Structure Manual

DISTRICT 38 STRUCTURE MANUAL April 2021 original version: 2009 revised: 2014 A Declaration of Unity This we owe to A.A.s future: To place our common welfare rst; To keep our fellowship united. For our A.A. unity depend our lives. And the lives of those to come. DISTRICT 38 STRUCTURE MANUAL www.district38-aa.org 2021 SERVICE
2 OVERVIEW TABLE OF CONTENTS SECTION 1: OVERVIEW pg. 2-5 Table of Contents pg. 2 Preamble pg. 3 Structure Manual Overview pg. 3 AAs Legacy of Service pg. 4 Simplied Service Triangle(diagram 1.1) General Service Chart (diagram 1.2) pg. 5 SECTION 2: DISTRICT 38 MEETING INFORMATION pg. 6-7 District Meeting Format pg. 6 Monthly Meeting Information pg. 7 Meeting Etiquette pg. 7 Group Conscience pg. 7 SECTION 3: DISTRICT 38 SERVICE POSITIONS pg. 8-13 District Committee Members: GSR pg. 8 Alternate GSR pg. 8 District Ofcers: Contact Information pg. 9 DCM pg. 9 Alt DCM pg. 10 Secretary pg. 10 Treasurer pg. 11 Ofcer at Large pg. 11 District Sub-committees pg. 12-13 SECTION 4: DISTRICT 38 ELECTIONS pg. 14-16 Election Procedure pg. 14-15 The Third Legacy Voting Procedure pg. 16 Resignation Procedure pg. 16 The Third Legacy Procedure (diagram) pg. 17 SECTION 5: MORE DISTRICT 38 INFORMATION pg. 18-23 Finances: pg. 18 District Financial Responsibilities Allocating Funds Where to send contributions pg. 19 Amending Structure Process pg. 20 12 Steps , 12 Traditions, 12 Concepts pg. 21-23
3 OVERVIEW A.A. PREAMBLE Alcoholics Anonymous is a fellowship of people who share their experience, strength, and hope with each other that they may solve their common problem and help others to recover from alcoholism. The only requirement for member-ship is a desire to stop drinking. There are no dues or fees for A.A. membership; we are self-supporting through our own contributions. A.A. is not allied with any sect, denomination, politics, organization or institution; does not wish to engage in any controversy; neither endorses nor opposes any causes. Our primary purpose is to stay sober and help other alcoholics to achieve sobriety. Reprinted with permission of the AA Grapevine, Inc. STRUCTURE MANUAL OVERVIEW: WELCOME TO DISTRICT 38! The District 38 Committee adheres to the principles and the traditions of Alcoholics Anonymous. As a general rule, we follow the suggestions for a District Committee as outlined in the Area AA Structure Manual, who derives their direction from the GSO Service Manual. Experience and rapid growth have taught us about the inefcacy of scanning through volumes of meeting minutes or relying on our collective memories without some sort of written conduit. The District Committee rst developed this manual in 1999, for the sake of continuity and consistency, and has since been revised in 2009 and 2014. Our goal is to preserve the basic practices and procedures appropriate to the specic needs of our District. We have to grow or else deteriorate. For us, the status quocan only be for today, never for tomorrow. Change we must; we cannot stand still.- As Bill Sees It, pg. 25 No action by a prior district committee is binding on an incoming panel. Each newly elected delegate may make recom-mendations for the incoming committees consideration. This manual, then, is for use as a guide; a reference and a re-source for what has worked in the past. It is subject to change, and we hope it will be amended as better ways are found to carry our primary purpose, to help other alcoholics to achieve sobriety. Ultimately each group is governed by an informed Group Conscience. -The AA Group….where it all begins. (p16) Modied from the Area 59: Eastern Pennsylvania General Service Assembly Area Structure Manual
4 OVERVIEW AAs LEGACY OF SERVICE Our Twelfth Step carrying the message is the basic service that the AA Fellowship gives; this is our principal aim and the main reason for our existence. Therefore, AA is more than a set of principles; it is a society of alcoholics in action. We must carry the message, else we ourselves can wither and those who havent been given the truth may die. Hence, an AA service is anything whatever that helps us to reach a fellow sufferer ranging all the way from the Twelfth Step itself to a ten-cent phone call and a cup of coffee, and to AAs General Service Ofce for national and international action. The sum-total of all these services is our Third Legacy of Service.- By Bill W. Reprinted from the AA Service Manual AA World Services, Inc. 2018 Edition of the Area 59 Structure Manual
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6 DISTRICT 38 MEETING INFORMATION DISTRICT MEETING FORMAT CALL TO ORDER -DCM / CHAIRPERSON A Declaration of Unity: This we owe to A.A.'s future: To place our common welfare rst; to keep our fellowship unit-ed. For on A.A. unity depend our lives and the lives of those to come. -ALL Moment of Silence Welcome new GSRs, Alternate GSRs and Guests --DCM / CHAIRPERSON Roll Call -SECRETARY TRADITIONS & CONCEPTS DISCUSSION: -DCM / CHAIRPERSON Tradition # __________ Concept # __________ Request volunteers to cover Tradition & Concept for next month SUMMARIES & ACTIONS: -GSRs OFFICERS REPORTS: District Committee Member Alternate DCM Secretary Treasurer Ofcer-At-Large SUBCOMMITTEE REPORTS: list current, active sub-committees Old Business: -DCM / CHAIRPERSON New Business: -DCM / CHAIRPERSON Volunteers for set up at next meeting -DCM / CHAIRPERSON Motion to adjourn 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. -ALL
7 DISTRICT 38 MEETING INFORMATION MONTHLY MEETING INFORMATION WHEN: Last Tuesday of every month @ 7:00pm WHERE: St James UCC 321 S Limerick Road Royersford, PA WHO: All district ofcers, GSRs and/or Alternate GSRs should be in attendance WHAT: This is an open meeting MEETING ETIQUETTE: At district meetings, group representatives (GSRs, Alt. GSRs, or acting ofcers) will speak only when recognized by the Chairperson. District meetings should be set up one-half (1/2) hour before meeting time; volunteers will be asked at the end of the preceding meeting. District 38 believes in the spirit of rotation and encourages all its members to get involved in service and share re-sponsibilities. District 38 believes strongly in the Traditions of AA and endeavors to uphold the Traditions in all its affairs and en-courages all its members to gain an understanding of the Traditions. GROUP CONSCIENCE: District 38 Committee and all its Subcommittees adopt and follow the parliamentary process followed by the General Service Conference to deliberate and reach our District 38 group conscience. Generally speaking, the District follows Roberts Rules of Order, and proceeds on as informal a basis as possible con-sistent with the rights of all concerned. It is important to remember that the purpose of rules of order is to make it easier for the District to conduct its business; rules exist to allow the District to do what it needs to do to carry out the will of the Fellowship by reaching an informed group conscience. Over the years exceptions have been adopted to Roberts Rules, which help it proceed more closely in accord with the spirit of A.A. Tradition. Revised for District 38 from the General Service Conference How the Conference Operates” 04-13-17
8 DISTRICT 38 SERVICE POSITIONS DISTRICT COMMITTEE MEMBERS GENERAL SERVICE REPRESENTATIVE (G.S.R.) Role: The GSR is a vital part of AA. They serve as the link between the Groups and the District. Each Group elects its own GSR. (Also see the A.A. pamphlet (p19), G.S.R. Your Groups Link to A.A. as a Whole.”) Suggested Requirements: 2 years of sobriety and 2-year term; depending on Group Conscience Regular attendance at the Home Group Attendance at Group Monthly Business Meeting To understand the Group Conscience and take back to the District Brings all appropriate handouts back to the Group To share their service experience with the Group Attendance at Monthly District Business Meetings Gives Group Status Report at District Meeting Participates in at least one (1) District Sub-Committee Brings Group announcements to District meetings Recommend attendance at yearly E.P.G.S.A. Area Convention/Assembly Suggested to attend at least one (1) Area Business Meeting Suggested to attend at least one (1) Mini-Assembly Reads and follows District 38 Structure Manual Attends an annual District 38 Workshop ALTERNATIVE G.S.R. (A.G.S.R.) Role: The alternate GSRs role is two part: (1.) The rst is to back up the GSR in case they are unable to fulll a commitment. For example, if the GSR cannot attend the District Business Meeting, it is the alternate GSRs duty to attend. (2.) The second role is to step into the GSR position if the GSR resigns. (Also see via www.aa.org, the A.A. pamphlet (f-12) Your D.C.M. District Committee Member.”) Suggested Requirements: 1 year of Sobriety and 2-year term, depending on Group Conscience. Regular attendance at the Home Group Fills in for GSR when unable to fulll commitment Attendance at Group Monthly Business Meetings To share their service experience with the Group Recommended Attendance at Monthly District Business Meetings as often as possible. Optional participation on a District sub-committee Suggested Attendance of at yearly Area E.P.G.S.A. Convention/Assembly Suggested attendance of at least one (1) Area Business Meeting Suggested attendance of at least one (1) Mini-Assembly Reads and follows District 38 Structure Manual AGSR votes only in absence of the GSR
9 DISTRICT 38 SERVICE POSITIONS DISTRICT 38 OFFICERS District Ofcer Contact Information: District Committee Member (DCM) dcm@district38-aa.org Alternate District Committee Member (ADCM) adcm@district38-aa.org Treasurer treasurer@district38-aa.org Secretary secretary@district38-aa.org Webmaster webmaster@district38-aa.org DISTRICT COMMITTEE MEMBER (D.C.M.) Role: The District Committee Member (D.C.M.) is an essential link between the group, G.S.R., and the area del-egate to the General Service Conference...[he/she] is exposed to the groups conscience of their district... [and] is able to pass on their districts thinking to the delegate and the committee. Suggested Requirements: *5 years sobriety; 2-year term District Duties (including, but not limited to): Chairs Monthly District Meeting Gives DCM Report during meeting Serves as the Liaison between District Sub-committees and Area; represents the District authority and ultimately responsible for the functioning of the subcommittees. Recruits Chairperson for sub-committees, if at rst there are no volunteers Recruits GSRs to Sub-Committees (Alt GSRs if in regular attendance) Stays in contact with Sub-Committee Chairpersons, as needed Advisor to all sub-committees; with the exception of Grapevine and Workshops, which the Alt DCM is the Advisor. Makes reports of all Area 59 and GSO functions Gets guest speakers for District meeting as required/requested Represents the District as spokesperson in all matters Creates written report of all Area 59 and G.S.O. events and updates Area Duties (including, but not limited to): Attends Quarterly Area 59 Meetings Gives District Report verbal and written Participates in Area 59 Sub-Committee (Sub-committee and duties determined by the Area ofcers) Participates in Mini-Assemblies, Share-A-Day, District 38 Workshops and E.P.G.S.A. Convention/Assembly and NERAASA.
10 DISTRICT 38 SERVICE POSITIONS DISTRICT 38 OFFICERS ALTERNATIVE DISTRICT COMMITTEE MEMBER (A.D.C.M.) Role: Backup for DCM and steps up to position if DCM resigns. Suggested Requirement: *3 years sobriety; 2-year term District Level Duties (including, but not limited to): Attends Monthly District Meeting Gives ADCM Report during meeting Acts as Advisor to the Grapevine and Workshop Sub-Committees; overseeing workshops, as needed. Shall assume the duties of the DCM as needed Responsible for promoting and familiarizing GSRs with the Service Manual Area Level Duties (including but not limited to): Attends Area 59 Meetings with DCM Participates in Mini-Assemblies, Share-A-Day, District 38 Workshops E.P.G.S.A. Convention Assembly and NERAASA SECRETARY Role: District Record Keeper Suggested Requirements: *3 years sobriety; 2-year term District Duties (including but not limited to): Attends Monthly District meeting Keep minutes of District meeting Copies and distributes monthly minutes to GSRs and District Ofcers; prior to following months meeting Maintains and updates District meeting List and GSR list (aka: Condential List”) Fullls all other District correspondence as directed Turns over original District meeting minutes to the archivist each year Fullls all other District correspondence as directed Area Level Duties (including but not limited to): Attends at least one (1) Area 59 Meeting Participates in Mini-Assemblies, Share-A-Day, District 38 Workshops E.P.G.S.A. Convention Assembly and NERAASA
11 DISTRICT 38 SERVICE POSITIONS DISTRICT 38 OFFICERS TREASURER Role: Maintains districts funds Suggested Requirements: *3 years sobriety; 2-year term District Duties (including but not limited to): Attends monthly district meeting Gives Treasurers Report (Verbal and Written) Speaks on 7th Tradition each month at District Meeting Collections Donations from Districts Groups, and sends thank-you notes Pays District Expenses Maintains and balances District checkbook Prepares Yearly District Budget for January District Meeting Works with District Sub-Committees to establish and maintain their budgets Area Level Duties (including but not limited to): Attends at least one (1) Area 59 Meeting Participates in Mini-Assemblies, Share-A-Day, District 38 Workshops E.P.G.S.A. Convention Assembly and NERAASA OFFICER-AT-LARGE (O.A.L.) Role: Fills district ofcer position if anyone other than the DCM resigns Suggested Requirements: *3 years sobriety; 2-year term District Duties (including but not limited to): Fills any position (except DCM) if District Ofcer resigns or is temporarily unavailable to fulll their duties. The OAL will take over the vacant position temporarily until the position is lled by the election of GSR or Alternate GSR (See Page 10) Familiarized with the District 38 Structure Manual Should have experience as GSR Attends monthly district meeting No special election to replace Ofcer-At-Large, if steps up to another position. . Area Level Duties (including but not limited to): Attends at least one (1) Area 59 Meeting Participates in Mini-Assemblies, Share-A-Day, District 38 Workshops E.P.G.S.A. Convention Assembly and NERAASA *If no candidate is available with the minimum sobriety requirements, then the voting body can waive this suggested so-briety time, provided the potential candidate is familiar with service at the District level. Those wishing to stand for a Dis-trict Ofce should also be familiar with AA Service Manual (current edition). **ROLE DESCRIPTIONS from 2019 AA Service Manual
12 DISTRICT 38 SERVICE POSITIONS DISTRICT 38 SUB-COMMITTEES Purpose: The purpose of District 38’s sub-committees is to allow GSRs, district ofcers, and district AA mem bers to meet, share information and take action to carry the AA message on a district level. They are created by, and are responsible to, the full district committee. They do not set policy or decide issues, but they make recom mendations to the district committee by way of reports at monthly district meetings. Sub-Committee Structure: Sub-Committees consist of (a) sub-committee members; (b) chairperson; (c) Advi sor, and (d) Liaison: (a.) Sub-committee Members: Each GSR chooses to be, and/or is named to a sub-committee by the DCM; such responsibility runs concurrently with the GSRs term of ofce. (b.) Chairperson Suggested Requirements: Should be a GSR and have at least (2) years of continual so-briety. The DCM will recruit and elect the Chairperson; if there is not rst a volunteer. (c.) Advisor: A District Ofcer serves in an advisory capacity, as a non-voting member, and is consulted on all decisions and recommendations. Note: it has been District 38’s Tradition that the DCM serves as the Advisor for all sub-committees; with the exception of Workshop and Grapevine Sub-Committees, in which the Alt DCM is the Advisor. (d.) Liaison: the DCM acts as the liaison between District 38 and Area 59, and ultimately responsible for the functioning of the Sub-Committees. SUB-COMMITTEE GROUPS: 1st Contact the sub-committee is to help an alcoholic in a treatment facility transition into the outside world. We will provide a contact person to take the client to an AA meeting thereby introducing them to the fellowship of AA. Archives To maintain and document the history of District 38 with materials relating to information about District 38, Area 59 and AA as a whole (as relevant to the district). Community Awareness Inform the community at large within District 38, how AA works and what AA does and does not do. Cooperation with the Professional Community (CPC) As its name implies, this committee serves to work with both professional groups and individual professionals who commonly come into contact with alcoholics that they might know of and understand the AA program and Fellowship. Such professionals include physi-cians, nurses, social workers, counsellors, teachers, attorneys, and criminal justice professionals, among oth-ers. District Workshop(s) To share information about AA related topics in a larger format than regular meetings. Grapevine To stress the importance of The Grapevine magazine and other Grapevine materials as tools for sobriety and to aid new Grapevine Representatives in learning about the Grapevine and how to sell subscrip-tions and related items.
13 DISTRICT 38 SERVICE POSITIONS DISTRICT 38 SUB-COMMITTEES SUB-COMMITTEE GROUPS (cont…) Intergroup Liaison attends District Intergroup meetings and reports at monthly district meeting on dis-trict activities. Public Information This Committee focuses on ways to get the word of AA into the public through pub-lic service announcements and literature placed at schools, grocery stores, libraries, hotels, etc. Also by making literature available to the medical, religious, mental health, and law enforcement communities (among others) Public Information meetings should be encouraged. Special Needs To provide outreach service to local community members with needs that present a challenge to being a member of Alcoholics Anonymous and the achieving of sobriety. Including, but not limited to physical handicaps, language barriers or learning disabilities. (Also see AA pamphlet (p83) Serving Alcoholics with Special Needs..”) Structure Manual to create and maintain a systematic procedure guide, in writing, for district guidelines of operation. Visitation To visit Groups in the District, in order to facilitate communication between the district and groups, especially with district ofcers. Website - The responsibility of this committee is to update, revise, and continually check the status of our District 38 website page. Information that may be included on the district website can include District 38 meeting times and locations, upcoming AA functions and events, and any other information that would be useful to AA members in our district.
14 DISTRICT 38 ELECTIONS ELECTION PROCEDURE For our group purpose there is but one ultimate authority - a loving God as He may express Himself in our group con-science. Our leaders are but trusted servants; they do not govern. - Alcoholics Anonymous, Tradition 2. Overview Eligibility Format of Elections 3rd Legacy Voting Procedure Resignation Procedure 3rd Legacy Voting Procedure (diagram) OVERVIEW: Election of District Ofcers is held every two (2) years, on even-numbered years, coinciding with the Area 59 Del egate and Ofcers election. There are ve (5) elected positions at the District level, elected every two (2) years. District Committee Member ( DCM), Alternate District Committee Member (ADCM), Secretary, Treasurer, Ofcer-at-