Area Registrar

Report To Area 33 Assembly

February 19, 2006

 

*** Registration Committee Meetings are held every Wednesday at 6:00 PM at the Area Office, 24225 W. Nine Mile, Suite 110, Southfield, MI just west of Telegraph Rd.  The time was changed because the Archives Committee meets at 7:00 PM on the last Wednesday of the month.  All GSRs & DCMs are welcome to attend.  See flyers for complete details.

 

*** I met with the Archives Committee on January 25th, 2006.  We were able to discuss setting up a solid procedure for Record Retention and the Archival Process for Group Files.  We decided to incorporate a color-coding process to allow for easy handling.  The procedure has been documented and is currently being used.

 

Many new GSR & Mail Contact Welcome Letters have been mailed to incoming trusted servants.  When a group sends in their registration or changes, a letter is sent thanking them for updating our records and inviting them to attend the Area Assembly Meeting and the GSR Orientation.  When an email address is available the letters are emailed to reduce mailing expenses.  I am asking DCMs to please continue to obtain GSRs’ email addresses for this purpose.

 

I contacted GSO with a number of questions.  One of the questions was, “Some groups have the same Group Name.  What is the rule behind this for new groups?”  The answer was, “So long as no other group in that CITY is already using that name, they can use it.”

 

One other question was, “The database has district service position titles for possible registration.  Do I register the Committee Chair Positions at the District Level and do they receive the same type of information as the Area Committee Chair positions do?”  The answer was, “Yes, I can register the Committee Chair Positions at the District Level.  Area Chairs receive Kits and District Chairs receive workbooks.  Both receive welcome letters.  When an important change occurs to a specific committee, the respective district and area chairs are both “kept in the loop” and a notice is mailed.  I created a District Service Position Registration Form for all the DCMs to make copies and get their District Committee Chairs registration information collected.

 

The Registrar from Area 20, Northern Illinois, contacted me.  He indicated that he wanted to establish some dialog with other registrars concerning the GSO Delegate Area Application.  He expressed some difficulties and confusion he was experiencing.  I was able to share some of my own experience to the same.  Although, all the registrars received their new Download Manuals and CD ROMs, it appears that I am not the only one who did not receive a new Install Disk for the database.  I have been in contact with Karen H. at the GSO Records Department.  She indicated that the install disk is on the way.  I have placed a temporary hold on processing in an effort to refrain from overlapping changes.  I have only one group change on hold at this time.

 

*** 47 Group Changes, 8 New Groups and several DCM / Alternate DCM changes were submitted to GSO in last week of January 2006.  Three weeks is the average turnaround time for processing these floppy updates.

 

*** May 1st, 2006 is the deadline for updates to the Eastern United States Directory.  I am encouraging DCMs, GSRs & Group Contacts to review the information for their groups in the last publication and submit any appropriate changes necessary.  A copy can be ordered from GSO.  Call 212-870-3400.

 

Even though I do not have an install disk, I have access to the current files to update the Area Directory Online.  I am merging December’s Update, January’s Update and the recently submitted changes all at once.  Your patience at this time is ultimately appreciated.

 

Sincerely Yours In Service,

Dave C. - Area 33 Registrar 2006 – 2007

Email: arearegistrar@aa-semi.org                    *** For Area Secretary to add to Area Minutes