Handbook

Western Washington Area 72

Pacific Region 8

Preface:  This handbook was created by a Finance Ad Hoc Committee formed within District 24 in April of 2005.  If there are additional questions regarding positions or expenditures, please reference the AA service Manual or AA Guidelines for each committee or position.

Trusted Servant Position Descriptions and Approved Expenditures

General:  The District 24 Committee is comprised of the General Service Representatives (GSRs) of the Home Groups meeting in the Edmonds , Lynnwood and Mountlake Terrace area as well as the Elected Trusted Servants listed in this Handbook.  The District Business Meetings are held on the first Wednesday of every month at 7:00 p.m. at the Edmonds Christian Church at230th St. SW & 84th Ave W. , Edmonds , WA .

While all members of the Fellowship are welcome (and encouraged) to attend and participate in the meeting’s discussion, the GSRs and Elected Trusted Servants are the only voting members of the Committee.  An Alternate GSR (or other Home Group Member) can vote for that group in the absence of the group’s GSR.  Except for “housekeeping” motions of a routine nature, all motions involving District 24 primary business require a two-thirds (2/3) majority of the Committee members present at the meeting for approval.  A simple majority (more than 50%) will approve housekeeping motions.

Elected Trusted Servants:  The District 24 Elected Trusted Servant positions and their respective responsibilities are listed below.  Elections for these positions are held in the Fall of even-numbered years and serve two-year rotations, which begin in January of the following odd-numbered year.  This rotation time frame coincides with that for the Western Washington Area 72 Trusted Servants.  Election procedures are the Third Legacy procedure described in the AA Service Manual (pg. S20).  As suggested in the AA Service manual, candidates for the positions of DCM and Alternate DCM in general have at least four or five years of continuous sobriety.  In addition, in general, it is suggested that candidates for the other District Elected Trusted Servant positions have at least two years of continuous sobriety.  GSRs already on the District committee are eligible to hold any of these positions except those of the DCM and Alternate DCM.  In the spirit of rotation, any elected past trusted servant serving as past DCM, Alternate DCM and Treasurer is not eligible to hold that position again.

A special election will be held to fill any vacancies that may occur during the normal two-year period of rotation.  The term of any position filled in this manner will finish the period of time left in that rotation.

It is expected that each Elected Trusted Servant be held responsible for keeping track of and staying at or below the budgeted amount allotted for their service work as voted in by the District 24 Business members in December 2005 (budget attached).

  • DISTRICT COMMITTEE MEMBER (DCM):  The DCM chairs District 24 business meetings and reports to the GSRs about the current activities in District 24, the Western Washington Area 72 (WWA), and AA as a whole.  The DCM’s responsibilities are outlined in detail in the AA Service Manual (pgs. S28-30).

The DCM represents District 24 on the Western Washington Area Committee and is a voting member of that committee. As such, the DCM is expected to attend three Area Quarterly meetings (January, April, June) and the Area Assembly (October) each year.  The DCM is responsible for inviting a past DCM or current Area trusted servant to facilitate the District Inventory, if one is requested.  The DCM supports the District Committee Chairs.  In addition, the DCM should assist the Committee Chairs in finding someone to attend the WWA Committee Quarterly Meetings when the District 24 Committee Chairperson is unable to attend or there is no chairperson from District 24 for a particular Area Committee. In addition, the DCM invites the Area Delegate to attend the District meeting after the GSO Annual meeting to present their report.

Approved Expenses to be reimbursed by District 24 (receipts required)

  1. Attendance at Area Quarterlies (three/year, first full Friday and Saturday in January, April and July).
  2. Registration
  3. Lodging for one night (at the WWA72 or Host Committee negotiated rate)
  4. Meals
  5. Travel (either actual costs or mileage reimbursed at current WWA approved rate (current IRS Business Rate) if distance is more than 25 miles one-way from D-24).
  6. Attendance at WWA Pre-conference (one per year, in February or March)
  7. Travel (mileage-see above)

III.               Attendance at WWA Pre-Assembly (one per year, August)

  1. Travel (mileage-see above)
  2. Attendance at WWA Assembly (one per year, 1st full weekend in October)
  3. Full early registration package
  4. Lodging for up to two nights at the WWA 72 or Host Committee negotiated rate
  5. Meals (not provided in registration package)
  6. Travel (mileage-see above)
  7. Communication Expenses
  8. Telephone
  9. Postage
  10. Copies
  11. General (envelopes, paper, etc.)
  • ALTERNATE DISTRICT COMMITTEE MEMBER (ALT. DCM):  The Alternate DCM fulfills the responsibilities of the DCM in the event the DCM is unavailable, resigns or is unable to serve for any reason.  District 24 expects the Alternate DCM to assist, participate and share in the DCM’s responsibilities at the District and Area meetings as noted in the AA Service Manual (pg. S30).

The Alternate DCM is not a voting member of the Western Washington Area Committee; however he/she does vote in the absence of the DCM.  To be consistent with the above expectations to work alongside the DCM at all Area functions, District 24 will reimburse the Alt. DCM for Items I and IV listed for the DCM above.

  • TREASURER:  The Treasurer is the guardian of the District’s financial resources resulting from AA’s Tradition Seven. He/She keeps the District informed of financial matters by submitting a full report at each District 24 business meeting.

The Treasurer is responsible for receiving and recording group contributions, writing receipts for contributions, endorsing checks and making deposits, paying bills incurred by the District (including the District’s Post Office Box rental fee) in a timely manner, reimbursing approved expenses of the District Trusted Servants in a timely manner, and balancing the District’s bank checkbook.  The approved signature card for the District’s bank accounts will include that of the Treasurer, DCM and Alternate DCM with only one signature being required.

Approved Expenses to be reimbursed by District 24 (receipts required):

  1. Communication Expenses
  2. Telephone
  3. Postage
  4. Copies
  5. General (paper, envelopes, etc.)
  • RECORDING SECRETARY:  The Recording Secretary attends all District 24 Business meetings and provides each group and all District Trusted Servants with a copy of meeting minutes.  Provides a current/updated contact list for the members of the District Committee.  He/She is also responsible for the monthly input of District 24 activities to the WWA newsletter.  Will forward a copy of minutes to Archivist Chair in the District and Area.  Will keep a separate record of pass/fail votes for the year and provide a copy to officers/GSRs at the end of the year.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Communication Expenses
  2. Telephone
  3. Postage
  4. Copies
  5. General (paper, envelopes, etc.)
  • ACCESSIBILITY COMMITTEE CHAIR:  The District Accessibility Chair schedules and chairs regular meetings of the District 24 Accessibility Committee.  The Chair represents District 24 on the WWA 72 Accessibility Committee and is expected to attend that Committee’s four quarterly meetings.  He/She is also expected to attend District 24 Business meetings.  It is also suggested that the Accessibility Chair annually host an Accessibility Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.  The District Accessibility Chair follows the AA Guidelines for Accessibility, and the Accessibility Workbook which are available from GSO.  Additional questions/input may be available from the WWA Accessibility Chair.

 

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area Accessibility Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)

III.               AA approved Literature for distribution

  • ARCHIVES COMMITTEE CHAIR:  The District Archives Chair schedules and chairs regular meetings of the District 24 Archives Committee.  The Chair represents District 24 on the WWA 72 Archives Committee and is expected to attend that Committee’s four quarterly meetings.  He/She is also expected to attend District 24 Business meetings.  .  It is also suggested that the Archives Chair annually host an Archives Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.  Maintains historical materials relevant to District 24 and makes it available to district/group functions.  Works closely with District Committee to collect, organize, store, maintain and display historical files and materials.  He/She follows the AA Guidelines on Archives and the suggestions and experience of the WWA Archives Steering Committee.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Archives Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication/Literature expense

III.               Copies

  • COOPERATION WITH THE PROFESSIONAL COMMUNITY (CPC) COMMITTEE CHAIR:  The District CPC Chair schedules and chairs regular meetings of the District 24 CPC Committee.  The Chair represents District 24 on the WWA CPC Committee and is expected to attend that committee’s four quarterlies.  In addition, the Chair is expected to attend District 24 Business meetings and report on the committee’s activities.  .  It is also suggested that the CPC Chair annually host a CPC Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.  The District CPC Chair follows the AA Guidelines for Cooperation with the Professional Community and the CPC Workbook which are available from GSO.  He/She should be familiar with AA literature that may be helpful to professionals who have contact with alcoholics.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area CPC Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)

III.               AA approved Literature expenses

  • CORRECTIONS FACILITIES COMMITTEE CHAIR:  The District Corrections Facilities Committee Chair schedules and chairs regular meetings of the District 24 CF Committee.  The Chair represents District 24 on the WWA Correctional Facilities Committee and is expected to attend that Committee’s four quarterly meetings.  In addition, the Chair is expected to attend the monthly District 24 Business meetings and report on the committee’s activities and available service opportunities for group members.  .  It is also suggested that the Corrections Chair annually host a Corrections Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget. The Chair is knowledgeable of the various facility clearance requirements and is available to assist group members in securing and completing the necessary paper work for facility access.  The CF Chair also encourages AA member participation in the Corrections Bridge Program and the Corrections Correspondence Program.  Additional responsibilities are outlined in the Corrections Facilities Workbook from GSO and the AA Guidelines for Correctional Facilities Committees.

 

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area Corrections Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)
  3. AA approved Literature for distribution to Correctional Facilities
  • GRAPEVINE AND LITERATURE (GVL) COMMITTEE CHAIR:  The District Grapevine/Literature Chair schedules and chairs regular meetings of the District 24 Grapevine/Literature Committee.  The Chair represents District 24 on the WWA 72 Grapevine and Literature Committee and is expected to attend that committee’s four quarterly meetings. He/She is also expected to attend District 24 Business meetings and make a report.  .  It is also suggested that the GvL Chair annually host a GvL Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.  The District GvL Committee Chair follows the guidelines outlined in the Grapevine Workbook from GSO and the AA Guidelines for Literature Committees.  His/Her primary responsibility is to educate the fellowship about AA literature, related service material, and how to obtain it.  The Chair maintains a literature display, which is available for presentation at Home Groups.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area GvL Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)

III.               AA approved Literature expenses

 

  • NEWSLETTER CHAIR:  The Newsletter Chair is responsible for the monthly District newsletter that is distributed to District Committee members.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Copies

 

  • PUBLIC INFORMATION (PI) COMMITTEE CHAIR:  The District PI Committee Chair schedules and chairs regular meetings of the District 24 PI Committee.  The Chair represents District 24 on the WWA PI Committee and is expected to attend that committee’s four quarterlies.  He/She is also expected to attend the District Business meetings and report on the PI Committee’s activities.  .  It is also suggested that the PI Chair annually host a PI Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.  The District PI Chair follows AA Guidelines for Public Information and the PI workbook and is familiar with AA literature pertinent to public information.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area PI Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)

III.               AA approved Literature expenses

  • REGISTRAR:  The Registrar is expected to attend the monthly District Business meetings and make a report.  He/She is responsible for providing new and updated Group information for District 24 to the WWA 72 Registrar and GSO.  The Registrar will work in conjunction with the Schedule Committee Chair and the District Secretary to make sure all relevant information on D-24 Home Groups is kept up-to-date.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Postage
  2. Copies

III.               General (envelopes, paper, etc.)

  • SCHEDULE COMMITTEE CHAIR:  The Schedule Committee Chair updates and submits to the Web-Chair a downloadable schedule for the District 24 web-site.  Is responsible for representing District 24 at Intergroup schedule meetings for the Everett/Snohomish County Schedule Book as well as GSIG and will work to keep them informed of changes within the District.  Also, authorizes up to $500 every six months to provide at least 2,500 copies of the Everett/Snohomish County schedule book for District GSRs to bring back to their Home Groups for distribution. Reimbursement from Home Groups for these copies is optional.  Details of distribution to District Home groups and other AA entities will be determined by the Ad-Hoc Schedule Committee.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Copies
  2. General (envelopes, paper, etc.)
  • TREATMENT FACILITIES (TF) COMMITTEE CHAIR:  The District TF Committee Chair schedules and chairs regular meetings of the District 24 TF Committee.  This person represents District 24 on the WWA TF Committee, including attending that committee’s four quarterly meetings.  The TF Committee Chair will appoint a District Bridging the Gap Chair to help facilitate bridges between treatment facility clients and District AA Bridge volunteers.  The TF Chair is expected to attend the District 24 Business meeting to report on the treatment-related activities. .  It is also suggested that the TF Chair annually host a TF Quarterly or co-host this event with another district.  The funding for this is a part of the committee’s budget.   The TF Chair uses the AA Guidelines for Treatment Facilities and the Treatment Facilities workbook from GSO, as well as other pertinent AA literature.  Responsibilities may also include maintaining regular contact with local treatment facilities personnel, scheduling speakers and meetings at the facilities, and encouraging participation by both AA Home Group members and treatment patients in the BTG program.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Area Treatment Facility Quarterlies expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, paper/envelopes, etc.)

III.               AA approved Literature for distribution to Treatment Facilities

  • WEB SERVANT CHAIR:  The Web Servant Chair is expected to attend the monthly District Business meeting and make a report.  He/She is responsible for keeping the District informed of all costs and contracts involved in the upkeep of the web-site.  The Web Servant works closely with the District Committee in maintaining/updating the content of the web-site as well as following GSO and WWA 72 Guidelines for web-sites.  It is suggested that anyone making himself/herself available for District Web Servant have two years web-master experience.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Yearly contribution to web domain
  2. Copies
  • ZONE REPRESENTATIVE:  The Zone Representative will represent District 24 at the Greater Seattle Intergroup (GSIG) Business Meetings.  He/She will also bring back information from the GSIG Business meetings to the District Business meetings.

Approved expenses to be reimbursed by District 24 (receipts required):

  1. Travel expenses (mileage and any other travel expenses, if required-see travel expense policies under “DCM”)
  2. Communication Expenses (i.e., phone, postage, copies, etc.)

Ad-hoc Committees:  On an annual basis, Standing Committees will be formed for District-wide special interest activities, such as (1) Annual District 24 Picnic (held in July-August); (2) Annual District 24 Gratitude Banquet (held in March); (3) Finance Committee (to review District 24’s budget and prudent reserve on an as-needed basis); and any other Ad-hoc Committees that are agreed-upon by District Trusted Servants.  Also, a budget will be set up on an as-needed basis.

  • Gratitude Banquet:  A Committee will be formed each year beginning at around December or January to plan the March banquet.  It is suggested that the Banquet Chair is responsible for keeping the event within budget.
  • Picnic Committee:  A Picnic Chair will be appointed in January to start preparations for the District Picnic.  The Committee will be formed at or around May to plan the Picnic.  It is suggested that the Picnic Chair be responsible for keeping the event within budget.
  • Finance Committee:  The Committee will be formed on an as-needed basis to review the budget for District 24 and make recommendations.  It is suggested that the Finance Committee Chair be responsible for keeping the committee within budget.

General District 24 Expenditures:  The District has general obligations (not assigned to an Elected Trusted Servant) for which expenditures are authorized.  These approved expenditures include:

  • Rent for District Business Meetings($20/month)
  • Post Office Box rental fee ($6.80/month)
  • Bank fees for District bank account ($5/month, plus expense for ordering more books of checks)
  • Annually Co-hosting (with neighboring Districts) Area level Pre-Conference and Pre-Assembly meetings
  • Monthly reimbursement of the District Trusted Servants (as required by position)
  • Travel reimbursements for WWA 72 Trusted Servants requested to attend District 24 meetings

District 24 Forecast of Expenditures and Prudent Reserve:  The District 24 Finance Committee (consisting of volunteers) will develop and approve (after review and approval by the Home Groups) an annual “Forecast of Expenditures” which will be based on the expenses approved in this document.  The monthly Treasurer’s Report to the District will include the record of actual expenses versus the forecast.

In addition, this Forecast of Expenditures will be used to determine the actual amount of the Prudent Reserve for District 24 for that particular year.  The actual Prudent Reserve will be 25% (or three months’ worth of contributions) of the total Forecast of Expenditures for that year.

Annually, the treasurer will ask the district for a vote sometime in December or January on whether or not to send away whatever excess money is on hand at that time.  If approved, the Treasurer will disburse any funds in excess of the operating budget and prudent reserve.  The Treasurer will send Seventh Tradition contributions to the following Alcoholics Anonymous service organizations:

  • Western Washington Area 72               50%
  • AA General Service Office                   20%
  • Sno-King Intergroup Office                  20%
  • Seattle Intergroup Office                       10%

Handbook Approval:  This Handbook has been reviewed and comments provided by the Home Groups of District 24. Approval for implementation of this document will be attained by a two-thirds (2/3) majority vote of the District Committee members present at the relevant District Business meeting in which it is to come up for a vote.  Implementation of future revisions, additions and changes will also require prior review by the Home Groups and a two-thirds majority vote by those present at a subsequent District Business meeting.