GROUP MEETING RECORD BOOK

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1 Group No. GROUP MEETING RECORD BOOK This permanent record book contains the suggested duties of the group secretary, treasurer and intergroup representative. It also contains sheets for recording information about each meeting with spaces for attendees to sign in. When maintained properly and currently by the group secretary, this book will provide a compact record of the group's activities. Our trusted servants need records to fulfill their Seventh Tradition and Twelfth Step responsibilities. This record book is a valuable aid to the stewardship of the group s elected officers, and OA suggests officers use it and pass it on to the next officers at the completion of their terms. Meeting Name: Meeting Place: Street: City: Day: Time: This record book may be obtained from the World Service Office. OA suggests that all meeting records be retained for a minimum of three years to conform to government tax regulations. OVEREATERS ANONYMOUS 1982, 1995, 2007 Street Address: 6075 Zenith Court NE Rio Rancho, NM USA Mailing Address: PO Box Rio Rancho, NM USA Phone: Fax: Groups may make extra copies of the meeting record sheets. Other material contained in this document may not be reprinted without the express permission of the World Service Office of Overeaters Anonymous, Inc.

2 GROUP SECRETARY What Does the Secretary Do? In most groups, the secretary is the principal service volunteer for a stated period of time. Like other group servants, the secretary should be actively working the Twelve-Step program of recovery and be abstaining. Other group service experience before tackling this job is also a plus. Many groups have found these guidelines work best. The secretary coordinates group activities and may substitute for other officers occasionally. The secretary may call steering committee meetings and preside at them. Unless other officers or committees have some of these specific jobs to do, or the secretary delegates them to other group members, these may be typical responsibilities of the secretary: Seeing that the meeting place is unlocked and set up for the meeting by the scheduled time. Making announcements about important OA activities and informing the full group of steering-committee decisions. Keeping the weekly sign-in sheets of names, cities and telephone numbers of group members showing which persons are sponsors and which are newcomers who should receive a friendly call the following week. Allowing time for the World Service Business Conference delegate, region representative or intergroup representative to make reports during the meeting. Appointing (or having the group elect) a literature chairperson to keep up literature supplies and a refreshments chairperson to maintain coffee supplies. Seeing that the meeting place is left in order after each meeting. Conducting all necessary elections. Assigning telephone calls for newcomers and calls for Twelfth-Step help (unless your group has a Twelfth-Step chairperson for this duty). Making sure rent is paid on the group s post office box. Groups have found this a much safer, easier and more reliable mailing address than a member s home or the meeting place. Note: Literature orders are not sent to a post office box. Keeping a file of OA birthdays, if the group wishes. Birthdays are celebrated for each year of continuous abstinence. Helping the treasurer count and keep a record of each meeting s collection and cosigning the group s checks. Maintaining a bulletin board for posting OA bulletins and announcements, and notices of related activities. Sharing with group members mail from the World Service Office, the region and the intergroup (unless the designated representatives do this). Providing safekeeping for group records. Making sure the local intergroup, the region and the World Service Office know of any changes of address, meeting place, new officers and other group information. Meeting information updates may be submitted via the OA Web site at (The World Service delegate, region representative and intergroup representative may do this, but the secretary will make sure it is being done.) Doing whatever else needs to be done. 2

3 Many groups have found it helpful for the outgoing secretary to remain as cosecretary for a few weeks to assist the newly elected secretary. The incoming secretary should be made aware of the following: The WSO group number. This number is issued to every group that registers with the World Service Office and should be clearly written or typed on all literature orders and correspondence with WSO. It s a good idea to have this number imprinted on your group checks. Keeping group registration information up to date. It is necessary to inform WSO, the region and your intergroup of any meeting changes (always using your group number) such as time, place, telephone number of contact person and secretary. Group registration forms to submit changes may be obtained from WSO, from the OA Web site and from other service bodies. Accurate records enable WSO and other service offices to pass on information about your group to those who inquire about meetings in your area. The importance of reading this handbook. Many group problems may be resolved by studying this handbook, The Twelve Traditions of Overeaters Anonymous pamphlet, The Twelve Steps and Twelve Traditions of Overeaters Anonymous book, and the AA books. Business transactions such as banking and ordering literature, if the group has no treasurer or literature chairperson yet. The availability of five sources of help: 1. the nearest intergroup 2. the local national or language service board (where one exists) 3. the region and region trustee 4. the World Service Office 5. The secretary contributes greatly to the smooth functioning of the group. Although it doesn t really matter which service volunteer does a particular job, it is very important for everybody to understand who is to do what. 3

4 GROUP TREASURER What Does the Treasurer Do? OA groups are self-supporting (Tradition Seven), accepting money only from members to keep carrying the message. Passing the basket at meetings usually takes care of the group s money needs, plus something left over so the group can do its fair share of supporting the local intergroup, region and World Service Office. There is no requirement for any member to contribute, although most do. Those who can are usually willing to give generously to make up for those unable to give at present. Group funds generally go for such services as: Rent for the meeting place Coffee, tea or sugar-free drinks Equipment and miscellaneous expenses, such as OA signs, coffee cups, spoons, postage, telephone, etc. OA books and other OA-approved literature (which includes AA Conference-approved literature) Lifeline Copies of A Step Ahead and other materials downloaded from the OA Web site Local meeting directories Supporting the intergroup Supporting the region Supporting the World Service Office, the central clearinghouse for all groups, which does our worldwide chores. Suggested disbursement of group funds after expenses is 60 percent to intergroup, 30 percent to world service and 10 percent to the region. (See the pamphlet It Takes Two: Through Our Own Contributions, OA Is Self-Supporting for an explanation of how each service office spends its money.) The treasurer usually keeps clear, simple records and keeps the group informed about how much is taken in and how it is spent. The treasurer makes a brief monthly report to the group and/or the steering committee. The treasurer may also have these responsibilities: At the election, the outgoing treasurer should have on hand bank signature cards for the incoming treasurer and other signatories to sign and return to the bank without delay so the transfer is completed promptly. Bring the checkbook to all meetings. Maintain the checkbook and issue checks for all expenses. Receive and count collections at meetings assisted by the group secretary or delegate. Receive money in payment for literature. Make deposits weekly, as soon as possible following meetings. At each business meeting, make records available for any interested member. 4

5 At business or steering committee meetings, ask for instructions regarding disbursement of surplus funds and try to establish percentages to be donated to intergroup, delegate fund, region and WSO. Experience has shown that problems can be avoided by electing, if possible, a treasurer with perhaps six months of abstinence, a committed involvement in program and some familiarity with bank statements. It is also a good idea to keep group funds in a separate bank account that requires two signatures on each check. Many banks provide checking accounts with no service charge to non-profit organizations. Most group steering committees find it makes good sense to budget all expenses in advance, setting aside sums from each collection to meet monthly expenses. It is not a good idea for a group to accumulate large sums in excess of what is needed. Prudent reserve is all that is required. Excess funds should be sent to the area service structures the intergroup and region and to the World Service Office to support its vital work. Group problems often arise when large donations, in money or goods or services, are accepted from any one member. Group treasuries may be used for all group expenses, but it is suggested they not be used for individual members expenses in Twelfth-Step work. 5

6 INTERGROUP REPRESENTATIVE What Does the Intergroup Representative Do? In areas where an intergroup has been formed, each group usually elects an intergroup representative who meets regularly with representatives from the neighboring groups. The intergroup representative represents the group in tasks undertaken jointly with other groups in the area and tries to keep the group well-informed about the jobs the local intergroup is doing. Many group problems can be solved by sharing experiences with representatives from other groups. It is sometimes necessary for the intergroup representative also to serve as the World Service Business Conference delegate, as well as region representative. OTHER SERVICE PERSONS The OA Handbook for Members, Groups and Intergroups is a useful reference book for help with group practices and procedures. It contains sections describing the activities and duties of other persons who give service to the group. OA suggests that each group have a copy available for reference by the secretary and other personnel. Descriptions of the duties of the group secretary, treasurer and intergroup representative are reprinted from the OA Handbook for Members, Groups and Intergroups: Recovery Opportunities, Overeaters Anonymous, Inc

7 HOW TO MAKE CONTRIBUTIONS Within Overeaters Anonymous are service offices. Each is a separate part of OA and functions independently. Ecause of this, contributions made to each office must be issued by individual checks. After deciding by group conscience how much is to be donated to each service office, write checks as shown below: 1. Fill in the name and address of your local intergroup and its address: 2. Make check payable to OA-WSO. Mail this check to: Overeaters Anonymous, World Service Office PO Box Rio Rancho, NM USA 3. Fill in the name and address of your region: You may also contribute on the OA Web site at OA suggests that monies over your expenses and a small reserve be divided as follows: 60% to your intergroup 30% to World Service 10% to your region 7

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