SECRETARY

Oxford House, Inc.

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

Secretary's Duties:

• The Secretary will accurately and thoroughly record the minutes of each weeklyhouse meeting, interviews, and emergency house meetings and will maintain anorganized Secretary's Manual.

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

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

• The Secretary will maintain a supply of newcomer packets for incoming residentsand 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 atthe 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 andcheck for announcements/communications received via the website. The Secretarywill 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 leastonce per week prior to the weekly house meeting), communicate information to thehouse, 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 ofterm, and inform house at least one week in advance when an election is to be heldat the weekly house meeting.

Oxford House Meeting MinutesPage 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 MembersDExpulsion

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 DAbsent7. 8.

0 Present 0 Absent 0 Present OAbsent9. 10.

D Present DAbsent D Present DAbsent1I. 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 MinutesPage 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 MinutesPage 3 of 4

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

Page 4 of 4

Oxford House Meeting Minutes

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

There is a lack of participation from our ENTIREnetwork of houses concerning theupdating of vacancies on the Oxford House Website.

A letter was sent to every house in every state in November of 2007, detailing theimportance of updating and maintaining the accuracy of current vacancies. This isa simple process, and it requires immediate attention from all houses.

This is not a request This is a directive to all houses and the World Council is veryconcerned about lack of participation in this procedure.

Ifyou have any questions about this procedure, you can call Mollie Brown,Outreach workers and anyone at the Oxford House Incorporated home office.

We are directing the secretaries of each house to immediately begin to update thevacancies for each house every week.

Thank you for your Cooperation

Xavier Hodge

OxFord House, Inc.

'0 I0 Wa')ne Ave., Su;te #;'00. Silver Spring, MD 2.09 \ 0 0 ()O i) 587 - 2.9 i 6

I_James McClain, Alumnir we Emeritus

Oxford House, Inc.

I Myrna Brown, Alumni• WC Emeritus

Victor Fitz, AlumniChair

Kansas

Brandy PehrsonVice Chair

Washington

Xavier HodgeSecretary,

World ConventionWashington, De

Byron MerriweatherTreasurer,

State AssociationsVirginia

Deloris MabinsAlumni

Washington, DC

Samantha RykovChapters

North Carolina

Justin GrochowskyCharters

Oklahoma

Dixie HedgeFundraising

Oregon

Connie TatumPropagation

Louisiana

Sherri GlissonStandardsMaryland

Jeannie (Rainbow) BellAlternate

North Carolina

Steve Keller, AlumniAltemate

North Carolina

Judy Maxwell, AlumniOutreach Worker

OHI Liaison

Mollie Brown, Alumni"The Common Good"

NewsletterOHI

Paul MalloyCEO

Oxford House, Inc.,

HOUSE MANUALS GUIDE

1. President's ManualHouse Officers DescriptionsLaminated Agenda/Parliamentary Procedure PageCopy of House RulesHouse ManualChapter ManualWorld Council ManualSuggested Interview Questions and Interview Etiquette SheetPresident's Training Packet

2. Secretary's ManualSecretary DutiesMeeting MinutesHouse Activity ReportsDonations/Thank You NotesDirectories - National and StateHouse CorrespondenceHouse E-mail Information and Website Log-in InformationHouse Officers RosterSecretary's Training Packet

3. Treasurer's Manual -Treasurer DutiesWeekly Financial Status ReportMonthly Financial Summary FormsMonthly Reconciliation FormsBank RecordsCopy of Tax ID #Donation InfoViability ReportTreasurer's Training Packet

4. Comptroller's ManualComptroller DutiesWeekly Accounts Receivable ReportIndividual Member Receivable LedgerComptroller's Training Packet

5. Chore Coordinator's ManualChore Coordinator DutiesChore Assignment FormsHouse Maintenance RecordsLandlord Contact Information and Copy of LeaseShopping ListsHouse Safety Information - should include copy of emergency escape and to do plansChore Coordinator's Training Packet

HOUSE MANUALS GUIDE

6. Chapter and State Association ManualChapter Meeting MinutesChapter By-LawsChapter Treasurer ReportsChapter ManualState Association By-Monthly Meeting MinutesState Association PledgeState Association By-Laws

7. Housing Service Representative ManualChapter ManualHousing Service Committee PacketsHousing Service Committee Meeting MinutesHSCHouse Visit Forms/Rating FormsChapter By-LawsCopy of All House Rules for ChapterLocal Referral Agency Contract Information

8. House Information ManualCopy of LeaseCopy of Tax ID #House ManualChapter ManualWorld Council ManualHouse E-mail Information and Website Log-in Information

9. Applications and ContractsBlank ApplicationsMember ApplicationsPending ApplicationsEmergency Medical FormPersonal Property ListResidency ContractProbation ContractMember ContractsMy Plan For RecoveryLocal Referral Agency Contact Information

HOW TO RECORD MOTIONS

ALL MOTIONS MUST BE RECORDED IN THE MINUTES ANDVOTES 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.

Zip Code: Day and Time of House Business Meeting:City:

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

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

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 forJ'urniture, J'ixtures anti Cash

FURNITURE AND FIXTURE DONATIONS

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

• A reporting of physical donations must be sent to Oxford House, Inc. if theindividual needs a tax receipt. ( furniture, fixtures, clothing, etc.), Oxford HouseInc., is the non-profit registered with the IRS - the individual houses are notrecognized by the IRS as true non-profits.

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

• For all donations, provide the following information:

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

CASH DONATIONS

Cash donations of $1000 or more must be forwarded to the Oxford World ServicesFinance Office, 1010 Wayne Avenue, #400, Silver Spring MD. 20910. The check must bemade out to Oxford House Inc. Ask the donor to make a notation ill the 'for' or 'memoline' on the check that it is for name of individual Oxford House or Chap-ter. Also, send anote 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 butyou must send the donors name, address and amount donated to Mollie Brown so that areceipt 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 monetarydonations of$250 or less - the donor only needs to present a cancelled check to the IRSfor confirmation of the donation. However. individual houses/chapters who receivedonations 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

• Minuteso Very important: detailed minutes of house meetings, emergency meetings

and interviewso Interview minutes should be read and approved at first meeting the

applicant (new member) attends - interview does not need to be read if theapplicant does not move in

o Newform• Coordinating Interviews

o Responsible for scheduling all interviews based on house rulesWhen house is very low interviews are scheduled at any time

• Remember, cannot schedule interview if 80% of house members arenot available

o Pending applications must be contacting when vacancies become availablein the order they were received

• Newcomer Packets/Literature/Formso Responsible for ensuring all house literature supplies stay replenishedo Put newcomer packets togethero Submit receipts for copies for rent credit

• Website/Email Responsibilitieso VERYIMPORTANTo Must log in to website minimum once per weeko Problems with password: MollyBrown 1-800-689-6411o File password multiple manualso Update vacancies and house information, soon to be more detailed reporting

and venue for announcementso House ernail MUSTbe checked regularlyo Post email address and password in multiple manualso Make house aware of all ernail correspondenceo ? Print offweek's emails for house review at meeting?

• House Activity Reporto Update annual report at end of montho Calljemail chapter secretary with information by 2nd of each month (but not

before months end)o Fillout new house activity report prior to chapter meeting

• Applications and Contracts Manualo Maintain section on each current member with all pertinent documents

• House Correspondenceo Thank you letters, correspondence with applicants and institutions, etc. ...

• House Officer Termso Maintain record in front of secretaries manual of current house officers

names, contacts, beginning and ending of term, and inform house week inadvance of upcoming elections (6 month term limit not negotiable)