STEERING COMMITTEE

JOB DESCRIPTIONS

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Overall Chair:

Position Summary:

The chair person is the person who has the responsibility of helping everyone else do their job successfully.

General Qualifications:

  • Five (5) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out

Specific Qualifications:

  1. A previous member of the steering committee
  2. A working knowledge of the traditions and concepts or a willingness to learn
  3. Enough time to perform the tasks under duties
  4. An ability to work with people
  5. Preferably experience chairing a Committee and or business meeting in AA

Suggested Duties:

  1. Chair steering committee meeting. Doesn’t have a vote except in a tie
  2. Help committee chairs perform their jobs
  3. Make announcements at beginning of the meeting
  4. Be at church by 5 to insure it is open
  5. Walk church at end of night with staff to make sure they are happy
  6. Field concerns and pass them onto proper chair persons

Sub-Committee: No

Treasurer:

Position Summary:

treas·ur·er /ˈtreZH(ə)rər/; noun - a person appointed to administer or manage the financial assets and liabilities of a society, company, local authority, or other body.

General Qualifications:

  • Five (5) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out

Specific Qualifications:

TBA

Suggested Duties:

  1. Be a signer on the TCw bank account.
  2. Manage the Venmo account.
  3. Collect all incoming contributions.
    1. Cash & check contributions will be deposited into TCw bank account within three (3) business days after the monthly TCw meeting.
    2. Venmo digital contributions will be transferred into TCw bank account within three (3) business days after the monthly TCw meeting.
  4. Manage all outgoing payments and reimbursements.
    1. Payment to the church is paid online thru their website. www.unityfortworth.org
    2. Reimbursements will be made by check only.
      1. Expense report with receipts must be given to the Treasurer for reimbursement.
  5. Track all incoming contributions and outgoing expenses on the Treasurer’s Report.
    1. Report and distribute a Treasurer’s Report monthly to the TCw Steering Committee within three (3) business days after the monthly TCw meeting.
    2. Document the budget for each TCw Steering Committee Chair on the Treasurer’s Report.
    3. Document the Prudent Reserve on the Treasurer’s Report.
      1. We must leave $750 available each month after reserves are met. Excess will be transferred to the Prudent Reserve until the $2500 Prudent Reserve is met.
  6. Confirm that the Alternate Treasurer is available in my absence at all TCw and Steering Committee meetings.
    1. If Alternate is not available, let the TCw Steering Committee know immediately. We will then create a plan on collecting money at the TCw meeting and/or reporting at a Steering Committee meeting.

Sub-Committee: No

Secretary:

Position Summary:

This position has the primary duty to record and distribute minutes of steering committee meetings; maintain and update the TCw’s Master Group Conscience document; maintain and update TCw's email database, and distribute all TCw email communications.

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • An effective Secretary needs to have a sense of order, and the ability to capture the essentials of what is happening at a meeting (the “sense of the meeting”) except on voting where verbatim details are needed for archival purposes. The job is time-consuming and needs to be carried out on schedule, and any Secretary needs to be sure that ample time is available.
  • Some service in home group, Central Office or General Service is useful and so is some background in general office work.
  • A willingness to train this positions elected successor prior to rotation out.
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

  1. A working knowledge of or a willingness to learn online email marketing software (such as Mailchimp)
  2. A working knowledge of or a willingness to learn web-based content management systems (such as WordPress)
  3. An organized approach as well as a fair amount of computer proficiency is necessary.

Suggested Duties:

Like chairpersons, secretaries need to be good all-around group servants. While each A.A. service related entity has its own procedures, the secretary is generally expected to:

  1. Announce and/or email items about important TCw activities and events to steering committee and general email distribution list
  2. Manage and update all email distribution lists via Mailchimp
  3. Attend all steering committee meetings
  4. Take, maintain and distribute (in a timely manner) the minutes of all steering committee meetings
  5. Maintain and update steering committee contact list
  6. Maintain password-protected online “Steering Committee Resources” bulletin board for posting TCw related business documents for steering committee member access
  7. Share with TCw steering committee members correspondence from groups, intergroup (central office), and GSO as needed
  8. Download and distribute results from online attendee survey to steering committee quarterly

Sub-Committee:

  • Speaker Chair:
    • Position Summary:  This position's primary responsibility is to coordinate with the speaker panel to ensure speakers for all TCw meetings are chosen.  They will be responsible for identifying speaker hosts for each speaker.
    • General Qualifications:
      • Two (2) Years continuous sobriety
      • Working with a sponsor
      • A working knowledge of Robert’s Rules of Order
      • A working knowledge of the 12 Traditions
      • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
      • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
      • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
      • A willingness to train this positions elected successor prior to rotation out
      • Will be willing to adhere to any line items in the budget for this position (if applicable)

      Specific Qualifications:

      This position will need to be someone who is detail orientated, has good follow through ability, and has good communication skills.

      Suggested Duties:

      1. Will be a subcommittee of the secretary
      2. Will work directly with Speaker Panel to coordinate with selected speakers
      3. Will go over speaker guidelines that are on website with the speaker
      4. Arrange host for each speaker:
        • Host will contact speaker
        • Host will take speaker to dinner
        • Host will get speaker to facility by 6:30 pm
        • Host will get meal receipt to treasurer
      5. Arrange hotel if needed
      6. Ensure Treasurer has mileage so they cut check as early as possible
  • Speaker Panel:
    • Summary:  The primary purpose of this sub-committee is to select speakers for upcoming TCw meetings.  This panel will consist of the three (3) previous Overall Chairs (previous rotations).  Each year the last Tarrant Countywide chair will rotate on the panel with the longest tenured chair rotating off. (for the 1st 2 panels - at large members will come from the hat).
    • Sub-Committee Guidelines:
      1. For a speaker to be invited to speak, it is strongly suggested that all 3 members of the panel agree on the choice, but at least 2 of the 3 will need to agree
      2. Panel will take into consideration the speaker’s ability to respect the traditions, lack of profanity, and making a solid AA talk
      3. Members of the panel should review the speaker information page of our website WITH the invitee so there is no misunderstanding
      4. The speakers should be asked 3 months in advance so we can update website and flyers. (each panel will choose the 1st 3 speakers for the upcoming panel)
      5. No speaker should be repeated for 3 years
      6. Panel should be careful that any 2 will never dominate all decisions
      7. Speakers should be from outside of the Ft Worth area
      8. Will be willing to adhere to any line items in the budget for this committee (if applicable)

Chair, Facilities:

Position Summary:

This position is responsible for being the primary liaison between TCw and our meeting venue, has oversight on our audio/visual use at our meetings, and for setup and cleanup of each meeting.

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

TBA

Suggested Duties:

  1. Intermediary between TCW and facility liaison
    1. Ensure TCW is aware of lease dates and requirements
    2. Communicate lease changes/requests between TCW and facility liaison
  2. Responsible for facility set up prior to each meeting
    1. Enlist volunteers/subcommittee to perform set up duties
      1. Assist hospitality room setup
      2. Assist registration tables setup
      3. Assist any visiting display needs
      4. Hang all signage
      5. Assist sound personnel when needed
  3. Responsible for facility clean up after each meeting
    1. Enlist volunteers/subcommittee to perform cleanup after each meeting
      1. Empty all trash cans
      2. Clean bathrooms sink area and mop
      3. Sweep floors in hospitality
      4. Vacuum carpet where needed
      5. Remove and store all signage
      6. Assist hospitality with breakdown and storage needs
    2. Coordinate with Over all TCW Chair and facility liaison for final walk through after each meeting.

Sub-Committee:

  • Audio/Visual

Chair, Food & Beverage:

Position Summary:

This position has oversight of all things food and beverage for the meeting.  They will coordinate the setup and tear down of the food and beverage for the meeting and will ensure they have the appropriate amount of volunteer help to get the job done for each meeting.

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • Participate in a home group
  • A willingness to train this positions elected successor prior to rotation out
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

TBA

Suggested Duties:

  1. ALL THINGS COFFEE-purchase and brew by 6:15 and restock water bottles
  2. Replenish hospitality supplies as needed, including paper-ware, utensils, and napkins, etc.
  3. Create an environment conducive to fellowship
  4. Pack bins of supplies at the end for storage
  5. Rinse coffee urns and dispensers and place in storage

Sub-Committee: No

Chair, Group Outreach:

Position Summary:

Secure a contact person from all local groups and disseminate information to contacts on a monthly basis

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

Friendly and outgoing. Have the ability to create enthusiasm about Tarrant Countywide meetings and volunteer opportunities.

Suggested Duties:

  1. Attend local meetings to secure a contact person.
  2. Send flyers and information regarding meetings to contacts on a monthly basis.
  3. Maintain spreadsheet of all local contacts.
  4. Assist with volunteer coordination for other chairs.

Sub-Committee:

  • Volunteer Coordinator: Receives volunteer submissions from website and notifies chairs of interest.

Chair, Hospitality:

Position Summary:

This position's primary responsibility is to chair all TCw meetings, and oversee registration, greeters and decorations.

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

TBA

Suggested Duties:

  • Chair each monthly TCw meeting:
    • Chair or ensure there is a prepared person to chair
    • Ensure chair has appropriate attire ie dress for females, or coat and tie for males
    • Ensure binder, speaker gift, and desire chips are available at podium
    • Keep desire chip inventory
  • Oversee registration, greeters and decorations
    • Enlist volunteers/subcommittee to perform registration duties.
    • Coordinate with Facilities Chair setup
    • Keep name tags, registration book, pens, and other needed supply inventory
    • Enlist and instruct greeters
  • Oversee and facilitate any venue decorations

Sub-Committee:

  • Registration
  • Greeters
  • Decorations

Chair, Public Information & Technology:

Position Summary:

The main responsibilities are the slide show, flyers and website.

General Qualifications:

  • Two (2) Years continuous sobriety
  • Working with a sponsor
  • A working knowledge of Robert’s Rules of Order
  • A working knowledge of the 12 Traditions
  • A working knowledge of or a willingness to learn the 12 Concepts of World Service (especially Concept 9)
  • Should have a willingness to attend all steering committee meetings and a minimum of 10 monthly TCw meetings annually
  • Will be willing to serve a two (2) year panel that matches the same rotation schedule as NETA65
  • A willingness to train this positions elected successor prior to rotation out
  • Will be willing to adhere to any line items in the budget for this position (if applicable)

Specific Qualifications:

  • At minimum, access to a computer and a willingness to learn are required to fulfill this position
  • Familiarity with creating presentations, flyers and/or working on websites is ideal

Suggested Duties:

  1. Find/Train Alternate PI/T Chair
  2. Train Alternate PI/T Chair
  3. Create slide show for meeting
    1. The current slide show was created using Apple Keynote and is exported as a video file for use at the meetings. The video file is saved to a thumb drive and plugged into the Church’s computer which is already setup to use the projector. I have found this to be the easiest method. The Keynote file can also be exported as a PowerPoint if needed. The incoming Chair does not have to use the legacy slide show and may create one in whatever manner they see fit. Currently the slide show is built at 1024x768 pixels to match the screen size of the projector at Unity Church. Legacy work files will be made available to incoming chair.
  4. Set up and play the slide show at the meetings
  5. Update the slide show each month
  6. Create flyers
    1. The existing flyer was created in Adobe Illustrator. Legacy files will be provided to the incoming chairperson, but they can decide whether to create new flyers moving forward from this template or create something new in the application of their choosing. Flyers are distributed online as PDFs via tarrantcountywide.org as well as our private facebook group. Flyer updates are also sent to the Fort Worth Central Office for inclusion in the Coffee Break Newsletter. These are sent via email to assistant@fortworthaa.org.
  7. Update flyers (monthly)
  8. Update website (monthly)
    1. Tarrantcountywide.org is built on the WordPress platform. Training on how to access and make updates will be provided to incoming chair persons. From there, the website is theirs to maintain and update each month.

Sub-Committee: No