New Hampshire Intergroup Job Descriptions

NHI Chairperson
NHI Vice Chairperson
NHI Treasurer
NHI Secretary
The Designated Downloader
Mailing Coordinator
NHI newsletter/PROMISES Editor
The Parliamentarian
Public Information Committee Chairperson
Region Six Representative
Sharathon Chairperson/committee
Telephone Answering Service Coordinator
Ways and Means Committee Chairperson
World Service Delegate

NHI Chairperson shall:
Draw up agenda for monthly NHI meetings.
Preside over and conduct monthly NHI meetings in accordance with “Roberts’ Rules of Order for Parliamentary Procedure”.
Call any special meetings of NHI and preside over same in same manner.
Shall insure that general account of NHI be audited annually.
Cast deciding vote in the event of a tie.
Sign all NHI account checks in the absence of Treasurer.
Establish short and long-term goals from input of Intergroup delegates.
Is an ex-officio member of all NHI standing committees.
Keep current on all committee projects and affairs.
Maintain regular contact with officers and committee chairs between meetings regarding status of projects.
Make decision regarding cancellation of NHI meetings due to inclement weather.
Notifies officers via telephone call, who in turn make calls to NHI reps as per telephone tree.

NHI Vice Chairperson shall:
Serve in the absence of the Chairperson in accordance with Article !V, Section 6A of the bylaws.
Make follow-up contact with new Group Representatives, after their first meeting at NHI, to orient and support the Rep.

NHI Treasurer shall:
Shall maintain a checking account established in the name of New Hampshire Intergroup for dispersal of NHI funds.
Shall be the guardian of all funds received and disbursed.
Record and deposit contributions.
Reconcile checkbook register monthly. The total of the general fund + retreat fund + delegates fund must match checkbook balance.
Pay monthly expenses:
May include printing of meeting lists, flyers and reports; postage; telephone charges; public information; retreats

Pay rent monthly, or per current arrangement, to meeting space provider.
Send contribution of World Service (10% of monthly contributions from meetings)
Send contribution to Regions 6 per group conscience. Contribution shall be subtracted from general fund, not delegates fund.
Keep running totals of current year’s retreat and sharathon expenses and include an itemized report in the treasurers report at the end of each event.
Prepare a monthly treasurer’s report and provided 45 copies for distribution at monthly NHI meeting.
Prepare a quarterly treasurer’s report to include a comparison to the yearly budget.
Prepare an annual report, with a comparison to budget, at years end.
Maintain treasurers record for NHI and for the tax accountant.
Submit all necessary documents to the tax accountant. These shall include monthly treasurers reports, monthly bank statements and checkbook register.Transfer money to delegates fund as follows:
25% of monthly contributions (excluding anonymous)
50% of sharathon net profit
100% of ways and means expenses and income
Prepare an annual budget for next year.

NHI Secretary shall:
Take notes of everything that happens during meetings. All reports, motions and discussions are recorded. Record the meetings to ensure accuracy of the minutes. The recordings are not kept as a permanent record.
Create the Secretary’s report, using meeting notes and the recording. Submit to the NHI chairperson a copy of the report, for review, one week prior to next NHI meeting. Chairperson will offer corrections/clarifications, and the Secretary will assists chairperson in setting agenda for the upcoming meeting.
Generate 50 copies of final report for distribution at next meeting. Also submits final report to webmaster for posting on NHI website.
Reviews final report with intergroup at next meeting, noting any necessary corrections.
Maintain attendance records of meeting.
Maintain copies of all minutes, treasurer’s reports, newsletters and other pertinent records in a safe and responsible manner.
Track receipts from all secretarial expenses for reimbursement by treasurer. Authorized expenses may include postage, printing, supplies and phone charges.
Answers correspondence directed to the secretary or as directed by NHI.
Notify mailing coordinator and newsletter editor of any meeting information change.
Update NHI By-Laws and NHI Charter as needed.
Update NHI History and NHI Policies and Procedures at years end.
Update NHI officer and committee job descriptions using input from current officers’ and chairpersons.
Update NHI speakers list.
Perform service, as possible, to support NHI officers, NHI members and local meetings.
Collaborate with the Mailing Coordinator on the meeting list and the mailings and perform such other duties as may be outlined in the Policy and Procedures Manual of NHI. ”

The Designated Downloader shall:
Provide access to information from the WSO and other OA websites to those in the fellowship without computer access by:
Select one or two articles monthly. A good source for articles is http://www.oa.org/downloadable_files.html
Provide 50 copies, on white paper, to the NHI monthly meeting.

Mailing Coordinator shall:
Have working knowledge of Microsoft Word, Microsoft Excel and Adobe Acrobat and email.
Gather and appropriately distribute mail from post office box.
Send out meeting verification form and WSO registration form prior to updating meeting list.
Call meeting contact persons to verify meeting information for any meetings not responding to mail verification.
Update NHI meeting information (i.e. NHI meeting list and mailing info).
Pass on pertinent information to secretary regarding speakers’ list.
Prepare and copy new meeting list three times annually (February, June & October). Drafts are to be submitted to NHI for verification the month prior to distribution.
Make copies of mailing materials (reports, newsletter, etc.) and mail to those meetings that did not have a rep present at most recent meeting and to other intergroups.
Prepare and pass dispersal checklist at NHI meetings to insure accurate mailing information.
Update WSO with correct meeting information as necessary.

NHI newsletter/PROMISES Editor shall:
Receive and edit articles for PROMISES each month, electronically preparing submissions as necessary. Submissions coming via the post office will come from the mailing coordinator. (Deadline for submissions are at the discretion of the editor.)
Review other OA publications for information or articles to include in PROMISES.
Review website for coming events or information to include in PROMISES.
Contact NHI Treasurer for previous month’s financials for inclusion in PROMISES.
Contact NHI Chair for any other pertinent information to include in PROMISES.
Design and Layout PROMISES.
Include in every issue: “This newsletter made possible through your generous contributions”, the date, time and location of the next NHI business meeting, a summary of NHI financials, “Opinions expressed are not the opinions of NHI or OA as a whole. Articles and notices must be submitted by the 25th of the month. Articles
may be submitted by e-mail to promises@oanewhampshire.org Material cannot be returned, nor will payment be made. We reserve the right to edit. Other anonymous groups may reprint without permission.” and “ Lifeline, OA's international magazine, serves as an indispensable "meeting-on-the-go." Lifeline is available in two versions: a 30-page, printed magazine and an electronic online magazine, called e-Lifeline. Both contain the same content. See your group Lifeline representative or www.oa.org/lifeline_mag.html.”
Include any other notices of upcoming activities (i.e. Rotation of committee chairs in September newsletter and NHI elections in December newsletter).
Contact NH Chair if newsletter will be more than the budgeted 2 page format.
Arrange with NHI Treasurer for printing costs.
Print PROMISES as follows: 200 copies for distribution at NHI meeting, 200 for Region 6 meetings, 300 for W.S.O. Business Conference and 100 for Retreats and Sharathons/Marathons, as needed.
Attend, distribute and report to NHI monthly meeting

The Parliamentarian shall:
Be familiar with Roberts Rules of Order and their application.
Settle questions of rules and procedures during NHI meetings.
Interpret the rules on matters concerning NHI By-Laws and Charter.

Public Information Committee Chairperson shall:
Form a committee of abstaining members of the fellowship who are committed to practicing the twelve steps and twelve traditions of OA.
Any committee decision and/or vote which establishes or changes a policy, sets a procedural plan for a special event, or expends funds in excess of the approved budget, shall require approval by the NHI prior to implementation. Each standing committee chairman shall submit a written report to NHI semi-annually, but at least by June and at the end of any specific event coordinated by that committee. If any monies are expended from an approved budget, a detailed and itemized report shall be included with the committee report.
Conduct meetings monthly, or as needed, with committee members to implement short and long term projects, as approved by NHI and develop budgeting for ongoing projects.
Submit monthly status report for NHI meetings.

Region Six Representative(s) shall:
Represent NHI at the Region Six Assemblies.
Provide a written report to NHI regarding the business that transpired at the Region Six Assemblies.

Sharathon Chairperson/committee shall:
Establish committee.
Determine the number of sharathons and schedule for the year, leaving the exact date for the host group to select.
Invite particular groups to host.
Assist in developing a schedule of tasks (i.e. topic selection, site selection, publicity, format, set-up, registration, literature, etc.) Groups are most willing if given specific guidance.
Assist in developing sharathon theme, may be directed by NHI in response to membership needs.
Assist in securing keynote speakers.
Procure refreshments and supplies for sharathon.
Provide guidelines for format or sharathon to ensure upholding traditions.
If needed, assist in creating and producing initial flyers, program and signage.
Any committee decision and/or vote which establishes or changes a policy, sets a procedural plan for a special event, or expends funds in excess of the approved budget, shall require approval by the NHI prior to implementation. Each standing committee chairman shall submit a written report to NHI semi-annually, but at least by June and at the end of any specific event coordinated by that committee. If any monies are expended from an approved budget, a detailed and itemized report shall be included with the committee report.

Telephone Answering Service Coordinator shall:
Coordinate telephone answering coverage, ensuring daily coverage.
Recruit and orient volunteers, supplying volunteers with necessary literature. Volunteers should receive a packet that includes a duties description.
Obtain most current meeting list and distribute to volunteers
Provide backup for volunteers.
Tally the number of calls on a monthly basis and report as requested or necessary to NHI.
Ensure that all phone service work maintain the anonymity of the caller, both inside and outside OA, and accurately present the message of LOVE and RECOVERY in the OA program.

Ways and Means Committee Chairperson shall:
Announce at NHI meetings that anyone with fundraising ideas should contact the chairperson
Encourage others to help (i.e. making selling or promoting).
Investigate and plan fundraising activities for NHI approval.
Follow guidelines set down by W.S.O. to insure that traditions are upheld (i.e. no outside enterprise, etc.)
Write articles for the NHI newsletter announcing fundraising projects, reporting project results and thanking people for their help and support.
Keep records of income and expenses by project or event.
Submit revenue to the treasurer for deposit and cost receipts for reimbursement.
Produce an annual report, itemizing each project and event.

World Service Delegate shall:
Represent NHI at the Annual World Service Business Conference.
Provide a written report to NHI regarding the business that transpired at the Annual World Sevice Business Conference.
The World Service Delegate(s) will also serve as Region Six Representative.