Guidelines

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    Guidelines
    Regional Archives Committee (RAC)
    Translation August 2016 – Revised August 2018

    1— MISSION – The mission of the Alcoholics Anonymous Regional Service Office Archives is to document permanently the work of Alcoholics Anonymous, to make the history of the organization accessible to AA members and other researchers, and to provide a context for understanding AA’s progression, principles and traditions.

    PURPOSE — Consistent with AA’s primary purpose of maintaining our sobriety and helping other alcoholics archive recovery, the Archives of Alcoholics Anonymous will:
    • Receive, classify and organize all adequate material such as administrative files and records, correspondence literary works and artefacts considered to have historical importance to Alcoholics Anonymous.
    • Hold and preserve such material.
    • Provide access to these materials, as determined by the archivist in consultation with the trustees’ Archives Committee, to members of AA and to others who may have a valid need to review such material, contingent upon a commitment to preserve the anonymity of our members;
    • Serve as a resource and laboratory to stimulate and nourish learning;
    • Provide information services to assist the operations of Alcoholics Anonymous;
    • Promote knowledge and understanding of the origins, goals and program of Alcoholics Anonymous.
    Adopted: October 30, 2006 By the General Service Board of Alcoholics Anonymous, Archives Workbook, 2014, p. 7.

    ORIGINS — The idea for organizing a historical collection of the Fellowship’s records came from co-founder Bill W. in the early 1950s. Bill was becoming increasingly concerned that “the history of Alcoholics Anonymous is still veiled in the deep fog”. Knowing that the office correspondence was loosely maintained in the drawers at the General Headquarters, he set out to arrange our historical records. He personally recorded old-timers’ recollections in the Akron/Cleveland area; he sent out boxes of blank tapes to others, encouraging them to record their recollections.

    Bill’s far-reaching vision outlined an archival message that is still sound today. As he said: “Every one of the new and unexpected developments (in AA) has, lying just underneath, an enormous amount of dramatic incident and experience—stories galore… It isn’t hard to prepare a fact sheet of what happened—that is, dates when people came in, groups started and so forth. The hard thing to lay hold of is the atmosphere of the whole proceedings and anecdotal material that will make the early experience alive.”

    After many decades of tireless organizing and arranging, the G.S.O. Archives room was opened with a formal ribbon-cutting ceremony in November 1975. Since then, the G.S.O. archivists and the trustees serving on the Archives Committee of the General Service Board have encouraged the importance of archival service, which is vital to the survival of the Fellowship. As a result of that work, today almost all areas have set up archival collections, and there is a significant growth at the district level.

    Historical records help us to sift through our day-to-day experience in recovery and reach back for the shared experience from the past. As we sort out the myth from the facts, we ensure that our original message of recovery, unity and service remains the same in a changing, growing, expanding Fellowship that constantly renews itself.

    Archives are frequently associated with the past, but they are also to be linked with true value. We maintain records of permanent value so we can go back and consult the original sources again and again.
    Source: Archives Workbook, 2014, p. 9.

    2 — ROLE OF ARCHIVES REGIONAL COMMITTEE – The Regional Archives Committee (RAC) was created at the meeting of the Regional Committee in April 2012. He is responsible for establishing policies, budgets and procedures for maintaining and adding to collections accumulated since the establishment of a unit Quebec Alcoholics anonymous in Quebec in 1944. he assumes and retains ultimate res-responsibility and authority for the use of archives, and argues his group consciousness in general policy-questions.

    One of the most important functions of the Archives Committee is to establish creative parameters for the choice of equipment to collect and how to keep alive the interest of members for AA history.

    3— WHO SHOULD BE SELECTED AS ARCHIVIST?
    Archivists are selected in different ways throughout the areas. Some are elected by the area assembly, some are appointed by the area committee or the area’s archives committee. The first Area 87 Archivist has been appointed at the November 2012 Area meeting.

    It is the shared experience not to rotate frequently since it takes a considerable length of time to get familiar with the material.

    Archivists are usually AA members, and areas may differ in sobriety requirements, the right to vote in assemblies and the length of time before rotation.

    It is useful and desirable that the archivist have some knowledge in archives or at least shows ready to master the basics of the science of archives. Depending on the location, introductory courses in the conservation of historical archives are given by the secondary school, CEGEP, library or historical societies.

    4—WHAT TO COLLECT? – AS PROPOSED IN THE ARCHIVES WORKBOOK, 2014, P. 25. – An archival collection takes form through a natural process that helps to capture the rich texture of our history. We build historic collections that are unique in many ways, through the contributions that the archives receive and through collecting material that is unique to a particular area or district. There are many items that you will find of interest as you develop your collection, and the following is merely a suggested list that you might consider.

    • Books/pamphlets about AA;
    • Documents developed locally to support Twelfth Step work;
    • Photographs;
    • Directories;
    • Meeting lists;
    • Newsletters (particularly those published by your area/district);
    • Audio recordings;
    • News clippings;
    • Magazine articles;
    • Correspondence;
    • Minutes of service committees.

    5—SETTING UP A REPOSITORY – AS IN ARCHIVES WORKBOOK, 2014, P. 26. – Experience indicates that the archives should be housed in rented space rather than in a private home. It is particularly advantageous if the space adjoins a central office or intergroup. It seems important that access be available to all AA members and researchers during regular hours. This avoids the appearance of being a private collection. Contributors have been shown to be far more generous when the archives are open. Since its instalment in the office of the 3920 E. Rachel St. RSO, in 2005, Area 87 has given a portion of its basement to the archives committee.
    A section of this room is used by the archives servants and is accessible to other users according to the general rules of the area for any other room.

    LIST OF EQUIPMENT NEEDED
    • One or more good general reference books on the preservation of historical documents
    (see “Reference Information and Resources” section for titles);
    • Supplies for preservation and repair—for example: Mylar sleeves, acid-free tape to repair tears, nondamaging adhesives;
    • Acid-free storage boxes for letters, papers, pamphlets and magazine articles and/or archival scrapbooks for newspaper articles (available from archival catalogues);
    • Shelves to hold material;
    • Fireproof file cabinets for vertical files;
    • Work table, chairs, desks;
    • Display cabinets to hold books and/or memorabilia;
    • Framed photos (with acid-free mattes and backing) of events, places and nonalcoholic friends who have been helpful to the group (keep our Tradition on Anonymity in mind!);
    • Cabinet for audio recordings and portable recording devices.
    • Electronic equipment required to perform tasks.

    The necessary supplies are under the responsibility of the committee’s coordinator and are paid with the yearly budget allowed to fulfill its functions.

    6—SECURITY – AS IN ARCHIVES WORKBOOK, 2014, P. 25
    One of the most essential steps is to ensure the safety of the material placed in the archives. The archives area main section is protected behind a locked door. The room is furnished with tables, shelves and computer equipment connected to the area network. The coordinator, his alternate coordinator and the archivist have the keys to enter the room. The RSO supervisor can give access to any person who has been allowed to access the room by the committee. Any other access should be granted over the supervision of responsible members of the committee. The network is protected by passwords and a space in the cloud is rented to an independent service provider.

    7—RESEARCH IN ARCHIVES – AS IN ARCHIVES WORKBOOK, 2014, P. 26. – SEE ALSO POINT 10.
    While we can assume that most AA members will be mindful of the confidentiality of AA records, as will most serious nonalcoholic researchers, the archivist should nonetheless maintain strict rules about accessibility and ensure that researchers adhere to them.

    AA’s Twelfth Tradition states that anonymity is the spiritual foundation of our Fellowship—in spirit as well as the letter. All archives committees should be protective of the anonymity of living people, and even those who have passed on. Those administering the archives must also be scrupulous about anonymity breaks. This responsibility falls essentially to the archivist. Therefore, emphasis should be placed on permanent housing and a rotating archives committee to grant access requests and to establish overall policies.

    SCREENING OF APPLICANTS: To relieve the archivist from sole responsibility, the archives committee might consider each request to use the archives individually to determine the seriousness and appropriateness of the enquiry, and to grant or refuse permission. The applicant, if possible, should always be familiar with AA’s Tradition of Anonymity and how it is applied to writing AA history.

    The researcher should fill out an application form listing the date of the application, how long he/she intends to spend on the project at the archives and the material being used. The researcher should also be given all the information needed to clearly understand procedures and policies concerning the use of archives, for example: a statement of policy, information about the categories of classification, and a catalogue of archival contents.

    INTERNS : On occasion, the committee of Area 87 regional archives will accommodate trainees in documentation techniques from nearby schools. Students will be supervised by the coordinator of the committee, his deputy and the archivist of the committee. They will meet the internship supervisors and are committed to providing a presence and adequate supervision to students. Students will sign a non-disclosure of archive items entrusted to them for review and classification. Anything archives at the discretion of the archives committee will be assigned to them. The application review rule will apply. No document will leave the archive shelf space. There will be no association with educational institutions which require that we welcome trainees.

    The archivist and his or her assistant(s) should be familiar with current interpretations of copyright and its impact on the use and confidentiality of records, as should all members of the Archives Committee. To do this, it would be in their interest to have one of them be a lawyer or an active member of the academic community (this is a case where it is not necessary to be an A.A. member). As copyright law is constantly evolving, it is important to keep up to date.

    8- CLASSIFICATION OF ARCHIVAL MATERIAL AT THE ARCHIVES OF THE GSO
    A. Open to all
    B. Open to AA members
    C. Open with approval
    D. Closed (at this time)

    The latter classification means that no one has access to the documents—sometimes donors request that documents remain secret for a certain period of time. The parts should then be classified in a retrieval system, manual or computerized, to provide rapid information to researchers. The archive documents are indexed by folder groups or series, rather than piece by piece. Audio recordings made by secretaries fall into this category and are retained by the Archives Committee for future reference.

    9—ACCESS TO ARCHIVES – AS IN STATEMENTS OF POLICY, ARCHIVES OF AREA 83, 2006, TORONTO, ON – The materials in the Area 87 Archives are available to all AA members and other serious researchers who have an interest in the legacy of AA. However, access is controlled. Controls are necessary to ensure the anonymity of all persons mentioned in archival materials, in accordance with AA traditions. Access must also be controlled in order to protect the materials themselves from loss or physical damage.

    The following policies and rules have been established by the trustees’ Archives Committee of the General Service Board of AA in co-operation with the G.S.O. Archivist and modified by Area 87 to meet its local needs. These policies attempt to balance the needs of users, the exclusive rights of copyright holders, and the Archives’ own responsibilities towards its collections.

    GETTING ANSWERS – Visitors and all interested parties are invited to make requests for information about any aspect of AA history. Normally the Archives staff will conduct the research, find the answers you seek, and deliver them via mail or email, or make them available in the local Intergroup Office.

    • Typical requests involve:
    • Information about the events that led to the founding of AA;
    • Biographical information of AA’s co-founders and early pioneers;
    • Statements and opinions of Bill W. and Dr. Bob;
    • The origins and growth of the AA steps, traditions, and guiding principles;
    • Information about various editions and/or statements in the Big Book and other works;
    • The uses of AA prayers, slogans and logos, as well as chips, tokens, and medallions;
    • Historical group practices and meeting formats;
    • Group and local area histories, including international;
    • Information about the history of AA among special populations, minorities, and women;
    • Old issues of newsletters;
    • Old versions of AA pamphlets, meeting directories and literature;
    • Published photographs of AA founders, pioneers, and events;
    • The growth of the service structure;
    • Actions of Boards and Committees recorded in meeting minutes;
    • Various actions of the General Service Conference since 1951;
    • Various actions of the Intergroup, District or Area Assemblies since 1971.

    We always welcome your questions! Please contact the archives anytime you are curious about an element of AA’s legacy.

    ACCESS – All visitors are welcomed to the Archives repository. There they can see selected materials and speak with the Archivist about our holdings, about archival activities in their areas and about how they might be able to take advantage of the Area/Local Archives. If a researcher would like to physically handle, read, and review a large quantity of archival material, he or she should contact the Archives staff ahead of time to make arrangements. In most cases the Archives staff can provide access to published information, such as books, newsletters, magazines, pamphlets, service pieces, and reports, in some cases dating to the earliest days of AA.

    However, if a researcher wishes to use any unpublished materials in the Archives (correspondence, meeting minutes, financial information, manuscripts, etc.), a written request for access must be made to the Archives Committee. The user must give full information about the subject, scope, and purpose of the research being undertaken. Each request will be considered on a case-by-case basis. As the committee meets six times each year, at the Area Committee Meeting, research requests are considered six times a year. In special cases, consideration can be obtained at other times.

    PROTECTING ANONYMITY – Because of the special nature of the materials in our collection, all researchers must learn and respect all AA traditions that may bear on their research; in particular, the preservation of anonymity of all AA members. The permission to conduct research is granted conditional on your agreement to strictly maintain the anonymity of all AA members, alive and deceased, including AA’s co-founders. You are respectfully asked, if citing these materials, to quote only the first name and last initial, thus preserving AA’s Eleventh Tradition: the anonymity of its members at the level of the public media. No researcher is ever given permission to publish full names of individuals. Anyone who does so will be denied further access to the A.A. Archives.

    PHOTODUPLICATION (SCANNING AND PHOTOCOPYING) – Photocopies or scans of published materials, such as pamphlets, articles, and newsletters, will be made available if the physical condition of the materials allows for duplication. Original correspondence, unpublished manuscripts, and some other confidential materials will not be duplicated. Archives staff will do all photo duplication. On-site researchers will not be permitted to use scanners, cameras, photocopiers, or other devices to make copies. Researchers may designate a limited number of pages (of published items only) to be photocopied or scanned by the archives staff. Depending on the quantity requested and the workload of the archives staff, the copies may have to be mailed or emailed to the researcher at a later date.

    COPYRIGHT AND OWNERSHIP – The A.A. Archives have a large variety of materials, which may or may not be in the public domain. In some cases AAWS does not hold copyright for the materials in its collections. The permission to access and research does not include or imply permission for the use of intellectual property or any right to intellectual property in the Archives’ holdings. It is solely the responsibility of the researcher to obtain the permission of the copyright owner before publishing, reprinting, or making extensive use of any copyrighted material. Any agreement as to intellectual property—such as publishing, reprinting, or quoting from any archives material—must be separately requested in writing.

    PERMISSION TO PUBLISH – As stated above, permission to access our materials and have copies made does not signify that a researcher has been given permission to publish, distribute, or further copies the material. Researchers who wish to use the Archives’ materials in a publication, performance, or broadcast must complete and submit a separate application. Researchers who plan eventual publication of their work are urged to make early enquiries concerning publication rights as they begin their research. We request that two free copies of all publications which rely on the Archives’ holdings be donated to the Archives as soon as the work is published. In giving permission to publish a manuscript, the Archives do not surrender its own right thereafter to publish the manuscript or to grant permission to others to publish it; nor does the Archives assume any responsibility for infringement of copyright or of publication rights in the manuscript held by others.

    WARNING CONCERNING COPYRIGHT RESTRICTIONS – The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be used for any purpose than private study, scholarship or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use”, that user may be liable for copyright infringement and/or subject to criminal prosecution.

    CANADIAN LAW 70.13 A PROPOSED TARIFF – AGREEMENT WITH THE COPYRIGHT HOLDER – If the educational institution, library, museum or archive concluded an agreement for the copying with the copyright owner—other than a management company—Paragraph (1) only applies to works of this holder covered by the agreement.

    NEW VERSION OF THE CANADIAN BILL C-42 ON COPYRIGHT (updated February 3, 2016). Common provision to educational institutions, libraries, museums or archives.

    REPROGRAPHY – 30.3 (1) An educational institution, library, museum or archive does not infringe copyright if:
    a) a printed work is reproduced by duplicating machine;
    b) the machine was installed at their premises by themselves or with their authorization for use by teachers or students or staff of educational institutions or users of libraries, museums or archives;
    c) the regulatory warning was posted as prescribed manner.

    POLICIES FOR ON-SITE RESEARCH – The following procedures are designed to make the researcher’s visit as useful as possible while preserving the archival materials for future generations.

    Please note that if you wish to review any unpublished materials in the Archives (correspondence, meeting minutes, financial information, manuscripts, etc.), a written request for access must be made to the Archives Committee, and must receive Committee approval before access is granted. See the Materials Use Policy for more information.

    1. All researchers should notify staff of the day(s) they plan to visit.
    2. Planning the visit ahead of time will help ensure that the researcher’s time is used efficiently.
    3. Researchers and archives staff should work together before the visit to identify all relevant materials, so that staff can locate and retrieve them. Some materials are stored off-site and these require advance notice to be retrieved. If we do not receive advance notice of a visit, we will be limited as to how we can assist with research.
    4. Researchers must register upon arrival to the Archives.
    5. Researchers must deposit coats, bags and backpacks, and other personal property not essential to their work with the archival staff.
    6. Researchers are not admitted to the archives vault. All materials will be obtained from and returned to the archives vault by staff members.
    7. Materials may only be used in the Archives offices, at the tables provided.
    8. Researchers may use laptop computers to take notes, or use HB or 2B or 4B pencils only. To avoid possible permanent marks on materials, pens are prohibited. Post-It notes, paper clips, and other potentially damaging flags are also not permitted.
    9. Archives staff will do all photo duplication. Additional information concerning photo duplication policies is available in the Materials Use Policy. Cameras and scanners are not permitted, and researchers are not permitted to make their own photocopies.
    10. All material must be handled with extreme care to ensure its preservation for future generations.
    11. Always preserve the existing order and arrangement of all materials. Turn pages carefully, make no marks on the materials, and do not rest books or other objects on the surface of items.
    12. When handling certain items staff may request that researchers wear cotton gloves.
    13. Eating and drinking are not permitted in the Archives.
    14. Please return all materials to archives staff at least 15 minutes before the Archives close.

    TASK DESCRIPTION
    ARCHIVIST: ABSTINENCE OF FIVE YEARS – MANDATE: The Regional Archivist is appointed by consensus by the members of the Archives Committee. The Regional Archivist position is not a post subject to rotation because of the technical knowledge required to fill this position. Although it is not desirable that the archivist be replaced, it is recommended that an appointment procedure be made to two years at the beginning of an even year and ending in December of the following year. The term is renewable by the Committee.

    THE ROLE AND TRAINING OF ARCHIVISTS – ARCHIVES WORKBOOK, FM-44I, 9–14, P. 10 – The Archivist is the centre of the collection: it was he who, on the one hand, determines what will enter the collection and, on the other hand, strives to make the collection available to members of the Movement and the public who have a legitimate interest in Alcoholics anonymous.

    • The archivist collects, sorts and preserves the historical material. The archivist selects a number of representative pieces from his collection to form a travelling exhibition.
    • The Archivist is responsible for the integrity of the collection. It must respect the privacy and protect the anonymity of members whose names appear in the documents in the collection.
    • The Archivist shall report regularly to the Regional Committee or, if appropriate, the Committee of Archives of Region 87 on new acquisitions and the status of ongoing archival projects.
    The archivist and the coordinator are responsible for a documentation centre and a section of the regional Web site which are made available to members according to rules established by the Web site committee.

    Under provincial, Canadian or North American agreements with groups of archivists from all service levels of AA, the archivist may be asked to collaborate on service improvement projects, communication between archivists through newsletters, emails, etc. This participation should be at no cost to the region and participation in the activities must be done on existing platforms within the provisions already granted. The archivist and archives committee may participate in the work and activities of committees and entities addressing the members.

    TRAINING: It is useful and desirable that the archivist have some archival knowledge or at least be prepared to master the basics of archival science. The selection criteria for the archivist vary from region to region. Some are elected by the Regional Assembly, others are appointed by the Regional Committee or the Regional Archives Committee.

    • A voting and speaking rights at meetings of the Committee.
    • Attends seven meetings and four meetings of the Regional Committee.
    • Sought reimbursement of its expenses.
    • Participates in the provincial Assembly and the meetings of Provincial and Territorial Archivists. Plans with them the agenda of workshops held there and ensures that a report is produced by the host region.
    • The archivist is responsible for filing and updating of documents preserved on the site Dropbox. It is up to him to give the partners access to certain files in order to collect archives.
    • The archivist is responsible for classifying and updating the documents stored on the Dropbox site. He is responsible for electronically share documents with members of other researchers working groups and regional committees. It is the relationship with the archivists from the three other regions of Quebec for sharing documents that belong to the history of the establishment of AA in Quebec. He can negotiate conservation agreements of the working groups of archives as the provincial committee of the website, the Interregional Committee, La Vigne. He can also allow the hosting documents from other conferences such as the Belgian groups or other Canadian regions and provinces.

    REPRESENTING GROUP ARCHIVES (RAG), DISTRICT ARCHIVES (RAD), COMMITTEE ARCHIVES (RAC)AND PAIRED RDR.
    • We suggest that they follow these guidelines, the G.S.O. Archives (FMG-17) and the Archives Manual (FM-44I) to retrieve, save and file documents relevant to the history of their group, district and committee.
    • Share documents from their groups and districts with the regional committee.
    • Raise awareness among group, district and committee members of the importance of archives and what they represent for our history.
    • Participate as often as possible in meetings of the archives committee of the region where they have the right to vote and to vote.
    • May also participate in committee activities such as filing, digitization and others.
    • Matched D.C.M.s may be reimbursed their expenses by the area committee.

    COORDINATOR: ABSTINENCE FIVE YEARS FOR A TERM OF TWO YEARS
    • Organizes and directs the meetings of the Committee.
    • Prepares the calendar, schedule and agenda in collaboration with the secretary.
    • Present a written report periodically to the Regional Committee.
    • Has voting and speaking rights at meetings of the Committee.
    • Attends seven meetings and four meetings of the Regional Committee.
    • Attends meetings of coordinators.
    • Represents the Archives Committee at districts, groups and staff meetings.
    • Sought reimbursement of its expenses.
    • Authorizes the expenditure of the committee members for their displacement and/or the acquisition of equipment.
    • Collects financial reports to the Administrative Area 87 Assistant and supporting documents relevant to the audit. *
    • Presents written financial reports and a written report of anticipated future expenses at the Committee meeting. *
    • Establishes budget and present it at the meeting of October. *
    • Updates the list of inventory of supplies and software. *
    • May appoint a Committee member to vote in his place.
    • Sponsoring his deputy, delegate tasks.
    The archivist and the coordinator are responsible for a documentation centre and a section of the regional website which are made available to members according to rules established by the Website Committee.
    * These tasks could be assigned to another committee member.

    ALTERNATE COORDINATOR: ABSTINENCE THREE YEARS FOR A PERIOD OF TWO YEARS
    • Assists the coordinator and replace him in case of absence.
    • Present a written report periodically to the Regional Committee.
    • Participates in the Assembly and meetings of archivists.
    • Attends regional meeting and vote in the absence of the coordinator.
    • Has voting and speaking rights at meetings of the Committee.
    • Sought reimbursement of its expenses.
    • May appoint a Committee member to vote in his place.

    SECRETARY: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Take notes and drafts reports of regular meetings attended.
    • Has a voting and speaking rights at meetings of the Committee.
    • Update the Program Committee, the list of special projects and research, and people who are assigned there.
    • Update the list of Committee members; do tracking service offerings.
    • Prepares the agenda in collaboration with the Coordinator.
    • Sends the agenda and the minutes of the last meeting to the other members of the Committee, one week in advance.
    • Sought reimbursement of his trip and/or supplies.
    • At the end of his term, commend all documents prepared by him during his term in Archives Committee.

    THE CLASSIFICATION RESPONSIBLE: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Attend all meetings of the Committee.
    • Has voting and speaking rights at meetings of the Committee.
    • Make a written report of its activities this month.
    • Oversees the members of his unit.
    • Manages supplies.
    • Should establish an inventory of Archives.
    • Receives news Archives and lists the effects entrusted to the external scan.

    RESPONSIBLE FOR SCANNING: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Attend all meetings of the Committee.
    • Has voting and speaking rights at meetings of the Committee.
    • Make a written report of its activities this month.
    • Oversees the members of his unit.
    • Manage the equipment.
    • Must establish the inventory of digitized archives.

    WORKER MEMBER FOR SCANNING AND/OR CLASSIFICATION SERVICES OFFICE IN THE REGION 87: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Respect the time commitment.
    • Warning in case of absence.
    • Can speak and attend meetings of the Committee.
    • Tell the manager that has no availability.
    • Meets established technical standards.

    WORKER MEMBER OUTSIDE THE COMMITTEE: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Respect the time commitment.
    • Warning in case of absence.
    • Can speak and attend meetings of the Committee.
    • Tell the manager that has no availability.
    • Meets established technical standards.

    WORKER MEMBER SPECIAL PROJECTS: ABSTINENCE TWO YEARS
    • May hold more than a responsibility.
    • Can speak and attend meetings of the Committee.
    • Tell the manager that has no availability.
    • Meets established technical standards.

    ARCHIVE COLLECTIONS MODULE – GENERAL OBJECTIVES: To develop projects, produce and assist in the dissemination of layouts and books related to A.A. history. To do this, we will use various digital media, Region 87 website and/or paper. It is good to remember that we are not historians or sociologists. We draw on various sources such as our collection of regional archives, those of G.S.O., other regions and all relevant documents.

    SPECIFIC OBJECTIVES:
    • Meet the needs of members on various aspects of the history of Alcoholics Anonymous.
    • Communicate and publish to trusted servants the necessary knowledge so that they have a more informed group consciousness.
    • Educate trusted servants to the existence of publications about the triple heritage and promote their use as a reference tool.
    • Develop mentoring service within the module and contribute to the servants feel more comfortable in the exercise of their function.
    • Meeting Frequency: As required.

    TASK DESCRIPTION SPECIFIC TO ARCHIVE COLLECTIONS MODULE
    HEAD: ABSTINENCE FIVE YEARS FOR A TERM OF TWO YEARS
    • To meet the needs of members regarding various aspects of A.A. history.
    • Communicate and publish to our trusted servants the knowledge necessary for them to have a more enlightened group conscience.
    • To make trusted servants aware of the existence of publications concerning the triple heritage and to promote their use as a reference tool.
    • Develop service sponsorship within the module and contribute to servants feeling more comfortable in the performance of their duties.
    • Frequency of meetings: If necessary.

    ALTERNATE HEAD: ABSTINENCE TWO YEARS FOR A TERM OF TWO YEARS
    • Assist the manager in the performance of its tasks.

    WORKERS: ABSTINENCE: BY MEMBER AND PROJECT AND PROJECT – DURATION: DEPENDING ON THE PROJECT
    • Participation in research and writing
    • Develop the layout

    LOCATION OF MEETINGS: Regional Services Office (region 87), 3920 Rachel Street East, Montreal, QC, H1X 1Z3.

    OPERATION OF THE ARCHIVES COMMITTEE

    LOCATION OF MEETINGS: Regional Services Office (region 87), 3920 Rachel Street East, Montreal, QC, H1X 1Z3.

    FREQUENCY OF MEETINGS
    The Committee will meet in the office of regional services at 7 pm on the third (3rd) Thursday of the following months: February, March, May, June, September, October and December. The calendar will be presented by the Coordinator in September for acceptance.
    The Coordinator may also invite to such meetings any person it deems useful for providing the necessary information on the topics to be discussed at these meetings.

    MEETING TIME
    The meetings will begin at 7 pm and end at 9:30 pm.
    Any topic in the agenda which has not been debated before the time fixed for the close of the Meeting will be automatically deferred to the next meeting, unless it decides unanimously to continue the discussion for a period then determined.

    AGENDA—MINUTES
    The Secretary shall prepare, in collaboration with the Coordinator, an agenda of these meetings.
    The Secretary will prepare a summary record of the deliberations of the meeting, by recording the decisions taken and by annexing the reports tabled at the meeting.
    The original of the minutes of Committee meetings shall be kept by the Secretary and copied to members.

    PRESIDING OFFICER
    The Coordinator chairs the meetings of the Committee and shall ensure, in respect of each, its free opinion, to enforce the agreed agenda.
    Any decision on the Committee as a whole will be taken only in meetings of the Committee.

    RIGHT TO SPEAK AND VOTE PROPOSAL
    The Coordinator should ensure that everyone can express themselves freely on every subject, while maintaining a climate of order, calm and serenity.
    Any member who attends the meeting has the right to speak at the committee, proposals and vote.
    To be adopted, a proposal must first be seconded, discussed and then collect two thirds of the votes cast by those present voting.

    RIGHT OF APPEAL
    Although a proposal has gathered two thirds of the votes, only the minority, under the traditional call right under our Fifth (5th) Concept, should have the right to speak.

    RECONSIDERATION OF THE VOTE
    Only a member who voted with the majority and who, having heard the minority, wish to change their vote may propose to reconsider. This member must be supported by another member.
    A proposal for a reconsideration of a vote:
    Requires a simple majority of voting members.
    Can take place only once on a given issue.
    Train a new full discussion of the matter.

    HOLIDAYS
    To ensure the proper functioning of the Committee, the official who will be absent from three consecutive meetings without a valid reason could lose his post and be replaced from office. The decision will come back to consciousness Committee of the group. The user will also be removed from the mailing list emails Committee.

    TEMPORARY OR MANDATE
    When a vacancy is filled, it must be determined if the member provides an interim or makes its own mandate.
    If fewer than twelve (12) months to the interim mandate.
    If he remains in twelve (12) and seventeen (17) months beyond the mandate, the Committee’s new servant has the option to provide interim or make its own mandate.
    If he remains eighteen (18) months and more to do, the new member of the Committee will make its own mandate and therefore does not assume the acting position.
    When a member performs a function acting, this means that at the end of the term he will be a candidate for the same function and thus make its own mandate. A position acting also means that member will automatically from the list of eligible members at the next election.

    ROTATION
    To respect the principle of rotation in services, one whose term expires may be re-elected to the same office, unless he makes an interim mandate.

    SERVICE SPONSORSHIP
    Whoever finishes his term can help the new in his function. It is suggested the new member to attend a seminar on the structure or a day on the Traditions and/or concepts.

    ELECTIONS
    According to the election procedure of the Third (3rd) Legs in the Manual of AA Service.

    FREQUENCY OF REVISION OF GUIDELINES
    Once in two years. It is good to use a moderator that is not part of the Committee.

    AA NATIONAL ARCHIVES WORKSHOP
    According to the geographical proximity of the event, it is desirable that at least one member of the Committee attends.
    For more information, go to www.aanationalarchivesworkshop.com or contact the GSO Archives to be referred to the region-hostess year.

    REIMBURSEMENT OF EXPENSES
    An agreement previously intervened to apply to the particular case of a servant who occupies the permanence of function in the office of the Archives, three days a week.
    Under this agreement, it is expected that certain expenses are reimbursed upon presentation of receipts. The same rule can be applied to members of the workers’ committee, if necessary. The other members are considered volunteers and do not receive compensation for attendance at meetings and other planned activities.
    In the context of specific projects and prior arrangement, charges mileage and meals can be refunded to the same members.

    ALL EXPENSES WILL BE REIMBURSED ACCORDING TO THE TERMS OF THE REGIONAL COMMITTEE GUIDELINES.
    MILEAGE
    Mileage is paid at $0.30 per kilometre, from home to the place of business of AA (round trip); must specify the date, place and distance within the Region 87. Carpooling is strongly suggested.

    MEAL
    The cost of meals will be reimbursed on presentation of the invoice, but repayment may not exceed the following amounts:
    lunch: $10.00
    dinner: $20.00
    dinner: $20.00

    ACCOMMODATION
    When circumstances require, the accommodation costs are reimbursed on presentation of receipts, taking into account the rates negotiated for the event.
    In cases where no tariff has been negotiated, Area 87 reimburse accommodation costs, with receipts, at a reasonable price.