1. Executive Committee Members Responsibilities (Updated 6/26)

   1. MEETINGS

      1. Attend all meetings of the Executive Committee whether in person or via conference call or electronic media.

      2. Be an active participant on one or more committees other than the Executive Committee. Committee assignments are determined by the Executive Committee based on organizational needs.

      3. Annually attend GaL‑AA’s offsite meeting, either in person or virtually.

      4. Review all meeting materials in advance to ensure informed participation in discussions and decisions.

   2. COMMITTEE PARTICIPATION

      1. Participate in all planning to ensure that GaL‑AA serves LGBTQ+ members of Alcoholics Anonymous; works in unity with AA as a whole; and carries the message of recovery to the LGBTQ+ alcoholic who still suffers.

      2. Encourage and support the participation of members, representatives, and volunteers in all areas of GaL‑AA service.

      3. Maintain fiscal accountability for GaL‑AA through the development and approval of an annual budget and regular review of the Treasurer’s reports.

      4. Participate in periodic inventory of GaL‑AA’s mission, services, and goals when needed.

      5. Actively support organizational continuity by documenting work, maintaining shared files, and ensuring transparency in all committee processes.

   3. AGREEMENTS

      1. Agree to release full name and contact information while serving on the Executive Committee in keeping with public corporate and fiduciary responsibilities.

      2. Actively read and respond to GaL‑AA emails from other committee members within 48 hours.

      3. At rotation, prepare and train the incoming member to ensure an orderly transition, including all documentation and verbal explanation of position responsibilities.

      4. Work within the Traditions and Concepts of Alcoholics Anonymous, acting as trusted servants, practicing group conscience, and placing principles before personalities.

      5. GaL‑AA shall endeavor to follow the guidelines of Alcoholics Anonymous wherever possible.

      6. Participate in other duties as assigned by the Executive Committee.

      7. Commit a minimum of 3 hours per month to Executive and other committee meetings, in addition to the tasks associated with the held position.

      8. Use GaL‑AA email for all communications.

      9. Sign the annual Board Member Acknowledgement.

      10. While GaL‑AA covers hotel room expenses and registration costs at annual offsite meetings, Executive Committee members are responsible for all other travel‑related and food costs.

      11. Attending a Roundup is suggested but not required unless it is designated as the annual offsite meeting.

      12. Any elected or appointed Executive Committee Member who fails to attend three (3) consecutive meetings (Executive and/or Committee) shall be automatically and immediately removed from office unless the Chair, with consent of the Executive Committee, determines that special circumstances warrant retaining such members.

      13. Maintain confidentiality of sensitive organizational information, discussions, and documents, except where disclosure is required by policy or law.

      14. Adhere to GaL‑AA’s Code of Conduct and Conflict of Interest Policy.

      15. Maintain a minimum of three years’ continuous sobriety for Officers; two years for all other positions.

 

Chair Responsibilities (Updated 6/26)

The Chairperson serves as the principal officer of GaL‑AA and provides leadership, coordination, and oversight to ensure the Executive Committee functions effectively, ethically, and in alignment with GaL‑AA’s mission.

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Core Responsibilities

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1. Leadership & Governance

   1. Preside over all meetings of the Executive Committee and General Membership, whether in person, by conference call, or through other approved media.

   2. Develop agendas for Executive Committee meetings in consultation with other Executive committee members

   3. Ensure the Executive Committee fulfills its fiduciary, legal, and ethical responsibilities, including adherence to bylaws, policies, and conflict‑of‑interest standards.

   4. Serve as an ex‑officio member of all committees, ensuring alignment with organizational priorities and strategic direction.

   5. Oversee the development, maintenance, and Executive Committee approval of the GaL‑AA Policy Manual.

   6. Responsible for assigning mentors to new Executive Committee members.

2. Strategic & Mission Oversight

   1. Guide long‑range planning and ensure that GaL‑AA’s programs, communications, and service activities support LGBTQ+ members of AA.

   2. Monitor organizational health, risks, and emerging issues.

   3. Support integration of GaL‑AA’s mission across all committees and initiatives.

3. Supervision & Development

   1. Provide leadership, support, and supervision to Executive Committee members.

   2. Facilitate orientation and onboarding for new EC members.

   3. Promote ongoing committee education, development, and self‑assessment.

   4. Foster a culture of collaboration, accountability, and respectful communication.

4. Fiscal Oversight

   1. Maintain fiscal accountability through participation in the Finance Committee, including development, review, and approval of the annual budget.

   2. Monitor the Treasurer’s reports and ensure transparent financial practices.

   3. Support fundraising and resource development as needed.

5. Committee & Volunteer Engagement

   1. Encourage participation of committee members and volunteers in all areas of GaL‑AA service.

   2. Ensure committees have clearly defined purposes, duties, goals, and reporting expectations.

6. External Relations & Representation

   1. Serve, along with the GSO Liaison, as the primary contact with the General Service Office of AA for planning GaL‑AA participation in the International AA Convention.

   2. Represent GaL‑AA to external partners, AA service bodies, media, and the public.

7. Elections & Succession Planning

   1. In odd‑numbered years, oversee the full election process, including solicitation of nominees, vetting, slate development, and balloting.

   2. Identify and cultivate future leaders to ensure continuity of governance.

   3. Support smooth transitions between outgoing and incoming officers and committee members.

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Deputy Chairperson (revised 9/3/25)

1. Attend all meetings of the Executive Committee whether in person, conference call or other media method.

2. In the absence of the chair, preside over all meetings of the Executive Committee and the General Membership whether in person, conference call or other media method.

3. Replace Chairperson in all identified roles and responsibilities in the event that the Chairperson is unable to execute the position.

4. In cooperation with the Chairperson, establish all agendas.

5. In cooperation with the Chairperson, facilitate an on-going process of setting goals, monitoring progress and identifying needs or changes.

6. Participate in all planning to ensure that GaL-AA serves the LGBTQ+ members of Alcoholics Anonymous; works in the spirit of unity with AA as a whole and carries the message of recovery for the LGBTQ+ alcoholic who still suffers.

7. In even calendar years, the Deputy Chair has responsibility for the election process, solicitation of nominees, slate of candidates, vetting and balloting. Other members of the team are the other officers whose position is not on the ballot or others approved by the executive committee

8. Encourage and support the participation of members in areas of GaL-AA service.

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Secretary (revised 9/3/25)

1. Prepare and distribute minutes for all GaL-AA Executive Committee meetings and General Membership meetings with attendance record. Document approval and/or corrections to minutes. Minutes shall be sent to members within 15 days of Executive Committee meetings

2. Serve as custodian of corporate records including but not limited to by-laws, corporate rules of order, minutes, correspondence and policy manual updates.

3. Respond to all support@gal-aa.org emails, with the help of others, as needed

4. Maintain a listing of all members of the Executive Committee including full mailing addresses, phone numbers and GaL-AA email addresses.

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Treasurer Responsibilities (Updated 6/26)

The Treasurer oversees GaL‑AA’s financial stewardship by managing accounts, budgeting, reporting, and internal controls to ensure accuracy, transparency, and compliance. This role supports the long‑term financial health of the organization and provides clear, timely information to the Executive Committee.

1. Financial Planning & Budgeting

   1. Prepare and present the annual operating budget in collaboration with the Finance Committee.

   2. Prepare and present quarterly financial reports, including trends, variances, and year‑to‑date performance.

   3. Support committees in developing budget requests and ensure alignment with GaL‑AA’s mission and strategic priorities.

2. Financial Management, Recordkeeping & Controls

   1. Maintain a standardized and auditable record‑keeping system, currently QuickBooks Online.

   2. Ensure timely and accurate entry, reconciliation, and classification of all financial transactions.

   3. Reconcile all bank, reserve, and investment accounts monthly, resolving discrepancies promptly.

   4. Maintain secure access to all online banking, payment platforms, and financial systems, ensuring appropriate permissions and cybersecurity practices.

   5. Ensure segregation of duties wherever possible, including separation of authorization, custody, and record‑keeping functions.

   6. Implement and monitor fraud‑prevention controls, including dual approvals, documentation standards, and periodic internal reviews.

   7. Maintain all financial records in accordance with the organization’s document retention schedule, ensuring secure storage and timely disposal.

3. Banking, Contributions & Disbursements

   1. Establish and maintain all GaL‑AA financial accounts, including operating, reserve, and investment accounts.

   2. Receive contributions and process them according to approved financial procedures and internal controls.

   3. Approve invoices and disburse funds, preparing checks or electronic payments in accordance with policy.

   4. Serve as the primary contact with all banking and financial institutions.

   5. Arrange and maintain authorized signatories for all accounts.

   6. Maintain co‑signatory authority on all GaL‑AA accounts whenever possible.

   7. Oversee secure handling of contributions, digital payments, and online banking credentials.

4. Reserves, Investments & Financial Assets

   1. Maintain the prudent reserve and any additional reserve funds as determined by the Executive Committee.

   2. Reinvest reserve funds, as approved by the Executive Committee, in FDIC‑insured or otherwise board‑approved investment vehicles.

   3. Monitor investment performance and ensure compliance with the organization’s investment and reserve policies.

   4. Provide periodic investment performance updates to the Executive Committee, including recommendations for adjustments when appropriate.

5. Compliance, Reporting & Governance

   1. Prepare and submit all required federal, state, and local tax filings, ensuring compliance with IRS rules for nonprofit corporations.

   2. Maintain GaL‑AA’s corporate incorporation status, in coordination with the Secretary.

   3. Maintain the organization’s post office box and corporate mailing address.

   4. Develop, maintain, and periodically update financial policies and procedures, including contributions, reimbursements, reserves, and investment policies.

   5. Purchase and maintain liability, crime, and Directors & Officers (D&O) insurance, ensuring adequate coverage.

   6. Conduct an annual review of insurance policies and recommend adjustments as needed.

   7. Coordinate preparation for any annual audit, financial review, or compilation, including documentation, schedules, and responses to auditor inquiries.

   8. Implement recommendations from audits or reviews in collaboration with the Executive Committee.

6. Risk Management & Oversight

   1. Monitor financial risks and bring concerns or emerging issues to the Executive Committee.

   2. Ensure adherence to internal control practices, including approval, workflows and documentation standards.

   3. Oversee compliance with cybersecurity and data‑protection practices related to financial systems.

7. Collaboration, Communication & Education

   1. Work closely with the Finance Committee, Executive Committee, and other committees to ensure financial decisions reflect GaL‑AA’s values and strategic direction.

   2. Provide clear, accessible financial information to the committee and, when appropriate, to the membership.

   3. Promote financial literacy within GaL‑AA by helping non‑financial members understand reports, budgets, and procedures.

8. Succession Planning & Knowledge Transfer

   1. Maintain up‑to‑date financial procedures, account access documentation, and system instructions to support smooth Treasurer transitions.

   2. Provide a comprehensive handover briefing to the incoming Treasurer, including current financial status, key deadlines, and system access requirements.

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Advisor Responsibilities (Updated 6/26)

Advisors are elected members of the Executive Committee who provide specialized expertise, perspective, and guidance to support GaL‑AA’s mission and operations. Each Advisor serves a two‑year term within the regular elections cycle and is a voting member of the Executive Committee, though not an Officer of the Corporation.

The Executive Committee assigns each Advisor’s role and scope of responsibility based on organizational needs following the annual elections.

In addition to the Executive Committee Members Responsibilities, Advisors:

• Provide subject‑matter expertise and informed guidance within their designated area of specialization.

• Manage and perform tasks, projects, and ongoing work assigned within their area of responsibility.

• Collaborate with other committees when appropriate, to support GaL‑AA’s mission.

• Facilitate special projects identified by the Executive Committee, ensuring timely progress, documentation, and communication.

• Support organizational continuity by maintaining shared files, documenting processes, and ensuring smooth transitions for future Advisors.

 

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