1. PREFACE
These guidelines are not intended to replace the A.A. Service Manual*. Each District is autonomous, and these guidelines are to assist in clarifying matters which pertain specifically to District 30
*References to the A.A. Service Manual are included to make these guidelines a concise service reference for members of District 30.
In these guidelines, the following definitions apply:
District 30 is the geographic region designated by the North Florida Area Conference. It is also referred to as the District.
2. AMENDING THE DISTRICT GUIDELINES
Any proposed amendment to these guidelines shall be submitted in writing to the District Committee Member (DCM), with a copy to the District Secretary. The DCM shall include the proposed amendment on the District Business Meeting* agenda. A two-thirds vote in favor by the GSR’s, or their Alternates present shall constitute adoption of the amendment.
*The District Business Meeting is a meeting, with proper notice, of the District Officers and GSR’s of registered A.A. groups, within the District, that desire to participate. The District Business Meeting is the democratic voice of the membership expressing itself. It usually takes place monthly.
3. DISTRICT MEETINGS (non-election)
3A. Composition
The District 30 Business meeting will be composed of the elected General Service Representatives (GSRs) of all Registered Groups within the District 30 boundaries wishing to participate and District 30 Officers. All members are suggested to be sober members of Alcoholics Anonymous for at least two years. If any District Officer or District Committee Coordinator misses 3 consecutive unexcused District meetings their position will be deemed to be vacant. Groups will be asked to elect new GSR and new District Officers will be elected.
3B. Format
The District 30 Business meeting will convene on a monthly basis in a fixed location. (S34)
Reports from the District Treasurer will be presented at every meeting. Minutes of the meeting shall be taken by the Secretary. The business of District 30 will be conducted at this time with only members of the District or individuals approved by the DCM participating. This meeting shall generally follow Roberts Rules of Order (as modified by 1991 General Service Conference). Other meetings, sessions, or committee meetings may be scheduled from time to time as decided by the DCM.
District 30 Business meetings will be scheduled at 9:30 AM the fourth Saturday of the month. Consideration shall be given to regional A.A. functions and holidays to avoid conflict when setting the dates.
At the District Meeting in July, prior to an election meeting in October, it will be announced that elections will be held. The voting body should have a choice of at least two candidates for each office, whenever possible.
3C. Agenda
The DCM sets the agenda.
The following is the suggested order of business:
Opening
Introductions
Secretary Report
Treasurer Report
Intergroup Steering Committee Member Report
DCM Report
Committee Reports
Old Business
New Business
Closing
The agenda of the District Business meeting will include specific items of business scheduled to be submitted for discussion and voting. Other items of business brought before the members will be added to the agenda if appropriate. Business not on the agenda can be brought before the District from the floor. The monthly District Business meeting should last as close to an hour as possible, but remember, an informed group conscience on any items to be voted on is of utmost importance, and discussion should not be avoided due to time constraints.
3D. Voting Procedure
GSR’s or their Alternates, District Officers and Committee Chairs will be allowed to vote at monthly District meetings. Only one vote per person is allowed. Votes will follow the GSC service manual guidelines.
4. DISTRICT MEETINGS (election)
4A. Composition
The District 30 meeting shall be composed of the following: Elected General Service
Representatives of all Groups within the District 30 boundaries wishing to participate, District 30 Officers, and anyone wishing to stand for an office or position. All sober members of Alcoholics Anonymous are welcome.
4B. Format
District 30 election nominations, including self-nominations shall convene in the District Meeting in October of every even year to elect the officers listed in Section 5 with the election during the District Meeting in November. Nominations are to be posted in the October District Meeting minutes. Elections will be conducted in accordance with the process in the Service Manual. The terms of office shall be concurrent and of a two year duration. It is suggested that elections be held so that DCM’s and GSR’s serve their terms concurrent with the Area Delegate. The elected officers and Service Coordinators shall begin their term in January, following November elections.
4C. Eligibility to Stand for District Officers
The following persons are eligible to stand for election to District officers:
DCM: All current and past GSR’s. It is suggested they have a minimum of 5 years continuous sobriety.
ALT DCM: All current and past GSR’s. It is suggested they have a minimum of 4 years continuous sobriety.
TREASURER: All current and past GSR’s or members having this position related experience. It is suggested they have a minimum of 3 years continuous sobriety.
SECRETARY: All current and past GSR’s or members having this position related experience. It is suggested they have a minimum of 3 years continuous sobriety
REGISTRAR: All current and past GSR’s or members having this position related experience. It is suggested they have a minimum of 3 years continuous sobriety
Others may be nominated if such nominations are accepted by a two-thirds majority vote.
It is also suggested that the spirit of rotation prevail.
All candidates should have a thorough understanding and appreciation of the A.A. Steps, Traditions, and Concepts and be prepared to place principles before personalities at all times.
4D. Voting privileges at election meetings
GSR’s or their Alternates, District Officers and Committee Chairs are eligible to vote at the biennial October election meeting. A person may cast only one vote.
4E. Voting Procedure at election meetings
All voting will follow the Third Legacy procedure set out in the A.A. Service Manual (S21-22). Names of persons standing for office announced. Voting will be by written ballot.
One non-voting A.A. member will pass out one ballot to each voting member. Each voting member will write the name of his/her selection on the ballot. The votes will then be brought to the front of the room and tallied aloud. The first candidate to receive two-thirds of the total vote cast is elected. On the second and subsequent ballots, the candidate list will be shortened per the Third Legacy Procedure. Up to five ballots may be required to determine the winner, if any. If no one receives two-thirds of the votes cast by the fifth ballot, the winner will be decided by lot (drawn from a hat by a non-voting member of A.A.).
The order of election of officers is at the DCM’s discretion, but it is suggested that the officers and be elected in the following order:
DCM
Alt. DCM
Treasurer
Secretary
Registrar
5. QUALIFICATION AND DUTIES OF DISTRICT OFFICERS
District Committee Member: (S31-32)
The DCM is the link between the GSR and the Area Delegate.
Qualifications: Five consecutive years of sobriety is suggested. The DCM must be current or past GSR. If the person chosen is a current GSR, a new GSR should be chosen to take his/her position. He/she should have the time and energy to serve the District well.
Duties: The DCM receives reports from groups through their GSR’s and personal contact with the groups in the District. The DCM holds regular District Business meetings, attends Area Assemblies, obtains up-to-date group information, and keeps GSR’s informed about Conference activities. The DCM keeps in touch with the Alternate DCM and the Delegate and assists the Delegate to cover the area. The DCM serves on Area Administrative Committees as appropriate. The outgoing DCM is to pass his/her notebook to the incoming DCM.
The DCM will be responsible for preparing District Business meeting agendas. The DCM will be responsible for preparing and proposing a one-year budget, to be presented to the District at the first meeting of the year for approval.
Alternate District Committee Member: (S33)
Qualifications: It is suggested that the Alternate DCM have four consecutive years of sobriety. An Alternate DCM should have served as current or past GSR. He/she should have the time and energy to serve the District well.
Duties: The Alternate DCM assists and participates in District responsibilities and should be prepared to serve as DCM if the DCM is unable to fulfill his/her responsibilities. He/she makes sure that the GSR’s are acquainted with the A.A. Service Manual, the Twelve Concepts for World Service, the GSR pamphlet, and Box 459.
Treasurer (S46)
Qualifications: The Treasurer should be a responsible person. Three consecutive years of sobriety is suggested. He/she should be organized enough to keep good records. Some accounting or bookkeeping is useful. Otherwise, the person elected may need help in setting up a system. Persuasiveness, firmness, and diplomacy will help the Treasurer do the job.
Duties: The Treasurer keeps financial records for the District and gives an up-to-date Treasurer report monthly at the District meeting. The treasurer records contributions from A.A. groups and other sources and keeps a record of all monies received and all disbursements made. The Treasurer maintains the District bank account for deposits and disbursements and a savings account for the Prudent Reserve. The District will have a signature card signed by the DCM, Alt DCM, and Treasurer. All checks will require the signature of one of the above. The Treasurer pays District bills and is responsible for encouraging contribution support for the District, Area, and GSO. He/she monitors expenditures by committees to ensure spending is within budget limits. The outgoing Treasurer is to pass Treasurer Reports to the incoming Treasurer.
Secretary (S45)
Qualifications: The Secretary should have a reasonable period of sobriety. It is suggested he/she have three consecutive years of sobriety. An effective secretary needs to have some sense of order and to be able to capture the essentials of what is happening at a meeting. Some service in group or Intergroup is useful. The secretary should be able to organize a filing system for minutes and be prepared to research and find past procedures and other information when asked. The Secretary needs to be sure he/she has ample time available.
Duties: The Secretary is responsible for preparing the District Business meeting minutes. He/she makes sure they are received by the GSR’s, Committee Coordinators, and Officers, as well as our local POST newsletter editor in a timely manner. The Secretary keeps up-to-date phone numbers, e-mail address, and mailing lists of all GSR’s, Committee Coordinators, and Officers. The secretary should be available to act as liaison between officers, GSR’s, and Committee Chairs. The Outgoing Secretary should pass all minutes to the Incoming Secretary.
Registrar
Qualifications: The Registrar should have the time and ability to keep accurate records. He/She should be cognizant of the confidentiality of all information, to be used only for District 30, Area 14, and GSO business. Any other distribution must be approved by the District. The Registrar must be willing and able to attend various meetings in the district and reach out to attendees and GSRs to obtain updated information for groups.
Duties: The Registrar will obtain maintain the record of the groups in District 30, including: 1) group meeting locations and times, and zoom information (if applicable), 2) GSR and Alt GSR names and contact information, and 3) Group IDs issued by GSO. The Registrar will assist groups by submitting the updates to GSO, Area 14, and NEFL Intergroup on behalf of the group if the GSR has not done so. This includes submitting updates when groups close down. The Registrar will work with the District Website chair to apply updates to the District website.
Committee Members Duties
Specific Duties for the Accessibilities Coordinator:
- Work with Intergroup to assist individuals with Special Needs.
- Visit groups to make sure they are accessible for people with special needs.
3. Assist groups with requests for special needs.
4. Maintain contact information of local ASL interpreters.
5. Research ASL costs for workshops and events-ASL=American Sign
Language; TRS=Telecommunicated Relay Service
Specific Duties for the Grapevine Coordinator
1. Provides information to all groups in the district about the International Monthly Journal of Alcoholics Anonymous known as the Grapevine.
2. Promotes Grapevine subscriptions in District 30.
3. Encourages groups in District 30 to elect a Grapevine Representative.
4. Set up a Grapevine display at District 30 functions, whenever possible.
5. Works with other District 30 Coordinators to gather back issues of the
Grapevine and distribute them to various facilities and institutions.
Specific Duties for the Correction Facilities Coordinator.
1. Attain and maintain all communications with the authorities, i.e. Warden, Commanders, Judges, Captains,Lieutenants and Counselors via Intergroup Corrections Chair.
2. Keep the GSRs and DCMs informed of all problems and activities at the District meetings and via direct communications with the District.
3. Distribute AA literature and other appropriate material to the various correctional facilities in District 30. Tobe funded, whenever possible from the proceeds from the “Pink Cans”.
4. Provide updated Corrections guidelines from GSO to Correction Committee volunteers and a copy to District 30.
Specific duties of the Intergroup Liaison Coordinator
1. Attend all North Florida Intergroup monthly Rep meetings.
2. Report back to District on monthly Intergroup business.
3. Work with Intergroup and District Events chair to post District events and workshops in the Intergroup Add-A-Line, calendar, and website.
4. Pick-up Add-A-Lines and flyers monthly at Rep meetings.
5. Pick-up Inter group event tickets.
Specific Duties for the Professional Community (CPC) Coordinator/Public Information Coordinator
1. Provides contact and information about AA to those who have contact with alcoholics through theirprofessions. This group may include, but is not exclusive to: teachers, physicians, nurses, clergy, lawyers, social workers, union leaders, and industrial managers.
2. Conducts informal surveys of the need for information among professional groups.
3. Informs and motivates committee members concerning CPC guidelines, possible CPC projects and supports those willing to do the work.
4. Distributes literature geared to the needs of professionals in the community. Provides literature to local professional conferences where appropriate.
5. Organizes and presents workshops to professionals in District 30.
6. Works closely with Public Information (unless CPC/PI is a combined committee)
7. Provides information to all local newspapers and periodicals.
8. Makes public service announcements available to local radio and television stations.
9. Provides contact with public and private schools, colleges, and universities in District 30, making speakers,films, literature and other information available.
10. Set up and maintain literature racks in all areas not covered by Treatment, Corrections, or CPC Committees.
Specific Duties for the Treatment Facilities Coordinator
1. Works in cooperation with local treatment facilities and shares thinking and experience on AA intreatment facilities.
2. Seeks to understand, respect, and adhere to all treatment facility regulations.
3. Makes information about AA’s function and purpose available to treatment facilities.
4. Assists in the formation of new meetings in treatment facilities as required.
5. When allowed to do so, take regular AA meetings into treatment facilities within District 30.
6. Encourages group participation.
7. Set up and maintain Liaison Program between the treatment facilities and the AA community.
8. Arranges purchase and distribution of literature for treatment facilities’ groups and meetings. Some groupsmay collect back issues of the Grapevine for distribution.
9. Carry the message of AA via Box 459 and other pertinent and ongoing programs affecting those who arein treatment.
Specific Duties for the Website Coordinator:
- Maintain the District 30 website
- Upload all documents pertaining to District 30.
- Change officer information when necessary
.
6. CONTRIBUTIONS AND DISTRICT FUNDS
6A. Contributions
It is suggested that all Groups contribute to the District as stated in the Service Manual, to provide necessary funds to enable District to fulfill its responsibilities. These contributions are not dues or fees but are voluntary contributions.
6B. District Funds
Necessary funds must be available for District to perform the duties described in these guidelines.
6C. Requests for Funds
Requests for funds from District for workshops and other events shall be made in advance of the workshop or event. Requests for funds shall include a preliminary itemized budget that clearly describes how such funds will be spent.
7. DISTRICT FUNDING FOR AREA ASSEMBLIES
The DCM (or Alternate DCM in cases when DCM is unable to attend) will receive expenses for attending Area 14 Assemblies. These expenses will cover a room for one or two nights, depending on the need, per diem and gas mileage reimbursement consistent with Area 14 guidelines.
To defray expenses for attending the quarterly Area 14 assemblies, the District will fund GSRs with mileage reimbursement for out-of-pocket cost of gas based on receipts (procedure is to fill tank at beginning of trip and then again at end of trip to determine trip gas cost) consistent with Area 14 guidelines, only if their groups are unable to fund them. The GSRs should drive together to assembly. District 30 will fund 2 rooms, 1 for males and 1 for females, for GSRs whose groups are unable to fund them. A maximum of 4 persons per room is allowed. This will be coordinated by the Alt DCM.
8. DISTRICT PRUDENT RESERVE
District 30 Prudent Reserve will be based on the annual budget. .
An overage evaluation shall be made by the District at the end of each calendar year after all bills are paid.
Any overage shall be reported to the District at its first meeting. Any such overage shall be reported in the minutes from the first District Business meeting, and distribution of the overage shall be decided by the District.
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