AA / Al-Anon Chairpersons. Position Description.

Transcription

1 Position Description Type of Position Committee Commitment Length 2 Years Continuous Recovery 2 Years Time Commitment High Role of the AA / Al-Anon Chairpersons The Chairs are responsible for all the affairs of TWC from planning activities to events that take place on the conference weekend. The Chairs are the leaders of the organization and their sole purpose is to facilitate TWC activities to successful outcomes. TWC is organized in a political format that is governed by the Board. Most decisions with few exceptions are made by Board as a whole. The Chairs have the sole authority to create the logo, conference theme and to make routine decisions, such as approving program layout without a Board vote. It is important to note that it is not necessary for both Chairs to possess all the talents needed for success to be successful. The Chairs work as a team to get the work done. As long as their combined talents encompass the list below, they will be successful. Essential Functions Create the conference vision through logo design; written and spoken word. Create agendas for every meeting. Coordinate projects such as monthly events through utilization of the Committee Chairs. Secure three conference open talk speakers; coordinate their travel and stay in Detroit. Work with Hotel staff to facilitate a successful conference weekend. Talents Needed for Success Leadership ability stressing influence and inclusion. Ability to work through collaboration. Strong communication skills. Ability to listen to multiple perspectives and make decisions that are consistent with the By-Laws and History of the organization. Advanced Project Management skills. Attention to detail. Strong mathematical and analytical skills Ability to work within a budget. Advanced computer skills required; specifically in Microsoft Word. Honest, Reliable and Trustworthy. Page 1 of 2

2 Position Description TWC Purpose (taken from the TWC bylaws) The purpose for which the corporation is organized is solely for charitable and educational purposes as described in Section 501 (c) (3) of the Internal Revenue Code of 1954 (as amended or corresponding provisions of any future United States Internal Revenue Code), especially relating to the education of gay, lesbian, bisexual, transgender and allied communities on substance abuse issues. Discrimination policy (taken from TWC bylaws, Article VI Public Policy) This corporation, in its dealing with clients, applications, employees and organizations will in no way discriminate against any individual or group of individuals because of race, creed, color, sex, sexual orientation, gender identity or expression, disability, religion, national origin, age, height, weight, veteran status, marital status or political affiliation. Page 2 of 2

3 For purposes of this document, if the word chair is used, it is referring to the current AA or Al- Anon chairs. If the word co-chair is used, it is referring to next year s AA or Al-Anon chairs. The Chairs are responsible for all the affairs of TWC from planning activities to events that take place on the conference weekend. The Chairs are the leaders of the organization and their sole purpose is to facilitate TWC activities to successful outcomes. TWC is organized in a political format that is governed by the Board. Most decisions with few exceptions are made by Board as a whole. The Chairs have the sole authority to create the logo, conference theme and to make routine decisions, such as approving program layout without a Board vote. The Chairs share this timeline of responsibilities. The duties may be re-assigned at the beginning of each program year to whichever Chairperson is more suited to that responsibility. For example, if the Al-Anon Chairperson is more computer savvy, it makes sense to capitalize on this strength and have him or her draft the meeting agendas each month. The important thing is that the Chairs agree that the workload is divided evenly. Timing Task/Item Responsibility Prepare agendas for both the Board and Committee meetings using last year s agendas/minutes as a template; send to other Chair for approval. Receive agendas, review, make corrections, additions, and communicate to other Chair if necessary; send agendas to all Board members Al-Anon Chair a minimum of one week in advance of meeting. Every Meeting Make eight copies of the Board Agenda and twenty copies of the Committee Agendas to Al-Anon Chair hand out at the meeting. Save a copy of the final version of the agendas in a folder for the preservation file. Arrive to meeting site 10 minutes early to assure set-up is acceptable; prepare room for meeting. Both Chairs Lead Board meeting according to the TWC By-Laws and the principles of 12-Step programs; open with a moment of silence followed by the Serenity Prayer. Page 1 of 6

4 Timing Task/Item Responsibility Follow agenda and add new items to the bottom of the list for discussion later. All Assure event flyer is available for distribution Desktop Publishing and Fundraising. Chairs Discuss results of last month s event. Chairs Discuss next month s event in detail. Chairs The Board will vote to a majority approval to accept or change any standard operating procedures. Relevant details will be All Every Meeting communicated at the committee meeting Strictly adhere to one hour time constraint and table any business that could not be addressed to the next Board meeting. Al-Anon Chair to encourage pace Close the meeting with the Serenity Prayer. Al-Anon Chair Lead Committee meeting according to the TWC By-Laws and the principles of 12-Step programs; open with a moment of silence followed by the serenity prayer. Follow agenda, address issues as they arise, if time allows. All Discuss results of last month s event. Chairs Discuss next month s event in detail. Chairs Allow Committee members to address their interests at every meeting; Board will vote on substantial issues at next Board meeting. Strictly adhere to one hour time constraint and table any business that could not be addressed to the next Board meeting. All Al-Anon Chair to encourage pace Close the meeting with the Serenity Prayer. Al-Anon Chair Receive Board and Committee Meeting minutes from the Secretary and save in the preservation file. Download copy of Board and Committee Meeting minutes from Website and save in the preservation file. Page 2 of 6

5 Timing Task/Item Responsibility Organize all prior year s material for handover Last year s Chairs Beginning of June to new chairs. Secure succession team for conference New Chairs Start listening to Open Talk speaker tapes New Chairs After Glow party Hand over material to new Chairs; meet with in June new board at the After Glow party. Last year s Chairs End of June Meet with new Chairs to explain information. Last year s Chairs Timing For July meeting For August meetings Task/Item Present full TWC calendar to Board members for review. Discuss post card creation once event dates are secured. Discuss any open positions on Committee or Board. Check Treasurer to assure all items are addressed. Organize first meeting and communicate time and place to Board and Committee Chairpersons. Discuss logo and conference theme. Address the type of working relationship you hope to have with your Board and Committee. List confirmed conference dates for next few years. Announce that the September meeting is open to anyone who wants to volunteer; use Outreach to get the word out. Bring Board Member Event Sign-up form and have every member sign-up to be at these events from open to close; Treasurer should not sign-up as they have many duties during each event. Make arrangements for postcards to be printed and sent; Desktop Publishing/7 th Board Member Assure Articles of Incorporation have been reviewed by Accountant; Treasurer Page 3 of 6

6 Timing For September meetings For October For November For December Task/Item Welcome volunteers and set the tone for your working relationship. Use banner and conference theme to help accomplish this. Discuss Paypal account and who is willing to be named on account. Discuss upcoming September event. Be sure AA Co-Chair and Al-Anon Co-Chair know that they are responsible for securing the Speaker for the Pancake Breakfast. Ask for assistance for anyone that might have contacts to assist in securing the conference open talk speakers. Make sure contact is made with Between the Lines for free advertising; Desktop Publishing Sign check to the State of MI for tax-exempt status ($25);Treasurer. Sign check for the storage unit; Treasurer. Get update from accountant; Treasurer. Give each Committee member their budget; Treasurer. Pass out last year s newsletters and let everyone know that you need their submissions by the November meeting. Get submissions for newsletter from all chairs; if not ready, give them one week to send it to the Desktop Chairperson via . Remind Co-Chairs about Pancake Breakfast open talk speakers; once confirmed add name to agendas. Get license application for food permit for Pancake Breakfast; Hospitality Sign check for Oakland county food permit; Hospitality. Sign check for accountant; Treasurer. Have significant progress made on securing open talk speakers for the conference; add names to agenda when secure. Approve registration form. Discuss Committee Chairpersons needs for the conference, particularly; Entertainment (theater needs), Programming (workshop needs), Hospitality (1212 set-up), Serenity Keepers (table seating) and Flower Chairs (assembly needs, etc.). Call Serenity Taping, Massage Therapists and Meditation Workshop leader to get firm confirmation. Arrange for newsletters and registration forms to be printed; desktop publishing; stuffed with registration form and mailed by end of month; 7th Board Member Arrange for purchase of gift for Pancake Breakfast open talk speaker; 7 th Board Member Page 4 of 6

7 Timing Hotel Meeting For January For February For March Page 5 of 6 Task/Item Create agenda and assure the entire Board, Hospitality and Flower Chairs can attend; usually a late afternoon meeting. Discuss menu and price for Saturday Lunch with help of Hospitality Chairperson. Discuss menu and price for Saturday Dinner with help of Hospitality Chairperson. Discuss menu and price for Sunday Brunch with help of Hospitality Chairperson. Discuss how to handle the cost of sodas throughout the conference weekend and at each event. Discuss room configuration needs for the entire weekend with input from committee chairpersons. Discuss timing and deadlines for dinner counts. Discuss room reservations for Board, Open Talk Speakers, etc. Discuss details of the Pancake Breakfast, the largest fundraising event; Chairs use this event to make announcements for the good of TWC. Travel arrangements should be made for all open talk speakers by this meeting. Approve Hotel Meeting minutes. Hospitality Chair to receive budget money for Conference according to Treasury rules. Get update on registration counts. Raise awareness that the conference is quickly approaching. Discuss the purchase of Big Books and Al-Anon How it Works (par of 8 each) for resale at the conference. Have treasurer bring check to next meeting for meeting location rental. Arrange gift purchase for conference open talk speakers; 7 th Board Member. Work with Web Master and Desktop Publishing Chairs to prepare and publish programs and other print material. Be sure meeting location is paid in full for year s rental. Discuss conference in detail. Figure out how banners will get to the hotel of Friday morning. Review banquet event order documents from the hotel and submit changes before the conference. Sign thank you letters for open talk speakers from Treasurer; Treasurer will stuff with $15 for incidentals and give to Flower Chair for delivery with Floral arrangements.

8 Timing Friday of the Conference Saturday of the Conference Sunday of the Conference Following the Conference Task/Item Arrive by 9:50 AM at the latest; hold hotel Board meeting to discuss details of hotel events at 10:00 AM. Have a pizza lunch ordered for Board members; flower and hospitality Chairs. Help bring supplies to 12 th floor for Hospitality room set-up Check into conference rooms reserved for Friday evening to assure all is set-up according to plan. Around 3:00 pm be ready to help registration set-up; assure coffee station is prepared. Check in on the following: o Registration opens at 4:00 pm. o Hospitality opens at 6:00 pm. o Conference opening begins at 8:00 pm. o Open talk at 8:30 pm. o Entertainment starts at 10:00 pm. o Pool Party and Games Night each begin by 11:00 pm. Check in with registration by 8:00 am. Workshops begin at 9:00 am; assure smoke alarm is off in mediation room for smudging. Check in with lunch accommodations by 11:45 am. Workshops resume at 1:00 pm. Check-in to banquet hall set-up. Workshops end at 5:00 pm. Check in on the following: o Dinner doors open at 6:30 pm. o Memorial and Invocation at 6:45 pm. o Announcements start at 7:40 pm. o Open Talk at 8:00 pm. o Dance begins at 10:00 pm. Opening Announcements at 10:00 am. Additional announcements begin at 10:45 am. 50/50 raffle; other gift raffle immediately following. Open Talk begins at 11:00 am. Board conference closure and feedback meeting 12:30 pm. See items at the top of page. Page 6 of 6

9 AA / Al-anon Chair Program Master For purposes of this document, if the word chair is used, it is referring to the current AA or Al- Anon chairs. If the word co-chair is used, it is referring to next year s AA or Al-Anon chairs. Timing Task Responsibility Sometime in July Hand over material to new chairs, meet with new board After Glow party Last year s chairs August Board meeting* Organize first meeting. Prepare board meeting agenda and schedule meeting. Chairs September Board meeting March Board meeting Secure meeting locations for next year Co-Chairs At the conference - March Serenity Taping Secure next year s date AA Co-Chair At the conference - March Self Esteem Shop Secure next year s date Al-Anon Co-Chair At the conference - March Message Therapists Secure next year s date AA Co-Chair Beginning of June Organize all prior years material for handover to new chairs Al-Anon Chair End of June Meet with co-chairs to explain information Al-Anon Chair Conference Weekend. Arrange for coffee stations (with the help of an AA co-chair or Al-Anon co-chair) in the registration room. Paypal account who will be registered and who will have access Page 1 of 1