After each Election Assembly, the Area Committee will develop a slate of Standing Committee Chairs to be affirmed at the Assembly following the election. For all intents and purposes, these new Committee Chairs will take office in January following the election, along with the new panel of officers, and will constitute the new Area Committee, along with DCMs.

Standing Committees will have to hold meetings outside the Assembly meetings. In order to provide a meeting time and place, the Area will offer meeting space at St John’s Church, at a time and day to be determined after the election, once the slate of new Committee Chairs is finalized.

Every effort should be made to identify Alternate Chairs for all Committees, who will be able to serve in the Chairperson’s absence and to provide some continuity on the Committee through rotation. Each Standing Committee Chair ought to create and maintain some sort of continuity folder that will allow an incoming Chair to benefit from their experience and activity.

Standing Committee Chairs are expected to:

• Act as guardians of AA’s Traditions and act in accordance in all matters.

• Attend all Area Assemblies and Area Committee Meetings. All Area Committee chairs are encouraged to attend monthly Area Planning Meetings.

• Hold regular committee meetings.

• Contact districts and Intergroups to determine which services are already in place so as not to duplicate an outreach.

• Provide written and oral detail of efforts made by the committee in the previous month at each Area meeting.

• Conduct one workshop or similar event per year. Coordinate scheduling with other committees.

• Maintain an updated workbook if such workbook is available.

• Familiarize self and committee members with the A.A. Guidelines when such Guidelines are

available.

• Committee Chair and members construct a display that provides a visual display of the particular Committee’s purpose.

• Increase awareness in the AA community of all committees and their respective purposes.

• Recruit committee members.

Archives Committee

The mission of Archives is to preserve the history of A.A. in Area 56.

Duties of the Archives Committee include:

• Collecting, preserving and indexing all items, past or present, which were produced by, or pertain to or any of the District or Groups comprising Area 56.

• Electronically recording of interviews with early members

• Recording and preserving Group histories.

• Encouraging Groups and Districts to begin archives and write or electronically record histories.

• Actively contacting Groups and Districts to gather information obtained.

• Passing all information to the Archivist.

• Displaying the archives at the Mini-Conference and at other special events and as requested by Groups or Districts.

Duties of Archivist

• The primary function of the Archivist is to collect all items, past or present, which were produced by, or pertain to or any of the Districts or Groups comprising Area 56. The materials are preserved in protective plastic sheets and stored in binders.

• The Archivist tries to instill a sense of history by displaying the Archives at Area, District, and

Group functions; by writing about significant events in the history of the Area; and by producing special displays.

• The Archivist promotes the establishment of District archives by visiting District meetings and distributing copies of the pamphlet “handbook for the District Archivist.

• The Archivist joins the committee in encouraging Groups to record their history and to interview old-timers.

Communications Committee

Co-chaired by Recording Secretary and Communication Committee Chair. This Committee will provide crucial services in communicating with the fellowship in now that the Area will not be meeting monthly. The first projects of the Committee will be to develop a bimonthly newsletter about Area happenings and GSO news, as well as to revamp and update the Area website.

Duties include maintaining Website within the GSO Guidelines and to regularly review the web site and links to assure compliance.

Web Site Administrator will follow the Internet Guidelines as provided by GSO. The Guidelines are attached. Some of these guidelines are:

• Respects and protects the anonymity of individual A.A. members

• Suggests that each Area officer and committee chair who wants an email address posted uses an email address which does not break their respective anonymity.

• Respects the 12 traditions of A.A .

• Adheres to copyright restrictions

• Posts:

• contact information for officers and committees

• map of with its Districts delineated.

• links to GSA Area map and region map

• information concerning assemblies and meetings

• information concerning events sponsored by AA entities within and adjacent to Are 56

• Links only to AA web sites* such as GSO, Cincinnati and Dayton Intergroups, other Areas in the East Central Region and Online A.A., Intergroup. Ask these listed sites to link with our site.

• *There may be minor exceptions such as map sites.

• Provides Disclaimer and/or Mandatory exit for Links.

Corrections Committee

The mission of Corrections Committee is to coordinate the work of individual A.A. members,

Groups, Districts and Intergroups who are interested in carrying our message of recovery to alcoholics behind the walls, and to set up means of smoothing the way from the facility to the larger A.A. community through pre-release contacts.

Duties of the Corrections Committee include:

• Organizing and delegating all efforts in Area Correctional facilities not taken care of by the local Intergroups and Districts.

• Providing literature and books if all other avenues of procurement have been exhausted.

• Maintaining contact with both Intergroups and District for pre-release contacts.

Duties of the Corrections Committee Chair include:

• Maintaining Corrections Workbook for reference purposes.

• Coordinating services when necessary and assign to committee members.

• Surveying all districts for corrections outreach not under the Intergroup umbrella.

• Corresponding with correction facilities when necessary.

• Attempting to maintain service (A.A. meetings) to all facilities requesting it.

Finance Committee

The mission of Finance Committee is to maintain the area Financial Policy and propose changes and additions when deemed necessary by the Finance Committee or the Area Officers.

Duties of the Finance Committee include:

• Assisting the Area Treasurer with activities and functions as requested by the Area Treasurer

• Assisting officers with the development and tracking of the annual Area Budget.

• Acting as Steward of the Area Finances, meeting regularly with the Treasurer to review the

Treasury Records

Duties of the Finance Committee Chair include:

• Acting as the liaison with the Finance Committee and Officers.

• Facilitating communication on financial matters of the Area and AA as a whole to the Groups of Area 56

Grapevine Committee

The mission of Grapevine Committee is to: 1) create enthusiasm for the Grapevine and La Viña in the Area by educating the fellowship about A.A.’s “meeting in print; 2) increase awareness that each issue includes the Preamble, Steps, Traditions and articles on many topics and inspirational items; 3) ensure that the Grapevine and La Viña are included in the planning of workshops and presentations for area events.

Duties of Grapevine Committee include:

• Having Grapevine order forms and past issues available.

• Maintaining a display of materials available from AA Grapevine, Inc.

• Encouraging members to contribute articles to the Grapevine. Maintaining a supply of guidelines for contribution of articles for interested potential writers.

• Promoting Grapevine subscriptions and submissions through distribution of past issues of the Grapevine magazine.

Duties of the Grapevine Committee Chair include:

• Keeping the Area informed with information and concerns from AA Grapevine, Inc.

• Ensuring that both the Cincinnati and Dayton Intergroup Grapevine chairs have current

subscription information, forms and internet subscription information (aagrapevine.org).

• Displaying the Grapevine material at the Area meeting and at any District or group meeting as requested.

• Updating the Area Grapevine Representative (GVR) print-out sheet and submitting new GVR,

GLV representative forms to AA Grapevine Inc. This is achieved by obtaining list of GVR’s and LVR’s from AA Grapevine, Inc.

• Contacting representatives and informing each of the privileges and responsibilities of the GVR or LVR. If there is no GVR or LVR, then the GSR for the group is contacted. Obtaining and using email addresses is encouraged for communicating.

• Making sure that each group representative or GSR has old Grapevine copies for display along with blank subscription forms and the internet subscription information (aagrapevine.org).

• Alerting all GVRs, GSRs and Intergroup Grapevine Chairs of special Grapevine promotions.

• Maintaining the Grapevine Representative guidelines.

Group Services Committee

The mission of the Group Services Committee is to assist trusted servants, groups, and service entities by preparing and or providing information and materials relating to understanding the A.A. Service Structure and enthusiastic fulfillment of service commitments.

Duties of the Groups Services Committee include:

• Informing new meetings of the privileges and responsibilities of being a registered AA Group.

• Meeting with older, established Groups who wish to know more about the AA service structure.

• Conducting orientation classes for GSRs and DCMs prior to the Area Assembly meeting.

• Maintaining Handbook and Area Map

Duties of the Group Services Committee Chair include:

• Introducing the Group Service Committee when GSO forwards “New Group” forms to the

Delegate. The Committee Chair sends a letter to the named contact explaining the purpose of the committee. The letter invites him/her to attend the next scheduled Assembly, GSR School orientation.

• Ensuring that a member of the committee contacts the new group contact asking if a visit by the committee would be welcome.

• Ensuring that information or announcements concerning Assembly are submitted to Footsteps and Unity i.e. information articles regarding fellowship surveys, workshops, forums, etc.

• Conducting the GSR class at Area Assemblies.

• Ensuring that the Group Packets are prepared and ready for distribution at Area Assemblies.

Hospitality Committee

Chaired by Hospitality Chair with an alternate Chair. Responsible for coordinating potluck lunches and other refreshments at the Assemblies as well as the Hospitality Room at the Mini-Conference.

Literature Committee

The mission of Literature Committee is to be informed about the content of literature items published by AAWS and in turn to inform groups, districts and area assembly members through displays and other suitable methods of all available conference-approved literature, audiovisual material and other special items.

Duties of Literature Committee include:

• Providing educational opportunities for area assembly members to learn more about the use of AA literature in carrying the message and enriching their own recovery.

• Being familiar with proposed additions to and changes in Conference-approved literature and audiovisual material.

• Becoming familiar with the content of GSO’s AA website (aa.org)

• Cooperating with other committees, districts and Intergroups in utilizing literature to help carry the message.

• Developing content for and publishing Newsletter by requesting input from assembly members.

• Keeping a display copy of each item in the literature catalog and multiple copies of service pamphlets for free distribution. The committee may circulate copies of multimedia material with the purpose of raising awareness about content.

• Providing the literature display to Area, State, District and group functions as requested.

• Ordering literature for the Area.

Duties of the Literature Committee Chair include:

• Maintaining Literature display and ensure its availability at Area, State and District functions as requested.

• Staying current with conference committee/trustees committee action and inform Area of any activity or news, particularly around the time of the general service conference.

• Encouraging Groups to contribute suggestions to the Area and Delegate regarding AA literature

• Maintaining inventory of Conference-approved literature, and submit orders when necessary.

• Overseeing and organizing the activities of the committee in the interest of providing support to assembly members and others in in their use of AA conference-approved literature.

Mini-Conference Committee

Co-chaired by Area Chairperson and Immediate Past Delegate, includes current panel members serving as subcommittee chairs, along with standing committee chairs and all interested AA members. Typically meets from September – May.

Outreach Committee

Co-chaired by Area Registrar and Committee Chair. Responsible for visiting groups who send new GSRs or who send contributions to the Area, in order to thank them for participating. Also attends or arranges for attendance at Intergroup and District meetings on behalf of the Area.

Public Information/Cooperation with the Professional Community Committee (PI/CPC)

The Mission of Public Information/Cooperation With the Professional Community Committee is to inform the general public about the AA program by using the media and by participating in programs upon request of schools, businesses, or other organizations. This is accomplished by focusing on “cooperation but not affiliation” with professionals in the community: educators, physicians, the clergy, court officials and others who often are in contact with active alcoholics.

Duties of the PI/CPC Committee include:

• Visiting with professionals in the community: educators, physicians, the clergy, court officials and others who often are in contact with active alcoholics.

• Staffing an A.A. Booth at health fairs in the community including literature specifically for the public and P.I. mailing labels from GSO for those wishing more information. Following the event these labels are sent to GSO who sends information packets to teach.

• Speaking at public information presentations as directed by the PI/CPC Chair.

• Sending letters and information as directed by the PI/CPC Chair.

• Becoming familiar with the AA Guidelines on PI/CPC.

Duties of the PI/CPC Chair include:

• Developing a list of professionals in our area and informing the local community of our availability through a simple letter or email describing our availability and how interested persons can make contact for more information.

• Acting as a contact person for professionals, in our Area, who inquire about AA or respond to the introduction letter or email.

• Scheduling requested public information presentations and ensuring that speaking obligations are met.

• Submitting orders for appropriate AA literature for PI/CPC presentations.

• Compiling a list of local television and radio stations and offering conference approved PSAs to local TV and radio stations though a simple letter or email and then providing Conference approved PSAs to TV and radio stations responding to the request.

• Becoming familiar with the AA Guidelines on PI/CPC

Treatment/Special Needs Committee

The mission of Treatment/Special Needs Committee is to explore, develop and offer resources to make the A.A. message and participation in our program available to everyone who reaches for it. This includes those in treatment and with special needs. These special needs group includes but is not limited to those who are blind, visually impaired, deaf or hearing impaired, utilize wheelchairs or other mobility aids, chronically ill or homebound and those who are developmentally disabled.

Duties of Treatment/Special Needs Committee include:

• Visiting District and Groups meetings with information pertinent literature and presentations.

• Attending as many meetings as possible and encouraging any AA to attend the Treatment/Special Needs Committee meeting.

• Compiling a list of all meetings that are wheelchair accessible and sharing that information with the preparers of all area meeting lists.

• Compiling a list of any AA members who speak ASL and are willing to translate for any new hearing impaired AAs.

• Compiling a list of large-print AA literature to help carry the message to those requiring the large print.

• Assist with covering events and distributing literature when needed as per the committee chair.

• Taking AA meetings into treatment facilities within the area with the approval of administration.

• Helping with temporary contact programs such as Bridge the Gap.

• Distributing literature to Treatment Facilities where needed

Duties of the Are 56 Treatment/Special Needs Committee Chair include:

• Maintaining and updating a file of information from GSO and other areas to become as familiar as possible with this information including any new materials, guidelines. This familiarity helps to answer questions and assist AA’s seeking answers.

• Interfacing with other Committee Chairs and Committee Members at Area, District and Intergroup levels that share some common ground (i.e. PI/CPC, Corrections). Assist with covering events and distributing literature when needed.

• Coordinating Treatment and/or Special Needs with corresponding Intergroup or district committees.

• Working with and acting as contact person with PI/CPC.

• Coordinating meeting commitments and literature distribution when needed

Mini-Conference Purpose

The purpose of Mini-Conference is threefold:

• To prepare the Area Delegate for the annual General Service Conference by providing a

snapshot of the way that Area AA members are thinking about certain Conference Agenda items.

The Delegate will have the benefit of listening to and participating in discussion at the Mini-Conference that will provide him or her with different ways of looking at and thinking about the matters under discussion. This will be particularly important in regard to the Conference Committee to which he or she assigned.

• To inform the GSRs about the Conference Agenda items, so that they can communicate with their groups. An informed group conscience for AA as a whole begins at the Group level. All efforts must be made by the Area to help the GSRs understand what their Groups think about important Agenda items, so that those ideas can be brought by the GSR to the Mini-Conference on behalf of their Groups.

• To educate all Mini-Conference attendees about Conference procedures as well as the annual Agenda items. Mini-Conference attendees may have no other contact with the General Service structure, so it is important to use the Mini-Conference as a tool to inform them about it, as well as to attract them to further involvement. The Mini-Conference supports the learning process of everyone involved, first-timers as well as veterans.

Many people consider the Mini-Conference to be the single most important Area activity each year. As such, it is important to document the process of preparing for one, what happens each year at the Mini-Conference and what the reportable results are.

Mini-Conference Purpose approved by Area Assembly vote, 8/8/13