DUTIES : Responsible for the smooth running of Area Assemblies, consulting with the Committee before setting the date and time, making sure that all Groups are notified, consulting with Officers and Committee Members on the program and chairing the Assembly meetings. The Chairperson, more than any other Officer, keeps the Delegate informed about what is going on in the Area, and makes sure that Committee Members are aware of what goes on in World Services.
QUALIFICATIONS : A solid period of sobriety (minimum three to five years), and experience in Group, Central Office, institutional, and/or Area affairs.
Needs a sound understanding and appreciation of the Steps, Traditions, and the Concepts, along with a good fund of experience gained through applying these guides successfully to local problems. Communication skills, leadership qualities, and sensitivity to the wishes of the Local Area are also important.
Prepares agendas for January & May Area Committee Meetings and the March & September Area Assemblies. The current practice is having the ACMs and Assemblies in the third weekend of the month. Coordinate mail-outs with the Area Secretary leaving ample time for all groups in the Area to plan to attend.
Negotiates and books hotel arrangements for the above Area activities.
Contacts a fellow member to coordinate our September election and also invites fellowship speakers.
Books room reservations for Table and Committee Officers and sponsored guests.
Attends Western Canada Area Assemblies, Forum and WRAASA service functions.
When required, carries out the business of Area 78 between set Area meetings.
Chairs and sits on the Area Finance Committee.
Coordinates, chairs and attends a Transition Meeting following the Election Assembly for the incoming and outgoing Area Committee Officers.
Is available to travel within Area 78 to facilitate workshops, inventories and other Group and District requests.
DUTIES:Records and distributes minutes of Area Meetings. Sometimes the Secretary is responsible for preparing lively bulletins that will bring people to Committee Meetings and Assemblies. The Secretary is in a good position to act as a liaison between Officers and Committee Members.
QUALIFICATIONS:Should have a "reasonable period of sobriety," which might mean two years in an Area where AA is still young, four or five years in an older area. Needs to have been or is a DCM. There is a need for background in general office work and computer knowledge is helpful. An effective secretary needs to have sense of order, and the ability to capture the essentials of what is happening at a meeting. The job is time consuming and needs to be carried out on schedule, and any secretary needs to be sure that ample time is available.
- Produces the Minutes of Area Committee meetings and Area Assembly general sessions, recording all highlights and actions and includes all pertinent attachment, such as Treasurer’s reports, Sharing Session questions and motions or notices of motions.
- Full names are to be used in the minutes, the first page will include: "These minutes are confidential and not to be used for anything but AA communications. The use of these for any other reason is an anonymity break and will force the Assembly to cease publication of names and addresses and cut off vital communications link to Area 78."
- Sends the Sharing Session Questions to the Webmaster for posting on the Area 78.org website.
- Sends the minutes of Area Assemblies to each registered Group and Intergroup Office in Area78 and Area Committee minutes to all Area Table Officers, Committee Chairs and DCMs plus any other AA member who requests them.
- Includes an Agenda with a set of minutes following both the January Area Committee Meeting and the March Pre-Conference Assembly. The Chair will prepare and assist the Secretary in mailing the agenda separately prior to the January Area Committee Meeting and the Fall (or Election) Assembly in September. Agenda distribution is to occur six weeks in advance of the meeting date.
- Agendas are sent to every DCM for Area Committee Meetings, and every DCM and registered Group for Assemblies. Table Officers and Committee Chairs receive copies for every meeting.
- At every Area Committee Meeting and Assembly the Registrar will provide a copy of the sign in sheets for mail out purposes.
- All motions and notices of motion will be presented to the Secretary in writing for inclusion in the minutes and the originals will be passed on the Area Archivist and the Literature Chair. The Literature Chair will use these to update the "Area 78 Area Assembly Actions" binders.
- The outgoing Secretary will hand over the Area computer with all contact information updated from the Election Assembly, to the incoming Secretary to facilitate the new Secretary’s first mail out.
- The outgoing Secretary will also hand over all Area 78 secretarial equipment to the incoming Secretary.
It is imperative that the Secretary attend the Transition Meeting and bring all pertinent information for transfer to the new Secretary.
DUTIES: Keeps financial records for the Area and reports regularly to the Assembly. In most cases, the Treasurer is responsible for encouraging contribution support for Area and GSO Services.
QUALIFICATIONS: Should be a responsible person with a solid period of sobriety. Should be organized enough to keep good records, and some accounting or bookkeeping experience is useful. Otherwise, the person may need some help in setting up a system, and possibly some clerical assistance. Persuasiveness, firmness and diplomacy will help the Treasurer do the job. If the Committee includes a Finance Chairperson, the Treasurer is free for record keeping and financial controls.
- Does not have a Finance Chairperson. The Table Officers serve as the Finance Committee.
- The Treasurer analyzes, develops and proposes the budget. Handles the banking and chequing account reconciliation.
- If the individual is going to continue to use the current software, it is suggested that he or she should have computer skills using Microsoft Excel.
- Treasurer communicates with the Registrar before Assemblies and Area Committee Meetings regarding a float for registration. Brings float to Assemblies for dinner ticket sales.
- Ensures all new line items to the budget be separately moved and presented to the full Assembly for approval before inclusion in each new budget. (By a motion made and passed at the September 2006 Assembly).
- The Treasurer will consider the motion made at the September 2008 Assembly that the Prudent Reserve reflect the practises of our General Service Board where Area 78 strives to maintain its goal of saving for a nine months’ Prudent Reserve. This is to maintain continuity as to General Service Board practises and Area 78 practises of a nine month Prudent Reserve and to maintain Area 78 expenses per month.
The Treasurer officially rotates out after the final bank reconciliation statement has been received; therefore, the outgoing Treasurer continues to assist the incoming Treasurer with the upcoming budget.
Attends the November Transition Meeting with all documents from existing bank that will assist the incoming Treasurer with signing authority, and other related transition requirement s.
Alternate Officers and Committee Chairs
DUTIES : Are encouraged to participate in Committee activities as fully as possible. Qualifications are generally the same as those for the positions they may be called upon to assume. They may or may not be seated as voting members.
- Alternates (except the Alternate Delegate) vote only in the absence of their Chair. The Committee and Chair may select an Alternate Chair from the current members serving on the Committee. The Alternate Committee Chair should be active on the Committee and willing to take over Chair duties if required
DUTIES : It is the Delegate’s responsibility to serve worldwide AA. As voting members of the General Service Conference, Delegates bring to the deliberations the experiences and the viewpoints of their own Areas. Yet they are not representatives of their Areas in the usual political sense; after hearing all points of view and becoming fully informed during Conference discussion, they vote in the best interests of AA as a whole.
QUALIFICATIONS : A solid period of sobriety (minimum five to six years), and experience in Group and Area affairs. Must have previously served as a District Committee Member and needs a sound understanding and appreciation of the Steps, Traditions, and the Concepts, along with a good fund of experience gained through applying these guides successfully to local problems. Communication skills, leadership qualities, and sensitivity to the wishes of the local Area are also important. The Area Delegate must be able to travel to the General Service Conference (in the United States) and have time available to attend regional Service Assemblies and Forums and other functions at the request of local Groups and Districts.
- Attend the annual General Service Conference fully prepared.
- Communicate the actions of the Conference to Area Committee Members and encourage them to pass on this information.
- Be prepared to attend all Area, Provincial and Regional Service Meetings and Assemblies. From these meetings, Delegates gain a better working knowledge of the whole of AA and can be better prepared for the Conference.
- Help Area Committee obtain financial support for the Area and General Service Office.
- Provide leadership in solving local problems involving the AA Traditions.
- Remind General Service Representatives to inform Groups and individuals about the AA Grapevine and Conference Approved Literature.
- Cooperate with GSO and with Area Committees—for example, making sure that up-to-date information reaches GSO in time for each issue of the Canadian AA directory and helping carry out the triennial Membership Surveys.
- Visit Groups and Districts in the Area whenever possible.
- Work closely with Committee Members and Officers sharing experience throughout the year.
- Assume added responsibility if the Area Chair and Alternate Chair are unable to serve. Or, if an Area Committee is not functioning effectively, the Delegate can take an active role in remedying the situation.
- Keep the Alternate Delegate fully informed and active, so that the Alternate can replace the Delegate in an emergency.
- Late in the second term, work with the newly elected Delegate to pass along a basic knowledge of Conference proceedings and problems.
DUTIES : The AA practice of rotation prevents Delegates from succeeding themselves or from returning later as Delegates. The Area can benefit from the wealth of experience of Past Delegates with worldwide AA, but Area Committees and new Delegates are free to run their own show. It is suggested that Past Delegates not hold office as GSRs or DCMs, but find other ways to become involved in Area Service. They are called in for consultation or for special assignments, such as Chairing Area Sharing Sessions, speaking at special meetings designed to inform members about AA worldwide, or conducting workshops or orientation meetings for new GSRs.
Frequently, they are in line for Committee Chairperson of a Regional or Provincial Convention. Or they may be appointed by the Area Chairperson to be responsible for Area Public Information, or to urge more widespread distribution of Conference Approved Literature and the AA Grapevine. In addition, several Regions hold annual meetings of Past Delegates, with newly elected Delegates and Alternates invited as well. There is no attempt to discuss or recommend actions that would interfere with or supersede the functions of the Area or the Conference.
- Serves as a voting member of the Area Committee.
- At the January Area Committee Meeting following a Delegate’s term (i.e., the January of even-numbered years), the new Past Delegate makes a presentation to new (and returning) DCMs, orienting them to their duties for the next two years.
- Serves with the five Table Officers on the Finance Committee for two years.
- The outgoing Delegate should attend the Transition Meeting.