Job descriptions of each Executive Committee Member

Executive Committee Members Responsibilities

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 not including Executive or Advisor committees. Committees are determined by the Executive Committee.
3. Annually, attend either in person or virtually GaL-AA’s offsite meeting.
BOARD PARTICIPATION
1. 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.
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 monitoring the Treasurer’s reports.
4. Participate in periodic inventory of GaL-AA’s mission, services and goals when needed
AGREEMENTS
1. Agree to release full name and contact information while serving on the Executive Committee in keeping with the public corporate and fiduciary responsibilities.
2. Actively read and respond to GaL-AA emails from other board members within 48 hours.
3. At the time of rotation off the committee, each member will prepare and train the incoming member to ensure an orderly transition to maintain the purpose and services of GaL-AA. This includes all documentation and verbal explanation of position responsibilities.
4. The Executive Committee will work within the Traditions and Concepts of Alcoholics Anonymous in matters, reminding us to act as trusted servants; trust the process of the group conscience and remember to place 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. Willingness to commit a minimum of 3 hours per month to executive and committee meetings in addition to the tasks associated with the held position.
8. Must use GaL-AA email for all communications.
9. Sign annual board member acknowledgement.
10. While GaL-AA covers the 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 deemed 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 the consent of the rest of the Executive Committee, determines that special circumstances warrant retaining such members.

Chairperson

Preside over all meetings of the Executive Committee and the General Membership whether in person, conference call or other media method.
Develop the agenda for all Executive Committee meetings in consultation with the Deputy Chairperson.
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.
Designate members of the Executive Committee to serve as ad-hoc committee chairs.
Maintain fiscal accountability of GaL-AA through the development of an annual budget, approval of the annual budget, raising funds as needed, and monitoring the Treasurer’s reports.
Encourage and support the participation of members, representatives and volunteers in all areas of GaL-AA service.
Develop and maintain a Policy Manual with the approval of the Executive Committee.
To facilitate efficient cooperation, the chairperson along with the GSO liaison, will serve as the primary contact with the General Service Office of Alcoholics Anonymous and/or its designated contractors in order to plan GaL-AA participation with the International Alcoholics Anonymous Conventions held every five years.
Participate in the oversight responsibility for the GaL-AA newsletter, GaL-AA website, all print materials, public information and media endeavors.

Deputy Chairperson

Attend all meetings of the Executive Committee whether in person, conference call or other media method.
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.
Replace Chairperson in all identified roles and responsibilities in the event that the Chairperson is unable to execute the position.
In cooperation with the Chairperson, establish all agendas.
In cooperation with the Chairperson, facilitate an on-going process of setting goals, monitoring progress and identifying needs or changes.
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.
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
Encourage and support the participation of members in areas of GaL-AA service.

Secretary

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.
Serve as custodian of corporate records including but not limited to by-laws, corporate rules of order, minutes, correspondence and policy manual updates.
Respond to all support@gal-aa.org emails, with the help of others, as needed
Maintain a listing of all members of the Executive Committee including full mailing addresses, phone numbers and GaL-AA email addresses.

Treasurer

Prepare and present an annual budget.
Prepare and present quarterly financial reports.
Prepare and present monthly status reports on income, expenditures and budget adherence.
Maintain a standard record keeping system for fiscal matters.
Establish and maintain GaL-AA accounts.
Receive contributions and process according to defined procedures.
Approve all invoices; disburse funds and prepare checks for payment.
Serve as primary contact with banking institutions and arrange for authorization of check signatories.
Maintain co-signatory authority on all GaL-AA accounts.
Maintain prudent reserve as determined by the Executive Committee and other reserve funds as designated by the Executive Committee.
Prepare and submit appropriate tax documentation to maintain compliance with IRS rules for non- profit corporations.
Maintain incorporation status, in cooperation with the secretary.
Maintain the post office box/corporate mailing address.
Develop policies and procedures for financial matters.
Purchase and maintain liability, crime & D&O insurance.

Advisors - Elected

The Executive Committee has established elected board Advisor positions for those who can offer their expertise, perspective, and guidance to GaL-AA.

The Executive Committee will appoint the role and responsibilities of the advisor during the executive meeting after the elections.
Elected Advisors are voting members of the Executive Committee but not considered Officers of the Corporation.
Elected Advisors are part of the regular elections cycle of two- year terms.

In addition to the Executive Committee Members Responsibilities, Advisors:

Provide the Executive Committee expertise in their specific area of specialization.
Manage and perform tasks as assigned within their area of specialization.
May participate with the Marketing Committee in the development of GaL-AA literature for use in public information events, routine AA conventions, LGBTQ+ settings and the website.
Facilitate special projects identified by the Executive Committee.

GaL-AA Board Appointments – General Job Description

The Executive Committee will assign Board-appointed Liaisons to specific roles or committees based on their skills, interests, and the evolving needs of GaL-AA.

The Executive Committee may create additional appointments to support emerging initiatives or strategic priorities. Appointments are made for a term of one (1) year, with the possibility of renewal based on continued interest, performance, and organizational needs.

All appointed members are expected to uphold GaL-AA’s values of inclusivity, transparency, and service, and to work collaboratively with the board and membership.