will provide training for new secretary on meeting responsibilities & procedures. Use checklist of duties provided by General Secretary.


  1. Keep track of reading progress and write the “stopping place” page number and paragraph on the White Board for the next meeting.


  1. Maintain order in the meeting hall during meeting. Request belligerent, verbally/physically abusive people to leave the meeting. Inform General Secretary if behavior continues.


  1. During quarterly election of trusted servant for upcoming quarter, if no one is available to take over as secretary, the outgoing secretary shall contact the General Secretary within 48 hours. In the spirit of rotation, it is strongly suggested that secretaries not serve consecutive terms at the same meeting. Additionally, group custom discourages trusted servants from holding two or more positions concurrently.

  2. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Newcomers Meeting Secretary

Length of Sobriety - 1 year

Length of Term - 3 months


Responsibilities:


  1. Open up North Hall 1/2 hour before start of the meeting and set up as necessary.


  1. Work with Junior Secretary to ensure that coffee is available during meeting, and that newcomers and guests are welcomed.


  1. Conduct meeting according to guidelines provided in the Newcomers Meeting Secretary Guide packet located in storage area. If there is a speaker for the meeting, ensure speaker is familiarized with the speaker guidelines in the packet. Ensure all contents of packet are returned to the storage area when the meeting is over.


  1. Count amounts for 7th Tradition, H&I contributions, literature sales, and special events, make entries on envelope stamp and on ledger sheet for each amount, have another member, other than Junior Secretary, verify amounts. Sign where indicated on envelope stamp and on ledger sheet, have verifier sign where indicated on both, place money in envelope, and put sealed envelope in safe.


  1. Distribute “newcomer packets” to newcomers to take as an introduction to the program of Alcoholics Anonymous.


  1. Hold election for next secretary, junior secretary, and greeter at end of three-month term with secret ballot as stated in election procedures. It is recommended that the secretary for this meeting be someone with a good familiarity with the steps, traditions, and literature of Alcoholics Anonymous, and with the meeting schedule and procedures of North Hall.


  1. Outgoing secretary, as designated by General Secretary, will provide training for new secretary on meeting responsibilities and procedures. Use checklist of duties provided by General Secretary (found in binder). Ensure new secretary is familiar with the Newcomers Meeting Secretary Guide packet.


  1. Maintain order in the meeting hall during meeting. Request belligerent, verbally/physically abusive people to leave the meeting. Inform General Secretary if behavior continues.


  1. During quarterly election of trusted servant for the coming quarter, if no one is available to take over as secretary, the outgoing secretary shall contact the General Secretary within 48 hours. In the spirit of rotation, it is strongly recommended that secretaries not serve consecutive terms at the same meeting. Additionally, group custom discourages trusted servants from holding two or more positions concurrently.

  2. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Online Meeting Host

Length of Sobriety - 3 months

Length of Term - 3 months

A computer is required due to the requirements of this position.


Responsibilities:


  1. Open the online meeting 30 minutes before start of the meeting (for noon meetings, 20 minutes before the start of the meeting).

  2. Monitor the Waiting Room, and admit people in a timely fashion - continue to monitor the waiting room throughout the meeting.

  3. Follow the Hosting Guidelines as posted on the North Hall Google Drive

  4. Paste text into the chat as specified in the Hosting Guidelines on the North Hall Google Drive

  5. Eject disruptive attendees.

  6. Mute individuals who are not sharing, if they forget to mute themselves.

  7. Assist the group with noticing “raised hands” for people wanting to share.

  8. Close the meeting and log out of the account at the end of the meeting.

  9. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

  10. Outgoing host, as designated by General Secretary, will provide training for new host on meeting responsibilities & procedures. The outgoing Host should attend the first meeting of the new host’s term to ensure they know how to host the meeting.

  11. During elections, assist the meeting secretary with Polling if needed to decide among several volunteers. Initiate a multi-answer poll with a question “Who do you choose to be the secretary (or host) for this meeting?”, and put first name and last initial of candidates as answers to the question. Initiate the poll, ensure adequate time for members to vote, and then close the poll. Do NOT “share” the poll results to the group, but DO tell the Secretary in the Chat privately who was chosen by the group so the secretary can announce it.

  12. During quarterly election of trusted servants for the coming quarter, if no one is available to take over as host, the outgoing host will continue to host for up to 2 weeks.

Junior Secretary

Length of Sobriety - 30 days

Length of Term - 3 months


Responsibilities:


  1. Junior Secretary will be elected at same time as secretary for each meeting.


  1. Help set up meeting hall. (See Secretary Check List posted in the storage room for more detail)


  1. Make and serve coffee, clean coffee pots and cups at the end of the meeting. Run dishwasher as needed. Empty dishwasher if full and clean. (See Secretary Check List posted in the storage room for more detail)


  1. Fluff up hall for next meeting, i.e. check bathrooms and kitchen for paper towels and toilet paper; check creamers, sugars, and stirrers for refilling; wipe down tables, push in and straighten up chairs and take out trash. (See Secretary Check List posted in the storage room for more detail)


  1. Junior secretary WILL NOT be responsible for keys.


  1. Junior Secretary will not be responsible for financial accounting but will conduct the 7th Tradition collection by reading the announcement* and passing the 7th Tradition baskets and H&I cans when designated by the Meeting Secretary.


*In keeping with AA’s 7th Tradition, please take a moment to consider the impact North Hall has had on your life and make a generous contribution as I pass the basket and H&I can. Your contributions directly help keep our doors open for all those suffering from the disease of alcoholism. All money collected goes to paying rent, utilities and other expenses. A donation of $2 or more can help North Hall meet expenses and fulfill our shared responsibility to help carry the message of AA inside and outside this room.

Greeter

Length of Sobriety - 30 days

Length of Term - 3 months


Responsibilities:


  1. Greeter will be elected at the same time as the Secretary and Jr. Secretary of each meeting.


  1. Introduce self and welcome people to North Hall


  1. Sign in people attending meeting on sign-in sheet. Place sign-in sheet on desk when meeting starts.


  1. Stay at the door or entry area only until meeting starts. Greeter will then be seated for duration of meeting.


  1. Assist Junior Secretary in preparing coffee if necessary.


  1. Inform Secretary of persons who are new to NH and make sure newcomers to AA have a newcomer’s packet.

Clean-up Chairperson

Length of Sobriety - 6 months

Length of Term - 3 months


Responsibilities:


  1. Ensure that North Hall is thoroughly cleaned once a week.


  1. Solicit help from the group to assist.


  1. Must be present at clean-up for all Saturdays of term.


  1. Inform the supply chair of any needed supplies.


  1. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Clean-up Co-Chairperson

Length of Sobriety - 3 months

Length of Term - 3 months


Responsibilities:


  1. Work with Clean-up Chair to clean North Hall once a week.

  2. Solicit help from the group to assist.

  3. Must be present at clean-up for all Saturdays of term.

  4. Attend all Group Conscience Meetings. If you cannot attend, please send a member in your place.

Trusted Servants: Annual Positions

General Secretary

Length of Sobriety - 5 years

Length of Term - 1 year


Responsibilities:


  1. Plan the agenda and preside over Group Conscience and Anniversary Speaker meetings


  1. The General Secretary or designee shall maintain both the A.A. and Non-AA bulletin boards as follows:


  • A.A. announcements will remain up until the event date has passed. In addition, all A.A. announcements will be dated and removed after six months, unless pertinent to North Hall or A.A. as a whole. This will be up to the discretion of the General Secretary or designee.


  • Non-AA announcements will be dated and will be removed after 30 days of posting. Non-AA announcement will be limited to A.A. members’ posting personal items such as socials, looking for a roommate, etc. Additionally, non-AA 12-Step programs and LGBTQ announcements can be posted on this board as well. Announcements that are not A.A. member generated, or recovery or LGBTQ related are not to be posted on the bulletin board. Commercial and other solicitations are not permitted at any time.


  1. Pick up mail regularly, and share with the group. If mail service is not available at the meeting hall, the General Secretary will possess a key to the Post Office Box.


  1. Serve as Group spokesperson, contact with Central Office, Landlord, and other persons and agencies as required.


  1. Provide safe keeping and updating of the Group Records. The General Secretary and the Recording Secretary will incorporate all passed motions and/or procedural changes during their term of office, starting in 1989. They will present an updated version of the Procedures at the end of their term of office.


  1. See that all newcomers are welcomed.


  1. Other duties as assigned at the Group Conscience Meeting or by the Steering Committee.


  1. Attend all monthly Group Conscience Meetings, and if absent, arrange for the GSR to chair the meeting.


  1. Open, review, and initial bank statements and turn them over to the Steering Committee for audit. In cooperation with the Controller, reconcile bank statements monthly and review checks for authorized signatures. Ascertain that all checks are for North Hall purposes.


  1. Review and set rental rates for North Star Al-Anon Group and schedule use of Hall for General Service Area or District Workshops in consultation with the Steering Committee. North Hall does not rent to any other AA or related recovery groups but may consider exceptions with group conscience approval.


  1. Add and maintain monthly update to Meeting Announcements to be read for each meeting the week AFTER the Group Conscious meeting as follows: Our monthly Group Conscious meeting took place on [insert date], this past Monday. Highlights of the meeting include: [to be added by the General Secretary after each GC meeting].


  1. As initial contact for names to be added to the “Somewhere-In-The-Program” Board, review and confer with the Steering Committee to approve the expenditure of funds for the deceased members’ nametag to be added to the Board.


  1. Participate in Annual Group Inventory and follow-up discussions.


  1. The General Secretary or designee shall provide an orientation for new meeting secretaries at the beginning of each quarter (January, April, July and October) to inform them of their duties.

  2. In the event that a weekly meeting does not elect a secretary, the General Secretary will generate an announcement for elections for that meeting, to be read at all meetings for the remainder of that week. The General Secretary or designee will attend the meeting in question the next week and conduct another election. If still no one is available to serve as secretary for that meeting for the coming quarter, the General Secretary will generate a second announcement, to be read at all meetings, that the meeting in question will be discontinued if no secretary is elected at the following meeting. The General Secretary or designee will attend the meeting in question one more time, and if no secretary is elected on the third attempt, the meeting will be discontinued.

Treasurer

Length of Sobriety - 5 years

Length of Term - 1 year


Responsibilities:


  1. Keep Group financial records in accordance with financial guidelines established by the group conscience and documented in Section 6, Financial Guidelines of this manual.


  1. Collect and deposit meeting contributions.


  1. Make a report to the monthly Group Conscience Meeting. Provide a written monthly financial statement of funds collected and deposited into the Group checking account for the Group Conscience Meeting to be posted on the bulletin board after the meeting. The previous month's financial statement will be removed from the board and given to the General Secretary for filing with the minutes of the meeting for which the financial report was given.


  1. Make all records available, on a monthly basis, to the General Secretary and, on a quarterly basis, to the Steering Committee, for audit.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Controller

Length of Sobriety - 5 years

Length of Term - 1 year


Responsibilities:


  1. Keep Group financial records in accordance with financial guidelines established by the group conscience and documented in Section 6, Financial Guidelines of this manual.


  1. Maintain Group checking account. Signatures on the account will be: Controller, General Service Representative (GSR), and General Secretary. Maintain the Group savings account. Signatures on the account will be: General Service Representative (GSR) and General Secretary. The Controller does not have access to withdraw funds from the savings account.


  1. Budget estimated expenses to meet monthly obligations. Keep a prudent reserve of $13,500 in the Group savings account and $1,500 in the Group checking account ($1,000 for running reserve and $500 for miscellaneous building repairs reserve) at all times, unless authorized by Group Conscience to use the prudent reserve.


  1. Send contributions to CCFAA, World Service, etc., based on the Financial Guidelines.


  1. Make a report to the monthly Group Conscience Meeting. Provide a written monthly financial statement of funds collected and deposited into the Group checking account as reported by the Treasurer and of expenditures for the Group Conscience Meeting to be posted on the bulletin board after the meeting. The previous month's financial statement will be removed from the board and given to the General Secretary for filing with the minutes of the meeting for which the financial report was given.


  1. Send Hospital and Institution funds collected to the indicated address on a regular basis.


  1. Pay only those expenses, other than regular supply, rent, and other "household" costs, as approved in advance at the Group Conscience Meeting.


  1. Make all records available, on a monthly basis, to the General Secretary and, on a quarterly basis, to the Steering Committee for audit.


  1. Make a recommendation during the final report in January regarding any adjustments necessary to the Prudent Reserve, to maintain the maximum 3 months operating expenses, based on the average of the previous 12 months’ expenses.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Meeting Coordinator

Length of Sobriety - 2 years

Length of Term 13 months (from 12/01 – 01/01) Position will be elected in November


Responsibilities:


  1. Facilitate the onboarding orientation of new Trusted Servants at the beginning of a new quarter to ensure they are trained


  1. Keeping up to date contact information for all Trusted Servants that are involved with running a meeting (both for Zoom and In-Person meetings).


  1. Gathering and updating contact information for Trusted Servants at the time of each new quarter during the rotation of service.


  1. Keeping all Trusted Servants informed with duties and responsibilities in their role, including any changes to North Hall procedures.


  1. Continue to keep the Trusted Servant positions description current in the Procedure Manual and on bulletin board in the Hall.


  1. Attend meetings (live or in-person) that need coverage support if the General Secretary cannot attend. For meetings that are in risk of closing, the Meeting Coordinator would be responsible for holding the Final Election, report back to the General Secretary to determine if the meeting will continue or close.


  1. Changings to the meeting formats, opening or closing meetings will be done with the guidance of the General Secretary and the Steering Committee. However, the Meeting Coordinator might be instructed to assist in this event, if necessary.


  1. Host and Attend all Group Conscious meetings.


Central California Fellowship of Alcoholics Anonymous (CCFAA) Delegate and Alternate

Length of Sobriety - 2 years

Length of Term - 1 year


Responsibilities:


  1. Attend all meetings for which they are a delegate, or arrange for the alternate to attend.


  1. Report relevant matters before that body to the Group and asks for a Group Conscience when needed.


  1. Express the Group's Conscience at the CCFAA delegates meeting.


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Hospital and Institution (H&I) Representative and Alternate

Length of Sobriety - 2 years

Length of Term - 1 year


Responsibilities:


  1. Attend a monthly, Area 42, Hospital and Institution Committee meeting.


  1. Give the Group a report on the happenings of that meeting and other related meetings of H&I.


  1. Be able to inform the Group about what H&I is and how to be of service in H&I.


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Anniversary Speaking Meeting Chairperson

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities:


  1. For the Anniversary meeting in January, select two speakers from North Hall for thirty minutes each.


  1. Write and confirm date of meeting with guest speakers (last Saturday of January).


  1. Recruit a committee to help decorate and clean up the meeting hall.


  1. Post on bulletin board date of meeting and each speaker’s name and group name.


  1. Arrange with the General Secretary to facilitate the meeting.


  1. Follow procedures for the Anniversary Speaker Meeting format.


  1. Provide Central Office with notice of the Anniversary Speaker Meeting for the By-The-Way by the 15th of December, for the January newsletter.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Monthly Speaker Meeting Chairperson

Length of Sobriety - 6 months

Length of Term - 1 year


Responsibilities:


  1. Select one twenty-minute and one forty-minute guest speaker (over one year of sobriety recommended)


  1. Write and confirm date of monthly meeting with guest speakers (third Saturday of month).


  1. Post on bulletin board date of meeting and each speaker’s name and group name.


  1. Arrange with Meeting Secretary to facilitate.


  1. Follow procedures in Monthly Speaker Meeting Format.


  1. Provide Central Office with notice of the Monthly Speaker Meeting for the By-The-Way by the 15th of the prior month, for the following month's newsletter.


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Birthday Meeting Chairperson

Length of Sobriety – 1 year

Length of Term – 1 year


Responsibilities:


  1. Preside over the group’s monthly birthday meeting in accordance with the group format.


  1. Maintain the group “Birthday Book.” Submit birthday celebrants’ names to Central Office for publication in the By-The-Way by the 15th of the prior month, for the following month’s newsletter.


  1. Prepare birthday “chips” for group members. If a person does not pick up their chip, store the chip for one year plus one month. After that, the chip may be recycled.


  1. Make arrangements for decorating the meeting hall on birthday night and solicit group the week of meeting, to bring desserts to birthday night.


  1. Purchase a birthday cake ($50.00 allowance); submit receipt to Controller for reimbursement.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

General Service Representative (GSR) and Alternate

Length of Sobriety - 2 years

Length of Term - 2 years


Responsibilities:


  1. Provide linkage from the Group to A.A. as a whole and keep North Hall group informed of A.A. activities and those of the General Service Office. If mail service is not available at the meeting hall, the GSR will also possess a key to the Post Office box.


  1. Learn all that is possible about A.A. Traditions and vital customs and keep the Group aware of them as they relate to the ongoing activities of North Hall Group of A.A.


  1. Schedule and chair a Group Inventory Meeting in accordance with guidelines in Section 3.5.


  1. Inform General Services Office (GSO) of changes in officers, locations, meetings, etc. of North Hall by submitting the annual "group information card" for A.A. Directories and GSO mailings.


  1. Be informed regarding service materials available from GSO for the group.


  1. Work with the literature chairperson to keep supply of Conference-approved literature available, and inform the group of new literature available.


  1. Be listed as the main contact for North Hall in the A.A. Directory. May be called upon for twelve step work referred to the group.


  1. Will list North Hall meetings and address with CCFAA, and update meeting schedule when needed.


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.


  1. Attend area assemblies, and District Committee meetings or arrange for the alternate delegate to attend and report.


  1. In the absence of the General Secretary, the GSR will be responsible for the duties of the General Secretary.


  1. Should a vacancy occur for the General Secretary, the GSR will hold an election within two (2) months of vacancy.


  1. Schedule with the General Secretary for any General Service/District Workshops to be held at North Hall. Open and close the Hall and perform all meeting Secretary/Junior Secretary duties for these workshops.


  1. Participate in Annual Group Inventory and follow-up discussions.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Literature Chairperson

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities:


  1. Maintain conference-approved literature for the group in cooperation with the Controller and GSR. Obtain other A.A. literature as approved by the group.


  1. Subscribe to the Grapevine and Box 459.


  1. Become familiar with the contents of A.A. literature.


  1. Purchase literature (an advance as stated in Section 6.9, Financial Guidelines, should be coordinated with the Controller and once receipts totaling $150 are accumulated reimbursement should be requested from the Controller in order to maintain advance for future purchases)


  1. With the Controller, arrange for the purchase of 30, 60, 90day, 6 month and 9 month birthday chips.


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.


  1. Prepare and maintain supply of Newcomer Packets consisting of a meeting schedule and the following pamphlets: A Newcomer Asks, A Brief Guide to AA, Understanding Anonymity, Questions and Answers on Sponsorship, and AA & the Gay/Lesbian Alcoholic.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Supply Chairperson

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities:


  1. Maintain inventory of group supplies.


  1. Ensure that group officers and meeting secretaries have a means to communicate supplies needed by the group.


  1. Purchase supplies (an advance as stated in Section 6.9, Financial Guidelines, should be coordinated with the Controller and once receipts totaling $150 are accumulated reimbursement should be requested from the Controller in order to maintain advance for future purchases)


  1. Submit a written report to the General Secretary at or before the monthly Group Conscience Meeting for inclusion in the minutes.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Recording Secretary

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities:


  1. Set up for the monthly Group Conscience Meeting and other meetings called by the General Secretary or Group Conscience.


  1. Record and present to the group, in an acceptable form, minutes of such meetings.


  1. Amend minutes as dictated by group conscience and resubmit corrected copies to the General Secretary.


  1. Provide for the safe keeping and updating of the Group Records. The General Secretary and the Recording Secretary will incorporate all passed motions and/or procedural changes during their term of office, starting in 1989. They will present an updated version of the Procedures at the end of their term of office.

  2. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Technology Chairperson

Length of Sobriety – 1 year

Length of Term – 1 year


Responsibilities:


  1. Retain and track credentials for all accounts created for North Hall use, including google mail, the Google Drive, Zoom logins, CashApp and others, but excluding the North Hall bank account credential information.


  1. Assist trusted servants in the use of various technology tools used by North Hall, including training new trusted servants when necessary.


  1. Track North Hall lock codes and reprogram codes when necessary, including:

    • Change door codes on the day of the first business meeting of each quarter for quarterly position holders.

    • Change door codes on the day of the first business meeting of the year for annual position holders.

    • Change door codes on demand when requested by the General Secretary.


  1. Maintain documentation on how to use North Hall technology-related tools including, but not limited to:

    • How to use Google Drive, how to view, edit, and add files..

    • How the treasurer should use CashApp, and how the General Secretary should audit.

    • How the General Secretary and Host Coordinator should use and administer Zoom.


  1. Ensure that all documentation is stored on the Google Drive.


  1. Train the incoming Technology Chair and assist int transitioning account access to the new Chair at the end of the term.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.

Steering Committee Members (6)

Length of Sobriety - 5 years

Length of Term - 2 years (3-person rotation each year)


Goal - The Steering Committee will provide support and guidance to North Hall Group of Alcoholics Anonymous and the Group's trusted servants so that when anyone, anywhere, reaches out, the hand of North Hall A.A. will be there in accordance with the Twelve Steps and 12 Traditions of Alcoholics Anonymous.


Objectives - To maintain policies and procedures; to ensure financial accountability; to ensure procedural changes by Group Conscience are in accordance with the Traditions of Alcoholics Anonymous.


Responsibilities:


  1. Review, recommend, and initiate policies and procedures to guide North Hall in carrying out the Twelve Traditions.


  1. Review motions of Group Conscience Meetings.


  1. Review bank statements and reconciliation of financial records on a quarterly basis.


  1. Ensure continuity of North Hall Group of Alcoholics Anonymous in accordance with the 12 Steps and 12 Traditions. In accordance with these principles, hold elections and take other actions to redress unusual and infrequent events.


  1. Attend all Group Conscience Meetings. After two unexcused absences, an election will be held to elect another trusted servant. Trusted Servants must call the General Secretary prior to any Group Conscience Meeting that a Trusted Servant is unable to attend, and must provide the name of the person who is substituting for them. An absence will be considered as “excused” only if this procedure is followed.


  1. Participate in Annual Group Inventory and follow-up discussions.


  1. Attend North Hall recovery meetings on a regular basis.


  1. A Chair, Alternate and Recording Secretary will be selected by the committee.


  1. Two members of the Steering Committee will be designated to be responsible for the physical and environmental conditions of the Hall.


  1. The General Secretary is an ex-officio, non-voting member, except as stated in Paragraph 11 below.

  2. As secondary contact for names to be added to the “Somewhere-In-The-Program” Board, review, confer and approve the name with the General Secretary, who shall have one vote on names to be considered for the Board.

Building Committee Members (4)

(Two from the Steering Committee & Two from the Group At large)


Length of Sobriety:

Steering Committee Representatives - 5 years

Group At Large Representatives – 1 year

Length of Term - 1 year


Goal - The Building Committee will be responsible for coordinating any repairs or general maintenance needed for North Hall facility.


Objectives - To ensure that North Hall facility is in good physical condition.


  1. The Building Committee will be responsible for coordinating repairs to North Hall up to $500.00. These funds are held in the North Hall Checking Account and can be used as needed for repairs. Receipts should be submitted to the group’s Controller for reimbursement.

  2. At the direction of the General Secretary and Steering Committee, obtain and verify the information for commemorative nametag; order, receive, pay for, and install the nametag on the “Somewhere-In-The-Program” Board.

Alcathon Chairperson

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities


  1. Assist in the selection of, and chair a committee of 3-5 people to make all arrangements for each Alcathon to be held.


  1. Ensure that each Alcathon meeting has one secretary and one oversight person. Oversight person may cover more than one meeting. Ensure that volunteer Alcathon secretaries are not scheduled for time slots which are already covered by elected secretaries.


  1. Provide flyers and publicity to the Group Conscience Meeting for approval prior to it being distributed (minimum one month prior to Alcathon).


  1. Provide approved flyers along with distribution fees to CCFAA no later than the 8th day of the month prior to the Alcathon.


  1. Assume responsibility for all receipt, distribution and prompt accounting for all funds associated with North Hall Alcathons (excluding 7th Tradition Collections, which are treated the same as with any other meeting).


  1. Coordinate provision of all food associated with Alcathons, as well as prompt clean-up of the hall and distribution or disposal of uneaten food.

  2. Attend all Group Conscience Meetings during Alcathon season.

Decoration Committee Chairperson

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities


  1. This position is responsible for putting up and taking down all Holiday Decorations for North Hall, including the Alcathons.

  • Thanksgiving

  • Christmas

  • New Year’s

  • Valentine’s

  • Easter

  • Halloween


  1. Coordinates annual Christmas tree, including passing collection basket for special collection, purchase, decorating, and disposal of tree.


  1. Coordinates collection of funds and reimbursement of expenses with Treasurer and Controller, is reimbursed only for expenses up to amounts of Decorating Collections.

  2. Responsible for inventory of decorations, including discarding usable items, storing decorations in an orderly way, etc.

Website Committee Members (6)

Website Committee Members consist of the following trusted servant positions:

  • Technology Chairperson

  • General Secretary

  • CCFAA Representative

  • Steering Committee Representative

  • General Services Representative

  • Website Committee Ad Hoc Member


Length of term - 1 year


Objectives: The Website Committee will be responsible for deciding the contents, policies, and procedures for establishing and maintaining the North Hall website: www.aanorthhall.org.

Website Committee Ad Hoc Member

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities


  1. Serve on the North Hall Website Committee, whose responsibilities include approving the content, policies, and procedures for the North Hall website

  2. Become familiar with the content of the North Hall website

  3. Make recommendations to the website committee for improvements and updates to content

  4. If so selected by the committee, serve as the webmaster or webmaster backup to make updates to the website

  5. Attend all Group Conscience Meetings.

Website Committee Ad Hoc Member

Length of Sobriety - 1 year

Length of Term - 1 year


Responsibilities


  1. Serve on the North Hall Website Committee, whose responsibilities include approving the content, policies, and procedures for the North Hall website

  2. Become familiar with the content of the North Hall website

  3. Make recommendations to the website committee for improvements and updates to content

  4. If so selected by the committee, serve as the webmaster or webmaster backup to make updates to the website

  5. Attend all Group Conscience Meetings.