Langley, BC Intergroup Office
SECRETARY HANDBOOK
1. INDEX
1. Index to Subjects
2. Brief History of A.A. and District 43 (Langley, Aldergrove, Cloverdale, Fort Langley)
3. To the Group New Secretary
4. Requirements and Duties of Group Secretary
5. Financial Responsibilities of the Secretary
6. Group Organization
7. Types of Meetings
8. Suggested Meeting Agenda
9. Anonymity
10. Who “Runs” A.A.
11. A.A. World Services
2. BRIEF HISTORY OF ALCOHOLICS ANONYMOUS
Our first members in A.A. were Bill W. and Dr. Bob S., whose meeting in Akron, Ohio in 1935 led to the formation of the fellowship as we know it today. Bill W. had been a successful New York stockbroker who had been given up as a “hopeless” drunkard. While hospitalized in the fall of 1934, he underwent an experience which seemed to release him from the compulsion to drink. He talked to other alcoholics, trying to help them, but none stopped drinking. In Akron, on a business trip the following spring, Bill again felt the need to talk with another alcoholic. He was introduced to Dr. Bob, a well-known surgeon whose practice had been seriously affected by his drinking and who had sought many ways to solve his problem. The two men noted that their own desire to drink disappeared when they tried to share their recovery experience with other alcoholics. The chain reaction resulting from this discovery has been responsible for the consistent growth of the A.A. movement. Dr. Bob died in 1950 and Bill W. passed away in 1971. You can find their stories in the Big Book — “Alcoholics Anonymous”. Their legacy is our lifesaving fellowship.
LANGLEY, B.C. INTERGROUP/CENTRAL OFFICE HISTORY
When A.A. was pioneering in the Fraser Valley, members would join together and travel by car throughout the Lower Mainland to attend meetings. Langley’s first group was the Chesterfield Group, which came to be known as The Langley Group, which met on Tuesdays at 8:30 pm. In 2000, there were approximately 33 meetings in the area. However, plans for the Fraser Valley called for rapid growth, which meant more traffic and longer drives to Vancouver to pick up literature, volunteer for 12-step calls, volunteer to answer the phone calls to the Vancouver Intergroup office, and to attend meetings.
In 2001, a group of long-time sober members of District 43 presented a set of procedures and guidelines to the members of the district in order to start and operate an Intergroup/Central office to support the groups and meetings that comprised the district. District 43 includes Aldergrove, Cloverdale, Fort Langley, and Langley. Following debate and discussion among A.A. members, the outcome was presented in writing to the groups within the district. A written ballot voting procedure was carried out, and the majority were in favor of the motion to have an Intergroup Office set up with volunteers to support the groups within District 43. On January 1, 2002, the Langley Intergroup Office of Alcoholics Anonymous for District 43 and any other interested groups of Alcoholics Anonymous officially opened. The original office was upstairs from its current location and offered more space; however, there was no access for individuals in wheelchairs; thus, in order to accommodate all members, the office was moved downstairs to its current location.
Each year, since opening the office, Intergroup handles a large number of calls for help from alcoholics or members of their families. This is one of the principal advantages of an Intergroup/Central Office. It is essential that your Intergroup/Central Office receive adequate financial and moral support from all A.A. groups and members in the district so that it may continue to support the A.A. program for the alcoholic who lives, works, or visits here.
3. TO THE NEW GROUP SECRETARY
Congratulations on being elected secretary of your group. It can be a wonderful and rewarding experience for you. This handbook is designed to answer any questions you may have about your specific responsibilities as secretary of the group and about A.A. in general.
Action is the magic word to ensure sobriety. Never hesitate to ask for help from Intergroup/Central Office, and don’t forget Tradition 2, which says:
“For our group purpose there is but one ultimate authority — a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants; they do not govern.”
When you find it’s time to pass this work of love on to your successor, please make his or her appointment known to the Intergroup/Central Office by phoning (604)533-2600, so that they may be welcomed and the Intergroup records updated. Or, you can advise the them by e-mail at: langleyintergroup@district43aa.org.
If your successor happens to be a secretary for the first time, you will want to be available to them for the first few meetings of their term. It is recommended that new secretaries have at least six months of continuous sobriety when assuming the responsibilities of Group Secretary.
Part of the responsibility of the rotating secretary is to Pass It On. Rotation is one of the important principles in the structure and operation of a local group (and, indeed, throughout the fellowship). It means simply that A.A.s shy away from the idea of an individual, no matter how competent, serving too long as a group officer or member of a service committee. In A.A., it’s the principles of the program, not the personalities that count.
4. REQUIREMENTS AND DUTIES OF A GROUP SECRETARY
It is recommended that a group secretary have at least six months of continuous sobriety; be free to attend all meetings during the recommended term, and to be early at the meeting place to ensure it is properly “set up” — coffee made, arrange literature and books arranged, and reading distributed.
Suggested Group Secretary Duties:
Assist starting and closing meetings on schedule.
Obtain chairperson in advance (or the speaker for Speaker Discussion meetings). Speakers should be advised in advance of the type of meeting and A.A.’s primary purpose.
Before the meeting starts, select members to read “How it Works”, “Traditions” and/or other group approved readings.
Have books and literature available and on display.
Make A.A. related announcements.
Facilitate group business matters (oversee elections, group consciences, etc.) Request reports from the group Treasurer, Intergroup, Grapevine, and GSR representatives.
See that collection baskets are passed around the room and are returned to the secretary.
Make sure that facilities are clean and dishes put away after meeting. Turn off lights. Maintain good relations with the landlord.
5. FINANCIAL RESPONSIBILITIES OF THE GROUP SECRETARY
For the peace of mind and protection of the Secretary from any criticism, it is suggested that each group have a Treasurer. Suggested continuous sobriety of a Treasurer should be 2 years and be willing to serve a 2-year term.
TREASURER
It is highly desirable to keep a simple but formal record of funds received, and costs and disbursements of monies. This serves as a record to assist your memory and as a point of pride to the group with respect to their contributions. A regular financial report should be made to the group. After each meeting, take a few minutes to make a summary report of contributions received and expenses.
At the end of each month, make a monthly report on forms provided by Intergroup?Central Office and distribute your contributions to Intergroup Office, District 43, Area 79, and General Service Office in New York as agreed to by the group conscience. A.A. experience has taught us that it is not a good idea for a group to hold on to money. The funds may be distributed on a regular basis. The distribution of money should be a group conscience discussed at the group business meetings. Below are suggested contribution distributions found in the A.A. approved pamphlet, “Self-Supporting Through Your Own Contributions”:
To your own group: Each A.A. group is self-supporting. This means ensuring the group has sufficient funds in a prudent reserve to pay rent, buy coffee and the refreshments (if any) and attend to all other expenses of the group (like coffee pots, A.A. signs, books, and pamphlets and supporting costs for the GSR to attend A.A. conferences).
To Intergroup/Central Office: Your contributions to Intergroup supports their work in ensuring the hand of A.A. is there for people struggling with alcohol addiction through phone calls, emails, walk-ins and 12-Step work. It also supports local literature sales and group and district unity. Payments can be e-transferred to langleyintergroup@district43aa.org, or delivered to the Intergroup Office at 20449 Douglas Crescent, Langley BC V3A 4B6. Make cheques payable to “Langley Intergroup”.
To District 43: Your contribution supports your district’s participation in Area Assemblies, communication with groups, providing group conscience at an assembly level and serving as a link between Area delegates and GSR’s. It also ensures committees, such as Public Information and Cooperation with the Professional Community and Corrections continue to provide much needed services and resources. Contributions can be sent to District 43 c/o Langley Intergroup 20449 Douglas Crescent, Langley, BC V3A 4B6.
To Area 79 (BC/Yukon): Your contribution supports Area 79 Delegate assembly expenses, publication of Grassroots and representation of BC/Yukon to the General Service Office. Make cheques payable to Area 79, BC/Yukon and can be mailed to Area 79, PO Box 42114, Vancouver, B.C. V5S 4R5.
To General Service Office: The services provided by General Service Office (GSO) in New York are important to ensure the hand of A.A. is available world wide. Make cheques payable to “General Fund” and can be mailed to General Service Office, PO Box 2408, James A Farley Station, New York, NY 10116-2407.
Note: Never send cash in the mail!
6. GROUP ORGANIZATION
Each A.A. Group is autonomous except in matters affecting other groups or A.A. as a whole, therefore the type of Group Organization is usually determined by the group conscience. The following suggested Group Organization is based on the experience of many successful groups and should be used as a guide to establish an organization best suited for your group. The size of your group and type of meeting your members may help to determine the organization required.
Secretary (Some groups also have an alternate secretary)
Treasurer (Some groups also have an alternate treasurer)
General Service Representative (GSR) for the District Committee (and alternate)
Intergroup Representative (and alternate)
Grapevine Representative
Greeters to welcome newcomers and members to meetings
Coffee maker and coffee servers
Literature Representative to obtain books and literature for the group
People to set up and take down chairs, tables, etc.
Dish washers and dryers when necessary.
Program Chairperson or Speakers Committee to get speakers, if the group requires this
Consideration should be given as to who will provide these services when a person delegated for any such service is unable to assume responsibilities.
7. TYPES OF MEETINGS
Each Group should determine by “group conscience” the type and format of the meetings. Here are some common formats used:
Speaker Meetings: The secretary opens the meeting with the recommended meeting format and then introduces the speaker who shares their experience, strength and hope. It is recommended that speakers have at least six months of continuous sobriety and have an inspiring story of recovery. If the speaker has had addictions other than alcohol, he/she should be requested to emphasize the alcoholism and hold discussion of other addictions to a minimum. Speakers should be advised in advance of the meeting time and the maximum time they should speak. If a speaker exceeds this time schedule, the secretary should pass a polite note to the speaker advising him or her that the time is up.
Speaker-Discussion Meetings: The same general format as speaker meetings, except that the speaker may talk for about half of the time left after the “opening”. A topic is then selected for discussion, which is related to alcoholism or the A.A. Program.
Book Study Meetings: Meetings to review and discuss A.A. books, such as the “Twelve Steps and Twelve Traditions”. These meetings usually involve reading from the selected AA material and sharing on what had been read. Usually a copy (or copies) of the book being discussed is passed around the room and each member present is given an opportunity to read one or two paragraphs (the number of paragraphs to be read should be announced at the beginning of the meeting) until the chapter is completed. After the selected section has been read, the chairperson will usually ask for volunteers or will call on members to share their understanding of, or experiences with the subject being discussed.
Discussion Meetings: Same opening format used by other meetings. The secretary or chairperson may ask the group if they have a subject related to alcoholism or A.A. they would like to discuss. Not all discussion meetings have specific topics and attendees may share on the experience, strength and hope of their recovery.
Special Interest Meetings: A.A. members who have special interests sometimes start special interest groups, such as doctors, lawyers, women, LGTBQ2+, etc. Such special interest groups are neither encouraged nor discouraged; however, before starting such groups, the members involved should determine if such groups are in the best interest of unity in our A.A. program as a whole and be governed by the group conscience.
Open, Closed and Public Meetings: A closed meeting is for those who have a desire to stop drinking. An open meeting is for alcoholics, their families and interested friends.
8. SUGGESTED MEETING AGENDA
The order of meetings varies somewhat from area to area, however, here is a suggested outline:
“Good morning/afternoon/evening. This is the regular open/closed meeting of the group name of Alcoholics
Anonymous. My name is give name and I am an alcoholic”. “Shall we open the meeting with a moment of silence.”
Some groups open a meeting with the Serenity Prayer, and some groups close the meeting with it:
“God, grant me the serenity to accept the things I cannot change, courage to change the things I can, and wisdom to know the difference.”
Have someone read the preamble: “Alcoholics Anonymous is a fellowship of people who share their experience, strength and hope with each other that they may solve their common problem and help others to recover from alcoholism. The only requirement for membership is a desire to stop drinking. There are no dues or fees for A.A. membership; we are self-supporting through our own contributions. A.A. is not allied with any sect, denomination, politics, organization or institution; does not wish to engage in any controversy; neither endorses not opposes any causes. Our primary purpose is to stay sober and help other alcoholics to achieve sobriety.”
Have someone read “How It Works”, found at the beginning of Chapter 5 of the Big Book.” (This may be substituted by the beginning of Chapter 3 or another portion from the Big Book. It is suggested only A.A. approved literature be read.)
Have someone read the (short form) of the Twelve Traditions of A.A. which are to the group what the twelve steps are to the individual.
Ask any new to A.A. to introduce themselves by their first names. Explain that this is not to embarrass them; but rather so we may get to know them. (A new member is defined as someone new to the Fellowship or in early sobriety.) You may wish to ask if there is anyone coming back from an alcohol related slip, if there are any visitors, any A.A. members attending this meeting for the first time, and/or if anyone is celebrating an A.A. birthday.
Ask for announcements from the group pertaining to A.A. Be sure to make your own A.A. announcements about the availability of free literature, books for sale and any other general A.A. announcements. Make sure your Intergroup, GSR, and Grapevine representatives have an opportunity to give a report of their activities, when they have important information to report. If a member of your group has an upcoming AA birthday, announce this at this time.
Introduce the Chairperson (speaker, speaker-discussion meetings). The Chairperson conducts the meeting in accordance with the format agreed upon with the secretary and the group conscience.
Pass the basket. (The time for passing the basket is optional — some groups do so before the speaker, some after the speaker or discussion.) Usually, the secretary precedes this by saying: “The Seventh Tradition states that Alcoholics Anonymous is self-supporting through our own contributions. The contributions help to cover the group’s expenses. But the Seventh Tradition is more than simply paying for rent and other group expenses. It is both a privilege and a responsibility of individual groups and members to ensure that our organization, at every level, remains forever self-supporting and free of outside influences that might divert us from our primary purpose.”
Close the meeting with the Serenity Prayer or a prayer of your choice for those who wish to do so, if that is the custom of your group.
NOTE: Make every effort to open and close the meeting on time. Be sure to tell your chairperson what time he/she should finish his/her part of the meeting.
9. ANONYMITY
Always remember: “Anonymity is the spiritual foundation of all our traditions, ever reminding us to place principles before personalities”. A.A. is important. Without it, the alcoholic is lost. Who we are, what we do for a living, and where we live is not important. Our primary purpose is “to stay sober and help other alcoholics to achieve sobriety”.
At the public level: Personal anonymity is our assurance to the world that none of us will use the A.A. name for personal profit, prestige or power — and our assurance to the newcomer that his identify will not be revealed.
At the private level: We are asked to respect the anonymity of the other fellow. We should never reveal to others the names of people we meet in A.A. The individuals themselves are the only people who can determine whether or not they want to tell of their association with A.A. Our experience has taught us that no A.A. member needs to be anonymous to family, friends or neighbors; disclosure there is usually right and good. But this, of course, is up to the individual involved.
NOTE: At open or public meetings, the secretary is requested to remind visitors of the importance of anonymity. Clubs, halfway houses and other institutions and organizations cannot represent themselves as Alcoholics Anonymous since by tradition this is not permitted.
10. WHO “RUNS” A.A
A.A. has no “leaders” in the usual meaning of the term. No individual is authorized to speak for A.A. on a local, regional, national or international basis. A.A. gets things done largely through service committees, and positions are filled on a rotating basis. There are a few paid workers in the fellowship. These are found in the General Service Office in New York and in Area service offices (e.g. Central Office) where the burdens of full-time responsibility are too great for volunteer workers. Anyone who is in a position within Alcoholics Anonymous is a trusted servant and does not govern.
You are helping to “get things done” by taking your turn as secretary of this group and you are a trusted servant of the members of your group.
11. A.A. WORLD SERVICES
With A.A. reaching all over the globe, we must have some way of keeping track of all the groups and loner members, and some way of furnishing them with literature and information.
General Service Board (a board of trustees) that safeguards traditions and the service fund. It oversees the operating service units, the General Service Office, “A.A. World Services, Inc.”, and the A.A. Grapevine, Inc.
General Service Office (GSO) that handles inquiries from groups and the general public. The GSO prepares literature, issues periodic bulletins, corresponds with “Loners”, Institutional Groups, and Overseas Groups (people in remote places where there are no meetings).
A.A. World Services, Inc handles all details involved in the publication and distribution of A.A.’s basic texts — Alcoholics Anonymous, Twelve Steps and Twelve Traditions and A.A. Comes of Age — as well as all pamphlet literature.
A.A. Grapevine, Inc publishes and distributes our monthly magazine as well as theme-related books taken from contributions to the A.A. Grapevine.
General Services Conference is the link between A.A. groups and service committees. It makes policy decisions on matters that affect A.A. as a whole.