Proposed D24 Guidelines | AA District 24

Proposed District 24 Guidelines

Adopted: TBD

The District 24 Guidelines are based on A.A. General Service knowledge. Additionally, other A.A. Conference-approved literature has been used to develop these District 24 Guidelines.

Table of Contents

Preface..............................................................................................1

Article I. District Purpose..................................................................2

Article II. District Description.............................................................2

Article III. Voting Eligible District 24 Membership................................2

Article IV. District Executive Committee..............................................3

Article V. District Funding…...............................................................4

Article VI. District Elections…............................................................4

Article VII. District Officers…..............................................................6

Article VIII. Standing District Committees………...................................7

Article IX. Ratification, Amendment and Suspension..........................12

Article X. Roberts Rules of Order as utilized at District Meetings.…..….13

Preface

The District 24 Guidelines are based on A.A. General Service knowledge and experience shared in “The A.A. Service Manual” and the “Area 36 or Southern Minnesota Area Bylaws, and Guidelines for Structure and Procedure.” Additionally, other A.A. Conference-approved literature has been used to develop these

Article I. District 24 Purpose is to:

Keep the lines of communication open between the General Service Office (G.S.O.) and District 24 Groups through full registration and representation of all active Groups.
Develop knowledgeable and experienced General Service Representatives (G.S.R.s) through the study, practice, and the application of the Twelve Traditions, the Twelve Concepts, the Six Warranties, and other principles of service as contained in “The A.A. Service Manual.”
Elect a District Committee Member Chair (D.C.M.C.) and District Committee Members (D.C.M.) to represent District 24 at Area Service Committee Meetings and to participate with G.S.R.s at Area Assembles, and other Southern Minnesota Area 36 functions.
Strengthen District 24 Groups through service work to ensure that the opportunity to recover from alcoholism through the practice of the Twelve Steps, the Twelve Traditions and the Twelve Concepts will be available for future alcoholics.
Support the A.A. service structure including the General Service Office, the Southern Minnesota Area 36 and District 24 in the spirit of the Seventh Tradition by encouraging all Groups in District 24 to establish and participate in a regular contribution plan.

Article II. District Description

District 24 is part of the Southern Minnesota Area (Area 36) in the Midwest Region of the General Service Conference Structure in the United states Canada. District 24includes all of Scott County and the cities of Carver and Chaska in the southern-most portion of Carver County.

Article III. District Officers Meeting

A. The purpose of the District 24 Officers Meeting is to provide the leadership necessary to

keep the District active in A.A. matters.

B. District Officers Meetings

Voting Member
- D.C.M. (Executive Committee Chair)
- Alternate D.C.M.
- Secretary
- Treasurer
Chaired by the D.C.M. or an appointee, the Executive Committee meets once each month prior to the District Committee meeting and at other times when necessary.
The D.C.M. will announce the timing of the monthly Executive Committee meeting, providing date, time and place.

Article IV. District Funding

District 24 is entirely self-supporting through contributions from District 24 Groups located within the geographic area of District 24 and accepts no money or things of value from nonalcoholic persons or

organizations.

Article V. District Positions and Eligibility for each

A. District Committee Member (D.C.M.) and Alternate D.C.M.

A.A.’s with a background in A.A. service work, which is related to the D.C.M. position
A.A.’s with a suggested sobriety of four years
A.A.’s with the time, energy and willingness to serve the District well
A.A.’s who are available to attend all Area Service Committee meetings, Area Assemblies, and other Area events

B. Secretary

AA’s with a suggested sobriety of two years
AA’s with the time, energy and willingness to serve the District

C. Treasurer

AA’s with a suggested sobriety of two years
AA’s with the time, energy and willingness to serve the District

D. Standing Committee Chairpersons

AA’s with a suggested sobriety of one year or more
AA’s with the time, energy and willingness to serve the District

Article VI. District Positions – Elections, Appointments and Time of Service

A. Although the principle of Rotation applies to all District positions, members of the District may be

reelected to the same office, with the exception of the current serving and past DCM &

alternate DCM. Committee Chairs may also be re-appointed when there is no other D24 member

willing to take the position.

B. District officers serve a 2-year term beginning on January 1 of the odd year following their

election.

C. Elections of all District Officers, D.C.M.s, Alternate D.C.M.s, District Secretary, and District

Treasurer are held in November of even-numbered years..

D. The D.C.M. is elected by Third Legacy procedure:

THIRD LEGACY PROCEDURE

The Chairman of the meeting will take charge of the proceedings.
Two scrutineers are appointed, preferably from among those not eligible to vote.
The names of candidates are written on a black/whiteboard or similar.
The vote will be written on the board against the names of candidates.
The first candidate to receive two-thirds of the total vote is elected.
All ballots are secret, so blank papers (and sometimes pencils) are distributed.
Written ballots are cast in the traditional way (one choice to a ballot), collected and given to the scrutineers to count; the tallies are then posted on the Board.
If no candidate receives the necessary two-thirds of the vote at the first ballot, a second ballot is held, duplicating the first.
If no candidate receives the necessary two-thirds of the vote at the second ballot, any candidate having less than one-fifth of the total vote is withdrawn automatically except that the two top candidates must remain. In the case of a tie for first place, only the tied first-place candidates remain. In the case of a single first place but a tied second place, all first-place and second-place candidates remain.
A third ballot is then held with the remaining candidates. If no candidate receives the necessary two-thirds of the vote at the third ballot, candidates with less than one-third of the total vote will be withdrawn automatically, except that the two top candidates must remain. In the case of a tie for first place, only the tied first-place candidates remain. In the case of a single first place but a tied second place, all first-place and second-place candidates remain.
A fourth ballot is then conducted as for the second and third above.
If no candidate receives the necessary two-thirds of the vote, the Chairman establishes by formal motion (with seconder) on a majority show of hands, whether to hold a fifth ballot or go straight to the “hat” and be decided by lot. That is, candidates names are written on slips of paper and put into a receptacle. Whichever is drawn out by the Chairperson, is elected.
If no candidate receives the necessary two-thirds of the vote in the fifth ballot, or if the meeting has decided to drop the fifth ballot, the choice will be made by lot (by the “hat”).
In the final round, the names of the remaining candidates will be placed in a hat, box or other suitable container, and a person nominated by the Chairman will draw one candidate’s name from the hat.
That candidate is then the District Committee Member, Delegate (DCM).

NOTE:

Secretary, Treasurer, and Alternate D.C.M. are elected by majority vote.
Voting may be written ballot or a show of hands.
We prefer that more than one person stand for each office.
Nominations are accepted as per District protocol in Article VI, section A.
Standing Committee Chairpersons are appointed by the D.C.M.

E. Vacated and Newly Created Positions

Vacated District Officer and Standing Committee Chair positions will be filled automatically by the alternate.
If there is no alternate, the D.C.M. may appoint a member to the position.
The D.C.M. will notify members by placing a vacancy notice on the agenda.
Vacant and newly created District Officer positions will be filled by an election, or the D.C.M. may appoint a member to the position subject to confirmation by vote at the next District Committee meeting.

Article VII. Duties of District Officers

A. District Committee Chair (D.C.M.) The D.C.M. is the link between the district, Area 36

and the General Service Office (G.S.O.). The D.C.M.s Duties include:

Lead the district’s effort toward achieving the District’s “Purpose” (Article I)
Maintain an effective service structure throughout District 24.
Encourage and see that G.S.R.s are assisted in developing leadership, knowledge, experience and love of General Service work.
Participate as a voting member of the District Executive/Officers Committee and Area 36 meetings
Chair or appoint another member to chair the monthly District Meetings with the groups’ G.S.R.s and other trusted servants of the district.
Inform all G.S.R.s and committee members of all district, area, regional, and conference activities
Ensure that group and district needs are communicated to the Area and beyond.
Attend area meetings each quarter and assemblies in the Spring and Fall.
Attend all Southern Minnesota Area Service Committee meetings, all Southern Minnesota Area Assemblies, and West Central Regional Service Conferences Area Assemblies. (Travel for events outside of the District may be funded or partially funded, depending upon availability of District funds. DCM need not attend an event when District funds are not available.)
Participate as a member of the District Committee, the Area Service Committee, and Area Assembly.
Work toward full representation of all the Groups at District and Area functions.

Note: A more complete explanation of the DCM's responsibilities may be found in the A.A.

Service Manual, pages S28 – S3)

B. Alternate District Committee Member Chair (Alternate D.C.M.)

Assist the D.C.M. to maintain an effective service structure in the District.
Substitute for the D.C.M. when necessary.
Attend all monthly District meetings and the District Executive Committee meetings.
Participate as a voting member of the District Executive Committee and Area 36 meetings in the absence of the D.C.M.
Participate as a voting member of the Area Assembly in the absence of the D.C.M.
Participate as a voting member of the Area Service Committee in the absence of the D.C.M.
Perform other duties as assigned by the D.C.M.

C. District Secretary

The secretary is responsible for maintaining a written record of all district business and activities and communicating this record to all G.S.R.s and committee members.
Keep and maintain a District Group Contact List
The secretary is a participating member of District Committee and District Officers Committee.
The Secretary maintains District records – meetings and otherwise.
With help from other District Officers, Validate Group names, contact names, and registration numbers to keep the District Group records accurate.
The secretary performs other secretarial services as needed.

D. District Treasurer

The treasurer is responsible for receiving, documenting, and disbursing district funds.
The Treasurer maintains funds securely and keeps accurate, permanent record of the District’s Finances.
The Treasurer maintains the District's checkbook records and balances the District bank account.
The Treasurer Maintains custody of the Treasurer’s records, District self-addressed envelopes, other Treasurer’s supplies, and the key to the District Post Office Box.
The Treasurer provides the District's monthly finances report, which contains a list of donated moneys from Groups and money spent – identifying the spender and the purpose of the expenditure for inclusion in the monthly District Business Meeting minutes.
The Treasurer leads the process to develop a yearly District Budget and will present that budget to voting members for approval at the November meeting with voting on acceptance to take place at the December meeting.
The Treasurer helps the Secretary to Validate Group names, contact names, and registration numbers to keep the District Group records accurate.
The treasurer is a participating member of District Executive/Officers Committee.

Article VIII. District 24 Standing Committees

A. Common expectations of District 24 Committee Chairs:

Form, chair, and maintain District Committee, made up of G.S.R.s and other interested A.A. members.
Study the Committee Workbook (provided by G.S.O.) and related materials.
Secure Committee Workbooks for all committee members. (Each Committee has a budget that should cover this expense.)
Purchase and maintain a supply of Committee related materials including pamphlets and see that they are available at District meetings, seminars, workshops, conventions, etc.
Develop a plan of action to address your committee’s specific goals/objectives.
Plan and direct activities related to the committee’s area of interest.
Chair or appointee will attend monthly District 24 meetings to report on Committee related matters/activities.
Chair and/or appointee attends Area Committee Meetings and will report to District any information gained and decisions made at these meetings.
Notify G.S.R.s District Officers and District 24 Groups of time and dates of Committee meetings.
Make District 24 and the groups within District 24 aware of the importance of your committee’s work.

B. Standing Committee Meetings

Chaired by the Standing Committee Chairperson or appointee
Standing Committees meet as needed
The Standing Committee Chair will announce this meeting, providing the date, time and place.
Visitors are welcome to attend Standing Committees Meetings.

C. Standing Committees

Accessibilities Committee

Accessibilities Committees assist A.A. members who have a variety of challenges in accessing the A.A. message in A.A. meetings, Twelve Step work and other A.A. service.
The pamphlet Serving All Alcoholics provides an overview of opportunities to serve on this committee.

Archives Committee and Group Records Committee

The purpose of the Group Records Committee is to maintain an accurate database and mailing list of the groups and trusted servants in District 24. This database is used to send out the District Newsletter, District Finance letters, publication of the District Directory, and informing groups of changes and/or additions to District Meetings.
Archives service work is more than mere custodial activity; it is the means by which we collect, preserve, and share the rich and meaningful heritage of our Fellowship. It is by the collection and sharing of these important historical elements that our collective gratitude for Alcoholics Anonymous is deepened.

Cooperation with the Professional Community (C.P.C.) Committee

Members of C.P.C. committees inform professionals and future professionals about A.A.— what A.A. is, where A.A. is not, what A.A. can do, and what A.A. cannot do.
The Committee attempts to establish better communication between A.A.s and professionals, and to find simple, effective ways of cooperating without affiliating.

Corrections Committee

The purpose of a Corrections Committee is to raise awareness and/or service opportunities and to coordinate the work of individual A.A. members and groups who are interested in carrying our message of recovery to incarcerated alcoholics.
The Corrections Committee takes responsibility for coordinating the “pink can” (raising money to purchase literature), bringing meetings and literature into facilities, raising awareness of the Corrections Correspondence Service (C.C.S.) among "inside" and “outside” A.A. members, and helping residents to transition to a local A.A. Community through Pre-release contacts are just some of the activities the committee supports.

Grapevine Committee/Literature Committee

This Committee coordinates the work of individual A.A. members and groups within District 24 to subscribe, to read and to and utilize the Grapevine via the “AA Grapevine” and “La Viña” magazines and the aagrapevine.org website as well as Grapevine-produced materials.
The Committee also encourages individual A.A. members to contribute written material to the Grapevine for publication. At District meetings we remind G.S.R.s to mention the “AA Grapevine” magazine and the aagrapevine.org website in their G.S.R. reports on a regular basis. We also see that a supply of “AA Grapevine” subscription forms is available at each District meeting and event.

Newcomer Orientation Committee

Conduct an orientation for the new G.S.R.s one half hour prior to the District Committee meeting and encourage them to attend the Area Trusted Servant Leadership Training.

Newsletter Committee

Develop District-approved quarterly Newsletter to be published on the District Website, uploaded onto the Area 36 and District 24 Websites, and in print form for G.S.R.s to share with their groups.

Public Information (PI) Committee

Like all of A.A., the primary purpose of members involved with Public Information service is to carry the A.A. message to the alcoholic who still suffers.
They convey A.A. information to the general public through activities such as giving A.A. information talks at schools and civic organization meetings, providing A.A. literature to schools, hotels and offices.
They also ensure local media has accurate information and providing them with A.A. public service announcements.

Treatment Facilities and Bridging the Gap Committee

Members of the committee ought to review the Treatment Committee Workbook, talk to experienced members in the area and remember that our first responsibility is to the Traditions of Alcoholics Anonymous.
While A.A. is not affiliated with any form of alcoholism treatment, A.A. Treatment committees are essential in carrying the A.A. message into treatment settings where the suffering alcoholic may be introduced to A.A. for the first time and/or make a connection to and A.A. in their home community. According to the A.A. 2014 Membership Survey, 74% of our members cited treatment or counseling as an important part of their journey to A.A.
The Area 36 Bridging the Gap program, or BTG, helps to connect the new member being discharged from a facility to A.A. in their community. Treatment Clients and those incarcerated can request contacts through the A.A. Temporary Contact/Bridging the Gap Request form. A.A. members can serve as A.A. Temporary Contact/Bridging the Gap Volunteers.
Work closely with Corrections, Cooperation with the Professional Community, and Public Information Committee members.

Website Committee

Develop the District Web Site and work to ensure that the information on the pages is kept accurate and current.
Work with G.S.R.’s, other service committee chairs and District officers to obtain information that ought to be place on the site.
Ensure that the Website Committee performs its responsibilities according to Committee guidelines and AA tradition.

Article IX. Ratification, Amendment and Suspension

A. Ratification

These guidelines shall become effective immediately upon acceptance by a two-thirds of the District, present and voting.
An Annual Review ad hoc Committee Chair shall be appointed each February to conduct a review and study of the District 1 Guidelines and make recommendations for any changes deemed necessary. A written report shall be made to the D.C.M.C.

a. The ad hoc Committee Chair is responsible for a complete and thorough yearly review of

the District Guidelines. The ad hoc Committee Chair’s term of service is from the date appointed as Chair, to the date that the Guidelines have been revised, distributed at the District Committee meeting, and approved by the Body. During this period the ad hoc Committee Chair Chair is a voting member of the District Committee.

b. Editorial changes such as spelling, grammar, and other revisions that have no

significant impact on the Guidelines may be implemented by the ad hoc Committee

with the concurrence of the District Executive Committee.

c. Other recommended changes that may possibly affect District policies and procedures

must be reviewed by the District.

d. Upon completion of the Guidelines Review the Guidelines Review ad hoc Committee

Chair shall complete the following sequence of actions.

1.) Deliver the completed review/study report to the D.C.M. and the Executive

Committee.

2.) Explain the editorial changes and request concurrence of the Executive Committee

in order to incorporate the editorial changes.

3.) Explain each recommended change to the Executive Committee.

4.) Present each recommended change to the District 1 Committee at the meeting

following the

Executive Committee discussed above.

5.) Upon acceptance by two thirds of the District, present and voting, incorporate

recommend changes into the District Guidelines.

6.) Publish and distribute the revised District Guidelines with revision date on front.

B. Amendment

Guidelines changes proposed by the District Guidelines Review Ad hoc Committee shall follow the procedure in Article XI B above.
Guidelines changes proposed between annual District Guidelines reviews.

a. All proposed amendments must be in writing and submitted to the District Secretary who

will give them to the District Executive Committee.

b. The proposed amendment shall be presented to a District Committee meeting no later than

two months after receipt by the Secretary.

c. The Executive Committee shall provide opportunity for G.S.R.s and other District members

to become fully informed on the proposed amendment prior to voting on the Amendment.

d. Upon acceptance by two-thirds of the District, present and voting, the proposed

amendment becomes a part of the District Guidelines.

Article X. District 24 Business Meeting Schedule and Format

A. Monthly Business Meetings

The 24 Business Meeting is held on the first Wednesday of each month. The meeting time is 6:30 p.m. (When New G.S.R. Orientation is held, it would start at 6 p.m.)
Chaired by the D.C.M. or appointee
The District Secretary records the minutes of the Monthly Business Meeting
and distributes them at or prior to the following District Committee meeting.
The D.C.M. will make notify members of any changes to date, time, place or agenda of this meeting.
The Executive Committee will guide the District to actively participate in A.A. matters having set the agenda for the District Business Meeting.
Visitors are welcome to attend the Monthly Business Meeting and may participate in the discussions, but have no vote.

B. District 24 Business Meeting Format – Robert's Rules of Order

District 24 utilize Roberts Rules of Order in conducting monthly Business Meetings. Roberts Rules or order or “Parliamentary Procedure” is a time-tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. This summary version is provided as part of the District 24 Guidelines because we think it is important that everyone know these basic rules! Along with using parliamentary procedure we follow a fixed, but flexible, order of business – an Agenda.

Below is and outline of District 24’s usual order of business:

Call to order with moment of silence followed by the serenity prayer
Introductions/Roll call of members present
Readings
1. Declaration of Unity
2. GSR Preamble
Report on the concept of the month
Request volunteer to present next month concept
Officer’s reports

DCM
Alt. DCM
Secretary
Treasurer

Intergroup Liaison
GSR sharing
Committee reports
Old Business/Unfinished business
New business
Announcements
Adjournment

C. Parliamentary Procedure

We find that Parliamentary Procedure is the best way to get things done at our meetings. But it will only work if we use it properly. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation. The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action! The assembly rules -they have the final say on everything! Silence means consent!

We need to:

Allow motions that are in order
Have members obtain the floor properly
Speak clearly and concisely
Obey the rules of debate
Most importantly, BE COURTEOUS

The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership takes an action or a stand on an issue. Individual members can:

There are four Basic Types of Motions:

Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion.
Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions Presented?

Obtaining the floor

Wait until the last speaker has finished.
Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President."
Wait until the Chairman recognizes you.

Make Your Motion

Speak in a clear and concise manner.
Always state a motion affirmatively. Say, "I move that we ..."
rather than, "I move that we do not ..."
Avoid personalities and stay on your subject.

Wait for Someone to Second Your Motion
Another member will second your motion or the Chairman will call for a second.
If there is no second to your motion it is lost.
The Chair States Your Motion

The Chair will say, "it has been moved and seconded that we ..." Thus placing your motion before the membership for consideration and action.
The membership then either debates your motion, or may move directly to a vote.
Once your motion is presented to the membership by the chairman it becomes "assembly property", and cannot be changed by you without the consent of the members.

Expanding on Your Motion

The time for you to speak in favor of your motion is at this point intime, rather than at the time you present it.
The mover is always allowed to speak first.
All comments and debate must be directed to the chairman.
Keep to the time limit for speaking that has been established.
The mover may speak again only after other speakers are finished, unless called upon by the Chairman.

Putting the Question to the Membership

The Chair asks, "Are you ready to vote on the question?"
If there is no more discussion, a vote is taken.
On a motion to move the previous question may be adapted.

Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

By Voice --The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count.
By Roll Call --Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.
By General Consent --When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.
By Division --This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands.
By Ballot --Members write their vote on a slip of paper, this method is used when secrecy is desired.

There are two other motions that are commonly used that relate to voting.

Motion to Table --This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership.
Motion to Postpone Indefinitely --This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

NOTE: For Fair and Orderly Meetings & Conventions Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate -to act according to its considered judgment AFTER a full and fair "working through" of the issues involved.