Suggested Guidelines

Updated from 2018 – 2019

I.  District 2 Meetings

• District 2 meetings will be held every third Sunday of the month, at 5:00 PM, at the Fifth Avenue Baptist Church, at 1135 Fifth Avenue, Huntington WV.
• The District Meeting Calendar for the year will be prepared by the secretary in January (or as soon as dates for the Area 73 Assembly and Convention are known) and distributed at the February meeting.
• In the event that a holiday or an Area 73 assembly or convention falls the third Sunday, the district meeting will be held on the alternate date indicated in the District Meeting Calendar for that year.

II.  District 2 Elections and Procedure

• District 2 will hold elections for offices every two years (even years) in the month of August.
• A report of all changes in officers at the district level will be submitted to the Area and the General Service Office by the end of that election year.
• All elections conducted at District 2 will use the Third Legacy Procedure outlined in the AA Service Manual.
• All current seated officers, GSRs, and incoming GSRs, are eligible to vote. In the event a GSR of any group holds another service position at the district level, they will have only one vote.

III.  District 2 Service Positions and Qualifications

• District 2 will hold elections for the following service positions (description of duties and responsibilities detailed below):  District Committee Member (DCM), Alternate DCM, District Secretary, District Treasurer, Grapevine Chair, Public Information Chair (PI), Cooperation with Professional Community Chair (CPC), Accessibilities and Treatment Facilities Chair (A&T), and Corrections Chair.
• It is recommended, but not required, that individuals who stand for any district service position have at least two (2) years of continuous sobriety and a desire to serve.
• Nominees for the position of DCM and Alternate DCM should have a recommended minimum of four (4) years of continuous sobriety and two (2) years of distinguished service at the district level.
• Any individual in District 2 who desires to stand for a committee position at the Area level, should submit their qualifications to the DCM and request nomination from the district prior to the assembly elections. These Area level positions include: PI, CPC, A&T, Corrections, Web Site, and Grapevine/Literature. The DCM shall then submit the names of district nominees at the assembly elections. If an individual without prior district approval wishes to stand for a position during an assembly election, he or she should first attempt to advise and gain the endorsement of the DCM.

IV.  Duties and Responsibilities of District 2 Officers:

  A.  DCM (See the description of Qualifications, Duties, Term, Eligibility, and Election Procedures in the Service Manual and pamphlet “Your DCM” provided by the GSO.) Duties and responsibilities of the DCM include:

• attend all District Meetings, Area Assemblies and Agenda meetings
• provide Agenda and information to GSRs about any concerns or
• motions on the agenda
• submit a written report each month
• keep meeting schedules updated
• bring District motions to Agenda meetings
• prepare District Reports for Assemblies
• contact any service worker who is absent from a district meeting and remind them their written report must be submitted within one week of that missed meeting

B.  Alternate DCM generally fills in for the DCM as needed (See duties and responsibilities above) and is responsible for the following duties:

• attend all District Meetings
• use the contact list to reach out to district officers, committee chairs, and GSRs to remind them of meetings
• act as a relay for group announcements and flyers and forward those to the webmaster and ensure the website is up to date.
• submit a written report each month
• insure 800# contacts and meetings are up-to-date for the answering service
• appoint chair for each of the three annual District 2 events

C.  District Secretary is responsible for the following duties:

• compile and update contact information of all district officers, committee chairs, and GSRs
• attend and record minutes of all District Meetings
• distribute meeting minutes to members no later than two weeks before next scheduled meeting
• keep a file for each month that includes a hard copy of the sign-in sheet, meeting minutes, written reports, agendas, or other documents distributed at meeting.
• prepare an annual District Meeting Calendar each January (or as soon as dates for area 73 convention and assemblies are known) and distribute at February meeting
• check newspaper and web page for accurate information

D. District Treasurer is responsible for the following duties:

• attend all District Meetings and bring the checkbook
• provide a written report of current account activities and balance at each meeting
• write checks for approved disbursements
• maintain a prudent reserve to cover annual district expenses before any payments to Area and GSO are made
• keep a file for each month that includes a hardcopy of treasurer’s reports, dated receipts, bank statements, etc.…
• reconcile district checking account to bank records at least once a month

E.  Grapevine Chair is responsible for the following duties:

• attend all District Meetings
• submit a written report each month
• maintain contact with the Grapevine Chair of Area 73
• keep up-to-date material list and Grapevine subscription forms
• provide Grapevine information and speak at group

F.  Public Information Chair (PI) is responsible for the following duties:

• attend all District Meetings
• submit a written report each month
• distribute meeting schedules and A.A. pamphlets to facilities around the district except where information is being taken in by the A&T or Corrections committees
• maintain contact with the PI Chair of Area 73

G.  Cooperation with Professional Community Chair (CPC) is responsible for the following duties:

• attend all District Meetings
• submit a written report each month
• maintain contact with the CPC Chair of Area 73
• contact professional organizations and provide AA information to them

H.  Accessibility and Treatment Facilities Chair (A&T) is responsible for the following duties:

• attend all District Meetings
• submit a written report each month
• maintain contact with the A&T Chair of Area 73
• coordinate chairpersons for in-facility meetings
• distribute AA literature to treatment facilities and hospitals

I.  Corrections Chair is responsible for the following duties:

• attend all District Meetings
• submit a written report each month
• maintain contact with the Corrections Chair of Area 73
• coordinate members for the jail meetings
• encourage members to volunteer and assist in clearances
• maintain a supply of correction facilities volunteer applications
• keep AA literature in jails, work-release, home-confinement, day-reporting offices

J.  District Archivist is responsible for the following duties:

• appointed by DCM (non-rotating position)
• attend all District Meetings
  • keep and preserve all meeting minutes, district events, fliers, etc.
  • present a year-end report no later than the January district meeting.
  • K.   Webmaster is responsible for the following duties:
  • appointed by DCM (non-rotating position
  • attend all District Meetings
  • maintain the district website (schedule, calendar, general upkeep, etc.)

V.  Inactive Service Workers in District 2

• Any individual serving in an elected position at the district level who misses a district meeting should submit a written report of activities to the DCM or district secretary no later than one week after the missed meeting. Reports may be submitted as hardcopy or email.
• Any individual serving in an elected position at the district level who misses: a) more than two consecutive meetings without submitting a written report, or, b) four meetings within a period of eight months, becomes inactive and may be asked by the DCM to resign their position.
• Any other individual serving in an elected position at the district level may be asked to resign their position only with a majority vote of any district meeting.

VI.  Annual District 2 Workshop, Picnic, and New Year’s Eve Dance

The three annual District 2 events (New Year’s Eve Party, Chili

• Workshop, and Picnic) will be chaired by the Alternate DCM’s appointed chair.
• The chair of the NYE party. workshop, or picnic is responsible for:

• • forming committees and sub-committees and for conducting meetings. All committee meetings should be announced at the district meetings.
  • preparing and presenting a detailed budget proposal for the event.
  • reporting on committee activities at the district meetings.

On this day, _________________________, 20____, these Guidelines were ratified by the Officers and Chairs of District 2.

District 2 DCM		District 2 Secretary

District 2 DCM		District 2 Secretary