Recording Secretary

Area 15 Recording Secretary Responsibilities:

Business Meeting Responsibilities:

Attends South Florida Area 15 Committee meetings/assembly.
Provides a copy of the agenda to those on the dais.
Electronically records Area 15 business meetings using an audio recorder connected to the audio vendors system.
Presents an oral report at Area 15 business meetings, asks for corrections/approval of minutes from previous business meeting, reports on service activities performed during the preceding quarter, request written reports to be received within 5 days of the business meeting and adds a written report in the minutes.
Receives from the Area Chairperson and includes in the Area minutes, the assembly registration numbers of GSRs, Alternate GSRs, DCMs, Alternate DCMs, District Chairs and other registered members.
Records the final vote count by position, which closes after the finance committee report, in the business meeting minutes.
Records all main motion(s), motion disposition(s) and motion vote counts (if known) from the Area 15 business meeting and adds them to business meeting minutes.
Records results of assembly bids and includes them in business meeting minutes.
Records the results of the even year elections of the Delegate, Alternate Delegate and Area Officers.

Translation Responsibilities:

Provides Area 15 Spanish language translator with a scrubbed English version of assembly minutes within 10 days of the Area 15 business meeting and follows up to ensure translated version is returned within 30 days.
Receives from the Area Chairperson scrubbed version of the agenda for the upcoming area business meeting following the motion deadline. Provides Area 15 Spanish language translator with the scrubbed English version of the agenda and follows up to ensure translated version is returned within 7 days.

Distribution of Documents and Recordings:

Provides motions and outcomes from Area 15 business meeting to Area 15 Current Practice Committee within 10 days of each Area 15 assembly.
Receives from the Area Registrar an updated file to keep the internet bulk email client contacts list updated prior to sending the electronic minutes, agenda and other documents out to the body.
Distributes printed minutes/agenda and electronic minutes/agenda to Area 15 contacts per preference indicated on Area contact list within 45 days of the Area business meeting.
Provide the minutes and agenda, in English and Spanish, to Area 15 Web Servant within 45 days of the Area business meeting for posting to the Area 15 website.
Provides two sets of printed minutes and agendas, in English and Spanish to the Area 15 Archivist.
Provides the Area 15 Archivist with the electronic audio recording of the Area 15 business meeting.
Provides the Area 15 Archivist the electronic recording of the Friday and Saturday night speaker meeting, if requested by the Area 15 Archivist to have those meetings recorded.

Finance Responsibilities:

Is a signer, along with other Area Officers, on the Area 15 bank account.
Provides request for funding to the Area 15 Finance Committee by July 31 of each year.
Submits a quarterly expense report, including all receipts, to the Area Treasurer.
Returns all unspent budgeted funds to the Area Treasurer prior to Dec. 31 of each year.

Rotation Responsibilities:

Updates Area Recording Secretary’s position description by July 31 of even-numbered years.
Presents Area Recording Secretary’s responsibilities at Third Legacy review session at Area 15 assemblies in October of even-numbered years.
Reviews responsibilities of Area Recording Secretary with incoming Area Recording Secretary following Area 15 elections in even-numbered years and hands off relevant materials prior to the start of the new panel.

Other Responsibilities:

Chairs the Secretaries meeting at the South Florida Area meeting/assembly. Co-chairs with the Registrar when the Secretaries/Registrars meet together.
Serves as ex-officio member of the Area Spanish Linguistic Committee and attends the committee’s meetings at Area 15 assemblies.
Attends Southeast Regional Forum in even-numbered years.
Attends Southern States of Alcoholics Anonymous Service Assembly in odd-numbered years.
Optional: Hosts an online sharing session with District Recording Secretaries, offering them an opportunity to share experiences and challenges and to exchange information.
Optional: Creates and distributes Early Bird Minutes (or similar communication) containing information from the Area 15 business meeting that the Area Recording Secretary deems beneficial to the Fellowship.

Suggested qualifications for Area 15 Recording Secretary from Area 15 current practice and the A.A. Service Manual:

Present or past District Committee Member or District Chairperson.
Five years of continuous sobriety.
Service in group, intergroup/central office or general service affairs.
A level of computer knowledge and information technology skills that reflects the area’s needs.
Familiarity with Area 15 and district general service structure.
Ability to organize, communicate and manage detailed information.
Ability to relay information via email to members of Area 15.
Ability to responsibly handle and protect personal information.
Ability to spend the time necessary to fulfill the responsibilities of the position.

Email Recording Secretary:
secretary@area15aa.org