1. Attend all District 18 meetings and Steering Committee meetings.

a. Required to have a 2 year archive of minutes and supporting information at all meetings (for reference).

2. Maintain a confidential database/mailing list that lists all members, their service position, phone, and email.

a. Maintain an attendance sheet for each month, and add new members to D18 mailing list.

b. Print an updated attendance sheet for each district meeting, including all newly added contact info from the previous month.

3. Record Minutes of D18 meetings and Steering Committee meetings

a. See AA Service Manual and AAWS informational sheets for recommended terms used for elections, inventories, etc.

4. Send the past month’s Unapproved Minutes and the Agenda to D18 mailing list, prior to each D18 meeting and make copies available at D18 meeting.

a. Make “enough copies” for all to have an agenda, and “enough copies” for at least 2 copies of minutes at each table (per 6 members).

5. Set up and maintain District calendar of events.

6. Keep a District Actions Book to record motions put on the floor and vote results.

7. Send to Web Chair for posting on D18 website the unapproved minutes within 2 weeks of meeting, and Approved minutes, when available.

8. Address correspondence as necessary and keep a file of all correspondence.

9. Maintain the literature that is left by committee chairs, officers, etc. This may include flyers, reports, pamphlets, forms, business cards, maps, MIRUS, Pigeon, flowchart, etc. Literature should be lain out on tables prior to meeting and recycled/properly disposed of following each meeting.

10. Train in replacement at end of term and transfer ALL materials that you purchased throughout your term to the incoming Secretary.

From AA Service Manual, p S43. Suggested job description for AREA Secretary DUTIES: The secretary records and distributes minutes of area meetings; keeps mailing lists up to date and sends out Area mailings; sometimes the secretary is responsible for preparing lively bulletins that will encourage attendance at committee meetings and assemblies. The secretary is in a good position to act as liaison between officers and committee members.

QUALIFICATIONS (paraphrased): A reasonable period of sobriety (2-5 years). Past service in group and/or general service in district, area, etc. Computer knowledge. An effective secretary needs to have a sense of order, and the ability to capture the essentials on schedule, and the secretary needs to be sure that ample time is available. Some Areas have a registrar to assist the secretary.