Position Descriptions – updated 6/8/24

Executive Committee Member Responsibilities

(All members share these responsibilities):

  • Attend all meetings of the Executive Committee whether in person or via conference call or electronic media.
  • While GaL-AA covers the hotel expenses at annual offsite meetings, Executive Committee members are responsible for all other travel related and food costs.
  • Participate in all planning to ensure that GaL-AA serves the LGBTQ+ members of Alcoholics Anonymous; works in the spirit of unity with AA as a whole and carries the message of recovery for the LGBTQ+ alcoholic who still suffers.
  • Encourage and support the participation of members, representatives and volunteers in all areas of GaL-AA service.
  • Maintain fiscal accountability for GaL-AA through the development of an annual budget, approval of the annual budget, raising funds as needed and monitoring the financial reports and the Treasurer’s reports.
  • Participate in periodic inventory of GaL-AA’s mission, services and goals; this inventory takes place in all odd-numbered years.
  • Participate in the oversight responsibility for the GaL-AA newsletter, GaL-AA website, all print materials, public information and media endeavors.
  • Agree to release full name and contact information while serving on the Executive Committee in keeping with the public corporate and fiduciary responsibilities.
  • Participate in the formulation and membership of standing committees and ad-hoc committees as determined by the Executive Committee.
  • At the time of rotation off the committee, each member will prepare and train the in-coming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes all documentation and verbal explanation of position responsibilities.
  • The Executive Committee will work within the Traditions of Alcoholics Anonymous in all matters, reminding us to act as trusted servants; trust the process of the group conscience and remember to place principles before personalities.
  • GaL-AA shall endeavor to use the guidelines of Alcoholics Anonymous wherever possible. The General Service Office provides specific guidelines on most matters which are based on the experiences of other service groups. In addition, the GSO offers literature models for written information. Our goal is not to reinvent the wheel but to use the work of those who have come before us in service to the alcoholic.
  • Participate in other duties as assigned by the Executive Committee.

Chairperson

  • Preside over all meetings of the Executive Committee and the General Membership whether in person, conference call or other media method.
  • Develop the agenda for all Executive Committee meetings in consultation with the Deputy Chairperson.
  • Participate in all planning to ensure that GaL-AA serves the LGBTQ+ members of Alcoholics Anonymous; works in the spirit of unity with AA as a whole and carries the message of recovery for the LGBTQ+ alcoholic who still suffers.
  • Designate members of the Executive Committee to serve as ad-hoc committee chairs. 
  • Maintain fiscal accountability of  GaL-AA through the development of an annual budget, approval of the annual budget, raising funds as needed, and monitoring the Treasurer’s reports.
  • Encourage and support the participation of members, representatives and volunteers in all areas of GaL-AA service.
  • Develop and maintain a Policy Manual with the approval of the Executive Committee. 
  • To facilitate efficient cooperation, the chairperson along with the GSO liaison, will serve as the primary contact with the General Service Office of Alcoholics Anonymous and/or its designated contractors in order to plan GaL-AA participation with the International Alcoholics Anonymous Conventions held every five years.
  • Participate in the oversight responsibility for the GaL-AA newsletter, GaL-AA website, all print materials, public information and media endeavors.
  • At the time of rotation off the committee, prepare and train the incoming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes verbal, written and written documentation.

Deputy Chairperson

  • Attend all meetings of the Executive Committee whether in person, conference call or other media method.
  • In the absence of the chair, preside over all meetings of the Executive Committee and the General Membership whether in person, conference call or other media method.
  • Replace Chairperson in all identified roles and responsibilities in the event that the Chairperson is unable to execute the position.
  • In cooperation with the Chairperson, establish all agendas.
  • Oversee all literature (in print and on website) to ensure accuracy and consistency of message.
  • Oversee all advisors, liaisons and archivist
  • Monitor all literature (written and on website) to ensure that it is within the decisions and recommendations of the Executive Committee.
  • In cooperation with the Chairperson, facilitate an on-going process of setting goals, monitoring progress, involving volunteers and identifying needs or changes.
  • Participate in all planning to ensure that GaL-AA serves the LGBTQ+ members of Alcoholics Anonymous; works in the spirit of unity with AA as a whole and carries the message of recovery for the LGBTQ+ alcoholic who still suffers.
  • Maintain responsibility for the election process, solicitation of nominees, slate of candidates and balloting. The Deputy Chairperson will appoint one member of the Executive Committee to serve with the Deputy Chairperson in this task. The member is to be someone who is not a candidate in the election cycle.
  • Encourage and support the participation of members, representatives and volunteers in all areas of GaL-AA service.
  • Participate in the oversight responsibility for the GaL-AA newsletter, GaL-AA website, all print materials, public information and media endeavors.
  • Participate in the formulation and membership of standing committees and ad-hoc committees as determined by the Executive Committee.
  • At the time of rotation off the committee, prepare and train the incoming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes verbal, written and electronic documentation.

Secretary

  • Prepare and distribute minutes for all GaL-AA Executive Committee meetings and General Membership meetings with attendance record. Document approval and/or corrections to minutes.
  • In cooperation with the Chairperson, prepare and distribute meeting agendas and corresponding materials prior to each meeting of the Executive Committee.
  • Serve as custodian of corporate records including but not limited to by-laws, rules of order, minutes, correspondence, committees, policy manual and archival materials.
  • Receive and review all GaL-AA correspondence; respond and/or redirect as appropriate.
  • Compose and/or distribute all GaL-AA Executive Committee correspondence.
  • Maintain a listing of all members of the Executive Committee.
  • Manage the post office box/corporate mailing address.
  • Maintain compliance with non-profit incorporation, in cooperation with the Treasurer.
  • Maintain compliance with IRS status, in cooperation with the Treasurer.
  • At the time of rotation off the committee, prepare and train the incoming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes verbal, written and electronic documentation.
  • Maintain compliance with IRS status, in cooperation with Treasurer.

Treasurer

  • Prepare and present an annual budget.
  • Prepare and present quarterly financial reports.
  • Prepare and present monthly status reports on income, expenditures and budget adherence.
  • Maintain a standard record keeping system for fiscal matters.
  • Establish and maintain GaL-AA accounts.
  • Receive contributions and process according to defined procedures.
  • Approve all invoices; disburse funds and prepare checks for payment.
  • Serve as primary contact with banking institutions and arrange for authorization of check signatories.
  • Maintain co-signatory authority on all GaL-AA accounts.
  • Maintain prudent reserve  as determined by the Executive Committee and other reserve funds as designated by the Executive Committee.
  • Prepare and submit appropriate tax documentation to maintain compliance with IRS rules for non- profit corporations.
  • Maintain incorporation status, in cooperation with the secretary.
  • Maintain the post office box/corporate mailing address.
  • Develop policies and procedures for financial matters.
  • Purchase and maintain liability, crime & D&O insurance.
  • At the time of rotation off the committee, prepare and train the incoming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes verbal, written and electronic documentation.

Advisors I, II, III & IV

The Executive Committee may establish Advisor positions as necessary when specific areas of specialization are identified. Elected Advisors are voting members of the Executive Committee but not considered Officers of the Corporation. Elected Advisors are part of the regular elections cycle of two- year terms. The Executive Committee may also appoint additional temporary Advisors as needed. Temporary Advisors’ term of office will expire with the first election cycle following their appointment.

  • Provide the Officers expertise in their specific area of specialization.
  • Manage and perform tasks as assigned within their area of specialization.
  • Attend all meetings of the Executive Committee.
  • Maintain the primary role for development of opportunities for representatives/volunteers to participate in the work of GaL-AA, to share in decision making and to assume responsibilities for service work.
  • Maintain responsibility for distributing information from the Executive Committee to the representatives/volunteers.
  • Maintain responsibility for channeling information from representatives/volunteers to the Executive Committee.
  • Maintain responsibility for all materials (written or via website) which pertain to representatives/volunteers (with approval of the Executive Committee). This includes job descriptions, flyers, brochures, handbooks, etc.
  • Coordinate with other Advisors as necessary for representatives/volunteers hosting a GaL-AA presence at roundups or conferences to ensure consistency of model and materials.
  • Serve to orient new members of the Executive Committee who take office.
  • Serve as the primary liaison with the Grapevine.
  • Maintain the primary role for Public Information, carrying the purpose and services of GaL-AA to the community.
  • Serve as liaison with conferences and roundups to cooperate in service to the alcoholic who still suffers.
  • Establish and maintain a model of public information for use at events to include booth display, staffing guidelines, presentations, signage and a system to sign up individuals, groups and round ups, etc.
  • Participate with the Deputy Chairperson and Technical Liaison in the development of GaL-AA literature for use in public information events, routine AA conventions, LGBTQ+ settings and the website.
  • Develop policies and procedures for GaL-AA work with the public.
  • Facilitate special projects identified by the Executive Committee.
  • Respond to individual and group requests for assistance from GaL-AA.
  • Serve as GaL-AA Liaison to the LGBTQ+ AA host community in planning for the GaL-AA participation in the International Convention of Alcoholics Anonymous held every five years.

Technical Liaison

  • Maintain the primary role for the virtual office and the use of technology to facilitate carrying the GaL-AA message to serve alcoholics.
  • Serve as primary oversight for the design, function and maintenance of the virtual office.
  • Monitor the activities of all professionals and/or volunteers accessing the website to assist in providing services for GaL-AA.
  • Collaborate with the secretary to maintain a master roster of all active participants – Executive Committee, volunteers, representatives, members, committees and members, etc.
  • Participate with Advisor I and the Deputy Chairperson in the development of GaL-AA literature for use in public information events, routine AA conventions, LGBTQ+ settings and the website.
  • Responsible for all GaL-AA  email address administration.
  • Develop policies and guidelines for the website.

GSO Liaison

  • Serve as primary liaison with AA-GSO, the AA Special Interest Groups, Box 459 and the LGBT+ International AA community.   
  • Maintain communication through letters and emails of introduction and transmitting GaL-AA minutes, and informational materials.  
  • Liaison to the LGBTQ+ AA host community in planning for the GaL-AA

Archivist

  • Serves as Custodian of all general and historical documents for GaL-AA.
  • Develops an on-line Catalog of documents and materials in GaL-AA’s the Organization’s possession, including, but not limited to documents, tapes, videos, and objects.
  • Ensures that all materials are preserved in a manner that is consistent with good archival practices.
  • Ensures that all materials are preserved in a manner that they can be easily accessed for use by members of GaL-AA in research.
  • In cooperation with others, develop presentations and articles on the history of GaL-AA for Round-Ups, Conventions, and publication.
  • Keep history of GaL-AA on its web-site, ensuring that it is kept up-to-date.
  • Serve as liaison between GaL-AA and other Archives within AA, serve as liaison between the Organization and other AA History Groups.
  • Assist with the development and publication of the Newsletter, as needed.
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