APPENDIX
APPENDIX A - Suggested Meeting Agenda
1. Chairperson:
a.
Open meeting - Moment of silence/Serenity Prayer
b. AA Preamble
c. District Structure; (see Appendix B)
d. Monthly Tradition
e. Monthly Concept (short form)
f. Chair Report
2.
Recording Secretary: Roll Call DCMs/ACMs
a. Minutes of Previous Meeting
1) Call for corrections
2) Motion to Accept
3. Registrar: Introduce new GSRs
and Alternate GSRs
4.
Reports: a. Treasurer
b. Service Activities:
1) GSR Workshop Coordinator
2) Intergroup Liaison
3) Institution Liaison
4) Room & Ride Coordinator
5) ACM/DCM Coordinator
c. Standing Committees:
1) Archives
2) Carry the Message Day
3) PI/CPC
4) Grapevine
5) Literature 6) Special Needs
7) Support Your Services
8) Web Site
9) Finance
10) Current Practices
d. Special Committees:
1) Gratitude Dinner
2) Quarterly Bid (if appropriate)
3) Quarterly (if appropriate)
6. Group Problems
7. Unfinished Business
8. New Business: a. Special DCM/ACM vacancy election if
needed
b. Other new business
9. Announcements: a. Date of Next
Meeting
b. Other from body
10. Close with the Responsibility
Declaration and the Lord's Prayer
APPENDIX B: District Structure
District 9 is one of 18 Districts which make up the South
Florida Area of the General Service Conference.
District
9 is the geographical area known as and includes all of Broward
County. It is composed of GSRs of all AA groups in our District
desiring to participate. The General Service Representatives
elect Area Committee Members and then join them in electing
a Delegate from our Area to the annual General Service Conference.
The
Conference structure is the method through which all AA groups
in our District can provide the most effective communication
within the Area and between the groups and the General Service
Board on matters affecting AA as a whole. These matters include
policy on:
1. AA Conference-approved Literature
2. AA Public Information
3. AA's Relation with Professionals in the Alcoholism Field
4. AA Institution activity
5. AA Finances
6. The AA Grapevine
7. The election of Trustees to the General Service Board.
Thus,
the link between the AA groups and their General Service Board
and Office is established and maintained, and the General
Service Conference becomes, as nearly as possible, the voice
of Alcoholics Anonymous.
The life of each individual and of each group is built around
our Twelve Steps and Twelve Traditions. We very well know
that the penalty of extensive disobedience to these principles
is possible death for the individual and dissolution of the
group. An even greater force for AA's unity is the compelling
love that we have for our fellow members and for the principles
upon which our lives today are founded.
APPENDIX C -- District 9 Elections
PROCEDURE: Third Legacy as found in the A.A.
Service Manual. Each person standing will be given the opportunity
to state their qualifications.
WHO
VOTES: GSRs, DCMs, ACMs, District Officers and Committee Chairs are entitled to vote. Alternate GSR votes in the absence of
the regular GSR.
WHEN; District Officers, Standing Committee
Chairpersons and Service Activities representatives are elected
at the October business meeting. Special Committee Chairpersons
are elected at the January business meeting as appropriate.
Mid-term vacancies will be filled at time of occurrence
PRECEDENCE: Election of District Officers and
Standing Committee Chairpersons is in the order of this Appendix
beginning with the District Chairperson.
SERVICE TERMS: Except for Archives [see below],
all elected terms are 1 year with eligibility to stand for
1 additional year in the same office; District servants begin
their terms at the January business meeting.
It is suggested that all District Officers have 5 years sobriety
and all District Committee Chairs have 2 years sobriety.
DISTRICT
OFFICERS (October)
A 'considerable' period, minimum of 5 years of sobriety plus
completed a full 2 year term as GSR in District 9 affairs
is desirable.
DISTRICT 9 CHAIRPERSON: Past or present DCM
or ACM rotating into DCM the upcoming January. Ideally, the
Chairperson has held other District offices first.
TREASURER; RECORDING SECRETARY: REGISTRAR:
Past or present DCM, ACM, or GSR
STANDING COMMITTEE CHAIRPERSONS (October)
A.A. members who are past or present DCMs, ACMs, GSRs or Alternate
GSRs in District 9 and have service experience described for
the positions may stand as eligible.
ARCHIVES: Two (2) year term with a provision
for second consecutive 2 year term. Usually the Archives Chairperson
has served on the Archives Committee for at least 1 year,
has at least 5 years of sobriety and is past or present DCM,
ACM, or GSR.
GRAPEVINE: It is recommended that they have
served previously on the committee and be a past or present
DCM, ACM or GSR.
PI/CPC: Committee chairperson should have at
least five years of sobriety and is a past or present DCM,
ACM, or GSR.
LITERATURE: The election of the chairperson
will follow the third legacy procedure. Suggested minimum
sobriety is five years. Qualifications: Present or past DCM,
ACM or GSR.
SUPPORT YOUR SERVICES: Two years continuous
sobriety suggested and has been in the District as a GSR.
SPECIAL NEEDS: Two years continuous sobriety
suggested and has been in the District as a GSR.
CARRY THE MESSAGE DAY: Two years continuous
sobriety suggested and has been in the District as a GSR.
WEBSITE: Two years continuous sobriety suggested
and has been in the District as a GSR.
FINANCE: Two years continuous sobriety suggested
and has been in the District as a GSR.
SERVICE
ACTIVITIES POSITIONS (October)
Intergroup Liaison
Institution Liaison
Room and Ride Coordinator
GSR Workshop Coordinator, the ACM/DCM Coordinator and the
Current Practices Chairperson are appointed by incoming District
9 Chair and reported to body in December [ Ref: Topic VII,
Chairperson, p. 4]
SPECIAL COMMITTEE CHAIRPERSONS (January)
General Service Gratitude Dinner Chairperson: Chairperson is to be a present or past trusted servant of General Service as a DCM, ACM or GSR. They will have had considerable past experience in working on District 9 Gratitude Dinners and also at least 5 years of sobriety.
Quarterly Chairperson: (If appropriate)
Assembly Bid Coordinator: (if appropriate)
This Coordinator position will be appointed by the district Chairperson and approved by the body in January of even numbered years.
Qualifications are:
- Experience working on at least 2 Quarterlies
- Experience dealing with the Hotels and hotel contracts.
- Attended at least 2 Area Quarterly Coordinator meetings in the last year.
- 5 years sobriety
DISTRICT
COMMITTEE MEMBER (DCM) AND ALTERNATE COMMITTEE MEMBER (ACM)
ELECTIONS
DCMs and ACMs are elected by the GSRs and current Committee
members. GSRs who have completed their two year term of office
are entitled to stand for the position of ACM for a two year
term. ACMs who have completed their two-year term of office
are entitled to rotate automatically to position of DCM for
a two year term.
New DCMs and ACMs are elected in for a two-year term of office
which begins at the next regular District meeting.
The election of DCMs and ACMs shall be by a show of hands,
acted upon separately. A majority of votes (one-half plus
one) will determine the elected. If more members wish to stand
than there are vacancies, the number of votes received in
descending order determines who will serve.
Special elections to fill a vacancy will be held at the time
of occurrence of the vacancy by the procedure given above.
A DCM or ACM elected during the last quarter of the year may
stand for a full term at the beginning of the new year. In
the spirit of rotation, DCMs and ACMs shall not stand for
immediate re-election to the same office.
APPENDIX D -- Archives Committee Guidelines
1. Committee Member:
a. Archives Chairperson is elected by the body as described
in Appendix C.
b. Archives Alternate Chairperson is selected by the Archives
Committee, will serve for one year and may be selected for
a 2nd year.
c. Selection of Archives Chairperson:
1) Usually the Archives Chairperson has
served on the Archives committee for at least one year, has
at least five years of sobriety and is past or present GSR,
DCM, or ACM.
2) The Term is two years with a provision that an Archives
Chairperson may stand for a second 2-year term and that no
person serve for more than 2 consecutive 2-year terms.
d. Selection of Archives Alternate Chairperson:
1) Alternate to be selected by the Archives
Committee.
2) Will serve for one year, may be selected for 2nd term.
2. Meetings:
a. The Archives Committee will normally meet monthly, but
no less than quarterly.
b. The Archives chairperson is responsible for chairing Archives
Committee meetings.
3. Archives Committee Responsibilities:
a. Categorize materials.
b. Acquire Grapevines for current calendar year.
c. Responsible for monthly report at district meeting and
quarterly meeting report to the Area.
d. Oversees video tapes, DVDs, television and VCR/DVD players
to bring to groups upon request and is responsible for upkeep.
e. Responsible for portable display.
f. Responsible for Family Tree and to bring to monthly district
meeting.
g. Responsible to interview and record old timers.
h. Maintain a current list of old timers with phone numbers.
i. Responsible to prepare and review agreement for storage
area and for keys.
j. Responsible for upkeep of tape-lending library and to bring
to monthly District meetings.
k. Old Timers and Early Timers' meetings.
4. Budget:
a. Annual Committee Fund allocation as determined by approval
of the body and monthly rent for storage of the Archives Depository
at a location to be determined by the Committee and approved
by the body.
b. Donations are up to the Committee to use where needed.
c. All excess or losses incurred by Archives sponsored events
are absorbed by General Service District 9.
d. All purchases be approved by District 9 vote.
APPENDIX E -- District 9 Gratitude Dinner
STATEMENT OF PURPOSE
The purpose of the Gratitude Dinner is to bring AA members
together so that they may show their gratitude by sending
the financial proceeds of the dinner to General Services in
New York to help carry the message of Alcoholics Anonymous
worldwide.
Additionally,
the committee undertakes both to encourage involvement in
service at the district level and to demonstrate our gratitude
to a Higher Power and to Alcoholics Anonymous for our sobriety.
Composition
and Procedure
The General Service District 9 Gratitude Dinner Committee
shall be comprised of all AA members who wish to participate.
The Chairperson of the Committee is elected by District 9
General Service in January (See Appendix J). The Chairperson
then selects three trusted servants of General Service to
serve as a Co-Chairperson, Secretary and Program Chair.
The
District 9 Treasurer serves as Treasurer of the Gratitude
Dinner.
The
Dinner has its own checking account with two signatures of
Chair, Co-Chair or Treasurer on checks to dispense funds.
The balance received is sent to GSO New York and a small amount
retained as "start-up" for coming year.
Committee Meetings
The
Chairperson will call an initial meeting, get a volunteer
Secretary and take names and phone numbers of volunteers to
work or to serve as a dinner subcommittee chair for one of
the various subcommittees. The Chairperson will call additional
meetings of the dinner committee to coordinate activities.
APPENDIX F - PI/CPC Committee Guidelines
The following Guidelines are written in order to better have
the PI/CPC Committee of District 9, South Florida Area 15,
General Service of Alcoholics Anonymous conduct their business
in a more uniform manner from year to year:
1. Chairperson shall be elected from the general body of the
District in the usual fashion at the regular election meeting;
and it is recommended that they had served previously on the
Committee. Their term shall be for one (1) year with eligibility
to stand for a second year.
2. They are encouraged to attend the Quarterly Area PI/CPC
meetings and workshops and report back to the general assembly
at the district's monthly meeting.
3. They will have the opportunity to report at the monthly
District meeting the activities and accomplishments and problems
in the District.
4. They will hold monthly meetings where possible.
5. The Chairperson will cooperate with the local Intergroup
Public Information committee in the areas of participation
and report those activities back at the District monthly meetings
and also the Quarterly Area meetings.
6. Maintain and report Budgeted funds of the Committee to
the District on a regular basis as needed, but at least once
a year.
APPENDIX
G -- Support Your Services Committee Guidelines
In order to help the future members of this committee better
conduct their business, we have herein stated some guidelines
which we feel will be pertinent to better fulfill the aims
of the Support Your Services Committee of District Nine, South
Florida Area 15:
1. Activities: The committee recommends at least 4 (four)
functions per year; one to be a picnic held as close to June
10 each year to be known as "The Annual Founder's Day
Picnic." The Committee used the events listed below in
the past but future committees are not bound to this list,
and may have more or fewer activities:
a. Dances (2 per year)
b. Picnic (Founders Day)
c. Spaghetti Dinner
2. Officers: The chairperson of this committee is elected
from the general body of District 9 in October [see Appendix
C]. The person rotating out (after 2 consecutive terms) may
stand again after 1 full term out of office. It is also recommended
that the committee have a Co-chair to assist and possibly
prepare for this office. The sub-committee chairpersons are
to be chosen, by standing (volunteering) for each individual
event at the first planning meeting of each function.
3. Membership on the Committee: The main committee should
consist, as much as possible, of members of General Services
District 9, but any member of Alcoholics Anonymous may serve
if they so desire
4. Committee meetings: Our first planning meeting for each
event is generally held approximately 8 weeks prior to the
function, and thereafter as often as the committee feels is
necessary. Experience has shown, that it would be beneficial
to plan as many activities as possible at the beginning of
the year. This would facilitate such things as the need for
a particular hall, disc jockey, picnic shelter, etc. on the
date required.
5. Finances: This committee is charged with holding seed money
in the amount of $300.00 in prudent reserve for it's functions,
thereby alleviating the need for a motion and vote for said
money at the General Service meeting preceding each function.
This seed money is to be included in the financial report
after each activity as an income and an expense item. Said
money to be returned to the District 9 Treasurer in January
of each year. There should be a motion made and a vote taken,
for new seed money, at this time.
5. Finances: This committee is charged with holding seed money
in the amount of $300.00 in prudent reserve for its functions,
thereby alleviating the need for a motion and vote for said
money at the General Service meeting preceding each function.
This seed money is to be included in the financial report
after each activity as an income and an expense item. Said
money to be returned to the District 9 Treasurer in January
of each year. There should be a motion made and a vote taken,
for new seed money, at this time.
APPENDIX
H -- Special Needs Guidelines
1. Purpose: The Special Needs Committee will help carry the
A.A. message to alcoholics for whom it is difficult to attend
meetings regularly. Examples of persons that will be served
by this committee may include those with chronic illness or
with physical limitations in sight, hearing or mobility, the
homebound or persons with limited reading skills.
2. Committee Membership: The majority of members would be
A.A.s in District 9 General Service, yet any A.A. member with
a desire to serve can join this committee There will be a
Chairperson, Co-chairperson and Secretary-Treasurer to conduct
business under the general body of District 9 Guidelines and
the provisions of this Appendix.
3. Officers
a. The Chairperson would have two years continuous sobriety
as suggested and be a past or present DCM, ACM or GSR. They
will stand in District's general elections in November for
a one year term, with eligibility to stand for second year.
Duties are to:
1) Schedule and conduct regular and special
meetings to fulfill committee's purpose.
2) Submit written and oral reports of committee work at District's
business meeting,
3) Submit annual budget and report use of committee funds
through the 31st of December.
4) Elect committee Co-chairperson and Secretary-Treasurer
from committee members.
5) Do customary duties for committees and as District Chairperson
might request.
b. Co-chairperson is elected from committee membership to
perform duties of Chairperson in his/her absence and assist
in activities as determined within committee.
c. Secretary-Treasurer is elected from committee membership
to perform duties customary for such combined position. Secretary-Treasurer
will keep such records as Chairperson and committee would
decide necessary for Chairperson to fulfill committee responsibilities.
Accounting of committee money does require a record of expenses
with accompanying receipts regular reports of the balance
in treasury, and an end of term report.
APPENDIX I -- Carry the Message Day Guidelines
1. Purpose: The purpose of Carry the Message Day is to learn
more about the Legacy of Service. It demonstrates what activities
and services are available within General Service and Intergroup
of Broward County. These committees work together to provide
support services to all members of Alcoholics Anonymous and
to the alcoholic who still suffers.
2. Committee Membership: There will be three (3) Chairpersons,
one (1) from General Service , one (1) from Intergroup and
one (1) from Instituions. All Service Committee Chairs are
a welcomed and important part of the success of this event.
All who wish to volunteer will form the sub-committees. It
is suggested that the General Service Chairperson choose a
General Service Co-chair to assist and possibly prepare for
this office.
3. General Service Chairperson's Responsibilities:
a. Schedule and conduct planning meetings.
b. Make reports at monthly district meetings.
c. Keep in communication with Intergroup and Institutions
co-chairs & sub-committee co-chairs.
d. Follow and update the Carry the Message Day Workbook.
APPENDIX J - Literature Committee
1. Purpose: The purpose of the District Literature Committee
is to encourage the use of and review existing literature,
suggest updates and/or revisions, and respond with input as
requested by the General Service Conference or our Area Delegate
or designee.
2. Responsibilities:
a. Review AA Literature and audio-visual material as directed
by the General Service Conference through our Area 15 Delegate
and recommend a response that would be ratifed by our District.
b. Review and report on AA Literature as designated by District
9 Geneneral Service.
c. Create a display of AA Literature that would be available
at District 9 functions and requests by groups in District
9.
3. Meetings: Suggested monthly, but minimally quarterly.
4. Committee Membership: The literature committee is open
to all interested AA members.
5. Budget: $200.00 per year.
6. Literature Committee Chairperson: The election of the chairperson
will follow the third legacy procedures. Suggested minimum
sobriety is five years. Qualifications: Present or past DCM,
ACM or GSR.
APPENDIX
K -- DISTRICT 9 WEB SITE
SCOPE:
1) Content shall include and be limited to:
a) The following AA literature:
i) 12 Steps, 12 Traditions, 12 Concepts;
ii) A.A. Preamble
iii) "I Am Responsible" and "Declaration of
Unity"
b) Information on District 9 Meetings and Area Quarterlies,
including the upcoming
Quarterly Host district's flyer;
c) Hyperlinks to any AA World Services websites, such as the
i) General Service Office's, located at www.aa.org
ii) The Grapevine, located at www.aagrapevine.org
d) A disclaimer to be found upon existing the web site to
the above listed links:
e) Anonymous e-mail addresses of all District 9 Officers (e.g.
chairperson@district 9aa.org, etc);
f) A "Chairpersons's Corner" to be used by the District
Chairperson for communication
with the district.
g) Individual pages for any District 9 Standing Committees;
h) Information on Area 15 and District 9 events, workshops,
and activities.
i) Flyers for any event posted on the District Calendar, such
as the Old-Timer's meeting.
j) A link to the Broward County Institutions Committee website
k) Information and flyers for the State and International
AA Conventions
l) A link to the Akron Intergroup Archives website
m) A link to an information page wherein local professionals
can request further information via an anonymous email
Composition:
1) A District Standing Committee responsible for the creation
and maintenance
of the Website;
2) This committee shall be chaired by a web servant, to be
voted on by the DCMs/ ADCMs/ GSRs;
3) The committee shall also consist of four additional voting
members;
4) The District Chairman shall be a member, ex officio;
PROCEDURE:
1) In the spirit of cooperation, the webservant would be responsible
for preparing a
to be presented to the PI/CPC committee which shall include:
a) updates to the website;
b) website activity;
c) summary of requests and correspondence;
2) Any major change or addition of the website's content must
be approved by the District 9 body;
3) The webservant shall also present a report to the District
body during the
District Business Meeting
4) The website shall be maintained in accordance with the
12 Tradition, the 12 Concepts,
District 9 and Area 15's Current Practises.
APPENDIX
L -- FINANCE COMMITTEE
COMPOSITION:
The Finance Committee is composed of a Chairperson (two years
continuous sobriety is suggested) and two other persons elected
by the body plus the current District Treasurer and District
Chairperson (ex-officio). The Chairperson and all members
will be a past or presetn DCM, ACM or GSR.
The Finance Chairperson is elected by the body first and the
two other committee members are elected by the body by descendin
number of votes. They have atteneded the Area 15 Finance Committee
Meeting and have a full understanding of finances for this
body.
PURPOSE:
To provide to the body, in an alternative format to the treasurer's
report, a view of the district's budget with YTD (Year To
Date) expenditures.
To provide basic information to the body for greater understanding
of motions requesting funds beyond budgeted amounts so that
an informed group conscience can be made.
STATEMENT OF SCOPE:
To perform quarterly reviews of current budget and YTD expenditures
thus ensuring budgets are not exceeded and that budgeted amounts
will be used.
To accept requests from Standing and Special committees for
monies requested over budgeted amount. When such a request
occurs, only two questions (From Concept XI, AA Service Manual)
are to be put to the request.
1. Is this necessary and desirable now?
2. Can we afford it, all considered?
RESPONSIBILITY:
The Finance Committee will meet at a minimum once per quarter
during the same months that Area 15 service quarterlies are
held; January, April, July, and October. A special meeting
may be called to addrss issues that are timely and urgent.
It is suggested that the Finance Chairperson attend the Area
15 Finance meeting (unfunded) to enhance their understanding
of the relationship of finance within Alcoholics Anonymous.
The proposed budget for District 9 for an ensuing calendar
year will be presented to the body by the Finance Committee
no later than November of the preceding year so that such
budget can be reviewed prior to voting in December of such
preceding year.
PROCEDURE:
Chairperson will coordinate quarterly meetings to maintain
the scope of the committee. The committee will, at each meeting,
review YTD expenditures, provided by District Treasurer. Committees
under or over budgeted amount for the year will be informed
by way of report given at the next business meeting. Any committee
requesting funds beyond budgeted amounts will submit in writing
no later than the District 9 business meeting preceding the
month the Finance Committee is due to meet. Answers to the
above questions on all such requests will also be included
as part of the report to the body and as such the committee
may recommend such motions out of committee for monetary requests.
All motions for money requested will go before the body for
vote whether recommended or not. In October YTD expenses,
projected changes in expenses and requests from committees
for budget increases (such requests are due to committee at
September business meeting) for the upcoming year will be
used with input from treasurer to create a proposed budget
for the upcoming year. If the Finance Committee Chair fails
to coordinate the quarterly meeting, the district Chairperson
will ensure coordination the following quarter to ensure responsibility
to the body is fulfilled.
APPENDIX
M -- CURRENT PRACTICES
COMPOSITION:
This Committee is Chaired by one member appointed by the District
Chairperson and announced in December. Other members will
be on a volunteer basis.
SCOPE:
Create a Book of Motions and Book of Current Practices from
Archived District #9 minutes. Update the Book of Motions and
the Book of Current Practices quarterly once original books
are completed. Updates the Legacy of Service and Guidelines
at the end of even numbered years.
PROCEDURE:
Holds quarterly meetings to fulfill it's responsibilities.
E-mails
District Webmaster an updated copy of the Book of Current
Practices quarterly. E-mails the District Webmaster an updated
copy of the Legacy of Service and Guidelines at the end of
even numbered years.
Provides
newly elected District an updated copy of the Current Practices
Binder at the beginning of odd numbered years. The Binder
includes the Book of Motions, the Book of Current Practices,
the Legacy of Service, a Forms section and a Historical Documents
section.
Presents
a report of Committee activities orally at the District business
meeting and in written form for inclusion in the District
minutes.
Provides
the District Finance Committee with an annual request for
funds at budget time.
