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SECRETARY

Oxford House, Inc.

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

Secretary's 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's Manual.

• The Secretary will maintain a house resident record book, keeping organized files on
all resident applications, contracts, and other forms.

• The Secretary will keep pending applications for new residents and oversee the
interview scheduling process.

• The Secretary will maintain a supply of newcomer packets for incoming residents
and will be responsible for keeping an appropriate supply of all house forms.

• The Secretary will complete a monthly activity report for the President to present at
the monthly Chapter meeting and will update the house activity report form.

• The Secretary will sign in to the national website


(http://www.oxfordhouse.org/update), in order to update house information and
check for announcements/communications received via the website. The Secretary
will do this at least once per week prior to the weekly house meeting.

• The Secretary will sign in to the house email account on a regular basis, (at least
once per week prior to the weekly house meeting), communicate information to the
house, and respond to correspondence as necessary.

• 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
term, and inform house at least one week in advance when an election is to be held
at the weekly house meeting.
Oxford House Meeting Minutes
Page 1 of 4
1. Name of Oxford House: 2. Date of This Meeting:

3. Purpose of Meeting 4. Meeting Number S. Tradition Read 6.Meeting Start Time

DRegular Business DVote in New Members


DExpulsion
7.Members (list)
U Present DAbsent U Present UAbsent
1. 2.
U Present Absent u Present UAbsent
3. 4.
D Present DAbsent D Present DAbsent
S. 6.
0 Present OAbsent 0 Present DAbsent
7. 8.
0 Present 0 Absent 0 Present OAbsent
9. 10.
D Present DAbsent D Present DAbsent
1I. 12.

7. Secretary's Report: Minutes of last meeting read and the following actions were taken and give verification that the website data including vacancies
has been updated during the week. Call 1-800-589-5411 if you lost your house password.

0 Approved as read

0 Changed as follows:

Did Secretary log on to website, www.oxfordhouse.org, to keep house data and vacancies up-to-date?

Did Secretary check the house email account?

Did President check house voice mail daily?

8. Housing Service Committee Representative Report:

Ollfl/rd HQU5eWQrld Servkes . Toll-Free Telephone 1-800-689-6411 . Toll-Free Facsimile 1-888-689-6411


Oxford House Meeting Minutes
Page 2of4

9. Treasurer's Report: BILLS TO BE PAID (Future bills due within 30 days)

Beginning Balance $

Total Received $

Total Paid Out $

Ending Balance $

10. Comptroller's Report:

Name Previous Balance EES Amount Paid Receipts Fines Other Ending Balance

List motions made to take action with respect to a member who is behind and motions made to allocate funds necessary to pay the bills.

OKfl/rd House WI/rid Services : Toll-Free Telephone 1-800-689-6411' Toll-Free Facsimile 1-888-689-6411
Oxford House Meeting Minutes
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11. Chore Coordinator's Report: Discuss chores done the previous week, give new chore assignments, discuss house supplies needed, and
discuss repairs needing to be brought to the landlord's attention.

12. Old Business: 1st order is to discuss any existing contracts, behavioral or probationary. List business that was discussed but unfinished
from previous meetings.

Oxford House World Services· Toll-Free Telephone 1-800-689-6411 . Toll-Free Facsimile 1-888-689-6411
Oxford House Meeting Minutes
Page 4 of 4

13. New Business:

14. Obtain the new address and telephone number for any re ident who has moved out of the house on good terms. If your house is part of a
Chapter provide the information to the Chapter at the nex Chapter meeting so that the Chapter can forward the information to Oxford
House World Services. If you have an alumni card, send it :Vith the person's name and new address to Oxford House World Services so they
can send a certificate of appreciation. Tradition Nine encourages us to keep in touch with our Oxford House family when we move out of an
Oxford House clean and sober.

15. Time Meeting Adjourned: 16. Date: 17. Signatu re of Secreta ry:

18. Remember when you have a vacancy hold a special meeting as soon as possible to consider anyone applying for membership to the house.
Recovery requires a quick response and a vacant bed gen rates no revenue!

ACT RIGHT AWAY

Oxford House World Services· Toll-Free Telephone 1-800-689-6411 . Toll-Free Facsimile ~-888-689-6411
Oxford tlouse World Council
_
I James McClain, Alumni
r we Emeritus
Oxford House, Inc.

I Myrna Brown, Alumni


• WC Emeritus

Victor Fitz, Alumni


Chair
Kansas

Brandy Pehrson
Vice Chair
Washington

Xavier Hodge
Secretary,
World Convention

There is a lack of participation from our ENTIREnetwork of houses concerning the Washington, De
updating of vacancies on the Oxford House Website. Byron Merriweather
Treasurer,
State Associations
Virginia
A letter was sent to every house in every state in November of 2007, detailing the Deloris Mabins
importance of updating and maintaining the accuracy of current vacancies. This is Alumni
a simple process, and it requires immediate attention from all houses. Washington, DC
Samantha Rykov
Chapters
North Carolina
a
This is not request This is a directive to all houses and the World Council is very Justin Grochowsky
concerned about lack of participation in this procedure. Charters
Oklahoma

Dixie Hedge
Fundraising
If you have any questions about this procedure, you can call Mollie Brown, Oregon
Outreach workers and anyone at the Oxford House Incorporated home office. Connie Tatum
Propagation
Louisiana

Sherri Glisson
We are directing the secretaries of each house to immediately begin to update the Standards
vacancies for each house every week. Maryland
Jeannie (Rainbow) Bell
Alternate
North Carolina

Steve Keller, Alumni


Thank you for your Cooperation Altemate
North Carolina

Judy Maxwell, Alumni


Outreach Worker
Xavier Hodge OHI Liaison

Mollie Brown, Alumni


"The Common Good"
Newsletter

OxFord House, Inc.


'0 I 0 Wa')ne Ave., Su;te #;'00. Silver Spring, MD 2.09 \ 0 0 ()O i ) 587 - 2.9 i 6
, OHI

Paul Malloy
CEO
Oxford House, Inc.
HOUSE MANUALS GUIDE

1. President's Manual
House Officers Descriptions
Laminated Agenda/Parliamentary Procedure Page
Copy of House Rules
House Manual
Chapter Manual
World Council Manual
Suggested Interview Questions and Interview Etiquette Sheet
President's Training Packet

2. Secretary's Manual
Secretary Duties
Meeting Minutes
House Activity Reports
Donations/Thank You Notes
Directories - National and State
House Correspondence
House E-mail Information and Website Log-in Information
House Officers Roster
Secretary's Training Packet

3. Treasurer's Manual -
Treasurer Duties
Weekly Financial Status Report
Monthly Financial Summary Forms
Monthly Reconciliation Forms
Bank Records
Copy of Tax ID #
Donation Info
Viability Report
Treasurer's Training Packet

4. Comptroller's Manual
Comptroller Duties
Weekly Accounts Receivable Report
Individual Member Receivable Ledger
Comptroller's Training Packet

5. Chore Coordinator's Manual


Chore Coordinator Duties
Chore Assignment Forms
House Maintenance Records
Landlord Contact Information and Copy of Lease
Shopping Lists
House Safety Information - should include copy of emergency escape and to do plans
Chore Coordinator's Training Packet
HOUSE MANUALS GUIDE
6. Chapter and State Association Manual
Chapter Meeting Minutes
Chapter By-Laws
Chapter Treasurer Reports
Chapter Manual
State Association By-Monthly Meeting Minutes
State Association Pledge
State Association By-Laws

7. Housing Service Representative Manual


Chapter Manual
Housing Service Committee Packets
Housing Service Committee Meeting Minutes
HSCHouse Visit Forms/Rating Forms
Chapter By-Laws
Copy of All House Rules for Chapter
Local Referral Agency Contract Information

8. House Information Manual


Copy of Lease
Copy of Tax ID #
House Manual
Chapter Manual
World Council Manual
House E-mail Information and Website Log-in Information

9. Applications and Contracts


Blank Applications
Member Applications
Pending Applications
Emergency Medical Form
Personal Property List
Residency Contract
Probation Contract
Member Contracts
My Plan For Recovery
Local Referral Agency Contact Information
HOW TO RECORD MOTIONS

ALL MOTIONS MUST BE RECORDED IN THE MINUTES AND


VOTES RECORDED .
• Example:

- A Motion was made by John Doe to •.. (record clearly what the motion was, how

much, or what action is to be taken by whom)

- The Motion was Seconded by Harry Oil

- The Motion was Passed by 6 yes, 1 no, 1 absent

• House Secretary must write (Record) all Motions and Votes in the House

Minutes Book.
City: Zip Code: Day and Time of House Business Meeting:

Phone Number: Email Address:

President

Treasurer

Comptroller

Secretary

Coordinator

H.S.C. Rep

H.5.C. Rep Alt.

Member

Member

Member

Member

Member

Amount of rent owed to landlord for current month: _ Amount of rent paid to landlord for current month: _

Are all financial obligations paid in full [YES/NO]? If not, list what is owed and to whom: _

Amount of World Services dues payment: Amount of Revolving Loan Payment _

Did House Secretary log on to website, www.oxfordhouse.org/update, & update house data & vacancies at least once per week
[YES/NO]? _

Did House Secretary check the house email account [YES/N01 ? How often? _

Did House President check the house voicemail daily [YES/NO)? _

List any repairs needed to your house. Discuss any contact with landlord regarding these issues.

MONTHLY HOUSE REPORT-VERSION MARCH 2010 Page 1 of 2


House Status [How is your House doing?]

l_c_o_m_p_le_t_e_d_B_v: I_D_a_t_e: --l

MONTHLY HOUSE REPORT-VERSION MARCH 2010 Page 2 of2


Oxford' House 'Donations Procedures for
J'urniture, J'ixtures anti Cash

FURNITURE AND FIXTURE DONATIONS

All donations of physical items such as furniture and/or fixtures must be reported to and
receipted for a tax credit to World Headquarters.

• A reporting of physical donations must be sent to Oxford House, Inc. if the


individual needs a tax receipt. ( furniture, fixtures, clothing, etc.), Oxford House
Inc., is the non-profit registered with the IRS - the individual houses are not
recognized by the IRS as true non-profits.

• Fill out the donation form and mail to Mollie Brown, Oxford House
PO Box 124, Little Mountain. SC 29075, fax to 1-888-689-6411 or
ernail information to Mbrown4449@ao!.eorn

• For all donations, provide the following information:

o Name, Address, include city, state, and zip, telephone with area code
o Description and quantity of donation
o Value of itern/s)

CASH DONATIONS

Cash donations of $1000 or more must be forwarded to the Oxford World Services
Finance Office, 1010 Wayne Avenue, #400, Silver Spring MD. 20910. The check must be
made out to Oxford House Inc. Ask the donor to make a notation ill the 'for' or 'memo
line' on the check that it is for name of individual Oxford House or Chap-ter. Also, send a
note with the check explaining that this is a direct donation to the house or chapter.

If less than $\ 000, the donor may make out the check directly to the house or chapter but
you must send the donors name, address and amount donated to Mollie Brown so that a
receipt can be issued from Oxford House Inc.

CASH DONATIONS OF LESS THAN $250

The IRS does not require donors to have a receipt from the non-profit for monetary
donations of$250 or less - the donor only needs to present a cancelled check to the IRS
for confirmation of the donation. However. individual houses/chapters who receive
donations of any kind should always send a letter of thanks to the donor .

• 51 '11iank you tetter is esseniiai and' an imyortant yart of tfie Oxford' image

For further information ca/ll(800) 689-641 I


Secretary

• Minutes
o Very important: detailed minutes of house meetings, emergency meetings
and interviews
o Interview minutes should be read and approved at first meeting the
applicant (new member) attends - interview does not need to be read if the
applicant does not move in
o Newform
• Coordinating Interviews
o Responsible for scheduling all interviews based on house rules
When house is very low interviews are scheduled at any time
• Remember, cannot schedule interview if 80% of house members are
not available
o Pending applications must be contacting when vacancies become available
in the order they were received
• Newcomer Packets/Literature/Forms
o Responsible for ensuring all house literature supplies stay replenished
o Put newcomer packets together
o Submit receipts for copies for rent credit
• Website/Email Responsibilities
o VERYIMPORTANT
o Must log in to website minimum once per week
o Problems with password: Molly Brown 1-800-689-6411
o File password multiple manuals
o Update vacancies and house information, soon to be more detailed reporting
and venue for announcements
o House ernail MUSTbe checked regularly
o Post email address and password in multiple manuals
o Make house aware of all ernail correspondence
o ? Print offweek's emails for house review at meeting?
• House Activity Report
o Update annual report at end of month
o Calljemail chapter secretary with information by 2nd of each month (but not
before months end)
o Fill out new house activity report prior to chapter meeting
• Applications and Contracts Manual
o Maintain section on each current member with all pertinent documents
• House Correspondence
o Thank you letters, correspondence with applicants and institutions, etc. ...
• House Officer Terms
o Maintain record in front of secretaries manual of current house officers
names, contacts, beginning and ending of term, and inform house week in
advance of upcoming elections (6 month term limit not negotiable)

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