Steering Committee

THE CLEAN AIR GROUP

Steering Committee Guidelines
The Steering Committee is scheduled to meet on the second Monday of each month from 6:00 pm to 7:00 pm. This may be changed to fit the Committee’s needs. The meetings are open to all members of the Clean Air Group. If a particular subject is to be introduced for voting, please contact the Steering Committee Chairperson before the Steering Committee meeting for agenda inclusion.

Steering Committee Members

Steering Committee Members are elected by a Group Conscience vote on the second Saturday in January and the second Saturday in July to fill six-month terms. The first new Steering Committee meeting will be on the 2nd Monday after the Group Conscience meeting. An elected member may choose to extend their service for a second six-month term but may not exceed twelve consecutive months of service. A minimum of one year of continuous sobriety is required to be a Steering Committee Member. If a member leaves a position before the end of their term, a replacement may be selected by the Steering Committee. Only Steering Committee Members are eligible to vote on motions during the Steering Committee Meetings. A simple majority is required to pass or reject a motion.

Steering Committee members should keep records and notes during their term (notebook), which can be given to their replacement at the end of their term. New members should reach out to the previous committee member for their new position information.

A Trusted Servant who is unable to attend a Steering Committee meeting, should provide in writing (text, email) notification of their absence to the Steering Committee Chairperson. A Steering Committee member may be voted out by a simple majority of the Steering Committee if they miss at least two consecutive meetings without notification.

Steering Committee and Group Conscience meetings will be conducted according to Roberts Rules.

Clean Air Group Steering Committee

The Clean Air Steering Committee consists of the following positions.

Steering Committee Chairperson                                                

Secretary                                                        

Treasurer (one year)

Alternate Treasurer (one year then transition to Treasurer’s position)

Facilities Chairperson

Alternate Facilities Chairperson

Literature Chairperson

Newcomer Chairperson    

Membership Chairperson 

Birthday Night Chairperson                      

Special Events/Programs Chairperson    

12-Step Chairperson/Alternate                            

Speaker Seeker Chairperson                              

Technology/Webmaster Chairperson

Group Committees (non-voting):

General Service Representative                

Alternate General Service Rep.                

Intergroup Representative                          

Alternate Intergroup Representative       

Positions and/or committees may be added as needed by the Steering Committee or Group Conscience.

GUIDELINES FOR STEERING COMMITTEE CHAIRPERSON

1. Chairs all Steering Committee and Group Conscience Meetings and acts as official agent of the group dealing with other business entities. Serves as member contact for all issues related to Clean Air including maintenance and service requests for the facility.

2. Coordinates activities of the Steering Committee to ensure the direction of the Clean Air Group as expressed in the Group Conscience is carried out. Appoint committees as appropriate to that purpose. Create the monthly agenda. Promote Committee and Group Unity,

3. Retrieve and distribute mail, keep building use calendar of events for Clean Air, record and track keys, and building entry cards.

4. Oversee distribution of information to the group via emails, Mail Chimp, meeting announcements, and website.

5. Assist Steering Committee Chairpersons as needed

6. Confirm that the minutes and finance reports are posted each month

GUIDELINES FOR SECRETARY

1. Attend all Steering Committee and Group Conscience meetings, record minutes of all meetings, and record attendance of committee members.

2. Post minutes of all Steering Committee and Group Conscience meetings on the bulletin board within five days of the date of the meeting and provide copies to all Steering Committee members.

3. Maintain records of all regular and special Steering Committee and Group Conscience meetings.

4. Keep bulletin boards updated

5. Responsible for the printing of all forms. (meeting contribution form, meeting schedule, and membership cards).

6. Chair Steering Committee meetings in the absence of the Chairperson.

GUIDELINES FOR TREASURER

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. The primary responsibility of the Treasurer is to handle the financial affairs of the Group. For additional information, refer to GSO Pamphlet P-16, The A.A. Group, Pages 25 and 26, and GSO Pamphlet F-96, Memo to an A.A. Group Treasurer.

3. Check incoming mail frequently and pay all bills promptly. Make contributions monthly or quarterly (as directed by the Group Conscience) to GSO, our District (currently District 53), the NE Texas Area, and the Dallas A.A. Intergroup. Make rent payments in accordance with the provisions of our lease.

4. Retrieve contributions from the safe at least once per week and deposit all monies promptly. (This task is usually delegated to the Alternate Treasurer.)

5. Keep complete and accurate records of all financial matters. Prepare a written operating statement for the preceding month for the Steering Committee meeting on the second Monday of each month. Post a copy of this statement on the Group bulletin board.

6. Regularly (usually monthly) analyze the financial condition of the Group and report any out-of-line situations to the Group chairperson immediately so that appropriate action can be considered.

7. Prepare and submit on a timely basis all required local, state, and federal tax documents as required by law.

8. Maintain the confidentiality of all contributions by check or other method that would identify the donor.

9. Train and prepare the Alternate Treasurer to fill the Treasurer’s position at the end of the Treasurer’s one year service.

Perform all other duties of Treasurer as outlined in the AA Service Manual.

GUIDELINES FOR FACILITIES CHAIRPERSON AND ALTERNATE

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Cleaning and general upkeep of Meeting Room, Kitchen and Office. Recruit Clean Air members to help with clean up and upkeep of facilities.

3. Maintain and restock soft drink machines, kitchen supplies, water, coffee, condiments, and paper goods.


GUIDELINES FOR LITERATURE CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Monitor and maintain adequate supplies from Dallas Intergroup. RE: Newcomer cards, AA literature, including books, pamphlets, and other Conference-approved material

3. Purchase monthly and yearly chips from Dallas Intergroup and coordinate with the Birthday chair for monthly Birthday chips.

4. Work with the group treasurer regarding all purchases.

GUIDELINES FOR NEWCOMER CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Schedule chairpersons for the Monday evening newcomer’s meetings.

3. Coordinate all aspects of in-house 12-Step work with newcomers and member contact information for the newcomer

4. Monitor and maintain (via Literature Chairperson) an adequate supply of newcomer packets and ensure their proper distribution.

GUIDELINES FOR MEMBERSHIP CHAIRPERSON

1.Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Collect, record, and file orange membership cards.

3. Update and print a list of current members for distribution every six months. Provide the Steering Committee Chairperson with additions and corrections for electronic communications

4. Each month, provide Birthday Chairperson and celebrant callers with a list of monthly celebrants.

 

GUIDELINES FOR BIRTHDAY NIGHT CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and provide regular reports.

2. Coordinate Monthly Birthday Night (usually the last Saturday of each month): Recruit monthly chairpersons. Ensure that chairpersons have access to and are familiar with the birthday script.

3. Post a green sign-up sheet for monthly celebrants, make announcements, contact birthday callers and post flyers. Make name signs for attending celebrants. Provide decorations, birthday cake, ice cream, and paper goods. Communicate with the treasurer regarding expenses incurred each month.

4. Write the monthly celebrant’s names on the whiteboard. Update meeting chairperson sign up calendars.

5. Contact the Literature Chairperson for the birthday envelopes and medallions for celebrants. Prepare envelopes for birthday night.

6. Set up the afternoon of the celebration. Remind the monthly chairpersons they are responsible for coordinating the clean-up after birthday night.

GUIDELINES FOR PROGRAMS/SPECIAL EVENTS CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Plan well in advance, keeping in mind that good speakers are usually booked months ahead. Secure the Steering Committee’s approval of plans (including budgets) in a timely manner.

Annual Events are:

Clean Air Anniversary -First Saturday in October

Holiday Celebration -First Saturday in December

Provide one or two workshops per year

3. Provide flyers and electronic communication and notify Dallas Intergroup well in advance of events.

4. Coordinate all special events with Al-Anon to involve their participation and/or avoid conflict with their activities.

GUIDELINES FOR 12TH STEP CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Accept and assign calls for 12th Step help; check messages on the Clean Air answering service daily and return or assign all calls.

3. Keep the “Carry the Message” board updated.

4. Organize and chair meetings taken outside Clean Air and promote participation of all members in outside meetings.

5. Coordinate outside meetings with the Dallas Intergroup Board Treatment and Facilities Chairperson.

 

GUIDELINES FOR SPEAKER SEEKER CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Schedule and recruit speakers for Tuesday 6:30 pm speaker meetings and notify the Steering Committee Chairperson of the speakers for each month.

4. Ensure that all Tuesday speaker meetings have a chairperson and they have instructions on how to set up Zoom.

5. All speakers must be in person. While this is a Hybrid meeting, the speaker is always in person at the group.

TECHNOLOGY/WEBMASTER CHAIRPERSON

1. Attend all Steering Committee and Group Conscience meetings and make regular reports.

2. Organize and update the Clean Air website as needed (posting announcements and events)

3. Advise the Steering Committee of technology updates that would improve communication

4. Assist with Mailchimp and other electronic communication applications,

GENERAL SERVICE REPRESENTATIVE

1. Sobriety requirement – two years minimum.

2. Length of service – two years (as recommended by GSO New York).

3. Attend all Steering Committee (non-voting member) Group Service Committee and Group Conscience meetings and give regular GSR reports.

4. This position facilitates the connection between Clean Air and the GSO

5. Represents the Clean Air Group as a voting member at the quarterly Northeast Texas Area 65 Assemblies and Fall Conference (NETA)

ALTERNATE GENERAL SERVICE REPRESENTATIVE

1. Sobriety requirement – two years

2. Length of service – two years

3. Attend all Steering Committee (non-voting member), and Group Conscience meetings and make regular reports.

4. Represent the Clean Air Group Conscience at District and Area meetings whenever the GSR is unable to; keep informed of events at those meetings.

5. Assume General Service position after the expiration of the current GSR’s position (two years)

INTERGROUP REPRESENTATIVE

1. Sobriety requirement – two years

2. Length of service -two years

3. Attend all Steering Committee (non-voting member), and Group Conscience meetings and make regular reports.

4. Represent the Clean Air Group at all Dallas Intergroup meetings and keep the Alternate Intergroup Representative informed of events at those meetings.

INTERGROUP REPRESENTATIVE ALTERNATE

1. Sobriety requirement – two years.

2. Length of service – two years.

3. Represent the Clean Air Group at all Dallas Intergroup meetings whenever the Intergroup Representative is unable to and keep informed of events at those meetings.

4. Attend all Steering Committee (non-voting member), and Group Conscience meetings and assist the Intergroup Representative in keeping the Clean Air Group well-informed about what the local Intergroup is doing.

5. Assume Intergroup Representative position after the expiration of the current Representative’s Intergroup’s position (two years)

 

 

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