Source: http://www.lascypaa.org/index.php/committee-bilaws/
Timestamp: 2019-04-21 12:49:22+00:00

Document:
The 2019 Louisiana State Conference of Young People in Alcoholics Anonymous (LASCYPAA) Host Committee is an AA service committee with the primary purpose of staying sober and helping other alcoholics to achieve sobriety. Young people’s groups are in no way separate from AA as a whole.
The 2019 LASCYPAA Host Committee shall observe the spirit of AA traditions in order to collectively plan, organize, and facilitate a successful 2019 LASCYPAA conference in accordance with the 12 Steps, 12 Traditions, and 12 Concepts for AA World Service.
We shall take care that the committee never becomes the seat of perilous wealth or power, that none of the committee members shall ever be placed in a position of unqualified authority over any of its other members. All important decisions will be reached by discussion, vote, and whenever possible by substantial unanimity. No committee action should ever be personally punitive or an incitement to public controversy. Finally, like the society of AA, our committee will always remain democratic in thought and action.
members of Alcoholics Anonymous who are elected to committee positions along with Members at Large. All AA members are eligible for committee membership. All persons may attend LASCYPAA business meetings and participate in discussion; any AA member in attendance may participate, vote, and consider himself or herself a member of the LASCYPAA 2019 Host Committee.
i. All members should be fully informed when voting. It is suggested that a member abstain or refrain from voting if they feel they do not have a reasonable understanding of the topic at hand.
committee outside of their respective responsibilities.
i. All committee members are required to attend all business meetings. If the normal time of a business meeting is changed for special circumstances, an absence will not count against any committee member.
ii. After a position holder fails to attend two consecutive full committee business meetings, the committee Chair shall contact the member to determine if they still wish to keep the position. After the position holder fails to attend the third consecutive full committee business meeting, him/her shall be put up for review following the same process outlined in section 5., sub-section iv, v, vi.
All 2019 LASCYPAA Host Committee members are suggested to attend all LASCYPAA events.
position by notifying the Chair or Co-Chair.
responsibilities or if there is just cause.
steering committee will make a motion at a full committee business meeting to have the committee member under review removed from their position by a 2/3 balloted vote.
i. Responsible for the overall functioning of the committee.
ii. Conducts all business in accordance with the 2019 LASCYPAA bylaws.
iii. Shall arrange for and announce the agenda at all LASCYPAA meetings.
iiii. Open LASCYPAA meetings and maintain reasonable order during meetings.
v. Recognize members entitled to the floor.
Traditions, and 12 Concepts for World Service.
x. Responsible for calling emergency meetings.
member of their elected positions, it is the Chair’s responsibility to inform the member of the committee’s decision.
xiii. Should keep well informed of what is happening on each subcommittee.
xiiii. Informs the secretary of upcoming meetings and changes.
xv. Acts as liaison between 2019 LASCYPAA and other area committees, staying informed of their activities and contacting them when necessary.
i. Shall work closely with the Chair and assist the Chair during discussion by keeping track of those who wish to speak.
ii. In the event that any position cannot be filled, shall be responsible for fulfilling the duties of that position and/or delegate the duties to host committee members.
iii. If the Chair is absent, shall be responsible for their duties.
iiii. If the Chair position is left vacant, shall immediately rotate into the Chair position and there will be a Third Legacy procedure vote to fill the vacant Co-Chair position.
Chair of their elected position, it is the Co-Chair’s responsibility to inform the Chair of the committee’s decision.
ix. Should keep well informed of what is happening on each subcommittee and assist as needed.
i. Keeps an up-to-date financial report, closely tracking income and expenses.
ii. Shall have this report available for approval at all committee meetings.
iii. Has in his or her possession at every committee meeting all bank statements, deposits, and checkbooks so as to be prepared to make deposits and/or disbursements.
iiii. Maintains all financial accounts in the name of LASCYPAA, which are subjected to inspection at any time.
v. Acts as one of four signers on the committee bank account.
vi. Ensures that all bills are paid on time.
money at the door for all events if necessary.
delegating another committee member to do so.
x. Responsible for maintaining the bank account. xi. Responsible for enforcing budget deadlines.
i. Acts as custodian of all committee materials.
subcommittee meetings to keep on file.
there is a change to the committee roster.
aiding in efficient conduct of participants during business meetings in accordance with the 2019 LASCYPAA Bylaws.
iiii. Drafts governing bylaws for presentation and approval by the committee.
v. Has a copy of the current 2019 LASCYPAA Bylaws at every business meeting.
vi. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.
i. Responsible for locating, contacting, and coordinating with prospective hotels, sights, and venues for 2019 LASCYPAA.
ii. Obtains written commitments from facilities to comply with conference requirements.
iii. Shall represent LASCYPAA in a professional and responsible manner.
iiii. Suggested to bring Chair and Co-Chair of committee to ensure consistency and clear recognition of negotiations.
v. Must be in direct contact with LASCYPAA Advisory Council during all negotiations.
vi. Signs final contract only upon approval from both the LASCYPAA Advisory Council and the 2019 LASCYPAA Host Committee.
vii. Acts as liaison between the hotel and LASCYPAA during the conference should issues arise.
attendance to regular meetings and service committee meetings within our area, including monthly district meetings.
ii. Maintains relationships with statewide central offices/intergroups and keeps them up-to-date on events.
iii. Willing and able to travel and/or delegate other committee members to travel across the state to share LASCYPAA news and events.
iiii. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.
meetings with a prayer or meditation.
spiritual aspect of our service work.
i. Shall create menu for conference.
food and beverages at the conference.
iii. Will recruit help during the conference and work closely with the Program Chair and Hotel Chair to ensure fluidity and be aware of any restrictions the hotel may have.
iiii. Responsible for creating a budget and presenting it to the committee for approval.
v. Responsibilities include providing silverware, cups, plates, bowls, etc.
at all LASCYPAA events and the conference.
of any restrictions the hotel may have.
and caffeine is available at all times.
i. Responsible for hosting activities and meetings to promote unity amongst LASCYPAA Host Committee members. These activities can be anything that bring the members closer together and enhances the spiritual atmosphere and sense of community within the committee.
ii. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.
i. Coordinates rides for committee members attending business meetings and events.
ii. Coordinates rides for those interested in attending business meetings and events.
iii. Coordinates rides for guests arriving from the airport at the time of the conference.
iiii. Works closely with T&C / CPC/PI Chair to arrange for transportation of treatment center clients to the conference.
v. Responsible for providing a flyer with transportation options from the airport and directions to the hotel for attendees traveling by personal vehicles to be posted on the Facebook page and the LASCYPAA website.
CPC/PI chairs within the area.
Host and is responsible for recruiting other committee volunteers to help carry the message to the attendees in the meeting.
vi. Works closely with Transportation Chair to arrange for transportation of treatment center clients to the conference.
vii. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.
14. Website Chair – suggested 1 year sobriety time and knowledge on how to build and maintain a website. Must also have computer with internet connection.
i. Responsible for creation and maintenance of LASCYPAA website page upon establishment.
ii. Shall update the website for each event, but with a minimum of one update per month.
requirements the committee sees fit.
Outreach Chair to make sure all outreach and events material are posted to and removed from the website in a timely manner.
v. Works with Secretary to maintain and update the LASCYPAA website whenever there is a change to the Host Committee roster.
vi. Responsible for creating an email account for 2019 LASCYPAA Host Committee.
vii. Ensures the website has the ability to take registrations for the conference and allows attendees to pay online if the committee agrees to do so. If and when the committee decides to accept online payment via website, shall inform Treasurer and Registration Chair of any payments or registrations accepted.
i. Shall distribute all “mass texts” throughout 2019 LASCYPAA Host members related to LASCYPAA events, subcommittee meetings, outreaching events, in- reach meetings, business meetings, and all LASCYPAA-related messages.
ii. May not be used to distribute anything other than AA- related texts in accordance with AA’s 12 Traditions.
iii. Shall maintain a committee contact list and distribute communications among committee.
iiii. Responsible for posting all pertinent committee communication information on social media, i.e. subcommittee meetings, upcoming unity events, etc.
conference in a timely manner.
equipment or any other entertainment related expenses for the conference to the committee for approval. This includes but not limited to all aspects of said events.
iiii. Works closely with Hotel Chair to ensure the hotel has no restrictions that may affect any entertainment.
17. Speaker Chair – suggested 1 year sobriety time.
i. Responsible for finding all main speakers for conference, subject to a vote by the committee.
1. Provides a copy of or link to the speaker tape for their suggested speakers to committee for review at least 7 days prior to the vote.
ii. Will work closely with Programs Chair to select speakers for all panels or workshops.
iii. Proposes a budget for all speaker expenses, i.e. hotel room, travel, gifts, food, etc.
iiii. Shall find hosts and book flights and hotel rooms for speakers.
v. Responsible for organizing any outing the committee may have with speakers and their hosts during the conference (ex: dinner).
vi. Arranges for the recordings of all speakers at LASCYPAA, ensures the integrity of the audio files, and provides a copy of the digital audio files to the LASCYPAA archives.
i. Keeps a running record of registrations.
Chair with registration flyer for conference.
program, and other special conference items, i.e.
number at each business meeting.
responsible for purchasing such items.
share LASCYPAA progress and events.
members, and meetings in the area.
x. Stores the outreach table materials.
i. Shall find locations and arrange events that promote unity and recovery among alcoholics regardless of age.
ii. Has knowledge of AA’s 12 Traditions and plans events in accordance with them.
iii. Develops ideas for events and arranges all aspects of such events, including but not limited to the place, date, time, speakers, costs, refreshments, music, etc.
iiii. Recruits volunteers to help organize and run all events.
that co-host events with LASCYPAA.
panels/workshops in accordance with them.
i. Provides a detailed budget of expenses for all decorations needed for events and the conference.
ii. Obtains the decorations in a timely manner once the budget has been approved.
Hotel Chair, and Entertainment Chair.
committee informed of discussions and actions taken at these meetings.
i. Works in collaboration with Events Chair, Entertainment/AV Chair, Speaker Chair, and Graphics Chair to develop a suitable program of events for the conference.
ii. Will work closely with Speaker Chair to select speakers for all panels or workshops.
iii. Shall come up with a schedule for LASCYPAA XXXV and make readily available to attendees however the committee sees fit (ex: printed programs, posters, etc.).
iiii. Responsible for creating the “podium book” for conference.
v. Coordinates marathon meetings at the conference, including finding members to chair the meetings.
vi. Responsible for creating the topics and finding volunteers to chair the workshops and panels.
at the conference and make this sign-up sheet available at events throughout the year.
and regulations are known and followed.
expected at all times – we are guests.
identification indicating they are security while on duty and able to help participants, i.e. ribbon on nametag, t- shirt, etc.
26. Merchandise Chair – suggested 6 months sobriety time.
Suggested to own a computer with internet connection.
shirt emblems or artwork which agrees with the conference theme and which will appear on the memorabilia.
ii. Responsible for proposing budget for all expenses for committee approval.
iii. Committee shall vote on final designs to appear on the t-shirt and other merchandise.
iiii. Acquires comparison pricing, lead times, deadlines, and places orders for merchandise.
v. Makes t-shirts, mugs, pens, buttons, hats, or any other printed objects available at all events prior to and at the conference according to the committee group conscience.
vi. Responsible for inventory and sales of all merchandise and reporting the information to the committee.
vii. Staffs merchandise table at the conference, keeping in mind that money will need to be kept and counted.
viii. Responsible for finding volunteers to staff the merchandise table.
ix. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.
i. Act as the caretaker of AA conference-approved literature and ensuring it is available at committee meetings, events, and the conference.
ii. Shall obtain literature from GSO, central office/intergroup, and the AA Grapevine Office when necessary, upon approval by Host Committee.
iii. Acts as a liaison between LASCYPAA and the Area Literature, Area Grapevine/La Vina Committees to ensure that literature and materials are available for purchase at all LASCYPAA events as the committee deems appropriate.
identify clean up needs of each event.
i. Alternates are expected to be able to fulfill the duties of the position chair in that member’s absence.
ii. The alternate is to assist the chairperson with their duties, develop a working knowledge of the position, and participate in any subcommittee the chair falls under.
iii. If the position holder is to forfeit their position for any reason, the alternate shall immediately step into their position.
suggestion. The members are required to meet once per month to discuss the state of the committee as it pertains to group unity, progress toward committee goals, and the financial welfare of the committee.
them a majority vote within the steering committee) will take the form of a motion to be presented to the full committee, not requiring a second to be taken to a general vote. All LASCYPAA members are welcome at Steering Committee meetings, but only Steering Committee members are allowed to vote and take part in discussion.
The Steering Committee shall appoint members to have access and maintain LASCYPAA email account, in addition to the Website Chair.
i. Four members is the quorum that is required for the Steering Committee to vote on any motions made at the Steering Committee meeting.
ii. Motions made at a Steering Committee meeting require a majority vote. Steering Committee Members eligible to vote are Chair, Co-Chair, Secretary, Treasurer, Traditions/Bylaws, and Hotels.
In the event that one of the above is unable to vote, their respective alternate shall vote in their place.
In the event that the quorum cannot be met under these circumstances, any alternate on the steering committee is eligible to vote.
iii. Any member of the 2019 LASCYPAA Host Committee can request funds of $50 or less directly from the Treasurer, subject to Steering Committee approval by unanimous vote as described in sections “i,” “ii,” “iii,” and “iv” above.
The Chair shall report all Steering Committee activity in a Steering Committee report at the next LASCYPAA Host Committee meeting.
The Secretary must email all LASCYPAA Host Committee members to notify of any change of meeting venue or time as soon as possible.
i. Committee Chair positions shall arrange for their subcommittee meetings.
ii. Subcommittee meetings should be scheduled with care given the time, day, and location so that as many as possible may attend.
iii. Subcommittee meetings should be announced at the regular committee meetings.
iiii. Minutes shall be taken at each subcommittee meeting, given to the Secretary, and distributed by the position Chair to members of the subcommittee.
v. Results of each subcommittee meeting should be reported at the next regular committee meeting.
LASCYPAA Host Committee meetings. It is recommended that requests to add an item to new business must be done no later than 7 days prior to the next business meeting. The Chair will prioritize new business.
1. Any new business item submitted less than 7 days prior to the business meeting will be subject to approval for the agenda at the Chair’s discretion.
distributed electronically a minimum of 7 days prior to regularly scheduled business meetings. Hard copies of meeting minutes will be provided upon request for members who do not have electronic access.
iii. Minutes are to be read aloud by the Secretary, corrected as needed, and approved at each regularly scheduled committee meeting.
iiii. Minutes are to be taken at each subcommittee and Steering Committee meeting and submitted to the Secretary.
committee at every business meeting.
floor for questions pertaining to the report. v. No motions are to be made during reports.
motion must submit their motion in writing to the Secretary 7 days prior to the next business meeting.
A motion may be withdrawn by the member making the motion at any time prior to the vote.
A motion may be amended by the member making the motion at any time prior to the vote. Any amendments to a motion must be seconded.
There can only be one motion on the floor at a time.
If there are any motions on the floor, a motion to adjourn cannot be made until the motion on the floor is voted upon.
The Chair may veto a motion to adjourn if there is still urgent business that needs to be presented. The Chair’s veto may be overturned by a 2/3 vote.
a. Any member of the committee can call the question/close the discussion.
b. If seconded and passed, the main motion is then voted on. If no second is made, discussion continues.
c. A call the question/close the discussion may be overruled by the Chair.
Discussion of motions is permitted only after a motion has been seconded.
Discussion will begin by the Chair asking, “Is there any discussion?” The member making the motion has the right to speak first and last on the motion.
Chair per that position’s description.
discussion before giving the floor to the member who made the motion. If further discussion is needed, the Chair will go around the room and grant each member a maximum of one minute to discuss the motion.
All discussion will be concise, courteous, and dignified.
After discussion of the motion, the Chair will ask the Secretary to repeat the motion on the table and a vote will be taken.
The Chair may only vote to break a tie.
of 2/3 of the members present to pass.
opinion is voiced if they choose to. If one of the majority wishes to change their vote, a second vote must be taken.
Each minority opinion may be voiced, so long as it is not repeating previous points.
a. The speaker is speaking off topic.
A non-profit bank account will be maintained.
and submitted to LASCYPAA Advisory Council by email.
and committee chairpersons to create a budget for the conference.
i. All budget and financial requests must be submitted in writing to the Treasurer.
ii. Individuals are required to submit receipts to the treasurer for all expenditures.
There shall be no reimbursements without receipts except during special circumstances which shall be decided by Steering Committee.
Any legal or ethically binding contract to be signed on behalf of LASCYPAA, or which includes the LASCYPAA name, must be signed by the Chair and Treasurer and turned over to LASCYPAA Advisory Council.
At the conclusion of the conference, after financial obligations have been met, any remaining funds will go towards repayment of seed money. Additional funds will be distributed to the AA service structure as decided by the full Host Committee.
Committee members who collect money must bring all money collected to the treasurer within 72 hours. Money must only be used on what the committee decides upon.
using the Third Legacy voting procedure.
All other positions shall be elected by majority vote.
election to a position by proxy.
provide a verbal statement of their service resume during elections.
Chair or any other member may suggest a method of proceeding, which shall be temporarily adopted for that meeting only upon acceptance by a 2/3 vote of members present.
the next regularly scheduled business meeting, the chair person can hold an Emergency Meeting. The discussion and voting on any motion made in an Emergency Meeting requires a minimum of three Steering Committee Officers and a minimum of five committee members present at the Emergency Meeting, whether in person or via video conference. Minutes from all Emergency Meetings must be submitted at the next regularly scheduled business meeting. All committee members must be informed 12 hours prior to any Emergency Meeting by the Secretary or Chair. It is encouraged that as many voting members are present as possible at all Emergency Meetings.
A matter where waiting for a full committee vote would, in the reasonable view of the Chair person, harm the group or AA as a whole constitutes an Emergency Meeting.
In the event that an electronic meeting must be held, the requirement is that it is held through video/face to face communication that is accessible by all committee members.
Frequent use of Emergency Meetings can undermine the group conscience. Thus, the consideration of Emergency Meetings should be taken with care.
Should a committee member persist on holding the floor without adhering to the requirements of these procedures, or should a committee member persist in interrupting or otherwise disrupt the meeting, the Chair has a right to say, “Will you please come to order.” If the disruption continues, the Chair may ask the participant to leave. If the participant does not leave, the Chair should declare the meeting adjourned.

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