Duties of the Oxford House Secretary

The Secretary of each house plays a crucial role in recording meeting minutes, managing member applications, maintaining house records, and facilitating communication within the house. The duties involve organizing house forms, submitting reports, updating website information, and overseeing correspondence. The Secretary ensures smooth operations and documentation within the Oxford House community.

• Secretary
• Duties
• House
• Oxford House
• Responsibilities

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1. Oxford House Secretary

2. Secretary Each House shall have its own duly elected Secretary. The Secretary must be a member of that particular house and shall serve a term not to exceed six months. A member may not serve as Secretary for two consecutive terms, but may be elected to Secretary again six months after the completion of one term.

3. Secretary Duties The Secretary will accurately and thoroughly record the minutes of each weekly house meeting, interviews, and emergency house meetings and will maintain an organized Secretary binder. The Secretary will maintain a house member record book, keeping organized files on all member applications, contracts, and other forms. The Secretary will keep pending applications for new members and oversee the interview scheduling process.

4. Secretary Duties The Secretary will maintain a supply of new member packets for incoming members and will be responsible for keeping an appropriate supply of all house forms. The Secretary will complete a Monthly House Report for the President to present at the monthly chapter meeting. The Secretary will maintain accurate house activity records and will update and post an Annual House Activity Report. The Secretary will submit a Monthly House Activity Report by responding to the emailed link no later than the third day of each month.

5. Secretary Duties The Secretary will respond to text messages regarding vacancies from oxfordvacancies.com and will ensure house information on the website is up to date. The Secretary will check the house email account daily, communicate information to the house, and respond to correspondence.

6. Secretary Duties The Secretary will be responsible for any correspondence to and from the house, including thank-you notes. The Secretary will maintain a record of all house officers, start and end dates of terms, and inform the house at least one week in advance when an election is to be held at the weekly house meeting. All house forms can be found on vaoxfordhouse.org website.

7. Meeting Minutes Detailed minutes are important! If it s not in the minutes, it didn t happen often reviewed by HSC and/or outreach Can end up serving as official/legal documents, particularly with expulsions Read entire minutes from start to finish Record motions verbatim, record votes Summarize discussions

12. House Email Maintain updated house login info sheet for all passwords, print and post in multiple locations House Email housename@oxfordhouse.us Check daily New applications Make house aware of all email correspondence, print important emails for house meeting ONLY OXFORD HOUSE BUSINESS Other house members can use

13. Oxfordvacancies.com www.oxfordvacancies.com Receive and respond to text on cellphone weekly Secretary name and cellphone is required to be on the oxfordvacancies website Change text recipient or house info when needed Change vacancies available, either by logging on to website or responding to text message. You do not need to wait for next text message to update

14. Monthly House Activity Report Data collected is important, helps Oxford House improve the state network, and is required by DBHDS report accurately! Emailed at end of month, Google form Mark events on calendar Maintain hard copy annual HAR, posted NOT the same info as Chapter Monthly House Report for chapter meeting

15. Annual House Activity Report

16. Monthly House Report

18. House Files Create New Member Packets Maintain section in Applications & Contracts binder on all active members Maintain overall organization of house binders/files/etc. Keep record of house officers and expiration of terms (Tradition 2)