District 6 Officers

GENERAL GUIDELINES FOR OFFICERS

This page is all of the general guidelines that the officers have in common. This page will be in the Legacy of service once only and the succeeding pages will be the selective procedures for each officer positionThis page is all of the general guidelines that the officers have in common. This page will be in the Legacy of service once only and the succeeding pages will be the selective procedures for each officer position

QUALIFICATIONS

The requirements for an individual to serve as officer is no less than two years sobriety and served no less than one year as a past or present DCM in the South Florida Area (#341 2/2004) and must be a full time Florida resident, living within District 6.

GUIDELINES

Be familiar with and understand computer applications and programs that may be utilized by the district. Such programs may include BUT NOT LIMITED TO Microsoft Word, Microsoft Excel, Microsoft Access, E-mail and PDF Files

Be familiar with conducting meetings using established parliamentary procedures to ensure a proper and efficient order of business.

Performs any other duties that may relate to the function of this position.

Prepares and gives a monthly report (not to exceed 4 minutes to the body and gives or e-mails the written report to the recording secretary for the district minutes.

All district 6 trusted servants refrain from standing on election day for the same position unless they are fulfilling an unexpired term. However after the election day is over they may stand for the same position if they so desire at any time when requests are done to fulfill empty positions

Maintains open communication with the other officers on issues and actions of the District and the Area

All officers are allowed to express their views away from the dais. They return to their presiding position after their views are expressed, unless they need to speak to the issue again. The chairperson should

relinquish the chair duties to the Alternate Chairperson during the time of expressing his or her view and or absence from the dais.

All voting members of district 6, plus the chairperson (a non-voter), who casts a vote only in the event to break a tie) have a right to put forth a motion to the body.

All district 6 trusted servants refrain from standing on election day for the same position unless they are fulfilling an unexpired term. However, after the election day is over they may stand for the same position if they so desire at any time when requests are done to fill empty positions

In the event of a District Officer missing two consecutive District meetings without excuse, the registrar informs the chairperson of the absences, and the chairperson will contact the individual as to their intent with respect to continuing service and to report back to district the result of the conversation. This was done to maintain a standard of attendance for District 6 Officers. (6-2019)

In the event of a District Officer missing two consecutive district meetings without excuse, and attends the next quarterly will not be reimbursed. The registrar informs the chairperson of the absences and the chairperson will contact the individual or the individual has discussed the situation with the chairperson, The chairperson uses their discretion for reimbursement and reports back to the district the result of the conversation. This was done to maintain a standard of attendance for District 6 Officers. (6-2019)

Where feasible, attends the workshop at the South Florida area quarterlies respective to their position.

Where feasible, be available to attend all self-supporting events sponsored by District 6 and the various Inter groups throughout the year.

Receives defrayed funding, from the district treasurer, for the cost of attending the Area 15 quarterly weekends. This is usually one nights lodging at the agreed quarterly room rate. Or may receive defrayment to and from the quarterly, if they have not stayed overnight as above, at the current IRS reimbursement on mileage

Reviews the guidelines of the position listed in the Legacy of Service document and provides a notation of no changes or makes changes and submits the information to the Current Practice Committee Chairperson at the October business meeting at the two (2) year rotation time. In addition, changes needed to be added to the guidelines due to motions passed or committee decisions, may be submitted at any time, to the Current Practice Committee Chairperson. The Current Practice Committee Chairperson will be responsible for submitting the changes to the Legacy of Service document and to the Technology Committee Chairperson for inclusion in the District 6 Website. These changes will be designed to guide the next chairperson selected for the position.

GUIDELINES CHAIRPERSON

Presides at all district meetings and performs such duties as are customary to this position.

Be familiar with conducting meetings using established parliamentary procedures to ensure a proper and efficient order of business

Prepares the agenda for the monthly business meetings throughout the year.

Reviews all motions and accepts the motions as written (that are to be submitted to the chairperson one week after the last district business meeting, the date and time for submission to be noted on the agenda).

Provides the recording secretary with the agenda, motion or motions one week after the last district business meeting.

Provides an unscrubbed copy of the business meeting agenda to the archives committee on a monthly basis.

Maintains an open channel with the Area Delegate and the Area Chairperson on issues and actions of the District, Area and General Service Office

Maintains an open channel with and is available for concerns of all District officers, committee standing chairpersons, alternate standing committee chairpersons, district committee members, alternate district committee members, general service representatives and alternate general service representatives on issues and actions of the District and the Area.

Delegates responsibilities to the appropriate individual or individuals when necessary.

The Chairman has NO VOTE on district business except to break a tie.

Reads a list of voting DCMs, voting ACMs (in the absence of their DCM), GSRs and voting AGSRs (in the absence of their GSR), at the quarterly business meeting and voting assemblies. The Alternate Chairperson provides the vote count information to the chairperson.

Presents a summary report of the prior three months activity of the district to the area body at the quarterly business meetings.

Is a voting member at the Quarterly Area Business Meeting

Is a liaison with the Area, the Region and the General Service Office as required to assure an informed group conscience for AA in District 6.

Reviews the guidelines of the position listed in the Legacy of Service document and provides a notation of no changes or makes changes and submits the information to the Current Practice Committee Chairperson at the October business meeting at the two (2) year rotation time. In addition, changes needed to be added to the guidelines due to motions passed or committee decisions may be submitted, at any time, to the Current Practice Committee Chairperson. The Current Practice Committee Chairperson will be responsible for submitting the changes to the Legacy of Service document and to the Technology Committee Chairperson for inclusion in the District 6 Website. These changes will be designed to guide the next chairperson selected for the position.

To Contact the chairperson, please E-mail chair@district6aa.org or contact the individual chairperson whose information is on the current District 6 agenda

GUIDELINES ALTERNATE CHAIRPERSON

Assumes the role of the Chairperson in his/her absence from a District 6 Area15or business meetings

In the event that the chairperson is absent at the quarterly the alternate chairperson votes for the district as a voting member at the quarterly

Presents an oral report to the body and a written report to the Recording Secretary for inclusion in the District minutes. In the monthly report, clearly state the importance of obtaining a service sponsor.

Provides the new GSRs each month with a copy of the AA Service Manual and the district 6 introductory GSR pamphlet.

The GSR/DCM sharing session will be conducted by the current Alternate Chairperson from 6:35 pm to 7:00 pm. The Alternate Chair will start the DCM/GSR sharing with the traditions checklist, then ask for topics, or plan appropriate discussions, promoting a free exchange of ideas and comments relative to group and general service matters. (Motion #586 7/2018)

If a chairperson of a committee is not present during the committee reports, the alternate chairperson gives a short description of the committee's purpose or scope (This description is provided in the Legacy of service)

Serves as the OVERALL DCM DISTRICT 6 COORDINATOR.

Where feasible attends DCM/GSR sharing and planning meetings scheduled by the County DCM Coordinators.

Provides the District Chairperson an accurate accounting of District 6 voting members in attendance prior to the start of each South Florida Area Business Assembly Meetings, by position: District Chair, District Committee Members or Alternate District Committee members (voting in place of an absent District Committee Member) General Service Representatives or Alternate General Service Representative (voting in place of an absent General Service Representative)

In the absence of the chairperson at the Area 15 business meeting the voting information is provided to the alternate chairperson by the Recording Secretary and Registrar

Reviews the scope/procedure of the position listed in the Legacy of Service document and provides a notation of no changes or makes changes and submits the information to the Current Practice Committee Chairperson at the October business meeting at the two (2) year rotation time. In addition, changes needed to be added to the guidelines due to motions passed or committee decisions, may be submitted, at any time, to the Current Practice Committee Chairperson. The Current Practice Committee Chairperson will be responsible for submitting the changes to the Legacy of Service document and to the Website Committee Chairperson for inclusion in the District 6 Website. These changes will be designed to guide the next chairperson selected for the position.

To Contact the Alternate District 6 Chairperson please Email altchair@district6aa.org or contact the individual officer whose information is on the current District 6 agenda

GUIDELINES REGISTRAR

The duties of District 6 Registrar have evolved with the implementation of the Area 15 database connection and A.A. General Service Office’s (GSO) Fellowship Connection. District 6 uses and is provided on-line access to add to or edit the District’s section of the Area 15 database. Registrars often are a crucial first point of contact for A.A. groups and trusted servant’s data. The need for accurate information and clear communication is the foundation of this role.

The registrar reviews the responsibilities/procedure of the position listed in the Legacy of Service document and, if necessary, provides any changes to the Current Practice Chairperson at the October business meeting at the two (2) year rotation time, or as needed.

Qualifications 

Registrars will meet the requirements for all District 6 Officers. Registrars will assist District Committee Members (DCM) with training on the Area 15 database reports and GSO Fellowship Connection, a user-friendly interface that facilitates information sharing between the Area and GSO. Familiarity with computer systems and spreadsheet tools and an understanding of data stewardship is helpful, as registrars will be entering data, updating information, using search filters, and downloading custom and standard reports. These duties average ten hours a month of data entry. To assist the District 6 Registrar, a computer is provided for this purpose. Other qualities needed may include: 

• Familiarity with the area and district structure, and ability to communicate throughout it 
• Ability to organize, communicate and manage detailed information 
• Ability to relay information locally and within the area, via mail or email
• Ability to responsibly handle and protect personal information 

Monthly Business Meeting

Attends the monthly business meeting and prepares sign-in sheets for each county for General Service Representatives, (GSR), Alternate General Service Representatives (Alt GSR), and visitors. The Registrar will add those online (Zoom) GSR/AltGSR and visitors to the sign-in sheets by monitoring attendees at each monthly business meeting.

Calls the roll at the monthly District business meeting of Officers, Committee Chairs, DCMs  or Alternate Committee Members (ACM) and contacts any of these officers who have two consecutive absences to inquire as to their intent to continue to serve.

Presents an oral report to the body and a written report to the Recording Secretary for inclusion in the District minutes. 

The Registrar gives the sign in sheets along with an unscrubbed contact list to the Archives Committee for historical purposes. 

Record Keeping and Report Preparation

• Develops and maintains records of all groups in the area, including group name, meeting location, and GSR or group contact. 
• Works with trusted servants to maintain accurate and up-to-date names, addresses, email addresses and phone numbers of the GSRs, Alt GSRs, DCMs, ACMs, District Officers, Standing Committee Chairs, mail contacts, Central Office and Intergroup Liaisons.
• Works locally with DCMs and Central Office/Intergroups on verifying the accuracy of the data submitted and wherever necessary following up communication for corrections 
• Forwards all new information entered into the District database to the Area Registrar, who enters it into the Area database and then sends it to the General Service Office in New York for inclusion in their database.
• Forwards contact information for new GSRs/Alt GSRs/group contacts to the appropriate DCM.
• Provides a list of postal mail recipients to the Recording Secretary via email within 6 days of each monthly District business meeting. 
• Keeps a current list of people who wish to receive the District minutes by email for the Recording Secretary to use for sending emailed minutes. This list is maintained by both the Registrar and the Recording Secretary and is constantly updated. 
• Provides a contact list of all District officers/DCMs/ACMs and Central Office/Intergroup liaisons with email addresses and telephone numbers, to the Recording Secretary for inclusion in the monthly minutes.
• Maintains open communication with the District Officers on issues and actions of the District and the Area. 

Wherever feasible, the Registrar attends

• all District 6 self-supporting events,
• the quarterly Area 15 Registrar Workshop, along with registrar meetings/workshops held in between quarterlies, and
• the Area Assembly.
• In the absence of the Alternate Chairperson, the Registrar (along with the Recording Secretary) is responsible for providing the District Chairperson an accurate accounting of District 6 voting members in attendance prior to the start of each Area 15 Quarterly Assembly Business Meeting, by position (District Chair, DCM, ACM, GSR, Alt GSR)
• Provides receipts for all purchases and expenses incurred while performing duties of this office to the District Treasurer. 

To contact the registrar, please email registrar@district6aa.org or contact the individual officer whose information is on the current District 6 Agenda.

GUIDELINES RECORDING SECRETARY

The recording secretary is responsible for preparing and distributing the minutes of the monthly district business meeting, including written report from the officers committee chairpersons, district committee members, Intergroup liaisons, the full treasurer's report, all flyers for district, Intergroup/Central office and area events (including a quarterly copy of the Area agenda and motions). The agenda provided by the chairperson for the next month's meeting with all motions for that meeting.

These reports are presented in PDF form by email 12 days after the business meeting.

Takes notes on all discussions at the monthly district meeting and includes pertinent information with the minutes.

Receives any motions in written or typed form that comes into the meeting as time sensitive motions, before the meeting ends.

Prepares the district minutes in an e-mailed format (scrubbed-First name and First letter of Last name) and printed for mailing format. Maintains and updates the list of email recipients and mailed recipients.

Works closely with the registrar to keep track of the list of recipients.

Keeps track of all correspondence between GSO, Area and district.

E-mails or mails the minutes to the individuals requesting one or the other. The lists are provided by the registrar with the treasurer's report, flyers, agenda and or area information.

The minutes are to be mailed by request or e-mailed in accordance with motion 630 07/2021, to all members of the district, 12 days after the last district meeting, .

Supplies extra copies of the minutes when requested at the district meeting for new GSRs and visitors.

If the Alternate Chairperson will not be present at a Quarterly, the Recording Secretary and Registrar provides the Chairperson, before the beginning of the South Florida Area Quarterly voting meetings, with an accurate accounting of the District Committee Members and or Alternate District Committee members (voting in place of an absent District Committee Member) General Service Representatives and Alternate General Service Representatives (voting in place of an absent General Service Representative) present for voting purposes.

Reviews the guidelines of the position listed in the Legacy of Service document and provides a notation of no changes or makes changes and submits the information to the Current Practice Committee Chairperson at the October business meeting at the two (2) year rotation time. In addition, changes needed to be added to the guidelines due to motions passed or committee decisions may be submitted, at any time, to the Current Practice Committee Chairperson. The Current Practice Committee Chairperson will be responsible for submitting the changes to the Legacy of Service document and to the Technology Committee Chairperson for inclusion in the District 6 Website. These changes will be designed to guide the next chairperson selected for the position.

Maintains the recording secretary printer and is responsible for purchasing ink, stamps, and any other office supply to fulfill the tasks of the position.

Reviews the recording secretary's proposed budget and adjusts it according to the need of the position.

To Contact the recording secretary please Email secretary@district6aa.org or contact the individual officer whose information is on the current District 6 agenda

GUIDELINES TREASURER

Maintains and provide seven years of treasurer's reports plus copies of all bank statements to the archives committee on a monthly basis. Those records may be discarded after 7 years by the Archive Committee.

All items in the financial records given to the Archives Committee must be initialed by the treasurer and the finance chairperson.

Maintains records of group contributions thus enabling notification to DCMs of their Groups' 7th Tradition activity. Prepares a monthly treasurer’s report of income, expenditures.

Is a non-voting member of the district 6 finance committee. Must present all records each quarter to the Finance Committee chairperson for reconciliation.

Requests a budget amount in the month of October from all persons receiving budgetary funds from the district to establish budget parameters for the upcoming year. The budget to be approved in December after the proposed budget is presented in November to the body.

Prepares a monthly report of contributions by group and county.

Distributes defrayed monies to DCMs, Committee Chairpersons and Officers at the South Florida Area Quarterly Business Meeting.

Responsible for advising the district Chairperson of the financial status of the district. as well as the status of our tax exempt status

Responsible for reporting the information on the status of the 501C district project.

Reviews the guidelines of the position listed in the Legacy of Service document and provides a notation of no changes or makes changes and submits the information to the Current Practice Committee Chairperson at the October business meeting at the two (2) year rotation time. In addition, changes needed to be added to the guidelines due to motions passed or committee decisions may be submitted, at any time, to the Current Practice Committee Chairperson. The Current Practice Committee Chairperson will be responsible for submitting the changes to the Legacy of Service document and to the Technology Committee Chairperson for inclusion in the District 6 Website. These changes will be designed to guide the next chairperson selected for the position.

To Contact the treasurer, please Email treasurer@district6aa.org or contact the individual chairperson whose information is on the current District 6 agenda