Purpose
The vice chair of the Triangle OA Intergroup is a board member and the responsibilities are defined in the
bylaws. Responsibilities for All Board Members and in
Vice Chair Responsibilities. The vice chair serves in the absence of the
chair, is a signatory on all Intergroup bank accounts, keeps and distributes all passwords and sensitive information appropriately,
ensures new Intergroup members are trained, the policy and procedures documents are kept current by the Intergroup
members and holds a key to the meeting facility.
Email Address
The mailing address for this position is vicechair@triangleoa.org.
Click on the following link to learn about setting up and using mailing
addresses for this position. Read important information about
starting a service position ,
reporting to Intergroup and leaving a service position
Contact the outgoing Vice Chair for the pass codes, account numbers, and document resources for all secretary position.
Document Purpose
This document is designed for and by the vice chair of Triangle OA Intergroup and describes the policies and procedures past
vice chairs used.
The abstinence requirement for the vice chair is contained
in Qualifications for Board Members
Budget
The vice chair position could have expenses such as a program to maintain the policy and procedures html documents.
See the Reimbursement Policy for more information.
Resources
Th vice chair has the following resources
- Account Information
- This is a password protected file of Intergroup information. It is not currently on the internet while we determine if this provides
adequate security.
Recommended Tasks for Vice ChairAccounts Signatory, Facility Key, Account codes
Immediately after being elected vice chair, make arrangements with the outgoing vice chair and treasurer(s) to go to
a branch office of the bank where the Intergroup accounts are kept and become a co-owner and signatory of
the Intergroup Accounts. Pick up the key to the meeting facility from the outgoing vice chair.
The vice chair has access to the key to the Intergroup meeting place and the passwords of all functions
that require a password.
Account codes
The outgoing vice chair provides the incoming vice chair with the pass codes for the webmaster, group outreach, and the
treasurer. Coordinate with new people coming in to these positions to change the pass codes and have them provide you
with the new codes. This is done in the event that one of the people in these positions resigns or is otherwise
unavailable.
Training
The vice chair is responsible for contacting new Intergroup representatives and the people newly elected to service
positions in Intergroup and providing them with links to the on line training materials, ask if they have been trained,
have read the material, have questions. It may help to review some of the key points in the Policy and Procedures documents
and
Updating Policy and Procedures
The vice chair is responsible for knowing what information is in the Policy and Procedures, ensuring the rest of the Intergroup
knows what information is available for them and that the information is organized and updated to best serve the Intergroup.
Intergroup makes policy decisions during Intergroup meetings. Attend Intergroup meetings and read the minutes if
you are unable to attend. Look for policy decisions that can be incorporated in the on line documentation and update the
documentation. The Policy and Procedures documents are text files coded with html tags for display on the internet. Each
file is linked to a igpp style sheet which defines how the web page will look when printed, when displayed on a screen and can include
directions for other devices like hand helds. The documents were written with a program for editing HTML and CSS files. The author will
provide training if needed to the first vice-chair while researching programs that make it easy to keep the documents up to date.
The plan is for each person leaving an Intergroup position to send updates to the vice chair the section of the Policy and Procedures
document related to their function and for the vice chair to make the updates for the next person coming into the position.
Ideally when a person becomes the vice chair, the bylaws and policy and procedures documents are read for currency.
Each section will have a last updated date. A possible problem is that people leaving a position may not serve out
the term and may disappear without adding to the knowledge of the position.
If someone leaves, they may have other responsibilities or not be clear headed enough to take care of this task.
If the vice-chair makes it a practice to review the minutes for the previous meeting looking for any changes in
policy/procedure/bylaws that need to be reflected in the documents and to do it/get it started.
It is also wise to review the responsibilities for the chair to make it easy to take over as necessary.
It would be great if we could automate getting the information a person needs to take over a job to them easily
and keep it updated.
Maintain the policy and procedures document(s).
Passwords and Sensitive Account Information
Keep the passwords in a separate file and distribute to the
appropriate people when necessary. Encrypt the passwords. Currently the following positions have passwords
- webmaster (several)
- Public Information (phone)
- Treasurer (bank accounts, EIN, online access, password for treasurer's spreadsheet)
- Group Outreach (phone system pass codes, password for master contact sheet
Links to Support the Vice Chair from OA World Service
The following links are from world service