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TULSA GREEN COUNTRY INTERGROUP

POLICY & PROCEDURES MANUAL

Revised April, 2012

I. INTRODUCTION AND PURPOSE:

The primary purpose of this organization is to aid those with the problem of compulsive eatingthrough the Twelve Steps of Overeaters Anonymous, and to serve and represent the OA groups from

which Tulsa Green Country Intergroup is formed. To assist in achieving this goal, this policy manualis intended to serve as a guide to those policies adopted by the Tulsa Green Country Intergroup and toassist it in their function.

II. STATEMENT:

1. Tulsa Green Country Intergroup recognizes the existence of many different concepts of workingthe OA Program of Recovery; that we are united in our common purpose, not our differences.

2. Tulsa Green Country Intergroup is accepting of each duly registered OA group withingeographic boundaries. (See OA Inc. Bylaws, Subpart B Article V., Section 1.)

III. MEETINGS:

1. Tulsa Green Country Intergroup regular meeting is scheduled for the second Saturday of themonth at 9:45am at the Tulsa Green Country OA office, 4815 S. Sheridan, Tulsa, Oklahoma.

2. The Secretary will email meeting minutes within seven (7) days of the last meeting to Boardmembers, Meeting Reps and Committee Chairs.

3. Agenda items are to be submitted to the Chair by the Tuesday before each regularly scheduledIG meeting.

IV. IG OFFICE:

1. The Treasurer delivers the monthly rent to the office building manager and acts as liaison withthe office building manager on problems that arise with the IG office space.

2. The Chair changes the telephone message monthly for call back information with an IGvolunteers phone number.

3. A supply of OA approved books shall be kept on hand for resale to OA members and groups.4. Tapes are available for checkout. The tape library is no longer being replenished or updated

due to the availability of similar information on the World Wide Web.5. Cold drinks are kept in the office refrigerator and sold as a fundraising activity. This service is

provided by volunteer(s).6. Keys to the office are available to OA members for a cost of $3.00 each.7. The Office Procedure Manual is kept in the office.

V. CORPORATE ANNUAL REPORT:

1. The Chairperson and the Treasurer shall prepare a corporate annual report as needed to fulfill allrequirements for Intergroup to retain its non-profit status under the tax laws of the federal andOklahoma state governments.

VI. FINANCIAL PROCEDURES

1. A prudent reserve shall be defined as three (3) months operating expenses. The current prudentreserve in 2010 is $2,000. As part of the preparation of the annual budget, this amount shall bereassessed, to make sure it approximates the actual amount needed to operate Intergroup forthree months.

2. IG fiscal year shall be from January 1st through December 31st.3. IG books are to be closed at each months end.4. IGs annual budget shall be completed for presentation and approval at the October IG meeting.

5. IG financial records shall be made available for audit on or before January 31st.6. The annual final audit shall be completed and presented to the IG board at the March IG

meeting.7. OA literature inventory should not fall below $500 in value nor should it exceed $1,000.8. OA literature sale price will include a 15% markup plus postage cost. Books purchased by the

case at a quantity discount will be sold at same price as the individually-purchased book.

VII. FUND RAISING

All fund raising and fund raising expenses must be approved in advance by the IG Board.

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VIII. OASIS

Tulsa Green Country Intergroup monthly newsletter titled, Oasis, is an information nonprofitpublication.

IX. WEB SITE

Tulsa Green Country Intergroup web site iswww.tulsaoa.org.

X. DUTIES OF THE INTERGROUP BOARD

1. Chairperson (Officer)a. Shall preside at all meetings according to the most current available edition of Roberts Rules of

Order Newly Revised.b. Shall vote at Intergroup meetings in case of a tie.c. Shall be an ex-officio member of all committees.d. Shall be alternate signer on all financial accounts of the Intergroup.e. Shall determine the advisability of a financial account for a Committee.f. Shall have the authority to appoint committees to conduct the business of the Intergroup.g. Shall establish and maintain a file pertaining to Tulsa Green Country Intergoup Chairperson

matters, which shall be transferred to the next Chairperson.h. Shall establish and distribute an agenda at each Intergroup meeting.i. Shall ensure that Bylaws are followed.

j. Shall be able to use email and word processing software.k. Shall possess detailed knowledge of the most current available edition of Roberts Rules of Order

Newly Revised.l. Shall have given service to Intergroup the prior year.

2. Vice Chairperson (Officer)a. Shall perform the duties of Chairperson in his/her absence or resignation.

b. Shall be parliamentarian during all business conducted by the Intergroup using the most currentavailable edition of Roberts Rules of Order Newly Revised.

c. Shall be responsible for updating and maintaining Intergroup Bylaws and the Policy & ProceduresManual.

d. Shall be responsible for the Spring and Fall retreats lodging reservations.e. Shall be an alternate signer on all financial accounts of the Intergroup.f. Shall assist the Chairperson when needed in the performance of his/her duties.g. Shall ensure that Bylaws are followed.h. Shall be able to use email and word processing software.i. Shall possess detailed knowledge of the most current available edition of Roberts Rules of Order

Newly Revised.j. Shall have given service to Intergroup within the last two (2) years.

3. Treasurer (Officer)a. Shall be entrusted with all general funds belonging to Intergroup and shall deposit the same in the

name of Tulsa Green Country Intergroup #036-09-097 in such financial institutions that theIntergroup shall choose.

b. Shall keep all vouchers of general funds disbursements.c. Shall present a detailed, itemized report on general fund financial transactions of Intergroup at all

regular meetings.d. Shall prepare an annual operating budget for IG approval.e. Shall present a report on actual expenses versus budgeted expenses at all regular meetings.

f. Shall pay all receipted obligations as authorized by Intergroup by check.g. Shall be signer on all financial accounts.h. Shall prepare and file all required federal and state tax filings on or before the deadline for such tax

compliance for 501 C-3 nonprofit status.i. Shall arrange for an audit to be done in January of the following years account or when the

Treasurer resigns.j. Shall order keys for membership use.k. Shall transfer to new Treasurer all financial records.l. Shall chair the Budget/Finance committee.m. Shall ensure that Bylaws are followed.n. Shall be able to use email and word processing software.

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o. Shall possess specialized experience with current spreadsheet software to develop the detailed,itemized monthly report.

p. Shall have given service to Intergroup within the last two (2) years.

4. Secretary (Officer)

a. Shall prepare and keep a permanent record of all Intergroup meeting minutes and see that theminutes of all regular Intergroup meetings are immediately emailed to each Board Member, GroupRepresentative, and Committee Chairperson. The minutes of any special meetings shall beincorporated into the business of the next regular Intergroup Meeting.

b. Shall provide and see that a standard attendance form is signed at each Intergroup meeting.c. Shall prepare ballots for voting including the Chairpersons sealed ballot.d. Shall be responsible for updating and maintaining the Office Procedure Manual.e. Shall ensure that Bylaws are followed.f. Shall possess specialized experience with email and word processing to facilitate the recording and

distribution of minutes.g. Shall have given service to Intergroup within the last two (2) years.

5. Webmaster (Officer)a. Shall serve as editor and coordinator of website content.

b. Shall maintain control of all passwords and information necessary to access and update the

Intergroup website.c. Shall transfer to new Webmaster all Intergroup website information.d. Shall ensure that Bylaws are followed.e. Shall be able to use email and word processing.f. Shall possess specialized experience with current software needed to update the IG website.g. Shall maintain an up to date list of all meetings and locations on the website, and on the WSO

website for all meetings in the Intergroup.h. Shall have given service to Intergroup within the last two (2) years.

6. Region 3 Representatives & World Service Delegatesa. Shall represent Intergroup at Region 3 meetings and conventions.

b. Shall represent Intergroup at World Service meetings and conventions.c. Funding by Intergroup will be contingent upon availability of funds.d. If funded by Intergroup, financial approval prior to registering for any meeting or convention is

required.

e. If funded by Intergroup, a travel budget shall be prepared and submitted to the Treasurer by theRep/Delegate at least 90 days in advance of travel.

f. If funded by Intergroup, within two (2) weeks upon return from each meeting or convention anexpense report with receipts is required.

g. Representative and Delegates may partially or completely fund their own way.h. Shall provide a written & verbal report upon return from each meeting or convention.i. Shall be able to use email and word processing.

j. Shall have given service to Intergroup within the last two (2) years.

7. Ongoing Committee Chairsa. Oasis Chair

i. Shall be responsible for the publication and distribution of the monthly Intergroupnewsletter, Oasis

b. Public Information & Professional Outreach Chairi. Shall be familiar with and comply with the Public Information Service Bulletin issued by

WSO.ii. Shall coordinate the efforts of OA groups interested in carrying the message of recovery

to organizations, corporations, institutions and other groups as noted in the PublicOutreach Service bulletin

iii. Shall inform the general public about our programiv. Shall tell professionals and other who work with compulsive overeaters about OA.v. Shall keep the communication with the Fellowship open so members and groups can

carry the message more effectively.vi. Shall maintain a current telephone & email list of OA members, providing copies as

needed.

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c. Literature Chair

i. Maintains inventory of all literature sold and unsoldii. Orders all OA & AA literature, pamphlets, key tags, medallions, etc.iii. Compiles a literature report and presents it to the IG board for approval of any

expenditure.d. Young People Chair

i. Shall lead the efforts of OA groups interested in carrying the message of recovery toyoung people.

e. 12 Step Within Chair

i. Shall lead the effort of practicing the 12th Step with OA members.ii. Chairs 12 Step Within Day, December 12th, each year.

f. Lifeline Chairi. Shall promote Lifeline subscriptions to OA members.

8. Special Event Chairs, including but not limited to the following, shall lead the effort in each area.a. Fall Retreat

b. Spring Retreatc. Idea Dayd. Unity Daye. State Convention (every 2 years)f. Region 3 Convention (when hosted)

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