Guidelines for & Commitments at the

Harbor Group Meetings of Alcoholics Anonymous

The following is a list of general operational guidelines for meetings and descriptions of identified positions that represent the Harbor Group AA Meeting(s). The Harbor Group is made up of seven separate meetings; one on each morning of the week. As per group conscience and based on the flow of operations historically, the groups have decided to conduct business and centralize most service-related positions,with coordination taking place at the groups' Business Meetings.A copy of these Meeting Guidelines will be maintained in the Meeting Binder that all the Secretaries share the use of to facilitate each AA Meeting. Each meeting will have its own Secretary. All other positions have one representative who attends the Business Meeting and others as described below. BusinessMeetings, scheduled at least Quarterly (or more frequently as needed) are held on the 1st Saturday of the month, immediately following the AA Meeting. They are to be announced by each Secretary the week prior to the Business Meeting. The secretary of each AA Meeting will also announce any known business that will be addressed at that month's Business Meeting.  Sobriety requirements identified for each position indicate that maintenance of continuous sobriety is necessary and in the event of a relapse, an election will be held and volunteers sought to fill that commitment in the interim. Members over the years have given considerable thought to the "sobriety requirements" for each position. (Unless noted otherwise, all positions are responsible for finding a replacement if they must miss their commitment, and for notifying the Commitment Coordinator.)

Secretary:

Elected position -1 year sober/1 year commitment

Responsibilities:

• Gets the keypad code and instructions from prior secretary & opens and sets up the room 20 minutes early

• Hosts the meeting by inviting a person to lead the meeting; giving them the format, explaining their duties, starting the meeting on time @, 6:45 AM

• Helps the leader maintain the flow of the meeting, by exercising the option of asking a person to wrap it up if their share is longer than 3 minutes.

• Finds a qualified replacement Secretary if unable to be present for "their" Meeting

• Calls for the 7th Tradition and makes/invites AA-related weekly/monthly announcements (Literature, Chips/cakes, H&I, IGR, GSR, Treasurer & other) at 7:30 AM

• Makes literature available to members if no Literature person is present, hangs 12 & 12 Posters if no volunteer from the group takes care of this

• In the case that Lead or Co-Treasurers are not available, collects 7th tradition

• Announces that Harbor Group Meeting Guidelines are in the binder

• Is responsible for making sure the room is clean after the meeting

• Makes sure the room is (or will be) locked by themselves or someone appointed/volunteering

• Announces the Business Meeting at the last meeting of the month before the Business Meeting

• Attends the Business Meeting the first Saturday of January, April, July, and October or sends a representative

• Reports on the key decisions from the Business Meeting to their group

Lead Treasurer:

Elected position -1 year sober /1 year commitment

Responsibilities:

• Is responsible for collection of the 7th tradition

• Regularly attends Harbor Group meetings (at least 2-4 meetings per week)

• Coordinates with Co-Treasurers, who assist with collection on other days

• In the case that Lead or Co-Treasurers are not available, Secretaries may serve as back-up

• Takes receipts, and makes reimbursements for meeting expenses

• Maintains guidelines for routine expenses (cakes, cards, etc.) and monitors these standards

• Pays rent and disperses contributions (65% Central Office; 10% to IG District 23, 10% to Area 93, 10% to GO and 5% to H&I according to the Group Conscience

• Lead prepares, and with the help of Co-Treasurers, makes a verbal report each day during the first week of the month on the prior month's finances, and places a written report in the Meeting Binder open for viewing by all Group members

• Maintains a Prudent Reserve of $800

• Uses the Group history ledger ("black book") for all meetings to detail contributions

• Attends the Business Meeting or sends a representative

Co-Treasurer(s):

Elected position -1 year sober /1 year commitment

Responsibilities:

• Under the Lead Treasurer, assures seven-day coverage of weekly 7th tradition collection

• Assists Lead Treasurer in making the monthly verbal report on prior month's finances

Prudent Reserve Treasurer:

Elected position -1 year sober /1 year commitment

Responsibilities:

• Is responsible for holding the Group's Prudent Reserve of $800, for use as rent as needed

• Regularly attends Harbor Group meetings (at least 2-4 meetings per week)

• If called upon, will have the ability to release Prudent Reserve funds within three days

Commitment Coordinator

Elected position -1 year sober /1 year commitment

Responsibilities:

• Assists the Secretary of the Saturday Harbor Group meeting, and covers any Saturday commitment in the event the holder has not found a replacement

• Maintains a roster of all commitments to include commitment holder and dates of service

• Concise general announcement at Saturday meeting, such as, "I am _your alcoholic Commitment Coordinator. There are commitments available at this and all Harbor Group meetings. If you would like a commitment, see me after this meeting or the Secretary of any meeting.

• Makes announcements of major/Saturday commitments (cooperatively with current commitment holder) and whenever needed and possible oversees the Election Process below

• Communicates with daily Secretaries regarding meeting-specific commitments, as needed.

• Requests the Secretaries announce the Quarterly Business Meeting at their respective Meetings one week prior to the Business Meeting each quarter

• Chairs the Business Meeting and/or collaborates on this with the Saturday Secretary

• Clears the room after the regular AA meeting, and calls the Business Meeting to order

• Prepares the agenda for the Business Meeting, which is sent to interested parties one week prior to the meeting

• Asks for a volunteer recorder and/or keeps the Minutes of the Business Meeting

• Provides the current Meeting's Minutes to concerned parties within one week after the Meeting

• Facilitates periodic updating of these Guidelines for placement in the Meeting Binder after the Secretaries bring the Group Conscience back from their individual Meetings

• Maintains the master documentation for Meeting Guidelines and Commitment Responsibilities and the Daily Weekly Scripts. The master documentation will be published on the harbor website for the members. 

Literature Coordinator:

Elected position - 1 year sobriety / 1 year commitment

Responsibilities:

• Buys literature at Central Office for sale and for use by the individual Meetings as needed (gives receipts to Treasurer for reimbursement)

• Oversees Literature commitment holders at each daily Meeting for the sale of books & distribution of free pamphlets

• Maintains an annual subscription to receive the Grapevine. Updates delivery address when responsibilities shift to new commitment holder

• Attends all Business Meetings or sends a representative

Literature Commitment

Elected position - 90 days sober / 6 Month commitment

Responsibilities:

• Sets out, sells and puts away AA books and pamphlets at the daily Meeting

• Collects payments and gives monies to the Treasurer, notifies Literature Coordinator when stock needs replenishing

Hospitals and Institutions Representative (H & I Rep):

Elected position -1 year sober / 1 year commitment

Responsibilities:

• Attends monthly H & I meeting (2nd Monday of each month at 6 p.m. in the Garden Room of First Presbyterian Church, 21 East Constance Avenue)

• Finds a replacement if unable to attend

• Makes monthly report at Saturday Meeting or any special needs announcements during the interim

• Attends all Business Meetings or sends a representative

• Note: As clean-up is ultimately each Secretary's responsibility for their individual Meeting, they should assess what their needs are and respond accordingly.

Inter-Group Representative (IGR-the Group's Liaison with our Central Office):

Elected position - 1 year sober /I year commitment

Responsibilities:

• Attends the monthly IGR Meeting (2nd Tuesday of each month at the First Presbyterian Church, 21 East Constance Avenue at 6 p.m.)

• Provides an IGR report to the group during the 7th Tradition announcement break, informing them of local AA events and making sure that report is available to other meetings

• Keeps the Treasurer and other Group Officers informed of Central Office's financial status

• Attends all Business Meetings or sends a representative

• Provides the group with copies of our district's monthly newsletter, "The Messenger" and solicits contributions from the group for forthcoming issue

• Collects the 2nd basket passed for Central Office during November, "Gratitude Month", gives proceeds to Inter-Group and provides a receipt to the Treasurer

Phone List:

Elected position- 1 year sober /1 year commitment

Responsibilities:

• Keeps the list updated regularly by making sporadic announcements at Meetings identifying their commitment and availability for additions and changes

• Makes sure that there are always current lists in the Meeting Binder

• Involves others (quarterly) to organize a calling/emailing effort to check all Phone List entries for current status.

• When emailing the list, uses only BCC or Mail Merge formats that protect the privacy of email addresses of members who wish to receive the list, but do not wish to have their emails exposed to other persons.

• Maintains regular back-ups of the data and observe proper computer security protocols, also has the phone list on a flash drive and emails a copy of the most current version of the list to all secretaries and Commitment Coordinator.

• Announces that copies of the phone list are on the literature table (working with the Literature person to make sure that this happens) and that newcomers are given or directed to the phone list.

Greeters:

Volunteer position / Newcomers

Responsibilities:

• Arrives at the meeting 15 - 20 minutes early and greets people as they arrive

• Finds a replacement if unable to attend

Clean-up:

Volunteer position / Newcomers

Responsibilities:

• Wipe down tables

• Pick up any litter on the floor

• Vacuum carpet as needed

• Finds a replacement if unable to attend

• Note: As clean-up is ultimately each Secretary's responsibility for their individual Meeting, they should assess what their needs are and respond accordingly.

Cakes:

Elected position - 90 days sober/ 6 Month commitment

Responsibilities:

• Brings cake each Saturday (must give receipts to Treasurer for reimbursement @ $20 maximum per week for a purchased cake or supplies to make cake)

• Maintains a supply of supplies to celebrate birthdays (plates, forks, napkins, candles etc....) provides a receipt to Treasurer for reimbursement

• Circulates the birthday cards and pen(s) around the room at beginning of the meeting

• Begins the birthday song, presents the cake, card and year(s) chip to birthday person(s)

• Finds a replacement if unable to attend

Chips:

Elected position - 90 days sober / 6 Month commitment

Responsibilities:

• Keeps chip supply current for months & years (replenishes at Central Office as needed)

• Coordinates with Saturday Secretary and Cake Commitment for Birthday Chips (For years)

• Keeps receipts and gives to Treasurer for reimbursement

• Gives chips after the 7th Tradition and AA announcements at the Saturday Meeting

• Announces whose birthday it is, and who will give her/him their cake

• Finds a replacement if unable to attend

Birthday Cards:

Volunteer position - no specified length of sobriety

Responsibilities:

• Provides annual birthday cards, circulates cards

• Keeps receipts and gives to Treasurer for reimbursement

General Service Representative (GSR):

Elected position -1 year sober / 2 year commitment

Responsibilities:

• Attends monthly GSR meetings (First Monday of the month, 6pm at Holy Cross church on the Mesa) & quarterly Area Assemblies; votes to elect the DCM (District Committee Member) and the Conference Delegate and represents the Group's will at the District and Area level

• Receives, reads, and participates in GSR communication via email

• Attends all Business Meetings or finds a replacement

• Provides a GSR report to the group during the 7th Tradition announcement break, informing them of District, Area, and other events and places a written report in the Meeting Binder

• Keeps the Group Officers and Commitment Holders appraised of Contribution needs @ District,

• Area and GO levels

• Holds no other Officer positions in the Group

• Makes periodic announcements of key events of interest

Harbor Patrol/City of SB Liaison:  

Elected Position- Long term sobriety / 5 year commitment

Responsibilities:

• The Liaison serves as the sole point of contact to Harbor Commission.

• The Liaison will negotiate any changes the Harbor Commission that flows to the Harbor Group and any changes that flow from our business meeting to the Harbor commission. 

• The Liaison in this capacity will contact the Harbor Commission for any issues including any maintenance issues with the room. 

• This position requires and a cool head.

• Attends the quarter business meeting. 

Annual Barbecue Coordinator:

Elected position - 1 year sober / 1 year commitment

Held in June, this event should be scheduled by the end of February each year by way of Group Conscience and availability of site. The Election for the coordinator will be held in February.  There will be no charge for this 12th Step Activity. The prudent reserve will be used to finance it as 12th step work. The basket will be passed to accept donations for the event. A group conscious to address the proceeds, if any excess or shortfalls occur, will be held at a business meeting following the live meeting on the Saturday after the event. 

The meeting will be open to the “Harbor Group On Line” and to significant “others” of the Harbor Groups. 

Responsibilities: 

• Schedules barbecue in June. Make arrangements and confirms booking by March 1. 

• Organizes Volunteers 

• Provides finalized count to Chef and Facility manager. They will purchase mains (chicken and tri-tip), Paper products, and flatware.

• Passes the basket to accept donations. 

• Composes a brief final “Lessons Learned Summary” to be used by the next year’s coordinator.  

• Recruit volunteers for the following positions two positions:

1: ​Barbecue chef 

• Organizes volunteers to cook the meat, obtain the firewood for the grill, purchases the mains.

2:​Facility manager 

• Organizes volunteers for table set-up and clean up

• Obtains ice and ice chest for drinks

• Buys paper products and flatware

• Sets up table the day of the barbecue

Functioning Procedures for Harbor Group Meeting

Announcements:

• Commitment announcements should consist of matters related to that Commitment and be as concise as possible.

Election Process:

• Secretary announces available position for 2 weeks prior to the election

• Nominations are made on election day and the commitment description should be read from the Meeting Binder

• Nominees step outside

• Secretary takes a hand count for each nominee

• Nominees step back inside, and the elected person is announced

• If a position is filled by a volunteer, the Group shall be asked if anyone else wants the position. If not, the volunteer is voted in, if so and election as detailed above takes place.

Lighting:

• When sharing begins the lights are turned out - except in the kitchen area

Annual Barbecue:

• Usually held in June, this event should be calendared in late May each year by way of Group Conscience. A discussion of how to address the proceeds, if any excess or shortfalls occur

Mentorship:

• At the completion of their term, each Commitment holder will give information and supplies to the new person taking over their Commitment.

• They will continue attending the meeting to guide the new person for at least two weeks and longer if needed or possible.