DCM. District Committee Member

Transcription

1 DCM District Committee Member The District Committee Member (DCM) is an essential link between the Group GSR and the Area Delegate to the General Service Conference (The AA Service Manual) This packet can be downloaded from Area 36 website:

2

3 Table of Contents Responsibility Statement 1 Why am I called a District Committee Member? 1 A Declaration of Unity 1 A Word about Commitment 2 District Committee Member s Suggested Duties 2 Structure of the Conference Diagram 2 Is your Group Linked to AA as a Whole? 3 New Group Form 6 Group Information Change Form 7 Suggested District Meeting Agendas 8 Sample District Meeting Format 9 Sample District Meeting Agenda 9 GSR Orientation 10 What is a Group Conscience and Why is it Important? 11 Group Inventory Norms 12 Group Inventory Questions 13 Suggested Workshop Format 14 Conference Approved Literature, What it means 15 Concepts Checklist 16 History of the General Service Conference 19 Regional and Local Forums 20 Distribution of General Service Conference Agenda Items and Background Materials 21 Overview of the Southern Minnesota Area Assembly 22 Diagram of the Southern Minnesota Area Assembly Structure 24 Voting at Assemblies 25 AA s Third Legacy Procedure 26 Flowchart of an Area 36 Agenda Item 27 Evolution of a Conference Advisory Action 28 Makeup of the General Service Conference 39 Southern Minnesota Parliamentary Procedure 30 A Short Guide to Parliamentary Procedure 31 Southern Minnesota Area Assembly Events Calendar 33 Page

4

5 Welcome to the Area Committee!! "Perhaps more than any other group in AA, the Area Committee is responsible for the health of the Conference structure and thus for growth and harmony in the AA Fellowship. RESPONSIBILITY STATEMENT I am responsible when anyone, anywhere Reaches out for help, I want the hand of AA always to be there And for that, I am responsible. WHY AM I CALLED A DISTRICT COMMITTEE MEMBER? You are called a District Committee Member (DCM) rather than District Chairperson because you also serve the Southern Minnesota Area as a member of the Area Committee. Along with the Area Standing Committee Chairs, past Delegates, and Area Officers, DCM's represent their Districts at quarterly Area Committee Meetings to handle routine business and set the Assembly agenda. By delegating some responsibility to the Area Committee (Concept II), the Assembly is allowed to address policy-level matters, Area-wide Twelfth Step opportunities, and issues facing AA as a whole. It is vitally important that you or your alternate attend the Area Committee Meetings. Without representation at the Area Committee meetings, the crucial flow of communication throughout the Area is blocked. Working together w e can make sure that the hand of Alcoholics Anonymous is there when someone reaches out for help, and that AA's message is preserved for future generations. A DECLARATION OF UNITY This we owe to AA s future; To place our common welfare first; To keep our fellowship united; For on AA unity depends our lives, and the lives of those to come. 1

6 A WORD ABOUT COMMITMENT Commitment, in terms of recovery, means recovering some of those basic principles which all of us were taught as children, but which we lost somewhere in pursuit of self. As members of the general service structure, those principles that we must now demonstrate as a trusted servant include willingness, self-sacrifice, honesty, consideration of others, thoughtfulness, love, tolerance and, most of all, basic etiquette. Do we show up when we say we will? Are we on time? Do we mark our AA commitments on the calendar and then work around them, or do we attend only if it doesn t interfere with our own pleasure? When we are unable to make an event that the GSR should attend, do we arrange for our alternate to be there? Do we keep our alternates well informed and involved? Do we attend as many service activities as possible in order to become better informed, or do we do the least possible required? Do we tend to our responsibilities cheerfully or portray them as a drag? Are we able to offer criticism lovingly and based on the application of our three legacies, or do we let personalities get in the way? All of these things are important to being committed to service in AA, but the bottom line is: Are we giving in proportion to what has been given to us? Gratitude is an action word. It is something we show, not just something we talk about. If we give only a tenth of what has been given to us, we should all be shining examples of service and commitment in AA DISTRICT COMMITTEE MEMBER S SUGGESTED DUTIES 1. Appoint members to chair District Standing Committees. 2. Hold regular meetings of all GSRs that are in your District. 3. Invite Area Officers, Area Standing Committee Chairs or Past Delegates to participate in your District meetings. 4. Thoroughly orient GSRs regarding their responsibilities and roles in the general service structure. 5. Stress the importance of communication to and from their Groups. 6. Fully inform GSRs about the General Service Conference and introduce them to Conference Agenda Items to prepare them for the Delegates Workshop. 7. Orient and guide GSRs through the AA Service Manual. 8. Familiarize GSRs with the Twelve Concepts for World Service. 9. Feature a monthly Concept presentation at your District meetings 10. Discuss upcoming Assemblies and Service Conferences with GSRs. 11. Welcome new GSRs to attend Area Standing Committee Meetings. 12. Review items on the Agenda for voting at the Area Assembly or Committee meetings. Stress that GSRs should take this information back to their Groups to obtain a group conscience. Using Pro/Con discussion formats can be very helpful to inform GSRs. Cont d. 2

7 DISTRICT COMMITTEE MEMBER S SUGGESTED DUTIES (Cont d.) 13. Become familiar with the basics of Parliamentary Procedure and help explain this procedure to GSRs. Note: A short form is available on the Area web site: Familiarize GSRs with Conference-approved books and literature, particularly AA Comes of Age. 15. Explain the usefulness of Box 459 (General Service Office newsletter). 16. Familiarize and inform GSRs about various pamphlets, workbooks and service materials. 17. Familiarize and inform GSRs about AA Guidelines. 18. Familiarize and inform GSRs about the and websites. In particular, the New to Service section. 19. Encourage GSRs to share their group service activities, Traditions issues and Group problems and solutions. 20. Conduct group visits as suggested in the AA Service Manual. Your Alternate DCM can help with group outreach efforts. 21. Hold workshops on service related subjects and activities. Working with other Districts can be helpful. 22. Work with the Area Group Records Chair in updating group information within your District. 23. Schedule the Delegates Conference Report for the District. If possible, do not conduct District business that month to allow the Delegate sufficient time. 24. Send your District minutes to all Members of the Area Committee. 25. Write a quarterly newsletter report for the Area Newsletter about what s happening in your District. 26. Attend all Area events. If you cannot attend, it is your responsibility to send your Alternate. Keep the Alternate DCM informed at all times. 27. The DCM is the heart of the Area Committee. DCMs represent the Groups at the Area Committee meeting. DCMs are responsible for setting the Agenda for Area Assemblies. Reprinted From The AA Service Manual Combined With Twelve Concepts for World Service. Page S15, with permission of AA World Services, Inc. 3

8 IS YOUR GROUP LINKED TO AA AS A WHOLE? Most groups in the United States and Canada choose to be linked to AA as a whole by listing the group with the General Service Office (GSO) as well as with the Area Assembly, District and local central/intergroup office 1. Listing with a central/intergroup office does not link your Group with the Area, District or General Service Office. Each Group must register to each separately. Groups listed with GSO have either General Service Representatives (GSR) or "Group Contacts," who act as channels for two-way information and shared experience. Once a Group is listed with GS0, the Group information is shared with the Area Assembly via the Delegate. Group information may be first received by the Area, which then shares the information with GSO. What's the point? Each Group linked to the local general service structure is automatically a part of the "group conscience" of AA in Canada and the U.S. through their GSR s participation in District meetings and Area Assembly. Each GSR communicates his or her Group's "conscience" on important matters of policy considered by the District and Area Assembly. During the Annual General Service Conference, the Area's Groups are represented by their elected Delegate. Groups in our listings are included in the confidential domestic directories 2 published annually, which provide contact information for traveling AA members. New groups listed with the GSO are assigned an identifying Service Registration Number (ID), 3 receive a "Group Handbook" through their GSR (or Group Contact for new Groups), and are included in mailings sent to all listed AA Groups. For instance, Groups receive our bi-monthly newsletter Box that keeps them informed on policies being considered by the Conference, changes to AA literature, and when and where their Regional Forum will be held (Forums are weekend gatherings where current experience is shared). Additionally, GSRs or Group Contacts for listed Groups receive registration details for each International Convention, held every five (5) years. How? To participate in services provided by GSO to AA Groups, it is vital to furnish simple information to GSO through the Alcoholics Anonymous New Group Form. To notify GSO when Group information changes, i.e. the Group Contact or GSR moves or resigns, and a new GSR or Group Contact is elected; or, when there is a change in the Group's location or meeting day(s) and time, please use the Alcoholics Anonymous Group Information Change Form. Group changes should also be given to the Area Registrar/Secretary, and to the District Committee Member (DCM). A New Group: When a new Group forms, the Members usually take time to decide on the name of the new Group, 4 elect trusted servants, plan the time and format of meeting(s), and obtain AA literature from the nearby central/intergroup office. A new Group may first ask to be listed with the local District and Area, or through direct contact with GSO. Either way works well. When GSO receives an Alcoholics Anonymous New Group Form, a copy is forwarded to the Delegate of the Area where the Group is located, so that the Delegate may communicate the good news to the DCM and Area Registrar/Secretary. Thirty (30) days after Group information is sent to the Delegate, the Group is assigned an ID Registration number for GSO's records, and a "Group Handbook" is mailed to the GSR or Group contact. 1 To participate fully, a Group lists itself: 1) with the general service structure (GSO, Area and District); and, 2) with the local intergroup/central office. 2 Domestic directories are: Eastern U.S., Western U.S. and Canadian. Each Group is identified by city or town, Area and District, group name, meeting day(s), and GSR's or contact's name and phone number. Alternate GSRs or contacts are also listed. Directories are widely used by traveling members, so only Groups that provide a GSR or contact's telephone number are listed. 3 Once an ID number is assigned and becomes part of a Group's record, the number remains with the Group and is not usable by any other Group. 4 Guidelines for naming an AA Group are based on "group conscience" as expressed through the Annual General Service Conference. "The AA Group" pamphlet, the basic guide for all groups in Canada and the U.S., suggests that a Group avoid choosing a name that might suggest affiliation with any organization, club, political or religious institution. New Groups are also advised to avoid names that refer to "family," "double trouble," "alcohol and pills" or the name of any actual person, living or dead.'' ("The AA Group" pamphlet is available at central or intergroup offices or through GSO.) 4

9 IS YOUR GROUP LINKED TO AA AS A WHOLE? (Cont d) Your District: Regardless of how new group information is received; the DCM will make contact and welcome the Group to "general service. Whether a Group is "new" or has existed for years, the DCM is the primary contact through the GSR or Group contact. Group representatives attend District meetings where they are kept up-to- date on AA activities and topics of interest. GSRs attending District meetings are an excellent resource for addressing Group problems and concerns. In matters affecting AA as a whole, a Group's ''conscience" is communicated to the Area Assembly by their GSR. GSO staff members are always happy to hear from AA members and groups. GSO has two primary purposes: 1) to serve as a resource to better enable groups to carry the AA message of experience, strength and hope to the still-suffering alcoholic; and, 2) to provide services to AA as a whole which individual groups cannot usually manage, such as the publication of AA literature. The AA Group is the fundamental unit supporting AA recovery. If you do not know how to contact your group's DCM, Area Registrar/Secretary, and Delegate, staff members in the General Service Office can often provide that information. Mailing address: General Service Office P.O. Box 459 Grand Central Station New York, New York Telephone: (212) Website: Location: 475 Riverside Drive 11th floor New York, New York HOW A GROUP BECOMES LISTED AS ACTIVE The first time that a Groups information is forwarded to GSO the Group is listed as pending and is assigned a Group Service Registration Number. GSO delays the processing of new groups for 30 days to allow for the local AA structure to participate in the process. After the 30-day period has passed, the status of the Group changes from pending to active. HOW A GROUP BECOMES ACTIVE UNKNOWN If the GSO doesn t have a GSR or Group Contact with a viable address listed for the Group, (this usually occurs due to mail being returned), the Group is listed as Unknown until someone from the Area advises GSO to activate (with an updated status of a GSR or Contact name) or inactivate the Group. HOW A GROUP BECOMES LISTED AS INACTIVE When the GSR or Group Contact advises GSO directly that their Group is no longer holding meetings, GSO inactivates the group. If a person other than the GSR or Group Contact advises GSO that the group is no longer holding meetings, the procedure is as follows. GSO sends a letter to the group GSR or Group Contact to verify that the group is no longer holding meetings. The group has 35 days to respond. If there is no response; the Group is listed as inactive. If the Group responds and they are still holding meetings; the group remains active. If the group has no GSR or Group Contact and GSO is advised that the group in inactive, GSO inactivates the Group. The decision to continue a Group as active or to list a group as inactive results, on the one hand, from up-to-date input from the Groups and Areas or, on the other hand, is the consequence of a Group or Area not providing requested information for group updates. As a DCM you may be asked to provide an annual or on-going update of all the groups in your District. 5

10 U.S. and Canada ALCOHOLICS ANONYMOUS NEW GROUP FORM "Our membership ought to include all who suffer from ak;oho/ism. Hence we may refuse none who wish to recowr. Nor ought AA ~mbersh ip wer depend upon money or conformity. Any IVrO or three alcoholics gathered together for sobriety may call themselves an AA. group, provided that, as a group they haw no other affiliation."- Tradition Three (the long form) "Each&oholics Anonymous group ought to be a spiritual entity having but one primary purfx>se- that of carrying ils message to the ak;oho/ic who still suffers. " - Tradition Five (the long form) "Unless there is apprq>(imate conformity to AA 's TV> 1ve Traditions, the group... can deteriorate and die."- Twelve Steps and Twelve Traditions, page 174. A.A.'s Traditions suggest that a group not be named after a facility or member (living or deceased), and that the name of a group not imply affiliation with any sect, religion, organization or institution. G~UPNAME: G~UP MEETING LOCATION: GROUP START DATE: NUMBER OF MEMBERS: ADDRESS: CITY/TOWN: STATE/P~VINCE : ZIP CODE:----- MEETING DAY MON D TUES Cl WED 0 THURS D FRI D SAT D SUN D MEETING TIMES LANGUAGE (Please check one./) ENGLISH D SPANISH CJ FRENCH CJ OTHER (Specify) GENERAL SERVICE REPRESENTATIVE NAM~ ADDRESS: CITY/n)WN: STATE/PROVINCE: ZIP CODE: TELEPHONE: ALTERNATE G.S.R. 0 OR MAIL CONTACT 0 ( Please check one.i) NAME: ADDRESS: CITY/n)WN: STATE/PROVINCE: ZIP CODE: TELEPHONE: Does your Group meet in a hospital, treatment center or cletox center? If yes, is it open to A.A. members in the community as well as to patients in the center? DYes DYes 0 No D No If the Group is to be listed in the Director)/ please provide a telephone number and mailing address for the G.S.R., Alternate G.S.R., or Group contact. Usting in the Directory is for Twelfth Step referral and/or for meeting information. The G.S.R.'s (or other contact) name and telephone number will be included in the Directory with the group's name and service number. OK n) LIST IN THE DIRECn)RY? D Yes D No SIGNATURE: DATE: THREE WAYS TO RETURN THIS FORM: D Postal Mail to: A.A. World Services, Inc. Grand Central Station P.O. Box459 New York NY D By Fax: (Attn: Records) 0 records@aa.org FOR G.S.O. RECORDS DEPT. USE ONLY DELEGATE AREA NUMBER: DISTRICT NUMBER: GROUP SERVICE NUMBER (ASSIGN BY G.S.O.) F-30 - ReVised

11 u.s. and Canada ALCOHOLICS ANONYMOUS GROUP INFORMATION CHANGE FORM GROUP SERVICE No. DATE: DELEGATE AREA No. DISTRICT No. No. OF MEMBERS: OLD INFORMATION GROUP NAME: Group Meeting Location: Street: Ci~/Town: State/Province: Zip Code: Telephone: MEETING DAY MON 0 I TUES 0 I WED 0 I THUR 0 I FRI 0 I SAT 0 I SUN 0 MEETING TIMES l l l l l l GENERAL SERVICE REPRESENTATIVE (G.S.R.) Name: Street: City/Town: State/Province: Zip Code: Telephone : E-ma il: NEW INFORMATION GROUP NAME: Group Meeting Location: Street: City/Town: State/Province: Zip Code: Telephone: MEETING DAY MON 0 I TUES 0 I WED 0 I THUR 0 I FRI 0 I SAT 0 I SUN 0 MEETING TIMES l l l l l l GENERAL SERVICE REPRESENTATIVE (G.S.R.) Name: Street: City/Town : State/Province: Zip Code: Telephone : ALTERNATE G.S.R. 0 or MAIL CONTAO 0 (Pieasecheckane.f) Name: Street: City (Town: State/Province: Zip Code: Telephone : ALTERNATE G.S.R. 0 or MAIL CONTAO 0 (Pieasecheckane.f) Name: Street: City/Town : State/Province: Zip Code: Telephone : If the Group is to be listed in the Directory, please provide a telephone number and mailing address for the G.S.R., Alternate G.S.R., or Group contact. Listing in the Directory is for Twelfth Step referral and/or for meeting information. 'The G.S.R/s (or other contact) name and telephone number will be included in the Directory with the group's name and service number. OK TO LIST IN THE DIRECTORY? 0 Yes 0 No SIGNATURE: DATE: "Our membership ought to include all who suffer from alcoholism. Hence '.'. may refuse none who wish to recaver.. Nor ought AA Aliembetship ever depend upon money or conformity. Any two or three alcoholics gathered together for sobriety may call themselves an AA group, provided that, as a group they have no other affiliation."- Tradition Three (!he long Form) "Each Alcoholics Anonymous group ought to be a spiritual entity having but one primary purpose-that of carrying its message to the alcoholic who still suffers." - Tradition Five (!he long form) "Unless there is approximate conformity to AA 's Twelve Traditions, the group... can deteriorate and die."- Twelve Steps and Twelve Traditions, page THREE WAYS TO RETURN THIS FORM: 0 Postal Mail to: A.A. World Services, Inc. 0 By Fax: (Attn; Records) Grand Central Station P.O. Box459 New York, NY records@aa.org F-28 - Re vised 7-09

12 SUGGESTED DISTRICT MEETING AGENDA Using outside speakers such as Past Delegates, Area Officers, and Area Standing Committee Chairs is a wonderful way to add interest and excitement to the District meeting. As it says in our AA Service Manual, if you attract, you can t miss! Below are suggestions for monthly topics. Most importantly, your GSR s will have great ideas about things they want to discuss. Monthly Features Could Include: o Concept Presentation (five minutes) o GSR Topic/Open Sharing (fifteen minutes) o Committee Reports (five minutes) o Sample GSR Report (five minutes) Suggested Meeting Topics: Jan: Feb: Mar: Apr: May: June: July: Aug: Sept: Oct: Nov: Dec: GSR Orientation Part One. Introduce Preliminary Conference Agenda Items. GSR Orientation Part Two. Overview of the Conference Structure. Review the Final Conference Agenda Items. Review Conference Plan. Discuss Conference Agenda Items and prepare GSRs for the Delegates Workshop. Literature Review (three minutes) Discuss Conference Agenda Items. Show the Circles of Love and Service video. Spotlight on CPC. Delegate s Post-Conference Report. Show the Hope video. Spotlight on P.I. View some Public Service Announcements (PSAs) Delegate s Post-Conference Report. Spotlight on Treatment. Delegate s Post-Conference Report. Concept Presentation (five minutes) Spotlight on Remote Communities. Spotlight on Corrections. Show Carrying the Message Behind These Walls video. Spotlight on the Grapevine and all Grapevine products. Spotlight on the Seventh Tradition Gratitude Month. Spotlight on Archives. (Show the Markings on the Journey video) Note: The Delegate s Post-Conference Report will typically take 1 hour. 8

13 Agenda Agenda Sample Format No. 1 Welcome to the Southern Minnesota Area 36 General Service District Meeting (Current Meeting Date) Open with the Responsibility Statement and Introductions. Twelve Concept Short Form (AA Service Manual) Concept presentation of the month District Officer s reports GSR Orientation Part One (video) Old Business New Business GSR Sharing: 1. Example: Question of the Month. a. Can we ban a member who has been violent in a meeting? How do the Traditions apply? Close with the Declaration of Unity. Sample Format No. 1 District Meeting Agenda (Current Meeting Date) 1. Open with the Responsibility Statement and Introductions. 2. Open with the Serenity Prayer. 3. Introductions. 4. Concept presentation 5. We need a volunteer to present Concept in (month). 6. Approval of November minutes. 7. Treasurers report 8. Vote on the proposed budget for the District. 9. Minneapolis Intergroup report 10. Old business: 11. Monthly District agenda. 12. Adopt-A-Meeting Program. 13. Update on Local Committees. 14. New business: 15. GSR sharing th Tradition. 17. Presentation Working the Traditions in our Lives: 18. Presentation Working the Traditions in our groups: 19. Announcements. 20. Next meeting January Hand out preliminary Conference Agenda Items and a presentation on our General Service Structure and the Conference Structure by our Delegate. 21. Close with the Responsibility Statement. 9

14 GENERAL SERVICE REPRESENTATIVE ORIENTATION 1: Why do we need a Conference? (AA Service Manual) 2: What we were like, what happened and what we are like now. Give a brief history talk describing the development of the Conference and its importance to AA s survival. 3: So I m a GSR Now what? The most important job in AA Review of the AA Service Manual. The AA Group Handbook. Service sponsorship. 4: Registration is the key to communication. 5: GSR Calendar. 6: What is the District? 7: What is the Area? Are you registered as a GSR? Review the New Group form. Review the Group Update form. You will receive Box 459 and the Pigeon. Review District and Area Calendars. Your Group should cover your travel expenses. Review of the Area map. Hear reports from your DCM about issues affecting the unity, health and growth of AA as a whole. Share experience, strength and hope with groups in your neighborhood to help solve problems. Share opportunities to carry the message in your own backyard Review the overview of the Southern MN AA (SMAA) Service Structure. Review the SMAA Flow Chart. 8: What we do at an Area Assembly. Carry your Group s voice to the General Service Conference through your Area Delegate. Help with Twelfth Step work too large to be handled by one group or a District, i.e., State Fair Public Information (P.I.) Booth. 9: GSR Reporting Attraction rather than promotion. 10 The GSR s vital link. Give five-minute reports, more than one if needed. Be organized a little preparation goes a long way! Talk about the Birthday Plan. Informed Group Conscience! Distribute background materials prior to business meetings. Have Pro-Con presentations to get Members informed. Parliamentary Procedure. (Brief Guide to Parliamentary Procedure) Importance of General Service Conference Agenda Items. 11: Questions, Answers and Sharing 10

15 WHAT IS A GROUP CONSCIENCE AND WHY IS IT IMPORTANT? What is a Group Conscience? Most generally, this is a decision reached by discussion and vote of 2/3 rds majority of the Group members. The vote is designed to inform the GSR of the Group s opinion regarding its feelings, approval or disapproval, for or against change. The Informed Group Conscience. In arriving at a Group Conscience, many Groups in our Area find it beneficial to do some research concerning the question at hand. This can be done in a variety of ways. Each member can study AA s experience with the problem, through reading our literature. Another method may be to have an individual member do the reading and give a short report on what was found. Perhaps this is where our Twelve Traditions can be applied most effectively. In discussing a problem, it may be well to ask other Members to share their opinions on how the Traditions can be applied or how they affect a particular problem. The vital function of the GSR is in sharing the experience of other Groups with respect to a problem. The developing of an informed group conscience is always a thoughtful process, involving more than just the raising of hands! Why do we need one? Our Traditions clearly inform us that the group conscience is our ultimate authority. The less a Group Conscience is expressed, the greater potential that a small minority may exert its power over the Group or AA as a whole. Each of us, well intentioned as we may be, ought never be the final authority. Our experience is full of examples of those who either attempted to become authorities, or those who were given responsibility, becoming unhappy or, even worse, getting drunk. The group conscience, while insuring AA s continuing survival, also insures the continuing sobriety of each Group member. 11

16 GROUP INVENTORY NORMS Facilitator s role: The facilitator is neutral with no opinion; experienced with conducting this type of meeting; and is here to keep the meeting on its desired track. Level set items: o o o o All agree on the inventory questions to be used. Set an end time and agree on it. All agree to the following Norms of Behavior. It s best to direct comments to the facilitator to avoid personalizing discussion. Norms (Normative Behavior): o o o o o o o o o o o o o No decisions will be made. This is not a business meeting. Decisions should be made at a regularly scheduled business meeting. A consensus is possible but is not necessary. The Group agrees to keep the facilitator in their role. Titles should be checked at the door. All members agree to work together to complete the agenda. Members do not interrupt when someone else is talking. Members agree to raise a hand to be recognized. There is no such thing as a bad opinion. Members agree to treat one another with dignity and respect. Members agree to keep AA s primary purpose uppermost in mind at all times. We need a timekeeper and someone to record the inventory. Have fun! NOTE TO MODERATORS/REPORTS: It is not necessary to report all discussion - only the subject and the sense of the meeting need be recorded. The notes above represent the format of the workshops that are held each year at the General Service Conference. There are other ways, of course, to conduct workshops. For instance, if a series of workshops is being held on the AA Guidelines or The AA Service Manual combined with Twelve Concepts for World Service, participants might be asked to read the Guidelines or a chapter in the Manual and come prepared with their questions. In some cases the portion to be discussed is read aloud, with each participant taking his turn to read a few paragraphs and then informal discussions on the subject take place. However, when a report is needed or wanted, it is important to have the subject recorded, as well as the sense of the meeting on the subject. If a District Committee Member or Delegate, for instance, is trying to interest GSRs in the Guidelines or The AA Service Manual combined with Twelve Concepts for World Service, it is helpful sometimes to prepare questions in advance, giving each participant a list of the questions to be discussed. The best method is always the one that suits your own purpose best. We hope you will share with us what formats you find successful so that we will have them on hand to share with others. Good luck and best wishes from all at G.S.O. 12

17 AA GROUP INVENTORY 1. What is the basic purpose of our group? 2. What more can our group do to carry the message? 3. Is our group attracting alcoholics from different backgrounds? Are we seeing a good cross-section of our community, including those with special needs? 4. Do new members stick with us, or does turnover seem excessive? If so, why? 5. What can we as a group do to retain members? 6. Do we emphasize the importance of sponsorship? How effectively? How can we do it better? 7. Are we careful to preserve the anonymity of our group members and other AAs outside the meeting rooms? Do we also leave what they share at meetings behind? 8. Does our group emphasize to all members the value of keeping up with the kitchen, set-up, clean-up and other housekeeping chores that are essential for our Twelfth Step efforts? 9. Are all members given the opportunity to speak at meetings and to participate in other group activities? 10. Mindful that holding office is a great responsibility not to be viewed as the outcome of a popularity contest, are we choosing our officers with care? 11. Are we doing all we can to provide an attractive and accessible meeting place? 12. Does our group do its fair share toward participating in the purpose of AA as it relates to our Three Legacies of Recovery, Unity and Service? 13. What has our group done lately to bring the AA message to the attention of professionals in the community the physicians, clergy, court officials, educators, and others who are often the first to see alcoholics in need of help? 14. How is our group fulfilling its responsibility to the Seventh Tradition? Reprinted from The AA Group (P-16), pages 27-28, with permission of AA World Services, Inc. 13

18 SUGGESTED WORKSHOP FORMAT In response to many inquiries at GSO, requesting information on conducting workshops, we have prepared this memo to share with you some ways that workshops may be conducted. 1) Each workshop selects or appoints one person to act as moderator and one person to act as reporter. 2) After the topic(s) for discussion has been decided upon, each participant is asked to write a question (3x5 cards can be provided) on the subject under discussion and pass it to the moderator. If more than one topic is on the agenda each will be discussed in turn. 3) The moderator will read each question in turn and go around the table asking for comments. (A time limit might be agreed on in advance of discussion.) A sense of the meeting will then be asked on each question, and will be recorded by the reporter. If cards are provided, answers can go on the back. 4) If the participants prefer to ask the questions verbally, the reporter records each question. 5) It is suggested that no one speak on any question a second time until everyone who wishes to speak has had the opportunity to do so. 6) If all workshop sections are on the same topic, one reporter is selected to give a brief report to the whole conference, assembly, etc., combining the sharing of all sections. 7) If each workshop discussed a different topic, one reporter gives a brief report to the entire conference, assembly, etc or 8) If there is only one workshop, such as a District Committee Meeting, AA Group, etc., the report can be copied for all participants or filed for reference. 14

19 CONFERENCE APPROVED LITERATURE Conference-approved What It Means to You The term Conference-approved describes written or audiovisual material approved by the Conference for publication by GSO. This process assures that everything in such literature is in accord with AA principles. Conference-approved material always deals with the recovery program of Alcoholics Anonymous or with information about the AA Fellowship. The term has no relation to material not published by GSO. It does not imply Conference disapproval of other material about AA. A great deal of literature helpful to alcoholics is published by others, and AA does not try to tell any individual member what he or she may or may not read. Conference approval assures us that a piece of literature represents solid AA experience. Any Conference-approved booklet or pamphlet goes through a lengthy and painstaking process, during which a variety of AAs from all over the United States and Canada read and express opinions at every stage of production. How To Tell What Is and What Is Not Conference-approved Look for the statement on books, pamphlets and films: This is AA General Service Conference-approved literature. Not all AA Literature is Conference-Approved. Central offices and Intergroups do write and distribute pamphlets or booklets that are not Conference-approved. If such pieces meet the needs of the local Membership, they may be legitimately classified as AA literature. There is no conflict between AA World Services, Inc. (AAWS - publishers of Conference-approved literature) and Central Offices or Intergroups - rather they complement each other. The Conference does not disapprove of such material. GSO does develop some literature that does not have to be approved by the Conference, such as service material, Guidelines and bulletins. Available at Most AA Groups Most local AA Groups purchase and display a representative sampling of Conferenceapproved pamphlets, and usually carry a supply of hardcover books. Conferenceapproved literature may be available at central offices and intergroups, or it may be ordered directly from GSO at substantial cost savings. Groups normally offer pamphlets free of charge, and the books at cost Copyright Conference-approved literature is copyrighted with the Copyright Office, Library of Congress, Washington DC, USA. To insure the continued integrity of AA literature and to make sure the AA recovery program will not be distorted or diluted; permission to reprint must be obtained from AAWS in writing. However, AA newsletters, bulletins, or meeting lists have blanket permission to use the material, providing proper credit is given to insure that the copyrights of AA literature are protected. The AA Preamble is copyrighted by The AA Grapevine, Inc. (not by AA World Services). Beneath it, these words should appear: Reprinted with permission of the AA Grapevine, Inc. The Steps and Traditions should be followed by these words: Reprinted with Permission of AA World Services, Inc. 15

20 Service Material from the General Service Office CONCEPTS CHECKLIST A service piece for Home Groups, Districts, Areas Some of these discussion points were originally developed by an AA group and further developed by the trustees' Literature Committee to be distributed by the General Service Office. While this checklist is intended as a starting point for discussion by Groups, Districts or Areas, individual AA members may find it useful along with our co- founder Bill W.'s writings, a service sponsor if you have one and reflection on your own service experience. Additional information about the Concepts can be found in The AA Service Manual/Twelve Concepts for World Service and "The Twelve Concepts Illustrated" pamphlet. (The Concepts stated here are in the short form.) Concept 1: Final responsibility and ultimate authority for AA World services should always reside in the collective conscience of our whole Fellowship. Does our Group have a General Service Representative (GSR)? Do we feel that our Home Group is part of AA as a whole and do our Group's decisions and actions reflect that? Do we hold regular Group Conscience meetings encouraging everyone to participate? Do we pass that Group Conscience on to the District, Area, or the local Intergroup meetings? Is the "collective conscience" of Alcoholics Anonymous at work in my Home Group? In my Area? Where do we fit in the upside-down triangle of AA? Are we willing to do what it takes to insure that our democracy of World service will work under all conditions? Concept II: The General Service Conference of AA has become, for nearly every practical purpose, the active voice and the effective conscience of our whole Society in its World affairs. Do we have an understanding of the history of the General Service Conference (the "Conference")? What is a Conference Advisory Action? Does our Home Group's GSR, DCM, Area Delegate report back to the Group on the highlights of the Conference and Conference Advisory Actions? Is our Group meeting its wider Seventh Tradition responsibilities? Concept Ill: To insure effective leadership, we should endow each element of AA - the Conference, the General Service Board and its service corporations, staffs, committees, and executives - with a traditional "Right of Decision." Do we understand what is meant by the "Right of Decision"? Do we grant it at all levels of service or do we "instruct"? Do we trust our trusted servants GSR, DCM, Area Delegate, the Conference itself? Concept IV: At all responsible levels, we ought to maintain a traditional "Right of Participation," allowing a voting representation in reasonable proportion to the responsibility that each must discharge. Do we understand the spiritual principles underlying the "Right of Participation"? What does "in reasonable proportion" mean? Do we understand when it is appropriate for AA paid staff to have a vote at the General Service Conference or in our local service structure? Do we expect that, because we are AA members, we should be allowed to vote at any group, even if we are not active members of that group? Cont d. 16

21 CONCEPTS CHECKLIST (Cont d.) Concept V: Throughout our structure, a traditional "Right of Appeal" ought to prevail, so that minority opinion will be heard and personal grievances receive careful consideration. Do we encourage the minority opinion, the "Right of Appeal", to be heard at our home group, district committee meetings, area assemblies and the Conference? What does our group accept as "substantial unanimity"? Has our group experienced the "tyranny of the majority" or the "tyranny of the minority"? Does our group understand the importance of all points of view being heard before a vote is taken? Concept VI: The Conference recognizes that the chief initiative and active responsibility in most world service matters should be exercised by the trustee members of the Conference acting as the General Service Board. Are we familiar with how our General Service Board (G.S.B.) Class A and Class B trustees serve AA? Are we familiar with how our other trusted servants serve AA? Are we clear about the terms, "chief initiative" and "active responsibility"? Can we see a direct link to our home group? Concept VII: The Charter and Bylaws of the General Service Board are legal instruments, empowering the trustees to manage and conduct world service affairs. The Conference Charter is not a legal document; it relies upon tradition and the AA purse for final effectiveness. Do we act responsibly regarding the "power of the purse?" Do we realize that the practical and spiritual power of the Conference will nearly always be superior to the legal power of the G.S.B.? Concept VIII: The trustees are the principal planners and administrators of overall policy and finance. They have custodial oversight of the separately incorporated and constantly active services, exercising this through their ability to elect all the directors of these entities. Do we understand the relationship between the two corporate service entities: AA World Services, Inc., the AA Grapevine and the General Service Board? How can the business term "custodial oversight" apply to the trustees' relationship to the two corporate service entities? Does my home group subscribe to GSO's bimonthly newsletter Box 4-5-9? The AA Grapevine? Do I? Concept IX: Good service leadership at all levels is indispensable for our future functioning and safety. Primary world service leadership, once exercised by the founders, must necessarily be assumed by the trustees. Do we discuss how we can best strengthen the composition and leadership of our future trusted servants? Do we recognize the need for group officers? What is our criteria for election? Do we sometimes give a position to someone "because it would be good for them?" Do I set a positive leadership example? Cont d. 17

22 CONCEPTS CHECKLIST (Cont d.) Concept X: Every service responsibility should be matched by an equal service authority, with the scope of such authority well defined. Do we understand "authority" and "responsibility" as they relate to group conscience decisions by GSRs, DCMs and our Area Delegates? Why is delegation of "authority" so important to the overall effectiveness of AA? Do we use this concept to define the scope of "authority?" Concept XI: The trustees should always have the best possible committees, corporate service directors, executives, staffs, and consultants. Composition, qualifications, induction procedures, and rights and duties will always be matters of serious concern. Do we understand how the roles of non-trustee directors and non-trustee appointed committee members help serve and strengthen the committee system? How do we encourage our special paid workers to exercise their traditional "Right of Participation?" Do we practice rotation in all our service positions? Concept XII: The Conference shall observe the spirit of AA tradition, taking care that it never becomes the seat of perilous wealth or power; that sufficient operating funds and reserve be its prudent financial principle; that it place none of its members in a position of unqualified authority over others; that it reach all important decisions by discussion, vote, and, whenever possible, by substantial unanimity; that its actions never be personally punitive nor an incitement to public controversy; that it never perform acts of government, and that, like the Society it serves, it will always remain democratic in thought and action. How do we guard against becoming a "seat of perilous wealth or power?" How do we practice prudent use of our Seventh Tradition contributions and literature revenue? Do we insure the spiritual liberties of all AA members by not placing any member in the position of absolute authority over others? Do we try to reach important decisions by thorough discussion, vote and, where possible, substantial unanimity? As guardians of AA's traditions, are we ever justified in being personally punitive? Are we careful to avoid public controversy? Do we always try to treat each other with mutual respect and love? 18

23 HISTORY OF THE GENERAL SERVICE CONFERENCE Resource Material When AA was quite young, a number of eminent psychologists and doctors made an exhaustive study of a good-sized group of so-called problem drinkers. They finally came up with a conclusion that shocked the AA members of that time. These distinguished men had the nerve to say that most of the alcoholics under investigation were still childish, emotionally sensitive, and grandiose. (Twelve Steps & Twelve Traditions, page 122) We recognize that alcoholics can t be dictated to individually or collectively. (Twelve Steps & Twelve Traditions, page 174) Bill knew that the newer members would not continue to accept this supervision: his mail regularly turned up letters that scolded him for exceeding his authority. If the members were critical of Bill, with his enormous prestige in the fellowship, there was little chance they would accept direction from old-timers, much less from Trustees they did not even know. (Pass it On, page 327) Your Third Legacy (The Grapevine, December 1950) Let s face these facts: First: Dr. Bob and Bill are perishable; they can t last forever. Second: Their friends, the Trustees, are almost unknown to the AA movement. Third: In future years our Trustees couldn t possibly function without direct guidance from AA itself. Somebody must advise them. Somebody or something must take the place of Dr. Bob and Bill. Fourth: Alcoholics Anonymous is out of its infancy. Grown up, adult now, it has full right and plain duty to take direct responsibility for its own headquarters. Fifth: Clearly then, unless the foundation is firmly anchored, through state and provincial representatives, to the movement it serves, a headquarters breakdown will someday be inevitable. When its old-timers vanish, an isolated foundation couldn t survive one grave mistake or serious controversy. Any storm could blow it down. Its revival wouldn t be simple. Possibly it could never be revived. Still isolated, there would be no means of doing that. Like a fine car without gasoline, it would be helpless. With AA s service lifelines tangled and severed, what then may happen to the millions who don t know? Thousands would continue to suffer on or die because we had forgotten the virtue of prudence. This should not come to pass. This is why the Trustees, Dr. Bob and I now propose the General Service Conference of Alcoholics Anonymous. That is why we urgently need your direct help. Our principal services must go on living. We think the General Service Conference of Alcoholics Anonymous can be the agency to make that certain. (Language of the Heart, page 128). 19

24 REGIONAL AND LOCAL FORUMS Regional Forums originated in 1975 at the suggestion of Dr. Jack Norris, then Chair of the General Service Board of Alcoholics Anonymous. They were to be weekend sharing and informational sessions designed to help the General Service Board, AA World Services, Inc., the Grapevine Corporate Board, the Grapevine Staff, and the General Service Office Staff stay in touch with AA members, trusted servants and newcomers to service throughout the AA service structure. Regional Forums Originally, at the invitation of a region, four Regional Forums were held each year. Since the U.S./Canada service structure is composed of eight regions, a Regional Forum was held in alternate years in each region on a rotating basis. In October 2006, the General Service Board approved the concept of an Additional Regional Forum to be held upon request in each region every eight years also on a rotating basis, bringing the possible number of Regional Forums held each year to five. The location and agenda for Regional Forums are decided jointly by the Regional Trustee, Area Delegates and G.S.O. The responsibility for initiating contact with the hotel is assumed by a local AA Host Contact working with the Forums Coordinator and Regional Trustee. The Forums Coordinator at G.S.O. distributes registration forms to groups and service workers throughout the region and, working with the Host Contact and Regional Trustee, coordinates the details of the Forum. There is no registration fee for Regional Forums or Additional Regional Forums. The General Service Board covers the expenses of meeting rooms. In many places, area committees, districts and groups cover or defray the transportation and lodging expenses of the trusted servants representing them at a Forum. Local Forums In October 2006, the concept of Local Forums was approved by the General Service Board. The purpose of Local Forums is to bring Forum information to AA members in remote, sparsely populated areas, urban neighborhoods or underserved AA communities. Any AA community or service entity may request a one-anda-half or two day Local Forum. Unlike Regional Forums, the responsibility for Forum expenses such as meeting room rental and miscellaneous expenses are assumed by the Local Forum Committee. The General Service Board will send two participants, one from the Board and one from the General Service Office or Grapevine office and display literature at Board expense. Like Regional and Additional Forums, Board participation in Local Forums requires the approval of the trustees Committee on International Conventions/Regional Forums. The Regional Forums Coordinator works closely with the Local Forum organizing committee to create an agenda that is responsive to local needs. All Forums are intended to be sharing sessions, no formal actions result. Sharing at Forums is captured in Forum Final Reports which are distributed to all attendees. Regional Forums Final Reports are available on G.S.O. s AA Web site. Forums provide unique opportunities to share and exchange valuable experience, ask questions and spark new ideas. Regional Forums and Local Forums carry AA s message of love and service by improving communication at all levels of our Fellowship. 20

25 DISTRIBUTION OF GENERAL SERVICE CONFERENCE AGENDA ITEMS AND BACKGROUND MATERIALS In order to obtain an informed Group Conscience for our Delegate, it is imperative that GSRs bring information back to their groups for discussion at the District meeting and Delegate's Workshop. Following are suggested steps to coordinate this process. Immediately (within 48 hours) of receipt of the Final Agenda Items and background materials: 1. Have copies made of the Final Agenda Items either printed or digital copies. Get a copy of the background materials if you want to keep a set for yourself. 2. Distribute a copy of the Final Agenda Items and respective background materials to the appropriate District committee chair. For example, the corrections chair would get: 1) a copy of the Final Agenda Items; and 2) the background materials for corrections. 3. Tell your District Committee Chair to review the Agenda Items and background materials for their Committee, and come to the District meeting prepared to present a few items for the GSRs to take the information back to their Groups. Tell them to call the Area Standing Committee Chair, or the Delegate, if they need help or additional information. 4. The DCM or District Officers should discuss the Agenda Items for which the District doesn't have a Chair. 5. If you don't feel comfortable doing this presentation, call the Delegate, a past Delegate, or Area Standing Committee Chair to facilitate this discussion. Ask for help if you'll feel more comfortable. 6. Make sure the GSRs have information on five to six "hot" topics to bring back to their Group for discussion. Stress the importance of bringing their Group Conscience to the Delegate's Workshop and District meeting. 7. Remember, our Service Structure was founded upon the Fellowship's need to carry the message and stay unified through the General Service Conference. Go to any lengths to make sure GSRs have an opportunity to discuss some Agenda Items with their Groups. IF YOU NEED HELP, PLEASE ASK FOR IT. WE CAN DO TOGETHER WHAT WE CAN T DO ALONE! "Clearly then, unless the Foundation is firmly anchored, through state and provincial representatives, to the movement it serves, a Headquarters breakdown will someday be inevitable. When its old-timers vanish, an isolated Foundation couldn't survive one grave mistake or serious controversy. Any storm could blow it down. Its revival wouldn't be simple. Possibly it could never be revived. Still isolated, there would be no means of doing that. Like a fine car without gasoline, it would be helpless. With AA's service lifelines tangled and severed, what then might happen to the millions who don't know? Thousands would continue to suffer on or die because we had forgotten the virtue of prudence. This should not come to pass. This is why the trustees, Dr. Bob, and I now propose the General Service Conference of Alcoholics Anonymous. That is why we urgently need your direct help. Our principal services must go on living. We think the General Service Conference of Alcoholics Anonymous can be the agency to make that certain. (Language Of The Heart, p

26 OVERVIEW OF THE SOUTHERN MINNESOTA AREA GENERAL SERVICE STRUCTURE The Area Assembly is defined by our Service Manual as any meeting of Area General Service Representatives (GSRs) and the Area Committee - it is further described as - the democratic voice of the movement expressing itself. (Reprinted from The AA Service Manual Combined With Twelve Concepts For World Service, Page S36, with permission of AA World Services, Inc. (For more information about the Area Assembly, see Chapter 4 in The AA Service Manual Combined With Twelve Concepts For World Service). Voting members of the Assembly are all currently serving GSRs (or Alternates) and all members of the Area Committee. Among other things, the Area Assembly hears reports from our Area Officers and takes action on proposals presented by our Standing Committees. The Area Assembly meets three times a year, at different locations around the Area (see the Area Calendar). Assembly agendas are printed in the Area Newsletter, The Pigeon, which is mailed six weeks prior to an upcoming Assembly. Any items for inclusion on the agenda should be given to the Area Chairperson at the previous Area Committee Meeting. The Area Secretary will keep a copy of all Area Assembly meeting minutes on file. The Area Committee consists of the Area Officers, the District Committee Members (DCMs) from all 27 Districts, and the Area Standing Committee Chairpersons. Past Delegates also participate in the Area Committee, if they so wish, but are not included in the quorum count for voting. The primary function of our Area Committee is operational - it has been directed by the GSRs to act for the Assembly in routine and custodial matters. The Area Committee hears reports from our Area Officers, sets the agenda for the Area Assembly and reviews Standing Committee proposals to be presented to the Area Assembly. (For more information about the Area Committee, see Chapter 5 in The AA Service Manual Combined with Twelve Concepts for World Service). The Area Committee meets in conjunction with Standing Committee meetings in Mankato. The Area Secretary will keep a copy of all Area Committee meeting minutes on file. Area Officers are the Delegate, Alternate Delegate, Area Chairperson, Alternate Chairperson, Area Secretary, and Area Treasurer. Our Area Officers must provide AA experience and leadership, as well as carrying out the responsibilities of their particular service positions (see the Area s Trusted Servant Guidelines). The Area Officers meet monthly, in addition to attending all regular and special Area functions. Cont d. 22

27 OVERVIEW OF THE SOUTHERN MINNESOTA AREA GENERAL SERVICE STRUCTURE (Cont d.) District Committee Members (DCMs) are responsible for the 27 districts of the Southern Minnesota Area. The AA Service Manual Combined With Twelve Concepts For World Service (Chapter 3) describes the DCM as an essential link between the group s GSR and the Area s Delegate. As Area Committee Members, DCMs should, of course, contribute their experience as well as their District s collective conscience to the current issues being considered by the Area. In addition to their responsibilities as members of the Area Committee, DCMs are the cornerstone of our Area Committee s relationship with our Area s GSRs. In their Districts the DCMs arrange for and chair their District meetings, work with District Standing Committees, coordinate projects with other Districts, distribute the Conference Agenda Items along with pertinent background information, and in general provide for the flow of information and ideas from the groups. Area Standing Committees are the 13 service committees of the Southern Minnesota Area. They consist of the Area Standing Committee Chairperson, an Alternate, District Standing Committee Chairperson, and any AA members who wish to participate. Each committee has a clearly defined purpose by our Trusted Servant Guidelines. The Standing Committees do three basic things: 1) they provide a clearinghouse of information and ideas; 2) they develop projects in their area of concern; and 3) they develop ideas to recommend to the Area Assembly for our Area or inclusion as Agenda Items for the General Service Conference. The Standing Committees meet quarterly in Mankato in conjunction with the Area Committee Meetings. All Area Committee Members are responsible for: Attending all Area functions (including the Delegate s workshop, the Area Recovery, Unity and Service Conference, the Area Inventory, the West Central Regional Service Conference, and the West Central Regional Forum); Submitting an article to the Area Newsletter (The Pigeon) each quarter regarding their current activities (articles should be submitted to the Newsletter editor at each quarterly Area Committee Meeting); Becoming acquainted with our Area s structure, function, and procedures; Participating in our Area s efforts to keep communication flowing in a timely manner. 23

28 Structure of the Southern Minnesota Area Assembly of Alcoholics Anonymous THE A.A. GROUPS T G.S.R.s ~ DISTRICTS D.C.Ms + District Standing Committees )> Archives )> Cooperation witb tbe Professional Community )> Correctional Facilities )> Finance )> Grapevine )> Literature )> )> )> )> )> )> Newsletter Public Information Remote Communities Structure Treatment Facilities Web (Some districts may have more or fewer committees depending on their need) -+Elect G.S.R.s -+ Individual A.A.s need not be GSRs to serve on committees + GSRs attend District Meetings and elect District Officers + Districts form committees to work within the District + District Standing Committee Chairs serve on tbe Area Standing Committees + DCMs are part of the DCM Sharing at the Area Committee + Alt. DCMs are part of the Area Structure Committee +District Treasurers and Finance Chairs are partofthearea Finance Committee + The Area Chair appoints tbe Area Committee Chairs I AREA COMMITTEE The Area Committee is composed of Area Officers, Standing Committee Chairs, District Committee Members (DCMs) and Past Delegates. AREA ASSEMBLY T The Area Assembly consists of Area Officers, DCMs, Area Standing Committee Chairs, Past Delegates and GSRs. They elect the Area Officers The Area Assembly elects a Delegate to tbe General Service Conference of Alcoholics Anonymous. The Delegate is the commwtication link to tbe whole of A.A. Q l Area Standing Committees )> Archives )> Cooperation with tbe Profesgonal Community )> )> Correctional Facilities Finance )> Grapevine )> Group Records )> Literature )> )> )> )> )> )> )> Newsletter Public Information Remote Communities Structu.re Treatment Facilities Web Ad Hoc Committees as needed GENERAL SERVICE CONFERENCE OF ALCOHOLICS ANONYMOUS

29 VOTING AT ASSEMBLIES Who is eligible to vote at an Area Assembly? The following trusted servants in the Area 36 General Service Structure: GSRs, DCMs, Officers Standing Committee Chairs Past Delegates Who is not eligible to vote at an Area Assembly? Alternate GSRs*, Alternate DCMs**, District Officers District Standing Committee Chairs Alternate Area Standing Committee Chairs***, Archivist Corrections Contact Program Coordinator Pink Can Coordinator Treatment Facilities Temporary Contact Desk Coordinator Webmaster *Alternate GSRs vote if and only if their GSR is not present **Alternate DCMs vote if and only if their DCM is not present ***Alternate Area Standing Committee Chairs vote if and only if their Area Standing Committee Chair is not present This outlines who is eligible to vote. All AA members are welcome to attend and participate in all other aspects of the Area Assembly. 25

30 A.A.'s Third Legacy Procedure ~.. f ~... ~ Dl~~-...)t~,. ; I -.Mt~ ~.e,{ili, ( lnr ~u=, - 111!,,_ it~i Matlmvmot5 cand/1181es second Ballot 33'l'> (1!3) l<l remam in ballot % (213) to be elected - ft i ~).i\ M«lmum oij candldotes remain. or omc..- is elecled - Third Ballot $$"lit ('I~) 10 reman onoa.,t;ng with at Least 2 Clll'ldieales remairinq... 66% (213) 10 b> -; lh7/m-ol3. mlnlllwm ol2;... " ()( oltlt:fwls *tllld i ~j Maximtlm of 3 can<jidst!>! Fourth Ballot 33% (113) \O remall in balloong 66% (2.'3) to be eie ted ~~ ~ ll"'fimtlm of 3, 1111n1mum of 2, (;fuf(jfdif"'* rtimiiiih, or oftker Is elected i ~j ~. -o 3 otll'tdldste4 Fifth BaRot ( Optional) OR Drawn from the Hilt 33"' t113)1o'rer'lalnln l:alloling 1iJo e6%. (2/3) lo be elec:llld at nam& C1111Wn:rom tne Nil i om-ls.-cted

31 FLOWCHART OF AN AREA 36 AGENDA ITEM An idea, suggestion, question, concern, or subject comes from AA members, GSRs, DCMs, Area Committee Members, or Delegates And is shared or discussed at the Group or District level and then is sent to The Area Chairperson who will assign the item to an Area Committee for review and possible action as a Recommendation or Report If the item comes to the Assembly floor as a Recommendation then ACTION by the Assembly is required. If the item comes to the Assembly floor as a Report then NO ACTION by the Assembly is required. 27

32 EVOLUTION OF A CONFERENCE ADVISORY ACTION 1 An idea, suggestion, question, concern, or subject comes from AA members, GSRs, DCMs, Area Committee members, Delegates, Trustees or GSO / GV Staff, and may be shared at the Group, District and Area Assembly and sent to the Conference Coordinator GSO 2 The idea is reviewed by the GSO / GV Staff and forwarded to the Appropriate Trustees Committee 3 Which then may refer the matter to the Appropriate Trustees Committee 4 5 Which meets during the General Service Conference week and makes recommendations that are presented in the Committee Report to the If a Conference Committee recommendation is approved, after full floor discussion, it becomes a Conferenced Advisory Action, which becomes binding when approved by the General Service Conference General Service Board Without Committees, it is doubtful that any Conference would be able to function effectively. (Reprinted from The AA Services Manual Combined with Twelve Concepts For World Services, Page S59, with permission of AA World Services, Inc.) 28

33 MAKEUP OF THE GENERAL SERVICE CONFERENCE There are 134 members of the General Service Conference Annual Meeting: Ninety-three delegates elected by the service Areas of the US and Canada comprise 69 percent of the voting body. Delegates always make up more than two- thirds of the voting members. General Service Board of Trustees and Alcoholics Anonymous World Services, Inc. (AAWS) and Grapevine directors, totaling 27, comprise 20 percent of the voting members. The General Service Office (GSO) staff, general manager, senior advisor to the general manager and Grapevine executive editor, senior editor and director of circulation and operations totaling 15, comprises 11 percent of the total. The General Service Board of Alcoholics Anonymous is made up of twenty-one trustees. Originally, the majority of trustees were nonalcoholic, but now seven, known as Class A Trustees, are nonalcoholic. Class A Trustees bring to the Board special expertise in areas such as business, medicine, and law, and may serve up to two consecutive three-year terms. The fourteen alcoholic (Class B) trustees serve four-year terms. Eight are elected to serve regions of the U.S and Canada. Two are elected as trustees-at-large, one representing the U.S. and one representing Canada. The remaining four general service trustees are selected based on their expertise in areas of finance, publishing, or other fields that would be helpful to the General Service Board and its corporate boards. Two general service trustees serve on the AAWS Board, and two serve on the Grapevine Board. The AAWS Board oversees the publishing activities of Alcoholics Anonymous (except for Grapevine material and the General Service Office). The board is composed of nine directors: two general service trustees, three non-trustee directors, the general manager of GSO and the GSO staff coordinator. The Grapevine Board oversees the operation of the AA Grapevine, and is composed of nine members, including one Class A trustee, two general service trustees, two regional trustees, three non-trustee directors and Grapevine executive editor. 29

34 Southern Minnesota Parliamentary Procedure Motion': DJs-cussion ' < ' :1 ' ;.o;~ ~..,,, v 1 f,,j~ _., :1 ntrba u c.ed.~ '~.,: - -:::.~. \ ~ - '.' _;r ;-.; '... ~.. :~-~... i Committee Recommendation After a reasonable opportunity (Does not need to be seconded) for members to speak on the l motion is provided, Chairperson says: "There being no further discussion we will vote on... II "''...;_.,._ -.~ Floor Action (Must be seconded). _C,... 'J' - c-,.~ "r _.,.- r..,-...._...,... ~.r- ---' i I! '' :.,iy'..._... \-' If every comment is in favor, the Chairperson may ask: " Is it a sense of the meeting that this motion be adopted?" If no opposition, motion ~ asses ~- ' ~ - ~ F ~:... ~~' ', :_-~~:-.:=~.-.~ Matters relating to Area Policy or General Service Conference considerations require 2/3 majority to pass. All other matters require a simple majority The Chairperson asks: "All in favor of the motion?", then: "All opposed?" Votes are tallied by a show of. raised hands...,. ol'. Request for closed vote Request for closed vote seconded Simple majority is required for a closed vote There is no debate or call for minority opinion Written Ballots distributed and tallied ~ ,...,, \ ' ~ Up to 2 people who voted in the minority may speak to the minority. opinion I Upon hearing the minority opinion, ~ Chairperson asks: "Do I hear a Motion to Reconsider?" ).. ' ' ~-- Only members who voted in the majority may make a motion to reconsider. If the motion to reconsider is made, it must be seconded..., Motion to reconsider is debatable. After reasonable debate, Chairperson asks for a vote. A simply majority of the 1 vntp~ ca<ct,.. ' If motion to reconsider passes, the f : acildoal matico is dis~:ussed f:ur::tbec If motion to reconsider fails, tbe grjgjoal matiao passes '' ~- Wbqt cqn bqppen to a mqtiqn' 1. It can be AMENDED. The amendment is debated and voted on, and once that is settled; then discussion of the Main Motion resumes. 2. It can be TABLED either definitely (time or place stated), or indefinitely (basically, "killed" ). 3. It can be REFERRED BACK TO A COMMITTEE, either with or without additional instructions. Voting members gf the Assembly General Service Representatives (G.S.R.) Area Officers Area Standing Committee Chairs District Committee Members (D.C.M.s) Past Delegates Alternates The alternate may vote in place of an absent G.S.R./D.C.M./Committee Chair For groups and districts only: If the alternate is not available to vote on behalf of the G.S.R./D.C.M., that group/district may appoint a representative. This person must register with Group Records Chair as a voting member