Alcoholics Anonymous Area 27 District 13C Guidelines MISSION STATEMENT As a constituent part of the Louisiana Area 27 Assembly of Alcoholics Anonymous, District 13C is a service committee whose mission is to function as the conscience and voice of the District s A.A. groups. District 13C encourages all local A.A. groups to participate in the business of the District and to support the District in its efforts to cooperate with the A.A. General Service Office, Louisiana Area Assembly, Acadiana Central Office, A.A. World Services and The Grapevine Incorporated through the General Service Structure of Alcoholics Anonymous. The Primary Purpose of this District Committee is to carry the message of recovery from alcoholism to those who suffer from the disease. Other important purposes include promoting fellowship and exchange of information between the Groups and their representatives; providing and coordinating appropriate information about A.A. to specialists in the field of alcoholism and to the general public; encouraging participation of A.A. members in service work; representing the Groups within the District in meetings of the Area Assembly, and assisting in communication between Groups and the General Service Office. The purpose of these Guidelines is to describe the policies and procedures which apply to the District 13C Committee. They constitute a supplement to and not a replacement of the AA Service Manual and are intended to govern the policies and procedures to be followed. These guidelines are more than mere suggestions and reflect the experience of the District Committee and were adopted by the entire District Committee. The policies and procedures contained herein should only be dispensed with upon a two/thirds majority vote of the District Committee present. PREFACE The District 13C Guidelines draw upon the wisdom and experience of previous Districts and should be given due consideration for that reason. The Guidelines and the information provided are meant only to be helpful and are not intended to obstruct the business of Alcoholics Anonymous. Important decisions of the District should be reached by discussion, vote, and whenever possible, by substantial unanimity, realizing that such decisions allow the District s groups to speak with an authority and confidence that a simple majority might never provide. In conducting its business, the District should be ever mindful that for its purpose there is but one ultimate authority a loving God as He may express Himself through the group conscience. 1
A. Meetings Page 2 B. Voting Page 2 C. Officers Page 3 D. Standing Committees Page 4 E. Elections Page 4 F. Removal Procedure Page 5 G. Financial Matters Page 6 CONTENTS A. MEETINGS 1. District 13C meetings will be held the fourth Sunday of each calendar month at 4:00 p.m. directly following the service committee meetings that are held at 3:00 p.m. 2. The meetings are held at Turning Point, 210 Eighth St., Lafayette, LA. 3. District 13C meetings are open to all AA members to attend. 4. District 13C meetings will include General Service Representatives (GSRs) from each District 13C Alcoholics Anonymous group and their alternate, an elected District Committee Member (DCM) to chair meetings, and an alternate DCM, an elected Treasurer, an elected Secretary, and District Committee Chairs. All members of Alcoholics Anonymous are welcome to attend District meetings. 5. Routine District business items (Treasurer s Report, Previous meeting minutes) are to be sent to the District Officers, District Committee Chairs, GSR s, and all District 13C AA Groups whether the groups are actively participating in the District or not. The mailings should occur within five (5) business days following the District 13C meeting. B. VOTING 1. The following are voting members of District 13C: a. General Service Representative or Alternate General Representative from each District 13C Alcoholics Anonymous Group, b. District 13C Officers (Treasurer, Secretary and DCM, and Alternate DCM in DCM absence), c. Standing District Committee Chairpersons, 2. Voting can take place when the number of GSRs is greater than the number of officers present. 3. There are no proxy votes. 4. The District Guidelines may be amended by a two-thirds majority vote. 2
C. OFFICERS 1. Officers of District 13C are: a. District Committee Member (DCM) b. Alternate DCM c. Secretary d. Treasurer 2. Duties of the Officers: a. Attending District meetings is the duty of all officers, committee chairpersons, and alternates. b. District Committee Member (DCM) (1) Conduct all District 13C meetings (2) Attend Area Assemblies and transmit Area minutes to District (3) Maintain contact with the Area Delegate (4) Reports District business to the Area, and Area business to the District. (5) E-mail a meeting reminder and any pertinent business to group representatives (6) Appoint Ad Hoc committees. (7) Travel to District 13C groups to inform the groups about District, Area, and General Service/Grapevine information c. Alternate DCM shall be: (1) Conduct duties of the DCM in DCM s absence (2) Travel to District 13C Groups to inform the groups about District, Area, and General Service/Grapevine information (3) Assist DCM/Workshop Chair as necessary to provide workshops to District 13C groups about basic topics (service, traditions, sponsorship, etc.) d. Secretary (1) Keep the minutes of the District meetings, using last names, and provide hard copy on file (2) Publish and mail meeting minutes within two (2) weeks following the District meeting (3) Maintain and distribute a current email list of all District 13C Groups, GSR s, Officers, and Committee Chairs. (4) Maintain registration information and reports at the Louisiana Office of the Secretary of State, including updating all changes in information and filing the annual report e. Alternate Secretary (1) Assist the Secretary and, in the Secretary s absence, conduct the duties of the Secretary f. Treasurer (1) Receive contributions from groups and other A.A. sources (2) Maintain records of monies received and disbursed (3) Maintain a bank account with Signature card to be signed by DCM and Treasurer (4) Deposit receipts and make all proper disbursements. (See Financial Matters for detailed information.) 3
(5) Present a printed accounting at each District meeting of current financial assets and liabilities, contributions and expenses g. Alternate Treasurer (1) Assist the Treasurer and, in the Treasurer s absence, conduct the duties of the Treasurer D. STANDING COMMITTEES 1. The standing committees represent the most important activity of District 13C to carry the message to the still suffering alcoholic as defined in the AA Service Manual. The standing committees of District 13C are as follows: a. Treatment and Corrections b. Special Needs c. Cooperation with the Professional Community /Public Information d. Website e. Workshop f. Grapevine/La Vina 2. Each District 13C Committee should consist of a chairperson and a workable number of committee members. 3. The District will elect Committee Chairpersons. 4. Each committee shall meet at the Service Meeting prior to the District Meeting. 5. Duties and qualifications of the Committee chairpersons shall be: a. Qualifications for Committee Chairs are suggested to include a reasonable length of sobriety (2 years) and the time, energy, and desire to serve the District well. b. Serve as a point of information for the groups in the District c. Visit, inform, and encourage groups in the District to send a representative to the Service Meeting d. Present a written report of their Committee s activities and expenses at each District meeting and give copy of the report to the secretary. e. Maintain materials for their meeting f. Cooperate and participate in District workshops g. Create and maintain contact with groups, the Area, and GSO h. Attend Area assemblies as much as possible. District will reimburse fuel expense. i. Obtain and be familiar with their committee s General Service Workbook, and implement some or all of the suggestions on the local level to gain personal experience. E. ELECTIONS 1. District 13C will hold elections for the positions of DCM, Alternate DCM, Secretary, Treasurer, Alternate Secretary and Alternate Treasurer at the November District meeting each even year. The terms of the officers shall be for two years beginning 4
the following January. 2. Election of all officers shall be by a simple majority except the office of DCM which shall require a 2/3 majority vote. 3. No absentee nominations will be accepted for electing officers. 4. All members of the District shall be eligible of candidacy for election of District officers. Nominations shall be made from the floor. 5. Qualifications for officers are suggested as: a. DCM (1) Background in AA service work including serving as GSR, (2) Enough sobriety (4 5 years) to be eligible for election as DCM, (3) The time, energy, and desire to serve the District well. b. Secretary (1) Business experience (if possible) and a sense of order, (2) Reasonable length of sobriety (2 years), (3) The time, energy, and desire to serve the District well. c. Treasurer (1) Accounting experience (if possible), (2) Reasonable length of sobriety (2 years), (3) The time, energy, and desire to serve the District well. 6. The District shall conduct an election for the uncompleted term of any office vacated. An interim officer shall be eligible to run for a full term, if desired. 7. No proxy votes will be accepted. F. REMOVAL PROCEDURE 1. The District may remove from office any officer or committee chairperson not operating consistent with the District guidelines and AA Traditions. 2. Removal shall be by two-thirds (2/3) majority of voting members. 3. In the event the DCM or any officer should be absent from two consecutive District meetings, without adequate cause for such absence, they may be asked to resign. 4. A loss or break in sobriety shall automatically terminate an officer membership/eligibility to vote. 5
G. FINANCIAL MATTERS In practicing the seventh Tradition of Alcoholics Anonymous, District 13C should be self-supporting through contributions of District 13C AA Groups and members. 1. A budget and prudent reserve will be established in November based on a 6 month average of the previous year's expenses. This will be done annually. 2. The Treasurer s report will reflect the prudent reserve. 3. Reimbursement for service expenses: a. The District Committee Chairperson will be reimbursed for attendance to all required events including Area assemblies. Reimbursement will include lodging (at rate established by the service event), reasonable expenses for meals, fuel and/or mileage. b. The District Committee Chairperson will be reimbursed for necessary District/meeting expenses including printing, mileage, etcetera, when providing receipts. 4. District treasury funds are to be used only for AA service work and will not be used for other purposes (flowers, funerals, etc.). 5. Contributions will be accepted only from AA Groups, AA Service entities/events, and AA members. 6. The District may invite Area, Regional, and General Service Office staff members to attend District functions. The District will pay expenses for invited members. 7. District 13C will reimburse travel for out-of-town speakers with prior approval of the District. 6