District 6 Archives Committee

ARCHIVES COMMITTEE SCOPE AND PROCEDURE

The Archives Committee gives us an opportunity to actively share our history; another way we "pass it on"! Members may transport and set up displays at Events, categorize and inventory incoming items

SCOPE:

The objective of the District Archives Committee is to collect, preserve and administer the official records of the District. As well as personal items donated, which document or describe the history and activities of AA in District 6. The purpose of the Archives Committee is to maintain the archived material on behalf of and for all AA groups, in our 5 counties (Glades a portion of, shared with District 7), Indian River, Martin, Okeechobee, and St Lucie) that make up District 6. We have three Central Offices/Inter groups (Indian River, Martin, St Lucie (serves Okeechobee as well) in our District that also keeps archival material belonging to said counties and may or may not have an Archives Committee.

PROCEDURE:

The Archives committee compiles and maintains paper copies of District Business meeting minutes, sign-in sheets and Event flyers from each District meeting. These are stored in binders marked with appropriate dates.

The Archives committee is currently converting the above information into a digital process.

The committee, also stores in the District 6 storage locker and maintained by the Archives committee are the Grapevine materials. A notebook with information for successfully holding an Area 15 Quarterly. Copies of all “General Speaker Waiver” forms:

The committee maintains the above by keeping all past and current records of the District. Including, but not limited to, all minutes, correspondences, financial records (for the past 7 years) and special events records This includes seven (7) years of Treasurer reports and reconciled checking account statements for GSR District 6, Inc., -Events and GSR District 6, Inc.,-Savings (Prudent Reserves) separately filed, beginning with Panel 63, January 2013.

The committee's storage space is also made available for Finance Committee documents (other than above) and Current Practices documents, as requested.

The committee ensures the safety of past records by preserving them in as close to a perfect atmosphere as can be maintained by said storage facility. We protect such records against the elements to the best of our (committee's) ability.

In addition to preserving our past, this committee is charged with the responsibility of preserving the present so future AA generations may view us as we are today.

The Archives committee has a traveling display, (films and a television set) that can be taken to any group that requests them. The traveling displays are present at all self-supporting District/group events.

The Archive Committee is responsible for bringing Archival material/displays to all District 6 self-supporting events throughout the calendar year.

The Chairperson organizes and runs a monthly Committee meeting.

To contact the District 6 Archives Committee please email Archives@district6aa.org or contact the individual chairperson whose information is on the current District 6 agenda.

GENERAL GUIDELINES FOR COMMITTEE CHAIRPERSONS AND ALTERNATE CHAIRPERSONS

This page is all of the general guidelines that the committee chairpersons have in common. This page will be in the legacy of service once only and the succeeding pages will be the selective scope/procedures for each chairperson position.

QUALIFICATIONS

The qualifications for chairperson for these committees, per resolution (# 517 02/2014). Individuals must have a minimum of two years of continuous sobriety and one year as a past or present General Service Representative GSR) in any of our ninety three (93) areas within the United States and Canada. An alternate chairperson be appointed as a member of all the District 6 standing committees. The chairperson of these committees will appoint this person pe resolution (# 603 07/2019). The alternate chairperson must meet the same requirements set by resolution as standing district committee chairpersons and be defrayed at the rate set by resolution for attending area quarterly assemblies in the absence of the committee chairperson unless otherwise defrayed. The term of the DCM is two years and generally coincides with the South Florida Area election of officers. Elections are held in even years at the November District Meeting with service to begin the following January.

There will be no waived requirements/qualifications for any of the district officers, committee chairpersons, DCMs and ACMs

COMPOSITION

All of the district standing committees are composed of a chairperson that has been elected by the District 6 body per requirement resolutions. The Current Practice Committee Chairperson position, by resolution, is automatically filled by the immediate past District 6 chairperson when willing and able to serve. If this individual is not available to serve then the Current Practice Chairperson is selected as above. The Finance Committee chairperson is appointed by the current District 6 chairperson. The Finance Committee Chairperson appoints two members from the General Service body with financial backgrounds. An alternate chairperson is appointed by the chairperson also as per requirement resolutions, Other members of the committee are DCM's, ACM's, GSR's and AGSRs. Also, anyone from any of our groups, may be a member of these committees and they do not have to be participating in general service with District 6. The Finance Committee does not utilize volunteers

SCOPE AND PROCEDURE

These two items will be the responsibility of the current serving chairperson for evaluating the committee's business and functioning for the two year panel of service. This reflects the overall duties and activities of each service entity in District 6, Area 15. All of the currently serving District 6 Officers, Committee Chairpersons and the overall DCM Coordinator (alternate district 6 chairperson)

The following items pertain in general to all the above mentioned people

The committee holds a scheduled meeting, when necessary for members. Most communication and work distribution is done via computer

The Chairperson, or Alternate Chairperson in their stead, attends all District 6 business meetings and presents an oral report of no more than 4 minutes, providing a written copy to the Recording Secretary for inclusion in the district 6 business meeting minutes

The Chairperson, or Alternate Chairperson in their stead, attends the quarterly Area 15 committee meeting and the Area Assembly.

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

Expenses incurred performing duties of this office must be submitted to the Treasurer, including items, which, you, individually, are absorbing as a contribution. These must be itemized to enable annual budgeting for the district as a whole.

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

All District 6 officers, and committee chairpersons will provide, at the October business meeting during their report time, a description of what their position is and what has been done in the past two years This will give anybody a general idea of what each position entails in a general preview of the job description so as to let those interested make an informed decision about standing for the positions

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 scope/procedure 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.