Typical
Duties of Area 55 Mailing Secretary/Registrar
General Assembly Meetings:
| Attend
all Area 55 General Assembly meetings. |
| Bring
extra copies of last month’s minutes and place on sign-in table. |
| Distribute
copies of A.A. Service Manual to all new General Service Representatives. |
| Bring
group information change forms and writing utensils to General Assembly.
Changes must be conveyed in writing; do not accept verbal changes. |
| Be
present after the meeting to accept change forms from General Service
Representatives. |
DCM Meetings:
| Prepare
group lists according to individual districts for D.C.M.`s. |
| Prepare
complete group list by districts, for Delegate and for Alternate Delegate,
on a quarterly basis. |
| Attend
all DCM meetings. |
| Maintain
district assignment system according to geographical location of group
meetings. |
Between Meetings:
| Up-date
Area 55 mailing list as an Excel spreadsheet, as soon after monthly
meeting as possible. |
| Mail-merge
from Excel mailing list to a Word document, to print Avery 5160 white
address labels, in zip-code order. Purchase
Avery 5160 labels at Office Max, showing our tax-exempt number. |
| Take
a good original of the minutes to Copy Max for printing, front and back,
on white paper, stapled in upper-left corner, 600 copies – enough to
mail out (approximately 500), and to take to General Service meeting
(75-100). Allow 1-2 days for
printing. Present tax-exempt
card when ordering and paying. Pick
up check for printing from Treasurer, made out to Copy Max. |
| Maintain
supply of P.O. Box 401 envelopes. Rich
R. is our liaison to the printer. Allow a couple of weeks for printing (approximately
$95/case, 5 boxes of 500 envelopes) and delivery.
Envelopes carry our return address and bulk-mail permit.
|
| Fold
minutes and stuff envelopes. |
| Affix
mailing labels, maintaining strict zip-code order. |
| Separate
into four post office trays, 434--. 435--, 436--, and all others in 430--. |
| Count
number of pieces in each division, and prepare worksheet to take to post
office. |
| Take
the trayed mailing to the Downtown Toledo Post Office, to the Bulk-Mailing
area at the back of the building. It
is suggested that this process by completed by no later than 1 week after
the General Service Assembly meeting. |
| Select
more postal trays for the next month’s mailing. |
| Stay
aware of how much money is in our bulk-mailing permit account.
Each month costs $70-$80. From
time to time, pick up a check from the Treasurer, made out to
“Postmaster,” and deposit it into our permit, either in the
Bulk-Mailing area, or up front at the general clerk windows. |
Registrar:
| Maintain
communication with New York GSO, by email, by individual Group Change
Forms, and by annual group information up-dates. NY GSO uses this information to update and publish
National and International Directories of meetings. |
Other Duties:
| Attend
all State Planning Committee Meetings when hosted by Area 55 in order to
be an informed officer. |
| Attend
Mini-Conference Planning Meetings in order to be an informed officer. |
| Attend/participate
in annual Area 55 Mini-Conference. |
| Attend
one conference, representing the area, with costs reimbursed by Area 55
Treasurer. |