Duties and Eesponsibilities of Board Officers

The Assembly will be held on the 18th of May from 2 pm to 7 pm UK time

Article 1 – General Duties of Board Members

• Serve on the Region 9 Board.
• Attend board meetings.
• Periodically check and coordinate updating of various documents, including but not limited to Vital Link, Bid to Host Assembly and Convention, and Region 9 Best Practices.
• Ensure adherence to the Twelve Steps, Twelve Traditions, and Twelve Concepts of OA Service within Region 9.
• Perform duties detailed in the Bylaws and Policy Manual.
• Respond in a timely manner to all correspondence and inquiries. At the start of each term, the board will determine the definition of timely.
• Maintain a record of assets and passwords. The Secretary will be responsible for maintaining this list on Google Drive.
• Facilitate Service, Traditions and Concepts workshops when and where possible within Region 9 and attend other events within the Region, where budget allows, or at the expense of the country hosting the OA event.
• Reach out to countries and Service Bodies not present at the Assembly or in contact with Region 9.

Article 2 – Duties of Specific Board Members

• Chair
  • Presides at
    • Board meetings
    • Region 9 Assembly
  • Prepares the Agenda for all meetings of the board and assemblies where appropriate with the help of other officers.
  • Attends World Service Business Conference on behalf of Region 9.
  • Is a member of the World Service Business Conference Region Chairs Committee and attends the committee meetings.
  • Works with the Trustee Liaison on issues that directly affect the Region.#
  • Acts as line manager of any special workers (paid staff) on behalf of the Board. The Chair may appoint another board member to fill this role.
  • Appoint the Region 9 Parliamentarian.
• Vice-Chair
  • Assumes all duties of the Chair in their absence or when requested by the Chair.
  • Supports other officers in fulfilling their duties.#Other duties as assigned.
• Secretary
  • Takes minutes of all Assembly and board meetings.
  • The Secretary at the time of the Assembly will be responsible for the creation of the minutes.
  • The Secretary is responsible for obtaining copies of any information to be included in the minutes.
  • The Minutes will contain:
    • Date/Time and Place of the Region 9 Assembly
    • Names of Officers present
    • Record of actions taken on the minutes of the previous meeting
    • The exact wording of each motion as it was voted on, and whether it passed or failed
    • The proposer and seconder of each motion
    • The count of the yes and no votes.
    • Any notices or announcements given at the meeting
    • Points of order and appeals
    • Committee reports and any other reports occurring during or about the Assembly
    • Revised copies of the Bylaws and Policy Manual.
  • The Secretary will provide, within 60 days after the Assembly, a draft of the Assembly minutes for the Minutes Review Committee.
    • Committee members will provide the Secretary with additions or corrections within 28 days upon receipt of the minutes.
    • If there is a discrepancy, the secretary will review the recording and advise the committee.
    • After the committee has been advised as to the contents of the recording, the committee will vote on the inclusion or removal of any found discrepancies of any element of the minutes. This requires a two-thirds majority.
  • Will submit a copy of the final unapproved minutes to be posted on the website.
  • Send application forms of trustee nominees to the World Service Office within one week of the affirmation of candidates.
  • Send a notification of the Assembly to all Service Bodies and unaffiliated meetings in Region 9.
    • Request that amendments be sent in accordance with Article XII – Section 1
    • Receive the agenda from the Chair and see that the agenda is emailed to all Service Bodies and unaffiliated meetings.
  • Be responsible for the preparation of registration and business-related materials for the Assembly, including the Convention invitation, the Assembly Binder, and the minutes of Region 9 Assemblies. The binder will include all reports, motions and other information about the business of the Assembly. The binder may include a bid for future Assembly/Convention hosts.
  • Be responsible for updating roll call for and at the Assembly.
  • Review updates resulting from motions at the Assembly and then update the Bylaws and Policy manual if required. If the Bylaws are updated will be responsible for sending the updated Bylaws to the World Service Office.
  • Ensure proper transfer storage and deletion (in required timeframes) of large amounts of personal data such as from the Region’s convention.
  • Maintains a current list of all service body contacts and group Representatives.
  • Provides data for the Assembly binder, showing
    • Count of Region 9 Service Bodies.
    • Meeting counts for each country in Region 9.
    • Languages and currencies of each country in Region 9.
  • Other duties as assigned.
• Treasurer
  • Coordinates with the CIO, board members, the banker, committees and paid staff on finance and budget matters within the Region.
  • Provides quarterly financial updates to the Board.
  • Prepares an annual budget for approval of the Assembly.
  • Maintains financial records.
  • Provides an annual report of all contributions received, income and expenses.
  • Other duties as assigned.
• Digital Officer
  • Develops and implements a digital strategy for Region 9.
  • Identifies opportunities for digital innovation and growth to maximise the impact of Region 9.
  • Oversees the maintenance of the Region 9 website.
  • Manages the OA Region 9 Google Drive.
  • Be responsible for keeping and giving out passwords.
  • Maintains and updates Region 9 mailing listings.
  • Creates effective email campaigns to promote events, 7th tradition, and other initiatives.
  • Sends communications to the Region 9 mailing list, including Announcements regarding
    • Region 9
    • The World Service Business Conference
    • The World Service Office
    • Other important information from Board Officers, the Trustee Liaison and Service Bodies
    • Reminders of important dates
  • Provides regular reports to measure the success of digital efforts and make recommendations.
  • Provides training and support to the Region 9 Board, committees and service volunteers on digital tools and best practices.
  • Other duties as assigned.
• These duties may be adjusted as needed for smooth operations; any changes will be communicated at the following Assembly.