AREA 15 FLORIDA STATE CONVENTION COMMITTEE

Composition
Members include the South Florida Area 15 Alternate Delegate, who serves as Committee Chairperson; the current or upcoming Chairperson of the Florida State Convention when the convention takes place in the geographic boundary of Area 15; and an Area 15 member appointed by the Committee Chairperson at the beginning of each panel who has Florida State Convention organizational experience and/or hotel contract experience. The appointed member serves as Secretary-Treasurer of the Committee.

Scope
The Committee provides oversight of the legal and financial activities of the Florida State Convention when the bid is awarded to members of South Florida Area 15; defines and manages the site selection process for the convention in coordination with the Joint Advisory Committee; ensures that the convention remains self-supporting, utilizing the existing 501(c)(3) and the Joint Advisory Committee for continuity and cooperation with North Florida Area 14; receives and monitors profit and loss/budget vs. actual financial statements of the local hosting committee at each meeting; sets the Joint Advisory Committee reserve fund level, periodically reviewing it for possible revision; receives full disclosure of minutes and/or treasury information as requested; and receives the final report at conclusion of the convention.

Procedure
The Committee meets at Area 15 assemblies; the Committee Chairperson gives a report at Area 15 business meetings. The Committee Chairperson and the Area 15 member serving on the Committee participate, with the Florida State Convention Chairperson, on the Joint Advisory Committee in conjunction with members of North Florida Area 14. The Committee approves, denies, and/or requests revisions to contracts and bid summaries submitted at the first Committee meeting of the panel two years ahead of the convention that is being bid. The Committee monitors the budget for the convention and provides budget suggestions; informs the Area 15 body of any transgressions surrounding the convention; and makes recommendations for distribution of excess funds post-convention in accordance with Joint Advisory Committee policy that requires those funds be directed toward A.A. entities such as the General Service Board.

Chair Responsibilities

• Creates an agenda and chairs the Area 15 State Convention Committee meeting at Area 15 assemblies.
• Attends Area 15 business meetings, delivers an oral report on activities of the Area 15 State Convention Committee, submits a written report to the Area 15 Spanish language interpreter/translator prior to the start of the business meeting, and provides a written version to the Recording Secretary for inclusion in the minutes.
• Keeps the Area 15 State Convention Committee’s page on the Area 15 website updated, providing workshop notes and other State Convention Committee-related documents to the Area 15 Web Servant.
• Provides a budget request for Area 15 State Convention Committee funding for the next year to the Area 15 Finance Committee by July 31 of each year.
• Updates the Committee’s Composition, Scope and Procedure and officer position descriptions by July 31 of even-numbered years and submits the documents to the Area 15 Current Practice Committee.
• Reviews responsibilities of the Area 15 State Convention Committee Chairperson with the incoming Area 15 State Convention Committee Chairperson prior to the beginning of the new panel.
• Returns all unspent budgeted Area 15 State Convention Committee funds to the Area Treasurer prior to Dec. 31 of each year.
• OPTIONAL: Hosts online State Convention Committee meetings using the Area 15 online platform, providing meeting date and time to the Area 15 Web Servant at least 10 days prior to the meeting.

Secretary-Treasurer Responsibilities

• Attends Area 15 State Convention Committee meetings at Area 15 assemblies, presents minutes from the last State Convention Committee meeting, and gives a financial report.
• Receives agenda for upcoming State Convention Committee meetings from the Area 15 State Convention Committee Chairperson and makes it available at least one week prior to the meeting.
• Brings copies of the agenda to the Area 15 State Convention Committee meeting at Area 15 assemblies.
• Compiles minutes of Area 15 State Convention Committee meetings at Area 15 assemblies and sends them to interested individuals within two weeks of the meeting.
• Tracks expenses of the Area 15 State Convention Committee and provides reimbursement to committee members for expenses as needed.
• Works with the Area 15 State Convention Committee Chairperson to provide a budget request for Committee funding for the next year to the Area 15 Finance Committee by July 31 of each year.
• Remains available to assume the responsibilities of the Area 15 State Convention Committee Chairperson in his or her absence.
• Attends online Area 15 State Convention Committee meetings if called by the Area 15 State Convention Committee Chairperson.

Secretary-Treasurer Qualification

• Florida State Convention organizational experience and or hotel contract experience.
• A level of computer knowledge and information technology skills as well as knowledge of basic financial recordkeeping that reflects the Committee’s needs.
• Knowledge of Area 15 current practice pertaining to the State Convention Committee.

 

UPCOMING FLORIDA STATE CONVENTIONS

2027    69^th Florida State Convention, Ft. Lauderdale, Aug. 4-8, 2027

2028    70^th Florida State Convention, Jacksonville, July 27-30, 2028

 

NEWS ABOUT THE NEXT FLORIDA STATE CONVENTION

INFORMATION FOR THOSE INTERESTED IN PRESENTING A BID TO HOST A FLORIDA STATE CONVENTION

State Convention Bid Summary Sheet
State Convention Bid Timeline
How Florida State Conventions are guided by Concept X
Florida State Convention 101: Guidelines for Success