Intergroup Position Descriptions

Central Oregon Intergroup Chairperson Position Description

Length of Service Position: Two (2) years. To be voted into position to begin service in ODD years. (Voted into position in December of an even year – position begins in January)

Sobriety Requirements:

  • Minimum of two (2) years continuous and current sobriety.
  • Active membership in an AA Group in Central Oregon.
  • Shall have previously served as either a board member or as a committee chairperson in the Intergroup.
  • Should be familiar with corporate organization and reporting requirements.
  • Should have some prior business experience.

Position Duties:

  1. Shall preside over all Intergroup meetings.
  2. Shall prepare business agendas for the monthly Intergroup Board and regular meetings.
  3. Shall be one of the three (3) authorized persons to sign checks, together with the Treasurer and office consultant.
  4. Shall be authorized to call special meetings, provided that a reasonable attempt is made to notify all members in advance.
  5. Shall report all actions of the Board to the members.
  6. Shall execute all contracts between Intergroup and outside consultants.
  7. Shall work closely with Treasurer and Secretary to insure the accuracy and prompt filing of all IRS and State filings, as required. These filings include, but are not necessarily limited to:
    • Oregon Dept. of Justice Form CT-12 – DUE NO LATER THAN APRIL 30.
    • IRS Form 1099 (Office Manager) – DUE NO LATER THAN FEBRUARY 15.
    • Oregon Dept. of Corporations Annual Business Name Renewal – DUE NOT LATER THAN JUNE 30.
    • IRS Form 990ez (Once Gross Receipts exceed $25,000.00) – DUE NOT LATER MAY 30.
  8. Upon vacating the office, shall make copies of all documents created and received during his/her tenure, and present the incoming Chairperson with a complete and orderly file.

Central Oregon Intergroup Vice-Chairperson Position Description

Length of Service Position: Two (2) years. To be voted into position to begin service in EVEN years. (Voted into position in December of an odd year – position begins in January)

Sobriety Requirements:

  • Minimum of two (2) years continuous and current sobriety.
  • Active membership in an AA Group in Central Oregon.
  • Shall have previously served as either a board member or as a committee chairperson in the Intergroup.
  • Should be familiar with corporate organization and reporting requirements.
  • Should have some prior business experience.

Position Duties:

  1. Shall assume all duties and responsibilities of the Chairperson at the Intergroup meetings if the Chairperson is absent.
  2. Shall attend all Oregon Area Assemblies to represent the Intergroup.

Central Oregon Intergroup Secretary Position Description

Length of Service Position: Two (2) years. To be voted into position to begin service in ODD years. (Voted into position in December of an even year – position begins in January)

Sobriety Requirements:

  • Minimum of two (2) years continuous and current sobriety.
  • Active membership in an AA Group in Central Oregon.
  • Shall have served as a member of the Intergroup, or shall have other A.A. service experience.
  • Should be familiar with corporate organization and reporting requirements.

Position Duties:

  1. Shall be responsible for all documents and filings, with the exception of financial reports, which concern the Corporation.
  2. Shall keep complete and accurate minutes of all Intergroup and Board meetings.
  3. Shall distribute copies of all minutes as follows:
    • Originals for Secretary’s file
    • One set to Intergroup Chairperson
    • One set to Treasurer
    • One set to Central Office for file
    • Copies of the minutes shall be delivered to the Intergroup Chairperson and the office consultant by the next meeting.
  4. Shall maintain a separate record of motions made and actions taken thereon.
  5. Shall maintain a list of all current Board members and other Officers and positions, together with their mailing addresses, telephone numbers and e-mail addresses, which shows the date and duration of their respective terms.
  6. Shall make available to the Board, members, or any Group secretary, the complete corporate records of the Intergroup for inspection at a reasonable time and place, but not later than 15 business days after the request is made.
  7. Upon vacating the position, shall make copies of all documents created and received during his/her tenure, and present the incoming Secretary with a complete and orderly file.

Central Oregon Intergroup Treasurer Position Description

Length of Service Position: Two (2) years. To be voted into position to begin service in EVEN years. (Voted into position in December of an odd year – position begins in January)

Sobriety Requirements:

  • Minimum of two (2) years continuous and current sobriety.
  • Active membership in an AA Group in Central Oregon.
  • No member may serve as Treasurer if convicted of any prior felony for fraud, theft or embezzlement.
  • Shall have served as a member of the Intergroup, or shall have other A.A. service experience.
  • Shall have some prior business and accounting experience.
  • Shall be somewhat familiar with spreadsheet software.

Position Duties:

  1. Shall have charge of all funds belonging to the Intergroup, and shall supervise the keeping and depositing of such funds for and on behalf of the Intergroup in a bank or banks to be designated by the Board.
  2. Shall be one of the three (3) authorized persons to sign checks, together with the Chairperson and office manager.
  3. Shall pay all bills not paid by the office consultant, on a timely basis.
  4. Shall compile monthly Financial Statements to be presented at all Board and Intergroup meetings.
  5. Shall be responsible for providing a copy of the Financial Statements to the Newsletter Chair for publication to the Groups.
  6. Shall be an ex-officio member of all committees authorized to handle funds.
  7. Shall prepare, or shall hire an outside accountant to prepare, any applicable tax forms or other financial reports as required by law. These filing include, but are not limited to:
    • Oregon Dept. of Justice Form CT-12 – DUE NO LATER THAN APRIL 30.
    • IRS Form 1099 (Office Manager) – DUE NO LATER THAN FEBRUARY 15.
    • Oregon Dept. of Corporations Annual Business Name Renewal – DUE NOT LATER THAN JUNE 30.
    • IRS Form 990ez (Once Gross Receipts exceed $25,000.00) – DUE NOT LATER MAY 30.
  8. Shall maintain all necessary financial records at the central office, pursuant to IRS Pub557, and any State of Oregon Requirements.
  9. Shall provide the Chairperson, or any person designated by the Chairperson, with the complete accounting records of the Intergroup for inspection at a reasonable time and place, but not later than 10 business days after the request is made.
  10. Upon vacating the office, shall make copies of all documents created and received during his/her tenure, and present the incoming Treasurer with a complete and orderly file.

Intergroup Sub-Committee Descriptions

Taken from C.O. Intergroup Service Manual dated January 1, 2000

Hotline

  • Recruit and organize volunteers to take calls from someone seeking help.
  • Pass calls onto 12-step volunteers.
  • Provide information to anyone looking for a meeting.
  • Provide an opportunity for members of the AA Fellowship to serve according to the Third Legacy.

Schedules

  • Keep track of active meetings, their times and locations.
  • Publish this information at least quarterly.
  • Provide an opportunity for members of the Fellowship to serve according to the Third Legacy.

Newsletter

  • Collect information of interest to members of AA and friends of AA (Al-Anon, N.A., etc.)
  • Publish this information monthly in a format as directed by the IGR’s.
  • Provide an opportunity for members of the Fellowship to serve according to the Third Legacy.

Entertainment

  • Provide quality family entertainment and recreation for friends and family of A.A. and Al-Anon.
  • Show that there is life after alcohol.
  • The committee is open to any and all members of the Fellowship of A.A. and Al-Anon.
  • Provide an opportunity for members of the Fellowship to serve according to the Third Legacy.

Potluck

  • The potluck is a long time traditional gathering in Central Oregon.
  • It is a monthly social service where members of A.A. and Al-Anon can “break bread together” and hear speakers tell their stories.
  • Arranges for groups to host the monthly gathering and provide the speakers.
  • Provide an opportunity for members of the Fellowship to serve according to the Third Legacy.

Central Office

  • Provide an easily accessible location for members and groups to buy A.A. literature and anniversary coins.
  • Provide the Hotline answering service five days a week from 9 a.m. to 5 p.m.
  • Provide an opportunity for members of the Fellowship to serve according to the Third Legacy.