[Businessmtg] Business Meeting - Webmaster/Secretary

[Steve Rankin]

Hi Jae,
Perhaps it might help if I put some of the Secretary's duties into a day-to-day description of the tasks.
*  Chairs the Business Meeting
This is actually the most challenging part of the job.  That's not because chairing a Business Meeting is inherently difficult, but the problem is that the Secretary is chairing an Al-Anon business meeting.  In other words, a large number of the members have a lot more in the way of opinions than experience.  Most of us get to Al-Anon having a wee bit of a problem being control freaks, and following the direction and guidance of the Chair is not our nature.  It is often compared to trying to herd cats.  If the Chair is too passive, then the meeting tends to get chaotic.  If the Chair is TOO much in control, then the members tend to shut down.  
OTOH, the actual work of chairing the Business Meeting is fairly simple.
a. There is a discussion in the Steering Committee about the upcoming Business Meeting agenda.  Maybe the SC agrees, and maybe it doesn't.  None the less, the Chair has the final say on the agenda.  Concept 3. 
b.  Send out an email to the ASP recovery meeting announcing the upcoming Business Meeting.  Send out a reminder a few days later.
c.  Make a list of members for the Business Meeting.
d.  Draft the emails that it takes to get the Business Meeting started.  I keep it simple and easy by just updating what I sent out at the last Business Meeting. 
e.  Read the Business Meeting emails, and when needed, answer questions and guide the meeting.
f.  ASP Business Meetings follow the KBDM process - it is described in detail on the website.  Life is easy when it is followed, not so much when it's not.  

*  Appoints Daily Chairpersons to 6-month position  
ASP rotates the Daily Chairpersons twice annually.  In mid-December and mid-June, I send out an announcement that we need new Daily Chairs.  My personal experience is that if I send out a friendly and upbeat announcement, I'll usually have all 7 days filled in less than 2 days.  
I ask the volunteers to choose the day they want; it's first come, first served.  

*  Instructs/trains and oversees Daily Chairpersons
Once I have all 7 days filled, I send out a note to all 7 volunteers that tells them who everyone is, what days they have, and the instructions.  Some of the instructions are on the website, but I add some of my own suggestions, and talk a bit about using CAL, etc.  
Sometimes a new Daily Chair is nervous and asks to send me a "test" message.  That's fine.  
FWIW, I also give out my phone number.  That's my choice, but in 25 years I've never regretted it.  
 
*  Responsible for the Daily Chairpersons in the ASP meeting
I am not into micromanaging people.  Once they've received the instructions and indicate they understand, I turn them loose and don't look back.  
Nor do I monitor them.  If one of the Daily Chairs is somehow screwing up, one of the members of ASP will let me know.  Until and unless that happens, they are on their own for 6 months.  If one of them IS in fact screwing up, then I talk with them and try to explain what the issue is.  

*  Maintains ASP web sites
This is the new duty for the Secretary.
As I recall, there are roughly 6 updates so far this year.  For example, the names of the Daily Chairs need to be updated twice a year.  The Treasurer's Report needs to be posted 6 times a year.  If a member requests a topic for the Business Meeting, that needs to be posted on the appropriate page.  If a motion is made in the Business Meeting, the Secretary needs to create the "poll" on the website for the members to vote, and after the vote, post the motion and results on the website.  
That's pretty much it.  Each of those updates takes 5-10 minutes to do.  None of it is difficult or geeky.  As much as I personally dislike WordPress, I will admit that it is easy for beginners to learn how to use.   

* Alternate List Administrator #1
Oh $***!  Yeah, this is a potential biggie.  And it did happen once when the List Administrator resigned abruptly, resulting in a newly elected Secretary being thrust into the List Administrator role.  Hence, the need for me to step back in as List Administrator a year and a half ago.  

REMINDER.  Here's something I try to tell anyone about service in Al-Anon.  You don't have to do it alone!  Anne O' and I have done pretty much everything there is to do here at ASP and both of us are available to help.

Hugs,
Steve

-----Original Message-----
From: Businessmtg On Behalf Of JDL
Sent: Tuesday, July 20, 2021 4:31 PM
To: steve at serenitysys.com
Cc: ASP Business <businessmtg at asp-afg.org>
Subject: [Businessmtg] Business Meeting - Webmaster/Secretary

Hello all, 
Concerning the changes to Motion #4: 
It is my understanding that the discussion about adding a GR position is closed.
>From the 14th to the 21st of July We are discussing the portion of updating Motion #4 regarding the elimination of the Web Master position and rolling those duties into the Secretary position.  If I’m wrong here, please let me know. 
Thank you Steve for summarizing the Steering Committee’s observations and recommendations. 
As I read the lists of responsibilities of the Secretary I have two thoughts, one is of gratitude for the “work that goes on behind the scenes” the second is a feeling of being overwhelmed just reading the list!  
I believe that when Steve gives his assurance that the Web Master’s responsibilities are only occasional and not time consuming I trust his opinion.  The position of Recording Secretary seems to place more responsibility on the Secretary than the responsibilities of updating the Web!   As the Secretary is the person who best can determine the need for a Recording Secretary Steve’s opinion has the most weight currently.  Allowing for the possibility of a Recording Secretary allows for a possible necessary change in the future.  But creating the position of Recording Secretary also creates more responsibility for the Secretary.   Have I missed something?   
It is my understanding at this point in time that this is an accurate list of the responsibilities of the Secretary – Tks Steve for this list. 

Secretary             

*  Chairs the Business Meeting
*  Responsible for the Daily Chairpersons in the ASP meeting
    *  Appoints Daily Chairpersons to 6-month position   
    *  Instructs/trains and oversees Daily Chairpersons
*  Maintains ASP web sites
*  Appoints & oversees Recording Secretary
    *  Assists Secretary as requested
    *  Assists with website maintenance and updates
*  Instructs/trains Recording Secretary
Alternate List Administrator #1
At this point in time I am in agreement with eliminating the Web Master Position.  I’m undeceived about the need for the position of Recording Secretary. 
Thanks for your service,
Jae












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