Appendix II: How It Works group Committee Member & Duty List

Chairperson
One year sobriety recommended. Six month position.

Position requires calling to order and mediating rotating committee business meeting. The chairperson reminds rotating committee members to attend the business meeting. The business committee meeting is held on the Tuesday prior to the group conscience meeting. The task of the business meeting is to review topics that have been posted for consideration and to insure that the proposals are not against either A.A. Traditions or decisions taken at prior HIW group conscience meetings. As chairperson of group conscience meetings the chairperson insures that meetings are run smoothly and in a fair and orderly manner. In neither meeting does the chairperson have a vote, nor is the chairperson to attempt to sway or influence the group by making facial expressions, gestures, or comments. In addition, it is the responsibility of the chairperson to insure that the duties of rotating committee members are being properly carried out and to suggest changes when assignments are not being fulfilled.

Treasurer
One year sobriety recommended. Two year position.

Responsible for collection of daily contributions envelopes, logging into book, making deposits (less any expenses for petty cash type reimbursements), paying utility and other regular expenses, reimbursing expenses in exchange for receipts from house supply person, house maintenance person, literature representative, cake night representative, and other persons authorized to make expenditures on behalf of the group. The treasurer posts a monthly report of all income and expenses. It is the responsibility of the treasurer to pick a person, with at least one year sobriety, to serve as a back-up and to serve as a second signature on both the regular and prudent-reserve checking accounts.

Intergroup/GSR Rep.
One year sobriety recommended. One year position

Attends all monthly Intergroup and GSR meetings; makes information available to the group; posts appropriate informational reports on bulletin board.

Web Keeper
One year sobriety recommended. One year position.

Position requires that the How It Works website be kept up to date and that majour changes be approved by the group conscience. Responsible for renewal of the domain name registration and the website hosting service and answering the e-mail.

Secretary
Six Months sobriety recommended. Six month position.

Responsible for keeping items on the Bulletin Board (e.g., business committee meeting minutes, group conscience meeting minutes, cake night and special events information) up-to-date. Responsible for taking minutes at group conscience meetings and posting a report. Posts list of current rotating committee members and their duties. Posts rotating committee sign-up sheets on the Bulleting Board at least one month in advance of election. Keeps Birthday Box current and posts birthdays on an index card for all to view in advance of each month’s cake night. Supplies all step sheets and phone lists and insures that both are kept current.

Cake Night Rep.
Six Month Sobriety recommended. Six month position.

Responsible for organizing cake night each month (arranges for speaker; sets up and cleans up room; purchases cup cakes, cakes and refreshments). Responsible for ordering 1-year medallions. Keeps track of date cards in birthday box in conjunction with Secretary.

A.M. Rep.
Six Month Sobriety recommended. Six month position.

Responsible for opening clubroom and setting up meeting (i.e., making coffee, putting out cream, keeping sugar supply baskets stocked, inviting newcomer to serve as daily chairperson, and general clean-up (including vacuuming, cleaning tables, cleaning bathroom, hauling out trash, etc.). Responsible for setting up tapes and books for “Big Book Study” meetings. Responsible for locking clubroom after meetings.

P.M. Rep.
Six Month Sobriety recommended. Six month position.

Responsible for opening clubroom and setting up meeting (i.e., making coffee, putting out cream, keeping sugar supply baskets stocked, inviting newcomer to serve as daily chairperson, and general clean-up (including vacuuming, cleaning tables, cleaning bathroom, hauling out trash, etc.). Responsible for setting up tapes and books for “Traditions” meetings. Responsible for locking clubroom after meetings.

Supply Person
Six Month Sobriety recommended. Six month position.

Responsible for keeping the inventory and purchasing clubroom supplies (coffee, cream, sugar, cleaning supplies, towels, toilet tissue, soap, etc.) Oversees general and major once-a-month clean up as needed.

House Maintenance Person
Six Month Sobriety recommended. Six month position.

Responsible for general repairs as needed. Authorized to make expenditures for small repairs (i.e., under $100 per month) but must obtain estimates for larger repair jobs and present such planned expenditures to the rotating committee business meeting for discussion and consideration at the group conscience meeting. Schedules and oversees major repairs (e.g., heater, air conditioner, etc.) upon approval.

Literature Rep.
Six Month Sobriety recommended. Six month position.

Responsible for purchasing and providing literature (as approved by the group conscience) to clubroom, and all chips.


*You may delegate your responsibilities to another as long as they meet the above recommendations. However, you are personally responsible for your positions.

**When positions rotate, it is YOUR responsibility to show and go over the position with the newly appointed person. You should sit down with the new person and go over the responsibilities and expectations of the assignment. You should make yourself available for as long as necessary to insure that the new person understands and fulfills the duties of the position.


 

Information on Elections and Other Matters Relating to Rotating Committee Service Positions

The How It Works group is aided by members of the rotating committee. Trusted servants including the Chairperson, Treasurer, Secretary, Intergroup/GSR Representative, Cake Night Representative, morning and evening representatives, as well as the supply person, the house-maintenance person, and the literature representatives. In keeping with the ninth tradition, these service positions are elected twice annually as part of the regularly scheduled group conscience meeting. If a position is vacated, supplemental elections may be held, but such elections should always be conducted as part of a group conscience meeting.

As more fully explained in the Committee Member and Duty List, it is recommended that the rotating committee members have a minimum of six months of continuous sobriety. The exceptions are the Chairperson, Treasurer, and Intergroup/GSR Representative who are to have one year of sobriety. Each rotating committee member or committee representative serves a six-month term with the exception of the GSR Representative who serves for one year and the Treasurer who serves for two years.

Collectively, committee members are responsible to make sure the group’s day-to-day operations are done in accordance with group practices and expectations. Each committee member or representative is personally responsible for his or her position. If an individual committee member may not be able to fulfill his or her responsibilities, they will need to follow up on insuring that another member of the group is capable of fulfilling the necessary tasks. Training the new person in the group to follow through with the committee tasks would be the most beneficial to keep the group healthy.

When new members are elected, it is the outgoing person’s responsibility to explain the exact nature (i.e., the responsibilities and expectations) of the assignment. The former member or representative should be available for as long as necessary to help the new person understand what is expected and to insure that he or she fulfills the duties of the position.

How It Works Meeting and Special Events Schedule

Regular Morning Meetings are held at 7:30 a.m. on Sunday – Friday and 8:00 a.m. on Saturday.

Regular Evening Meetings are held at 5:30 p.m. daily (i.e., 7 days a week).

Traditions Meetings are held at 5:30 p.m. on all but the last Thursday in each month in place of Regular Evening Meeting

Rotating Committee Business Meetings are held on the last Tuesday of each month and are held immediately following the end of the Regular Meeting.

Group Conscience Meetings are held on last Thursday in each month. In the event that a designated holiday falls on the normal group conscience day, then the group conscience meeting is held in place of the regular meeting on the Wednesday before the holiday.

Holiday Meetings are held at 9:30 a.m. and are held in place of Regular Morning meetings. The Regular Evening Meetings are unaffected by the holiday schedule. Designated holidays were voted in at the February 26, 1993 Group Conscience meeting. The designated holidays are:

New Year’s Day
Presidents’ Day (USA groups only)
Good Friday (Canada group only)
Memorial Day
Canada Day (July 1, Canada group only)
Independence Day (July 4, USA groups only)
Labor Day (USA groups only)
Thanksgiving Day (and the immediately following Friday for USA groups only)
Remembrance Day (Canada group only)
Christmas Day

Because many people are not routinely given days off work for such “other holidays” as Columbus Day, Veteran’s Day, Martin Luther King, Jr. Day, etc., they are not included in the HIW holiday schedule. It is the intention of the HIW group to avoid having the holiday meeting list change and to avoid engaging in debate about including or excluding these and other similar holidays.

Special Meetings:
Cake Night is held at 8:00 p.m. on the last Saturday of each month. In the event that a designated holiday falls on the regularly scheduled Cake Night the group may alter the schedule (e.g., move Cake Night up one week) in a vote taken at a group conscience meeting in the prior month. (In Canada, the December Cake Night Party is held on New Year’s Eve at 8:00 p.m.)

Annual Anniversary Gala on date chosen each year at group conscience meeting Christmas Eve Candlelight Meeting December 24 at 9:00 p.m for the Palm Springs group, 8:00 pm for the Ladner group.

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