Article IV: Steering Committee
Candidates for the Steering Committee shall be alcoholics who have been sober for at least one year, are willing to give a two year commitment, have had six months experience as a group representative to MAICO and ideally possess some business background or training. Members shall be nominated and elected from the MAICO representatives according to the third legacy procedure as outlined in the current A.A. Service Manual.
A) Structure
The Steering Committee shall consist of seven members whose specific purpose is to watch over and guide the activities of MAICO. Six of the positions shall be elected positions and the seventh shall be held by the current office manager of MAICO.
Note: MAICO does not provide directors insurance.
B) Functions
In general, the Steering Committee functions include but are not limited to the following:
1) Select, hire, assist and review all paid employees, permanent or temporary.
2) Review and approve all office procedures.
3) Ensure that all money and other assets are accounted for. The Steering Committee shall also see that a report of the finances of MAICO be published in each “newsletter”.
4) Ensure that the bylaws, policies and procedures are strictly adhered to.
5) Bring to the attention of the groups via their representatives matters arising from the operation of MAICO which may affect AA.
6) Consider, evaluate and recommend to the representatives other ways and means of aiding the AA program in accordance with its traditions and principles, in conformity with GSO guidelines for Intergroups and Central Offices.
7) Set hours of operation of the office, taking into account the desires of the representatives and the resources available.
C) General Limits
Neither the Steering Committee nor employees of MAICO are empowered to act on major issues which would affect AA either locally or as a whole without consulting the member groups except in times of grave emergency.
In cases of disputed issues, after a sixty day notification period to the groups, the vote of two thirds of the group representatives present or by proxy (with not less than 25% of all registered groups present) shall be binding on the Steering Committee, over any and all legal rights of the formed committee. A simple majority shall be considered a strong suggestion.
D) Terms and Rotation
Each Steering Committee member shall serve for two years, with the exception of the office manager who occupies a permanent position on the committee. Elections shall be held every year in December for three Steering Committee members. The committee shall try to stagger the terms of its members so as to create continuity of experienced members comprising the committee.
Under no circumstances shall a Steering Committee member serve for consecutive terms, or be immediately elected to fill another space on an otherwise incomplete committee. The spirit of rotation shall govern the issue of service on the Steering Committee, with ex-committee members actively seeking qualified new members to fill vacancies rather than filling vacancies themselves. Members may be reelected to the Steering Committee after one year.
In cases of vacancies on the Steering Committee due to resignations, dismissals, etc., the remaining Steering Committee shall appoint a successor to serve the remainder of the unfulfilled term. This appointment shall be placed before the next meeting of the representatives and approved by simple majority. Should the representatives reject this appointment, an election shall be held according to the procedures in Section E of this article.
E) Elections of Committee Members
Candidates for the Steering Committee shall be alcoholics who have been sober for at least one year, are willing to give a two year commitment, have had six months experience as a group representative to MAICO and ideally possess some business background or training. Members shall be nominated and elected from the MAICO representatives according to the third legacy procedure as outlined in the current A.A. Service Manual.
At certain times, there may be insufficient qualified members willing to serve as Steering Committee members. In this case the present Steering Committee and the representatives shall canvass and solicit the member groups to find candidates for the Steering Committee. The candidates shall appear before the representative meeting and be approved by a simple majority vote.
F) Offices & Duties
The Steering Committee shall elect a chairperson, co-chairperson, a secretary and a treasurer. None shall serve longer than one year in an officer capacity.
Chairperson shall:
1) Prepare agenda for and lead all committee meetings.
2) Prepare agenda for and lead the meetings of the MAICO representatives.
3) Serve as final assurance that all activities of the committee are in adherence to these bylaws, the spirit of the AA Traditions and Concepts and any applicable state and local requirements.
4) Approve payment of all MAICO office bills. Discuss current and proposed expenditures so all Steering Committee members are aware of financial status.
Co-Chairperson shall:
1) Chair Steering Committee and MAICO representative meetings in the Chairperson’s absence.
2) Attend the District 20 GSR meeting and report on the activities of MAICO.
Secretary shall:
1) Be responsible for keeping a written minutes of all Steering Committee meetings. These minutes shall be kept the MAICO office. These minutes shall record attendance at meetings, and business transacted.
Treasurer shall:
1) Be responsible for the direct financial oversight of the finances of MAICO, the accounting procedures of the office manager, and review of the monthly financial statement.
2) Keep and insure that an accurate record of attendance and absences of all employees.
3) Ensure that all tax returns, tax deposits and official financial correspondence be prepared and filed on time.
The Office Manager shall:
1) Act as liaison between the A.A. community and the service committees
2) Maintain a 12 Step list
3) Respond to calls from newcomers
4) Assign 12 Step calls on a geographical basis
5) Post all contributions and send thank you notes
6) Record all accounting information in accounting software
7) Pay all bills
8) Prepare an Office Manager’s Report monthly
9) Prepare and produce a bi-monthly newsletter
10) Make bank deposits and reconcile the bank account
11) Keep all annual payments and contracts up-to-date (office lease, insurance, taxes, etc)
12) Maintain directory information
13) Send appropriate information to the webmaster to keep the web site up-to-date
14) Coordinate office volunteer schedule
15) Maintain office supplies
16) Have responsibility to insure that all reports, licenses, forms and correspondence required by State and local authorities shall be filed on time.
G) Meetings of the Steering Committee
The Steering Committee shall meet on a monthly basis to review the activities of the MAICO office. All duly elected Steering Committee members and the office manager shall have both a voice and a vote. Other interested parties may attend the meetings and may speak with consent of the chairperson of the meeting.
The order of business at regular meetings shall be as follows:
1) Minutes of previous meeting reviewed and approved.
2) Minutes of previous MAICO Representative meeting reviewed.
3) Review previous month’s financial statement.
4) Review of Office Manager’s Report.
5) Old business.
6) New business.
A quorum for business shall consist of four Steering Committee members present. Duly formed and discussed motions may be passed with simple majority votes. In cases of ties, (when there are an even number of committee members present) the motion is to be considered tabled until the next meeting.
Special meetings of the Steering Committee may be called by the chairperson. The chairperson shall contact all committee members and seek a time and place most convenient to the majority of members. The secretary or his/her substitute shall record all business discussed or transacted and the minutes shall be made a part of the formal records.
H) Removal and Recall
Any Steering Committee member who misses three consecutive regular committee meetings shall automatically be considered as resigning from the committee. In addition, any member of the Committee who relapses by becoming intoxicated at any time during his/her term is also automatically dismissed.