2011 Summer Assembly Minutes , August 27, 2011, Pierre, SD Page 1

2011 AREA 63 Summer Assembly

Formal meeting was opened by Area Chair, Anne F. 12 Traditions and 12 Concepts were read by John & Ike.

Conference Reports: 2011 Fall Conference October 7-9, 2011 – District 5

2012 Winter Assembly March 24-25, 2011 District 6

2012 Spring Conference June 8-10, 2012 – District 2

2012 Fall Conference September 28-30, 2012 – District 7

2013 Spring Conference No bids yet

2013 Fall Conference – District 13

DELEGATE’S REPORT

Hello everyone! My name is Dean and I am an alcoholic. I am truly honored to be serving you as your Delegate. It is amazing how fast time is going by. At times, I can’t wait for elections to happen so I can rotate off into the sunset! Then, on the other hand, I can’t believe it is almost over! This has been a wonderful experience that will enrich me for the rest of my life. Now for the business at hand. There have been no new meetings reported to the GSO this quarter. The six month contribution statement is out and I have a copy of it if anyone would like to check their groups’ contribution level. Overall, South Dakota has 25.14% of its groups contributing to GSO which is lower than 2010 when we had 28.49% contributing. Wouldn’t it be great if we went over the 50% mark by the end of the year? It doesn’t take any certain amount. All you have to do is make a contribution and make sure it is attributed to your home group. You can even do it online now. The membership survey for 2011 has been completed and the forms are back in GSO for tallying. South Dakota had two groups on the list, (Cloud Twelve group that meets at the Blue Cloud Abbey by Marvin, SD and the Canku Waste AA Group that used to meet in Parmalee, SD). Since the Parmalee Group no longer meets, SD only had one group fill out the surveys. GSO recently completed their rotation with the staff setting into their new departments. This is a practice where every two years; they rotate just like areas do in their elections. This has been working quite well for them. There is a new, combined catalog out from AAWS Publications that includes AAWS literature sales items along with Grapevine material and order form into one publication. This joint catalog will be distributed with August Box 459 and will be the first ever AAWS/GV Literature catalog. The GSO Archives department has a request for new sharing and experience for Archives workbook. The 2011 Conference Archives committee suggested that they rotate the material every five years to keep it fresh and interesting for new archivists and other readers of the workbook and also to help continue the process of communicating about your collections. They would like to hear from you by October 1st, 2011. You can send via e-mail to archives@aa.org or fax to them at 212-870-3003 or send them by mail to: GSO Archives, Grand Central Station, PO Box 459, New York, NY 10163. The Grapevine has come back some and even though still operating at a loss, it has not had to take any drawdowns during the first two quarters of this year. The Grapevine Cash Oversight Subcommittee has submitted a report that looked at a three year cash flow projection which suggests significant cash drawdowns from the reserve funds over the next three years unless basic changes are made to the Grapevine business model. The committee provided a report and recommended that the Trustees Committee on Finance and ultimately the General Service Board take all necessary action consistent with AA Principles to address these concerns and the dire financial consequences that are projected to flow from ongoing AAGV operations. Following the report of the GV Cash Oversight Subcommittee, the following action was approved: “Recommend that the Grapevine Board begin immediately to reduce expenses by one third, that this be initiated in 2011 and that the 2012 Grapevine budget reflects a reduction in one third of the 2011 operating expenses of $1,958,093.00.” Bottom line fellow members of Alcoholics Anonymous and owners of the Grapevine: if we want the Grapevine to succeed we have to promote sales like our livelihood depends on it! The eBook app is progressing with a pricing and distribution determination to be made in September. A decision was made to present the eBook in final form to the GSB in October; therefore, the release date was adjusted to November 15th. Upcoming events are as follows: September 9-11, 2011 West Central Regional Forum, Davenport, IA September 22-25, 2011 15th Annual Archives Workshop, Helena, MT October 7-9, 2011 Fall Conference, Downtown Holiday Inn, Sioux Falls March 2-4. 2012 West Central Regional Service Conference, Billings, MT Our region will be voting for a Class B Trustee this year. Resumes need to be submitted by January 1st, 2012 through the area delegate. I have a letter explaining the position with the time requirements and qualifications needed to perform the Trustee duties. If you or anybody you know is interested in running for this position, please pick up a copy of the letter along with the resume sheet. Area 63 will be voting on this at our Fall Conference in Sioux Falls provided there is enough interest to hold an election. I have copies of the Final Conference Report for 2011. Please take this home to your groups and other local groups that are not represented here today. I still have four months remaining as you Delegate and I am willing to share with your groups, if you would like. I take this opportunity to thank you for allowing me to serve as your Delegate. Yours in service, Dean B.

2011 Summer Assembly Minutes , August 27, 2011, Pierre, SD Page 2

DISTRICT REPORTS

DIST 2: Anthony F., DCM; located in west central SD including Rapid City, Box Elder, Ellsworth AFB, Black Hawk, Wall, and Phillip with 27 registered groups, 15 active in our District and 12 votes today. We have elected a new web master, Mark. G. We are having elections in October instead of September so we can have a “Get to know the positions” meeting in September. DIST 3: Jeanne J., DCM; District 3 is located in the south central region of SD, comprised of the Kyle, Wanblee, Martin, St. Francis, Mission, and White River communities. We have 7 active groups in our district. In the process of gathering contact information for meetings in our district. Tentative plans of how/where to have district meetings. Issues facing the district include distance, time change, and attendance. Pine Ridge is by itself. For many years they had a meeting every night of the week; as of last year or so they no longer have meetings. Had several conversations with long time member who wants to see meetings established and part of district 5. More footwork needs to be done. I’m looking forward to getting to know the people in our groups & listening to their concerns and ideas. Newest registered group is being directed in format/content by a non-alcoholic priest. DIST 4: Sarah, , DCM; located in southeastern SD, including Yankton, Vermillion, Tyndal, Freeman, and Springfield with 9 registered and 4 active groups and 5 votes today. Springfield group disbanded. Distributed Big Books to county jails (Yankton, Clay, & Bonn Homme). GV subscriptions too. EZ Duz It Camp Out in Yankton September 9, 10, 11. Participation is lacking. No one has expressed interest in taking over service positions. I wish all the best to District 4 and respectfully conclude my term of service. DIST 5: Leslie., DCM; located in eastern SD, including Sioux Falls, Chester, Madison, Brandon, Dell Rapids, Tea, Flandreau, and Coleman with 28 registered groups, 11 active at District level, and 6 votes present today. Preregister for the Fall Conference, October 7-9, 2011!!! Startup of a Hispanic Spanish Speaking meeting on Saturday at office building on 26th & Western at 3:30. Our excitement of committee chairs has dwindled but pink can stays steady. Continuing to maintain & update information of our groups. It’s an honor to serve District 5. Preregister!!! DIST 6: Katie, DCM; Located in northeast SD, including Aberdeen, Redfield, Webster, Milbank, Big Stone, and Britton with 12 registered groups, 12 active. We have 4 votes here today. Things are good. The district continues to meet monthly, and though numbers at meetings are small, support has been large. We have enjoyed monthly meetings in Fredrick. Had a fun, relaxing trip to Blue Cloud Abby. We’re excited for Wednesday night’s Groups event on September 3 featuring Clancy I & Kent C. The Yellow House will have a 61st Anniversary event on October 16th. See flyer in back. Sixth Sense group will celebrate its 14th anniversary on Saturday September 24th. All are welcome. DIST 7: Steve, DCM; located in north central SD, including Mobridge, Harrold, Selby, Gettysburg, Pierre, Fort Thompson, Murdo, Draper, and Vivian with 7 registered. We have 2 votes today. Getting ready for 212 Fall Conference.

DIST 8: Sue reading on behalf of April J., DCM; located in east central SD including DeSmet (Kingsbury Group) , Ethan, Mitchell, Woonsocket, Miller, Wessington Springs, Parkston, Emery, and Huron with 8 registered. There will be extra meetings in Huron during the state fair- September 1st, 2nd, 3rd, 5th at 2:00 PM and 4th at 4:00. The corner of 1st & Montana, just 2 blocks east of fairgrounds. They will also have 8 electrical camp sites and a few tent sites available. A donation of $15 for electrical sites. Call ahead to see if space available Peter: 354-4402. The district will be holding a traditions workshop on November 6th in Woonsocket @ the community center at 2:00 PM. Good fellowship, good food, door prizes and a skit. Issues; attendance, @ district and area assembly meetings.

DIST 9: Jack ., DCM; located in East Central region (Brookings, Clear Lake, Lake Preston, DeSmet, and Watertown). We have 14 registered groups and 9 active groups in our district. We have 4 votes here today. We are trying to get a traveling District meeting to visit all clubs in area; going so-so. I’m replacing Don F because of health issues. Updating meeting schedule and call list to get to webmaster. We’re having elections in January. DIST 10: Ken D. reporting on behalf of Pete M, DCM; located in the extreme southwest region of SD, including Fall River and Custer County and Hill City with 6 registered and 2 unregistered groups. We have 1 vote today. During the Bike Rally, the Custer Group kept the Alano Club open each day. They scheduled a meeting every evening. Their service resulted in the addition of two additional evening meetings and several noon time and afternoon meetings. These meetings were well attended. The Big Book Thumpers Group of Hot Springs had their second Pot Luck and AA Speaker meeting on August 20, 2011. Ken D. will elaborate on this event. Bringing the groups together has been and will continue to be a challenge. The Trusted Servants of District 10 will rotate this January. I do not plan to stand for DCM. It will be time for me rotate out after three continuous years of service in this position. Yours in service, Pete M. DIST 13: Bob M., DCM; located in northwest SD comprised of Buffalo, Belle Fourche, Camp Crook, Deadwood, Lead, Spearfish, Whitewood, and Sturgis. We have 9 registered groups with 7 active. Today we have 3 votes. The district is still taking meetings into Meade Co Jail, New Dawn Halfway House and AFR treatment center. Sturgis Rally meetings went well as always. They had huge turnout for the Serenity Ride. We are holding elections September 18th at 6:00 PM. Potluck, elections and speaker meeting. Issues are continued apathy toward service at district level, getting people to become involved at district level. Yours in service, Bob M.

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Districts not reporting: 1, 11, 12, 14, 15

AREA COMMITTEE BREAKOUT SESSIONS were held.

COMMITTEE REPORTS:

ARCHIVES Jodie chaired with 4 members present. We reviewed Archives committee structure. We considered what we can do to ensure the Area 63 archives are managed efficiently, appropriately and with use of current archival practices. First recommendation was for there to be a committee chair and a separate archivist but that motion was withdrawn. Currently we recommend a 6 year chairperson term, 6 years service experience, working knowledge and care of handling practices, continuing education respective of archival practices with archives being stored near chairperson’s home. This motion was seconded. Questions and discussion followed. Those in favor sited the need for continuity to ensure the best care of our archives. Concerns were that a 6 year voting position is contrary to the spirit of rotation. The assembly voted to take this recommendation to our respective groups. The vote was 22 in favor, 16 against. FINANCE Shirlee chair, with 6 members present. We passed out suggested budget to be voted on; reconciled banks, both general and conference funds; prepared finance letter to area and completed the treasurer’s report. We reviewed the budget, the treasurer’s report and letter, and continuing conference options: A). one Fall Conference, three assemblies or B). three assemblies, no conference. The committee recommends the proposed budget (included in treasurer’s report). The assembly voted to take this recommendation to our respective groups. The vote was unanimously in favor. CORRECTIONS AND TREATMENT Matt chaired with 10 members present. We reviewed BTG appls, budget/pink can, district C&T involvement and future agendas/workshops. We considered corresponding with inmates, going to district and getting district involved, workshop guidelines. We suggest using $250 to buy C&T kits and have kits next meeting; use pink can to purchase subscriptions to Grapevine; determine how area can help districts; conduct workshop on establishing condensed guidelines on taking meetings to confined alcoholics. COOPERATION WITH PROFESSIONAL COMMUNITIES Jessica chaired, with 5 members present. We reviewed CPC luncheon suggestions; pamphlet, “So the courts sent you to AA”; outline items for CPC committee chair book and adding CPC history info to Area workbook. We considered the 2011 Fall Conference CPC Luncheon, target audience and the need for additional volunteers/recording/Recording the luncheon suggestions from previous experiences/ Scan and send national CPC volunteer list to all CPC committee members. We suggest the piece called “So the Courts Sent You to AA” put out by the Grapevine be added to the materials for CPC. LITERATURE AND GRAPEVINE David K-S chaired with 6 members in attendance. New service manuals in October; free 7 day online trial for GV; new GV catalog this month; two new books available in September, “Step by Step” and “Emotional Sobriety II”.

REMOTE COMMUNITIES/SPECIAL NEEDS Lester W. chaired with 11 members in attendance. We reviewed online chat room info; AA guidelines for chat rooms; Loner’s International info; phone speaker meetings for special needs. We considered compiling another flyer for the Fall Conference to include online resources, Loner’s International info, also to include different types of special needs and specific info about it. We suggest that area 63 add a link to the website for online AA mtg (pending any costs). We also ask all DCM’s to find out what types of special needs are in their committee and find out what type of services are needed. A decision about the area 63 chat room will be discussed at the fall conference and should this be a need that the incoming RC/SN chair wishes to pursue, further action will be taken.

PUBLIC INFORMATION Brad chaired with 3 members present. We reviewed the budget for PI; PSA’s for radio and TV, committee member will review online before Fall Conference and make recommendations at fall conference. The committee suggests ordering PI kits for committee members (order 2-have at Fall Conference); PI has various literature available to be used by PI, will be available at the fall conference. Continue to get literature/local contact info to schools, law enforcement, churches, visitor centers, chambers, etc.

WEB SITE COMMITTEE Todd T. chaired with 4 members present. We reviewed website updates and overview of the Area 63 website. Explored adding an online meeting and/or chat room capability to the Area 63 website; explored adding the online payment option for conference registration and/or for making donations to Area 63 – i.e. PayPal secure financial transaction online service. The committee recommends adding PayPal to the Area 63 website for online payment options for conference registrations and for making donations to Area 63. The motion was made and seconded and was followed by questions and discussion. The motion was withdrawn. The committee recommended adding the following GSO sanctioned website / Internet link for Online Intergroup – www.aa-intergroup.org – to the Area 63 website to help our members who are interested in attending online AA meetings. This motion was made and seconded, followed by questions and discussion. Concerns included implied affiliation while those in favor sited the possibility of carrying the message to more alcoholics. The assembly voted to take this recommendation to our respective

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groups. Minority opinion spoke and some who voted with the majority stated they wanted to change their vote. Motion to reconsider was made and seconded. However, the assembly voted 22 to 16 not to reconsider. The assembly vote to take this recommendation to our respective groups stands. The committee recommended adding online meetings and chat room functions on the Area 63 website. After the motion was made and seconded, there were questions, followed by discussion. The assembly voted 30 against and 4 in favor. REPORT AND CHARTER, Sue K. chaired with 3 members present. We discussed the proper use of the Area 63 email list: should be used for Area 63 business. Other events within the area are encouraged to make use of website events calendar. Personal announcements about recovery family members (i.e. death of old-timer) should be handled through personal emails. We reviewed the 2011 Spring Conference minutes and noted that the hard copy was missing several pages of the treasurer’s report, contact list. Also, had reports of people getting minutes through both mail and email. Will remove duplicates from mailing list and send only email in order to reduce costs. Considered FNV updates and how to get them done. Deadline for AA directory information is usually around May of each year so we are already working on next year’s directory info. Printouts of each district are available and will be distributed to each DCM. POLICIES AND ADMISSION Chris D. chaired, with 7 members present. We discussed dates for future assemblies. Winter assembly 2012: March 24-25 (confirmation pending); bids for conference: Spring 2013 (none); Fall 2013 District 13 bid. Recommendation to add suggestion to “How To” Guide for hosting conferences including a note to confirm all speaker expenses, speaker expectations, and sample language to confirm that discussion with speakers prior to booking. Discussed letter from past delegate & recommendation from district 6 to make changes to the structure, timing and purpose of our 2 conference and 2 assemblies. The discussion focused on best use of our time in conducting business, passing agenda items, carrying the message to new members, serving the fellowship, being fiscally responsible and ensuring that we uphold the three legacies of recovery, service and unity. (Included as background information: Letter from John T. and 10 year review of conferences) No recommendation is made at this time. Briefly discussed relationship between AA & Al-Anon regarding profit sharing of conferences. No recommendations made at this time. Committee recommends that a district consider submitting a bid for the 2013 Spring Conference; adding notation to the “How To” Guide addressing speaker expenses. Future committee discussion: review request about inactive districts; review request regarding travel expenses for GSRs of small groups to attend area functions. Contributions to GSO totaled $82.66. Contributions to the pink can totaled $105.02. Lunch cost $252.01 but contributions towards lunch were $283.63. Meeting closed with responsibility pledge. Respectfully submitted by Sue K, area secretary.