Panel 76 trusted servants

The Delegate carries the informed group conscience of Area 09 to the annual General Service Conference in New York, then brings the Conference back to the Area. It is the Delegate’s ultimate responsibility to provide the leadership needed for a sound service structure, without which communication from the groups to the Conference and back would be impossible.

• Present and discuss the Conference agenda topics throughout the Area in the months before the Conference.
• Attend the General Service Conference and vote on every question as a member of the Conference, in the best interest of A.A. as a whole — not as a representative of one Area.
• Report back to the Area after the Conference in the best way possible to reach every member.
• Keep in touch all year with G.S.O. and the General Service Board on information, studies and surveys; serve on one Conference committee during the two-year term.
• Attend every Assembly and Area Service Committee meeting, visit district meetings as often as possible, and attend PRAASA.
• Notify G.S.O. and the Area Registrar of changes in Area service positions.

The Alternate Delegate assists the Delegate and stands in whenever needed, and is responsible for the Area’s special committees, workshops and special functions — Pre-Conference, FORO, Servathon and the orientation of new DCMCs. The Alternate is also the Area’s liaison to Hospitals & Institutions, intergroups/central offices and the other coordinate committees.

• Assist and, when appropriate, substitute for the Delegate; review Conference material in case the Delegate cannot attend.
• Lead the special committees, subcommittees and workshops of the Area: the annual Pre-Conference, FORO and Servathon.
• Run the orientation for new DCMCs (February of the panel’s first year) and the committee-chair toolkits.
• Serve as liaison with Hospitals & Institutions, intergroups/central offices and other coordinate committees (YPAA, H&I, intergroups); attend Southern California H&I meetings as scheduling allows.
• Work closely with the Area Chair and assume the Chair’s duties in the Chair’s absence; fill in for any absent board member.
• Attend PRAASA; serve as a Director, Chief Financial Officer and Executive Committee member of the corporation.
• Co-host the Monthly Service Study & Committee Sharing Session (3rd Thursday, online).

The Area Chair conducts every Area Assembly and Area Service Committee meeting and is the administrative officer of the Assembly. The Chair is responsible for a healthy Area structure and helps any district that is having difficulty get back into good working order.

• Conduct all Area Assemblies and Area Service Committee meetings.
• Prepare the Assembly and ASC agendas with the Area officers and members’ input, and see that they are translated and sent out at least 10 days before each meeting.
• Appoint ad hoc committees with Executive Committee approval, affirmed at the next Assembly; appoint the Audit Committee each January.
• Help host districts organize Area meetings and work with the Technology Committee on hybrid meetings.
• Know Robert’s Rules of Order, the Area Guidelines and Bylaws; appoint a parliamentarian when needed.
• Select two DCMs/DCMCs for the Four-Area DCM Sharing Session planning; sign Area contracts; usually serve as President of the corporation.

The Secretary keeps the minutes and records of the Assembly, the Area Service Committee and the Executive Committee, and makes sure every member of the body receives agendas, minutes and announcements on time — in English and Spanish.

• Take the minutes of Assemblies, ASC meetings and Executive Committee meetings.
• Collect monthly reports from committee chairs, officers and DCMCs for the minutes — reports must reach the Secretary by the 1st of the month to be included.
• Work with the Communications Committee so reports, agendas and minutes are translated into Spanish.
• Send the e-mail campaigns: agenda 7–10 days before each meeting, a reminder the weekend before, and a recap of business actions afterwards — to GSRs, DCMCs, DCMs, officers, committee chairs, past Delegates, the Pacific Regional Trustee and G.S.O.
• Keep the Area’s records — electronically and physically at the Area Archives.
• Keep the list of Members in Good Standing and, in odd years, work with the Registrar on election eligibility.

The Treasurer (A/P) keeps the Area’s payables: checkbook, journal and general ledger. With the A/R Treasurer, the A/P Treasurer gives the Finance Committee accurate quarterly statements and makes sure approved expenses are paid and tax filings are made.

• Keep checkbook records, journal and general ledger.
• Ensure approved Area expenses (including committee expense reports) are paid.
• Prepare quarterly statements with the A/R Treasurer for the Finance Committee.
• Serve as a voting member of the Finance Committee and help keep groups informed of the Area’s finances and year-end reports.
• Ensure all required tax forms are filed; act as the financial contact for the Area’s web hosting.

The Treasurer (A/R) keeps the records of the Area’s income — the Seventh Tradition contributions of groups, districts and members — acknowledges every contribution, and with the A/P Treasurer reports cash flow to the Finance Committee each quarter.

• Keep records of all Area receivables and income.
• Acknowledge contributions to donors (groups, districts, members).
• Provide quarterly cash-flow statements with the A/P Treasurer to the Finance Committee.
• Serve as a voting member of the Finance Committee and help keep groups informed of the Area’s finances.

The Registrar keeps Area 09’s group records up to date with the General Service Office — in cooperation with the Treasurer and the DCMCs and DCMs — takes attendance at Area meetings and maintains the Area Service Committee roster. The Registrar is a voting member of the Registration Committee and its link to G.S.O.

• Update group records and G.S.O. printouts; help the Delegate locate groups when G.S.O. asks.
• Register new groups and new or changed GSRs (online form; G.S.O. forms F-30, F-28, F-43).
• Take attendance at Area meetings and keep the list of Members in Good Standing for voting eligibility, notices and quorum.
• Prepare the Area Service Committee roster twice a year.
• Set the quarterly rotation of officer visits to intergroup and H&I meetings.