The secretary of the Triangle OA Intergroup is a board member and the responsibilities are defined in the bylaws. Responsibilities for All Board Members and in Secretary Responsibilities. The secretary records the minutes of any Intergroup meetings and distributes the minutes via the newsletter to the Intergroup. By working with the webmaster to ensure the Regional Trustee and Chair of Region No. 8 are on the recoverynews mailing list, Intergroup meeting minutes will get to those trusted servants. The newsletters are stored on the Triangle OA website as files. Electronic copies of correspondence can be kept on the website. The newsletter posts notices of monthly Intergroup meetings. The secretary can post notices of other Intergroup meetings by sending an email to the Intergroup mailing list (intergroup@triangleoa.org). The secretary is also responsible for passing around a sign up sheet at Intergroup meetings and sending the webmaster and group outreach any additions or changes in contact information. The secretary should also send an email to new Intergroup members with information specific to their role and call to ensure they have sent a notice to updates@triangleoa.org
Immediately after a new chair and/or secretary is elected, the Intergroup Registration Change Form needs to be completed and sent to OA World Service. It can be emailed.
The mailing address for this position is secretary@triangleoa.org. Click on the following link to learn about setting up and using mailing addresses for this position. Read important information about starting a service position , reporting to Intergroup and leaving a service position Contact the Vice Chair for the pass codes, account numbers, and document resources associated with the secretary position.
This document is designed for and by the secretary for Triangle OA Intergroup and describes the policies and procedures past secretaries used.
The abstinence requirement for the secretary is contained in Qualifications for Board Members
The secretary position could have expenses such as a word processor program or mailing costs. Historically secretaries have not asked for special programs as the Intergroup does not require the use of any specific software program and most communications are done electronically. See the Reimbursement Policy for more information.
This committee has the following resources
It is very important for the secretary to attend the monthly Intergroup meetings. If unable to attend, ask someone to take notes and pass around the sign up sheet, so an accurate record of who attended an Intergroup is made. The meeting notes are organized based on the agenda of the meeting. If the chair emails the agenda out before an Intergroup meeting, it can be edited to produce the meeting minutes. Some people take notes on a computer during the meeting. It is helpful to send the notes out to the Intergroup mailing list (intergroup@triangleoa.org) within a week of the meeting and ask for corrections. After allowing time for corrections, send the meeting minutes to newsletter@triangleoa.org. Communicate with the newsletter editor to determine the latest date the minutes need to be sent. It is helpful to take care of the minutes within a day or two of the meeting, when people's memories of the meeting are sharpest.
The secretary is also responsible for making sure everyone that has attended the meeting has signed in with contact information. After the meeting, the secretary reviews the information and sends any changes to updates@triangleoa.org. The changes sent should include whether or not a person has resigned or finished a position and the reason, ie. term ended, or resigned. If the secretary does this, the webmaster can change information on the mailing lists and group outreach can update the master list of Intergroup contacts. The secretary should send an email to the vice-chair with the contact information for any new Intergroup members for support and training.
The following links are from world service