The following Description of Duties, taken from the NETA Handbook, give information for both the Secretary and the Alternate.
Summary: : the Area Secretary has the primary duty to record and distribute minutes of area meetings, assemblies and area inventories and maintains the Area Policies and Procedures document and the Area Handbook. As registrar, the Area Secretary develops and maintains mailing and phone list data for groups, GSRs, DCMs, area officers and contacts and provides mailing labels to area committee members In addition, the Secretary oversees and coordinates the area mail-outs in coordination with the Alternate Secretary and Newsletter Editor.
Qualifications: an organized approach as well as a fair amount of computer proficiency is necessary (or the various duties that require a computer will have to be delegated) The Secretary should have a “reasonable period of sobriety”, which might mean 2 years in an area where AA is still young, 4-5 years in an older area. Some service in group or Central Office or General Service is useful and so is some background in general office work. An effective Secretary needs to have a sense of order, and the ability to capture the essentials of what is happening at a meeting. The job is time-consuming and needs to be carried out on schedule, and any Secretary needs to be sure that ample time is available.
- Electronically record all committee meetings and assemblies and have one copy for Archives. Insure that all motions are recorded in the exact wording submitted to the Area Committee and Area Assembly; any editing will be done on the floor or the Area Committee Meeting or the Area Assembly meeting – this is done as follows: a) Use Microsoft Word (or similar word processing application) b) Create a template by taking a previous similar set of minutes and removing all information that can change (for some, the whole report, but for others, like financial, remove only the amounts)
- Electronically record the Area inventory, keeping one copy only, for archival purposes (with amendments).
- Distribute printed minutes of the Area Committee meetings, Area Assembly, and Area inventory. For the Area Assembly minutes, 125 English and 25 Spanish copies should be made for the Area Assembly. For the Area Committee meeting minutes, 40 English and 10 Spanish copes should be made for the Area Committee meeting.
- Maintain the Area directory Excel spreadsheet and the Fellowship New Vision (FNV) database (confidential) for area mailings and ensure it is kept current and the anonymity of its contents is properly preserved. The database consists of records of registered groups (either active or inactive) within NETA and contains information such as name, address and phone number for groups, GSRs, DCMs, Area Officers and other Area Committee members. Also, within the Area directory spreadsheet, a record must be kept of what delivery method the members of the Area wish to receive the Newsletter: Email, Postal Mail, Both, or Download (from the Area Website.) This includes registering new DCM’s and GSR’s, which can be done in place of the Group Change Information forms (however, the Delegate should still be informed manually, as needed.)
- Ensure that minutes of area assemblies and committee meetings are delivered to the Newsletter Editor in a timely fashion, so as to allow the time the Newsletter Editor to have the minutes translated and formatted in time for the Newsletter deadline (5-6 weeks prior to the next assembly to all recipients identified in Section 2.5 of the Area Policies and Procedures document.) Also, ensure that adequate printed copies of the minutes are available for hand-out at Assemblies and Area Committee Meetings and that the minutes are posted to the NETA65.org web site.
- Provide digital media copies of minutes, Area directories and other documents to the Area Archives for preservation.
- Provide the Alternate Secretary with name and address labels for quarterly and other area mailings as needed- this is done by using Microsoft Word or Access and mail merge with a label template.
- Assure that copies of historical documents of record (in digital and hard copy form) and digital audio recordings are submitted to the Area archives for permanent retention.
- Ensure that an area Directory is distributed periodically to members of the Area Committee.
- TBe a signatory for checks issued by the Area Treasurer, if needed (the Area Secretary is one of the three named officers in the By-Laws of the legally incorporated non-profit organization, as reported to the State of Texas.)
- Maintain and distribute copies of the Policies and Procedures document and Area Handbook and ensure that updated copies are posted to the NETA65.org web site.
- Consult with the Alternate Secretary and Newsletter Editor to define a coordinated procedure for submitting and pick-up of the minutes and newsletter sent to the printer to be printed as a combined set for mail-outs.
- Update the FNV with any changes to positions of the Area Committee, except for changes the Area Secretary or Area Delegate, as these changes can only be made by GSO and must be reported by the Area Delegate.
- Conduct assembly roll-calls.
- Print registration forms for the Area Assemblies, if possible, print pre-filled forms to improve accuracy and efficiency of the roll-call and of updating Directory and FNV information.
Area-Specific Duties of the Alternate Secretary:
- Arrange for bulk mailing and imprint postage permits and related budget approval of the cost of mailing.
- Organize and coordinate the scheduling and hosting of area mail-outs at group and district locations around the area and report the mail-out schedule at area assemblies and committee meetings.
- Manage the mail-out of the area newsletter and meeting minutes and obtain mailing labels from the Area Secretary. a. Fold, stuff, label, sort, bundle, count and prepare mailing to comply with Post Office requirements. b. Deliver trays to post office for mailing. c. Pay for mailing postage and provide USPS receipts to the Alternate Treasurer.
- Assist the Area Secretary with recording minutes and performing roll-calls, as necessary.