Position Descriptions
RESPONSIBILITIES AND DUTIES
District Officers and Chairpersons of all Subcommittees are provided with a copy (electronic or printed) of these Structure and Operating Procedures at the time of accepting their position and are required to report to District 6 Elgin at the monthly
meetings. Copies will also be provided to GSRs.
District Officers are responsible for mentoring the next elected panel of Officers.
If an Officer or Subcommittee Chairperson is not fulfilling the duties of their position as outlined, the District Committee Member (DCM) will approach that member to resolve
the issue. If removal is necessary, approval of General Service Representatives (GSRs) present at the next meeting is required.
District 6 Elgin Expense Form (Appendix 1) must be completed by District 6 Elgin Officers requiring reimbursement and Subcommittee Chairpersons handling the
finances within their portfolio. The forms must be submitted (Appendix 1) to the District
6 Elgin Treasurer. All financial reconciliations must be submitted within two (2)
meetings following the accrued expense.
ATTENDANCE, RESIGNATIONS AND REPORTS
District Officers and Subcommittee Chairpersons
District Officers and Subcommittee Chairpersons are to attend monthly meetings and
submit a written report for the minutes. Written reports are to be made available to the
District Secretary/Registrar at least four (4) days prior to the meeting to allow for
distribution.
If three (3) consecutive meetings are missed and if no reports are received for three (3) consecutive meetings, it will be considered a resignation. An Election will take place at the next District Meeting.
District Committee Member (DCM)
The duties of the DCM are contained in the most recent edition of the A.A. Service
Manual.
The DCM will:
• Represent District 6 Elgin at all Area 86 Assemblies and Area Committee
Meetings.
• Prepare the agenda for the District meetings with the assistance of the
Alternate DCM.
• Forward all Area 86 and General Service Office (GSO) communications to the
Secretary/Registrar for distribution to the District 6 Elgin Committee members
each Monday.
• Provide a written report to the District Secretary/Registrar four (4) days prior
to the District meeting.
• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
• Have held the GSR position to be eligible for election and it is suggested that
they have at least four (4) or five (5) years of continuous sobriety.
Alternate District Committee Member (Alt DCM)
The duties of the Alt DCM are contained in the most recent edition of the A.A. Service
Manual.
The Alt DCM will:
• Assist the DCM at all Area 86 Assemblies and Area Committee Meetings,
striving to attain a good working knowledge of duties of the DCM and
recognizing the necessity to assume those duties in the event of loss or
incapacity of the DCM until an election can occur.
• Assist the DCM with the preparation of the agenda for the District meetings.
• Provide a written report to the District Secretary/Registrar four (4) days prior
to the District meeting.
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• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
• Have held the GSR position to be eligible for election and it is suggested that
they have at least four (4) or five (5) years of continuous sobriety.
District Treasurer
The Treasurer will:
• Receive and disperse all monies belonging to the District 6 Elgin.
• Prepare and present an annual budget at the November District 6 Elgin
meeting.
• Deposit all monies in a chartered bank selected by the District.
• Following elections, set up signing authorities at the bank for DCM, Alt DCM,
Secretary/Registrar and Treasurer.
• All expenses to be paid out of the District 6 Elgin bank account.
• Have all cheques signed by any two (2) District Officers. District 6 Elgin
Officers do not sign for their own expenses.
• Consult with the DCM for direction concerning any questionable expenses.
• Provide a written report as well as financial statements to the District
Secretary/Registrar four (4) days prior to the District 6 Elgin meeting.
• Seek a motion to forward to Area 86 and/or General Service Board (GSB) any
funds in excess of the prudent reserve (total budgeted expenses divided by
12, multiplied by 3).
• Review A.A. Guidelines on Finance (MG 15) from the General Service Office
at www.aa.org
• Set up and use the District 6 Elgin assigned email in conjunction with the
Website Chairperson.
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District Secretary/Registrar
The District Secretary/Registrar will:
• Ensure that reports are distributed two (2) days prior to the District 6 Elgin
meeting.
• Record minutes of the District Committee Meetings and District Committee
Officers’ Meetings and distribute them by email to the District Committee and
GSRs. A small number of hard copies will be made available at District
Committee meetings for new GSRs and members without electronic devices.
• Provide every new GSR with a Group Information Change Form (F-28
Appendix I, A.A. Service Manual).
• Provide every new GSR with a soft copy of the current District 6 Elgin
Structure and Operating Procedures document via email (hard copy will be
provided upon request).
• Email the approved minutes to the Area 86 Committee.
• Provide updates of District Officers and Subcommittee Chairpersons to the
Area 86 Secretary/Registrar.
• Notify the Area 86 Secretary/Registrar of any changes in District 6 Elgin using
the Group Information Change Form (F-28 Appendix I, AA Service Manual)
and/or the New Group Form (F-30 Appendix H, A.A. Service Manual).
• Email a copy of the Group Information Change Form and/or the New Group
Form to memberservices@aa.org
• Access and use the District 6 Elgin assigned email in conjunction with the
Website Chairperson.
Accessibilities / Remote Communities
The Accessibilities / Remote Communities Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Accessibilities / Remote Communities Subcommittee
Chairpersons.
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• Establish a committee to assist with the responsibilities and appoint an
Alternate Chairperson.
• Encourage the development of A.A. outreach to promote accessibility for
members with disabilities requiring assistance.
• Carry the A.A. message by supporting any community or member isolated by
language, culture, and/or geography by using virtual media platforms, if
necessary.
• Follow up and assist with public inquiries regarding meeting accessibility.
• Review the A.A. Guidelines on Accessibility for all Alcoholics (MG 16) from
the General Service Office (GSO) at www.aa.org
• Access and use the District 6 Elgin assigned email in conjunction with the
Website Chairperson.
Archives
The Archives Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Archives Subcommittee Chairperson.
• Establish a committee to assist with the responsibilities.
• Appoint an Archivist to maintain the collection. As it takes considerable time
to become familiar it is suggested that the Archivist serve for a period of four
(4) years or more.
• Collect, organize and preserve material of historical interest.
• Prepare an itemized record of materials.
• Create and maintain a District 6 Elgin Archives display, as needed.
• Ensure the privacy and protect the anonymity of members whose names are
included in the collected documents.
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• Review the A.A. Guidelines on Archives (MG 17) from the General Service
Office (GSO) at www.aa.org
• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
Corrections Liaison
The Corrections Liaison will:
• Work with the current chairperson, allowing the Liaison time to form a
committee.
• Liaise with the District 11 Corrections Subcommittee Chairperson.
• Establish a committee to assist with the responsibilities.
• Have a minimum of two (2) years of continuous sobriety.
• Screen volunteers to ensure they have a minimum of two (2) years of
continuous sobriety, have a sponsor, are active in their home group, and
meet the necessary requirements in compliance with EMDC policies as
outlined by the District 11 Subcommittee Chairperson.
• Review the A.A. Guidelines on Corrections Committees (MG 06) from the
General Service Office (GSO) at www.aa.org
• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
Grapevine
The Grapevine Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Grapevine Subcommittee Chairperson.
• Establish a committee to assist with the responsibilities, and appoint an
Alternate Chairperson.
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• Encourage and support groups to elect or appoint a Group Grapevine
Representatives (GVR) in District 6 Elgin and maintain an up-to-date list of
GVRs.
• Encourage the incoming GVRs to register with the Grapevine Office at
www.aagrapevine.org
• Set up displays and keep a supply of Grapevine items on hand for sale at
District 6 Elgin events and at individual groups upon request.
• Keep a detailed account of inventory, orders, and money received and owed.
• Have a $200.00 float from District 6 Elgin to purchase inventory. Report to the
District 6 Elgin Treasurer the balance of the float and inventory monthly. Any
surpluses of funds are forwarded to District 6 Elgin at the end of the calendar
year.
• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
Public Information / Cooperation with the Professional Community
The Public Information / Cooperation with the Professional Community Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Public Information (PI) / Cooperation with the
Professional Community (CPC) Subcommittee Chairpersons.
• Establish a committee to assist with the responsibilities, and appoint an
Alternate Chairperson.
• Provide accurate A.A. information to the public when requested and visit
schools, businesses, and community meetings for this purpose.
• Serve as a point of contact for our friends in the local media, emphasizing our
Tradition of Anonymity, singleness of purpose and non-affiliation, as well as
offer A.A. public service announcements to radio and television stations.
• Reach out to professionals to carry the message of A.A. in District 6 Elgin and
coordinate with committee members to make contact (by letter, phone call,
email, or face-to-face) and keep a record of such contacts.
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• Maintain a calendar of established recurring events and coordinate
attendance and participation with the District 6 Elgin Officers.
• Review the A.A. Guidelines on Public Information (MG 07) / Cooperation with
the Professional Community (MG 11) from the General Service Office (GSO)
at www.aa.org
• Access and use the District 6 Elgin assigned email, in conjunction with the
Website Chairperson.
Telephone Answering Service (TAS)
Telephone Answering Service Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Establish a committee to assist with the responsibilities and appoint an
Alternate Chairperson.
• Set up and maintain a list of volunteers – men with men, women with women.
• Provide the answering service provider with a current list of volunteers and
ensure they are notified of any changes.
• Train volunteers – volunteers to have a minimum of one (1) year sobriety.
• Review the A.A. Guidelines on A.A. Answering Services (MG 12) from the
General Service Office (GSO) at www.aa.org
• Access and use District 6 Elgin assigned email in conjunction with the
Website Chairperson.
Treatment / Bridging the Gap
The Treatment / Bridging the Gap Chairperson will:
• Work with the current chairpersons, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Treatment and Bridging the Gap Subcommittee
Chairpersons.
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• Establish a committee to assist with the responsibilities and appoint an
Alternate Chairperson.
• Compile a list of volunteers interested in “carrying the message” into
treatment facilities and maintain an active schedule for meetings.
• Regularly visit the treatment facilities’ meetings to ensure they are held in
accordance with treatment facilities’ regulations and guidelines.
• Ensure that all meetings have a chairperson, adequate meeting supplies and
Conference-approved A.A. literature.
• Establish and maintain contact with the Treatment Facilities in District 6 Elgin
to make them aware of the program and facilitate bridges.
• Receive Bridging information from the Treatment Facilities and forward this
information to the Area 86 Bridging the Gap Chairperson.
• Set up a list of volunteers for Bridging the Gap – men with men, women with
women.
• Train volunteers (it is suggested volunteers to have a minimum of one (1)
year sobriety).
• Contact the volunteer following the Bridge.
• Review the A.A. Guidelines on Treatment Committees (MG 14) and the
Bridging the Gap Pamphlet (P49) from the General Service Office (GSO) at
www.aa.org
• Access and use the District 6 Elgin assigned email in conjunction with the
Website Chairperson.
Website
The Website Chairperson will:
• Work with the current chairperson, allowing the new chairperson time to form
a committee.
• Liaise with the Area 86 Technology Subcommittee Chairperson.
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• Establish a committee to assist with the responsibilities and appoint an
Alternate Chairperson.
• Ensure that all published materials comply with relevant A.A. Copyright
(Appendix N of the current A.A. Service Manual) and Anonymity principles
and adhere to the Twelve Traditions, Twelve Concepts and A.A. Guidelines
from the General Service Office (GSO).
• Complete District 6 Elgin updates as requested and ensure that the website
complies with the A.A. Guidelines on Internet (MG 18) from the General
Service Office (GSO) www.aa.org
• Manage the District email accounts and create new accounts when needed.
• Review and renew the District 6 Elgin domains and website engine plan
through website hosting services as appropriate.
• Access and use the District 6 Elgin assigned email.