You’re the Chair of the meeting right from the start. This is important for two reasons: (1) you know best how meetings are typically organized and how they function, and (2) the people who are allowing you to use the space will feel more comfortable if they see your face every week — at least until the meeting has been going awhile.
Not all cities hold the same offices for their meetings; however, here are some of the other offices which you may decide to establish: Treasurer, Literature Person and Intergroup Representative. You may start out being all of these, but don’t worry. Once the meeting takes off, you’ll find people interested in doing service and filling in those positions.
When you do know the names of the people holding office in the meeting, register their names with the Intergroup Secretary. Then, after the meeting is well on its way, it is customary to hold elections every 3-6 months, to relieve the people currently holding office of their duties. This is known as “doing service.” Service is one of the tools that help us get better — it’s “a way of helping ourselves by helping others.” So don’t be afraid to ask for help. You may have started the meeting, but that doesn’t mean that you have to carry the meeting for the rest of your life.
You run the meeting from start to finish. The Treasurer will announce when the Treasurer’s Break is, but other than that, you follow the format that’s been established. If it’s a qualification meeting, you are responsible for finding speakers. You are responsible for seeing that the meeting starts and ends on time, and that all furniture, lights, etc., are returned in the manner in which you found them.
If you’re the Treasurer you are responsible for the money that is collected. This money is distributed in three ways: (1) paying rent, (2) making a suggested monthly donation of $5 or 10% (whichever is larger) to Intergroup, and (3) being held as a prudent reserve for future purchases of literature or for other purposes relevant to the meeting. It is a good idea to keep a ledger for the meeting to keep accurate accounts of the meeting’s money. An example of how to keep your ledger follows
LEDGER FOR MONDAY, 7.00 P.M. BEGINNER'S MEETING
|Date of Mtg.||7/25||8/1|
|No. of People at Mtg||11||15|
|Type of Expense||—||coffee|
A check or money order should be made out regularly to “SCA Intergroup” and mailed to the Intergroup Treasurer in your area. Don’t forget to indicate the location and time of the meeting. If your area has not yet developed an Intergroup, a portion may be sent directly to the ISO Treasurer at the following address:
SCA/ISO P.O. Box 1585 Old Chelsea Station New York, NY 10011
Or, click here to make a donation to ISO online.
As literature person you are responsible for seeing that your meeting has four-folds and lists of all meetings in your area. If the meeting has purchased additional literature, such as books or telephone lists, you are responsible for that as well. During the Treasurer’s Break you will have your chance to announce that you have literature if anyone is interested. You may obtain literature through your Intergroup, or if your area does not have one, you may get it directly from ISO.
If you are voted Intergroup Representative by the members of the meeting it is your responsibility to go to the regularly scheduled Intergroup meetings. Intergroup Reps have the privilege to vote on pressing issues relating to SCA in your area. Upon attending the Intergroup meeting, it is your responsibility to report back to the members of your weekly SCA meeting with any pertinent information relating to SCA, as well as any minutes from the last meeting.