2011 15th NAW Bid Proposal before Area 83

Mission Statement – National AA Archives Workshop
“The National Archives Workshop is committed to helping Alcoholics Anonymous Archivists working within the service structure of Alcoholics Anonymous who are also bound by the spiritual principles of our Fellowship.”

National AA Archives Workshop Statement of Purpose
The National AA Archives Workshop is an open, service oriented Workshop hosted on an annual basis by a Host Committee chosen through an open bidding process. The Guidelines, Agendas, and overall direction of the Workshop are determined by the group conscience of the National AA Archives Workshop Advisory and Guidance Committees.

The individual workshops are conducted in an AA Forum format, with a specific focus on the open sharing of the experience, strength and hope of Archivists, attendees and members of the National AA Archives Workshop Membership Body. Each Workshop intends to renew and energize our efforts and foster enhanced communications between AA Archivists and Archives Committee embers. We share information, methods, procedures, ethics and our enthusiasm at each Workshop as we continue to gather, grow, and serve.

Consistent with AA’s primary purpose, AA Archivists and Archives Committee members try to help the still suffering alcoholic by preserving the integrity of both the AA message and the history of the Fellowship for current and future members.

As our unity, spirit, and support for AA Archives efforts continues to grow, develop, and prosper, our service encourages further study, attraction and participation in AA related matters, and thus we once again successfully carry the AA message to the still suffering alcoholic.”

As the archivist for Area 83, I would like to propose that Eastern Ontario Area 83 International make a bid to host the 15th Annual AA National Archives Workshop in 2011 in Toronto and would like to support this proposal with the following:

1) Bids are put forward two years out - 2009 will be close to Los AngelesCalifornia, 2010 in Macon Georgia. The National AA Archives Workshop Membership Body will be deciding in September 2009 where the next Workshop will be held. A successful bid by Area 83 will provide sufficient time to be very well prepared for a NAW in Toronto in 2011.
2) The NAW has never been held in Canada and this would be a great opportunity to heighten the Canadian AA Fellowship’s awareness of the critical importance of AA Archives in preserving our past to ensure our future.
3) Toronto is an ideal location because of Pearson International which allows for an easy arrival and departure for participants from across North America.
4) There are a larger number of hotel locations to choose from
5) Toronto has a significant number of archives from which to choose in terms of arranging for tours for interested participants.
6) GTA has substantial archives repository and permanent collection that is available for participants to view.
7) Toronto is home to 10 Districts. The GTA Archives Committee has an excellent relationship with the Archivists and Archives Committees of Western Ontario General Service. This is important for the support and participation in the Host Committee.
8) I would volunteer to take the leadership on this Committee given my experience with the Ontario Regional Conference and several very successful Area 83 Annual Archives Workshops as well as the depth of experience in project management in my professional life.
9) I have been in communication with and have the commitment of WOGS, the GTA Archives Committee, the Hamilton Archives Committees and several trusted servants with substantial conference organization to assure a smoothly operated, low risk workshop.
10) This is a General Service event, supported largely by Archivists, General Service Archives Committees, and others interested in AA Archives. Area 83 is mature enough now in its Archives Committee structure to offer the Fellowship some of its experience, strength, and hope on this journey.
11) Cost and risk to the Area would be insignificant. The proposed cost breakdown and committee commitment is outlined below. The return would be enormous in terms of the increased knowledge of and participation in Archives at all levels.

The Host Committee consists of:
Chairperson – responsible for smooth, effective, accountable decision making processes of committee and subcommittees
Co-Chair with the Chairperson – chooses workshop site, prepares preliminary budgets, deals with logistics of ‘advertising’ and inviting GSC and GSO folks
Secretary – minutes, notices, information to GSO and GrV, keeps NAW records for NAW Archivist
Treasurer – deals with all NAW’s host committee finances
Program Committee – develops NAW theme, plans format, prepares and distributes flyers, determine presenters in collaboration with Chairperson, CO-Chairperson, invites long –timers for Saturday evening meeting
Registration – prepares mailing, registration desk during the NAW, etc.
Display/Literature – set up and dismantling of archives displays, etc.
Hospitality – greeters, hospitality room, etc.
Hotel & Banquet – hotel rooms, seminar and meeting rooms, banquet arrangements, tickets, etc.
Coffee & Tea –
Decorations –
Security – protection of all archives material
Ready Squad – 5-10 people ready at any time to do just about anything
Transportation -

Cost Breakdown: $35 registration, $35 banquet
1) Registration – based on the average attendance for the past 11 NAW’s, it is expected that about 150 people will attend. Based on hotel options the registration fee would be $35 pp
a. To cover hotel meeting rooms for workshops and seminars
b. Beverage hospitality for 3 days – Thursday evening, Friday 7am-9pm, Saturday 7 am-9pm, Sunday 7-1pm
2) Hotel Rooms
a. Option 1 – 89 Chestnut, University of Toronto
b. Option 2 – North York Novotel
c. Option 3 – Quality Inn, Islington
3) Banquet – $35 pp
a. Saturday evening for approximately 100
b. Guest speaker – on archives, history, etc.
4) Ice Cream Social – optional $20 pp
5) Other Costs – hospitality, decorations, misc. $1000.


There is a contingency fund maintained by the Advisory Committee of the NAW. From this, for each NAW there is an allotment of $1500 seed money. It is expected that this will be returned to the contingency fund after all accounts are settled.

Looking After Our History One Yesterday at a Time

It is amazing how time seems to fly by so quickly. I realize I haven't put anything on the blog since before the Fall 2008 Assembly! There is so much going on in all the pockets of the Area and we don't know the half of it. One exciting note is that at the last Area Committee meeting in January it was decided unanimously to support a proposal to bid on Area 83 hosting the 15th Annual AA National Archives Workshop in 2011 in Toronto. Since the proposal involved time and money, it will be a on the Spring 2009 Assembly agenda. Why so early? Well the 2009 NAW is being held in Woodland Hills, CA on the weekend of September 24-27. On the Sunday morning of the Workshop registered delegates attend the business meeting of the NAW. At the meeting decisions are made about the next locations - it is the practice to decide 2 years out. 2010 is in Macon, Georgia and 2011 will be according to group conscience and our bid will be there if Area 83 decides!

4th Annual Area 83 Archives Workshop

“One Yesterday at a Time”
Toronto
Location: Glebe Road United Church, 20 Glebe Road, Toronto

9:15 Meet and Greet

9:30 Opening remarks

9:45 Database Collections - Carolynn Bart-Riedstra, Archives Advisor of Ontario
A look at what we are currently using, and how we can all work together.
Getting started on beginning a central database project for the Area Archives

10:45 Break

11:00 How to put together a display - Gary G., District 42, St.Lawrence Int'l
Where to start? The In’s and Out’s for portable presentations.

11:45 Lunch (Potluck)

12:30
Writing Group Histories - Máire O'B., Archivist Area 83
Why the importance. How to get started. Sharing Group Histories with other Districts through Area 83.

Conducting Oral Histories - Cathy U., District 86, Kawartha
Why the importance. How to get started? What do you need.

1:15 National AA Archives Workshop in 2011
Update on the proposal bid to be presented at the 13th NAW in Woodland Hills, CA, Sept 2009

1:30 Answer and Question

1:45 Venue Change - Workshop moves from Glebe Rd. location to City of Toronto Archives lobby

2:30 Tour – Archives Repository - City of Toronto Archives