Area 78

Alberta / Northwest Territories

Archives

DUTIES : To receive, classify and index all relevant materials, including, but not limited to administrative files and records, correspondence, and literary and artifactual works considered to have historical importance to Alcoholics Anonymous in Area 78. To hold and preserve such material, making access possible as determined by the present Archivist in conjunction with the Archives Committee and Area 78 Archives Guidelines, to members of Alcoholics Anonymous and to those of the public who may have a valid reason to review Archive Material.

Area 78 Guidelines:

  • Archives work is much more than mere custodial. It is the means by which we collect, preserve and share the rich and meaningful heritage of our Fellowship. The scope of Area 78 Archives is to provide a sense of its own past to the Fellowship and to keep accurate records so that myth does not predominate over fact.
  • Responsible for establishing policies and budgets relevant to Area 78 Archives.
  • Establishes Area 78 parameters for gathering materials of historic significance, reducing the time, space and cost of preserving random bits and pieces of dubious value.
  • Coordinates archives storage and the Archivist activities.
  • Travels to and presents at Archives workshops and presentations in the Area upon request.
  • Stores, transports and sets up the Archives display at Area 78 Committee Meetings and Assemblies.
  • Provides the Archivist with hard copies of Area minutes, Agendas and financial statements for each Assembly and each Committee meeting.
  • Collects and preserves one copy of all Roundup posters distributed at these meetings.
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It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Archives Committee Chair.

 

Archives Committee

  • Comprises the Archivist, Archives Chair and current DCMs, and GSRs, appointed to the committee by the Registrar for their two year term of service.
  • Others selected for the committee may include past Delegates or long-time members recommended by the Archivist for their knowledge in Archives work and must be affirmed through Area 78 Assembly.
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Archivist Qualifications

  • Organized, neat and methodical.
  • Trained, experienced, or educated in archival work, or willing to learn from manuals, relevant materials available and courses offered in the immediate area.
  • Should reside close enough to Archives viewing and storage area, that arrangements can be made for access to the archives and ongoing projects can be sustained.
  • Attends or allows their name to stand at the September Election Assembly to reaffirm their position.
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Cooperation with the Professional Community

DUTIES : Responsible for suggesting policies and recommending activities that will help carry the message to the still-suffering alcoholic through sharing information about the AA program with professional groups and individuals who have contact with alcoholics, furthering mutual understanding and cooperation between AA and professionals, and increasing the awareness of members and outside groups and organizations on ways of cooperating with others without affiliation.

Area 78 Guidelines:   

  • Stores, transports and sets up the CPC display at Area 78 Committee Meetings and Assemblies.
  • Travels to and presents at CPC workshops and presentations in the Area upon request.
  • Maintains a list of contacts and presentations for follow up and history.
  • Cooperates with PI, Corrections and Treatment to carry a clear and concise message to the professionals.

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming CPC Committee Chair.

Correctional Facilities

DUTIES : Encourage AA members to assume responsibility for carrying the message to alcoholics behind the walls, reviews all aspects of service to AA groups in Correctional Facilities, and makes recommendations for changes and/or improvements. It is also concerned with clarifying what AA can and cannot do, within the Traditions, to help inmate alcoholics both inside and upon release.

Area 78 Guidelines:      

  • Travels to and presents at Corrections workshops and presentations in the Area upon request.
  • The Corrections Chair shall be the liaison between Correctional Facilities throughout Area 78 and the Corrections Committees or DCMs in Area 78.
  • Chair maintains a list of Correctional Facilities in Area 78, along with a contact name for each facility.
  • Annually, Chair sends a letter to each of the Correctional facilities to let them know about Alcoholics Anonymous in Area 78.

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Corrections Committee Chair.

E Services

DUTIES : Coordinates the Area 78 website and the Web Administrator / Web Servant activities. Correspond with Area 78 Committee Chairs and Table Officers regarding technical issues and make recommendations regarding needed upgrades as necessary.

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming E-Services Committee Chair.

Grapevine

DUTIES : Reviews the development and circulation of the Grapevine for the past year at the Group level. Seeks suggestions and recommendations in any area of the Grapevine, including material and format.

Area 78 Guidelines:      

  • Stores, transports and sets up the Grapevine display at Area 78 Committee Meetings and Assemblies.
  • Travels to and presents at Grapevine workshops and presentations in the Area upon request.
  • Sells Grapevine items at all Assemblies and Area Committee Meetings, ordering all items from General Service Office, New York
  • Keeps Treasurer apprised of net worth (gain/loss) prior to each Area Assembly and Area Committee Meeting.

  It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Grapevine Committee Chair.

Group Records – Registrar

In some Areas, Registrars now develop and maintain records of all Groups in the Area, including Group name, meeting PostalCode, time, and GSR or Group contact, also for names addresses and phone numbers of the GSRs, DCMs, District and Area Officers and Area Committee Members. The Registrar may provide mailing labels for Area publications such as monthly newsletter or mailing of minutes. For this job, an organized approach, as well as computer literacy can be helpful.

Area 78 Guidelines:      

Registrars develop and maintain Area records using the "Fellowship New Vision" (FNV) Database developed by GSO. From this database our communication with GSO is built as well as with the membership. Reports for queries including mailing labels for Area 78 publications (such as minutes) can be made. For this job, an organized approach, as well as computer skills using Microsoft Excel are essential.

  • Maintains Area 78 Database through GSO in a timely manner keeping GSO and Area 78 informed of all GSR, DCM, Group, Committee and District changes.
  • Maintains Database with attention to detail and accurate entries.
  • Maintains hard copies and gives all material to Archivist at the end of the term, maintaining Area confidentiality..
  • Provides Area Secretary with mailing labels, and e-mail addresses for distribution of minutes, Assembly agendas and any other Area publications as necessary.
  • Stores and maintains all wall hangings: 12 Steps, 12 Traditions, 12 Concepts, Area Maps, AA structure, Assembly Dates, Registration information board and easel
  • Ensures the wall hangings are brought to all Area Meetings
  • Keeps necessary forms available at Area Meetings: Group Change Form, New Group Forms, DCM Information Change forms. Has copies of agendas and Sharing Session Questions available. Organizes lists to designate registrants to Sharing Sessions and Committees.
  • Prepares a package for each DCM consisting of a registered Group printout from GSO database to ensure accuracy.
  • Purchases and supplies voting ballots for Area elections
  • Attends all Area Meetings and sets up Registration Desk
  • Enlists the help of reliable volunteers to staff the desk during peak registration periods.
  • Collects registration fees and keeps accurate accounts. Turns over funds to Treasurer using Recap form.
  • Communicates with Treasurer regarding float prior to Area Meetings and Assemblies.
  • Maintains and provides name tags which include the circle and triangle.
  • During the Registrar’s verbal report, e   ncourages all members to be responsible for not leaving behind any leftover AA material or flyers – thus protecting our anonymity.
  • Maintains Area 78 equipment such as shredder, paper cutter, money trays, clipboards, etc.
  • Gives all Archival material to Archivist at the end of term, maintaining Area confidentiality
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It is imperative that the outgoing Registrar attend the Transition Meeting and bring all pertinent information for transfer to the incoming Registrar.

Literature

DUTIES : Reviews new literature and audiovisual needs, reviews existing pamphlets and new pamphlet drafts as they are prepared, and recommends special action. Plays a vital part in the development of AA pamphlets and books. It never hesitates to put on the brakes if it feels that AA’s literature is expanding too rapidly--or to urge AA’s publishing into action when there is a real need for a new pamphlet or book.

Area 78 Guidelines:      

  • Stores, transports and sets up the Literature display at Area Committee Meetings and Assemblies. Requires a vehicle large enough to transport several boxes of materials.
  • All Literature must be General Service Conference Approved Literature.
  • Purchases, inventories and sells AA Service, Recovery and Unity Literature at Area 78 meetings. Literature inventory items are purchased from the General Service Office in New York.
  • Travels to and presents at Literature workshops, displays and presentations in the Area upon request.
  • Updates the Area78 record of Assembly Actions, Area Guidelines booklet and other Area 78-specific literature.
  • Keeps Area Treasurer apprised of net worth (gain/loss) prior to each Area Assembly and Area Committee Meeting. 

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Literature Committee Chair.

Public Information

DUTIES : Responsible for greater understanding of—and preventing misunderstandings of—the AA program through the public media, Public Information meetings, and speaking to community groups.

Area 78 Guidelines:      

  • Travels to and presents at Public Information workshops and presentations in the Area upon request.
  • Cooperates with Central Offices in Area 78

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming PI Committee Chair.   

 

Remote Communities

DUTIES : Develop and maintain ways of carrying the message to any community where there are difficulties of language culture, or geography.

Area 78 Guidelines:       

  • Though the General Service Conference does not recognize Remote Communities as a standing committee (as they do in the CPC or PI Committees), it does provide a meeting space for attending Delegates each year on the day prior to the start of Conference activities. Area 78 allocates time and effort and a Chairperson to facilitate Remote Communities efforts in Area 78.
  • Addresses the needs of AA members and groups considered to be "remote" . The definition of remote community has been established as any community that is isolated due to geography, language, or culture.
  • Creates an awareness among the fellowship of Area 78 of the needs of alcoholics in remote communities
  • Provides literature and information to libraries, counsellors and elders in remote communities.
  • Cooperates with all the other Committees in Remote Communities efforts.
  • Encourages speakerphone meetings and sending meeting tapes and literature to remote groups

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Remote Communities Committee Chair.

Treatment Facilities

DUTIES : Coordinates the work of individual AA members and Groups who carry the message to alcoholics in Treatment Facilities. Sets up means of Bridging the Gap from treatment to AA. Works to clarify what AA can and cannot do, within the Traditions, to help alcoholics in treatment.  22 

Area 78 Guidelines:  

  • Develops and coordinates "Bridging the Gap" efforts in Area 78.
  • Travels to and presents at Treatment workshops and presentations in the area upon request.
  • Supports the "Bridging the Gap" sub -committee of Treatment Facilities. This is a temporary contact program designed to assist the newcomer to Alcoholics Anonymous to make the transition from a treatment facility to AA. It is not sponsorship in the traditional AA sense.

It is imperative that the outgoing Committee Chair attend the Transition Meeting and bring all pertinent information for transfer to the incoming Treatment Facilities Committee Chair.