Bylaws of the Southwest Area Conference of Young People in Alcoholics Anonymous Approved: 6/30/2013

Transcription

1 Bylaws of the Southwest Area Conference of Young People in Alcoholics Anonymous Approved: 6/30/2013 Contents: Article I Statement of Purpose...Page 2 Subsection A. Facts, Aims, and Purposes...Page 2 Article II Mission Statement...Page 3 Article III SWACYPAA Board of Directors...Page 3 Subsection A. Advisory Council...Page 3 Subsection B. Operating Committee...Page 4 Subsection C. Council Positions...Page 5 Article IV Procedures...Page 10 Subsection A. General Guidelines...Page 10 Subsection B. Advisory Council Meetings...Page 10 Subsection C. Literature, Correspondence and Property...Page 12 Subsection D. Finances...Page 13 Article V Conference Bidding Procedures...Page 14 Subsection A. Bid Packet Procedures...Page 14 Subsection B. Bid Requirements...Page 15 Subsection C. Bid Packet Review/Discussion at Bid Tables...Page 16 Subsection D. Bid Presentations...Page 16 Subsection E. Deliberation Process...Page 16 Subsection F. Advisory Council Authority...Page 16 Article VI Conference Hosting Procedures...Page 17 Subsection A. Dissolution of Service Committee Functions...Page 17 Subsection B. Host Steering Committee Positions...Page 17 Subsection C. Suggested Requirements for Steering Committee Officers...Page 18 Subsection D. Duties for Steering Committee Officers...Page 18 Subsection E. Host Standing Committee Positions...Page 21 Subsection F. Suggested Requirements for Standing Committee Positions...Page 22 Subsection G. Duties for Standing Committee Positions...Page 22 Subsection H. Sub Committees...Page 27 Subsection I. Creating New Positions/Adjusting Structure...Page 28 Article VII How to Amend Advisory Council Bylaws...Page 28 Article VIII Dissolution...Page 28 1

2 I. STATEMENT OF PURPOSE We, the members of the Southwest Area Conference of Young People in Alcoholics Anonymous (S.W.A.C.Y.P.A.A), have formed for the purpose of establishing an annual conference in the American South West. The initial states where the conference will be held are Colorado, Arizona, Utah, New Mexico, Nevada and California. In all its proceedings SWACYPAA shall observe the spirit of A.A. Traditions, taking great care that the Conference never becomes the seat of perilous wealth or power; that sufficient operating funds, plus an ample reserve, be its prudent financial principle; that none of the Advisory Council members (see article III) shall ever be placed in a position of unqualified authority over any of the others; that all important decisions be reached by discussion, vote, and, whenever possible, by substantial unanimity; that no Advisory Council action ever be personally punitive or an incitement to public controversy; that though the Advisory Council may act in service of and to protect SWACYPAA, it shall never perform any unnecessary acts of governance; and that, like the society of Alcoholics Anonymous which it serves, the Advisory Council itself will always remain democratic in thought and action. We recognize that not all AA members will find our conference necessary to their recovery from alcoholism; we aim only to serve those who desire our assistance. A. FACTS, AIMS & PURPOSES (approved 5/26/13) The idea for a Southwest Area Conference for Young People in Alcoholics Anonymous was originally conceived by regular attendees of annual YPAA Conferences between 2006 and 2010, a nearly five year stretch of time during which there was only one year with a regional Young People s Conference inside of a day s drive for residents of the Continental American Southwest. The simultaneous growth occurring in the population of YPAAs in states like Utah, Colorado, New Mexico, Nevada and Arizona led to the creation of the Four Corners Summit in 2010, an annual Campout aimed at promoting participation, enthusiasm, unity and excitement about Alcoholics Anonymous and sobriety for young people in the Southwest who didn t have another annual gathering in their immediate vicinity that they could attend or host. Many YPAAs within the region of the Four Corners Summit had made a regular habit of traveling to nearby states to attend their annual conferences, however found themselves frustrated by the fact they could never bring those Round Ups to their area. There was a desire to participate in the kind of spiritual growth they heard was experienced by those involved in hosting large conferences. During the three years after the Four Corners Summit was created, it became apparent to those involved that its attendees desired to keep that event small and intimate. The idea for creating an additional, larger conference for the Southwest region was born. After the unanimous blessing of the WACYPAA Advisory Council, YPAAs from Utah, Colorado, Arizona and Nevada planned an informal gathering at the 2013 WACYPAA in Tucson, AZ, where an Advisory Council to lead the idea from concept to actualization was formed. From there the work to make SWACYPAA a reality began as the elected Advisory Council began to hold monthly video conference calls. The Southwest Area Conference for Young People in Alcoholics Anonymous has been established as an annual gathering to promote participation, unity, and enthusiasm about recovery among young AAs in the region. All across the Southwest there are young people achieving long term, lasting recovery from alcoholism, but until now there has been no consistent vehicle for newcomers to be introduced to this reality throughout the area. To fill this void, 2

3 SWACYPAA has been designed to enable smaller, sometimes less populated cities with growing YPAA communities to experience attending, bidding, and hosting a local area conference. II. MISSION STATEMENT (approved 5/26/2013) The Southwest Area Conference of Young People in Alcoholics Anonymous (S.W.A.C.Y.P.A.A.) was created with the sole mission of promoting participation, enthusiasm, unity and excitement about the program of Alcoholics Anonymous and to support the sobriety of young people in the Southwest United States through annual area conference. III. SWACYPAA BOARD OF DIRECTORS A. Advisory Council 1. Each annual conference committee (host committee) shall elect three people from its committee to serve on the Advisory Council and three to serve as alternates one month prior to their conference. Council members shall be elected through third legacy procedure as stated in the AA Service Manual, and the host committee will decide who is eligible to vote. Those being selected must have served on the conference committee continuously for six months prior to the actual conference on which they served. Those selected shall serve as voting members only for the first year of their five year term. After which they are then eligible to hold an officer position. 2. Each annual conference host committee member in order to be eligible for an advisory council position must have a minimum of 2 years of continuous sobriety. 3. Council members shall have reached their eighteenth birthday upon election. The host committee may nominate a member from its committee who is seventeen and said nominee must reach the age of eighteen before the next S.W.A.C.Y.P.A.A Conference. However, it requires a two thirds vote of the Council to approve this nomination. 4. All alternates must meet the same requirements as those that were selected to from the annual conference committee to be apart of SWACYPAA 5. Upon being elected to the Council, if any Council member misses 2 out of 4 consecutive scheduled meetings without informing the Council, or misses 4 of 12 annual meetings, it is standard procedure that they be asked to resign, as they are not carrying out the responsibilities of the position. 6. Any interruption in the continuous sobriety of an Advisory Council Member will be considered a resignation. 7. The Advisory Council shall have the power to remove any member of the Advisory Council from their position within the Council or from the Council altogether with a two thirds majority vote for some, any, or all of the following causes: a. Theft, fraud, or other deliberate illegal conduct damaging to the Conference s financial or reputational interests b. Consistent neglect of their position s duties or communication with the Committee Chair regarding their duties (See Article IV, Section A, Sub. 5) 8. Council will maintain membership of 15 to 20 members. If membership drops below 15, vacant Council seats will be filled in this order: 1) Previously designated alternate from the 3

4 resigning member s year s host committee; 2) Any willing previously designated alternate from a previous year s host committee (least represented area to the most represented); 3) Any previous Council members (least represented area to the most represented) 9. Advisory Council shall monitor all use of Social Media in the name of SWACYPAA to ensure that proper privacy settings/guidelines are being strictly followed and anonymity of members is protected. a. This includes the Advisory Council Facebook group, the larger, Host Committee run Facebook group (on which Advisory Council Chair, Co Chair, Outreach Chair, and IT Chair shall also always be made Administrators), and all posts made in other groups for Outreach purposes. 10. Temporary Advisory Council (approved and added 10/27/2013) The temporary Advisory is composed of AA members from around the Southwestern United States. The members of this temporary service body were voted in by a group of their peers during a special meeting at the 16th annual Western Area Conference of Young People in Alcoholics Anonymous (WACYPAA) in Tucson, AZ. for the purpose of establishing the initial structure and guiding the business of SWACYPAA. All members shall follow the role and functions of their positions as stated in the SWACYPAA Advisory Council bylaws, with the exception of the following time requirements: a. All members of the SWACYPAA temporary advisory council shall rotate off of Advisory as soon as the state they were elected to represent is awarded and thereafter hosts the conference, with the exception of the Chair, Co Chair and Treasurer of the Council. b. Those not holding the position of Chair, Co Chair or Treasurer on the Council, will rotate off when the newly elected members from said Host Committee rotate on. c. Members of the temporary Advisory Council are considered eligible for election to a full term on the council, so long as they are elected by their respective host committees in accordance with the SWACYPAA advisory election procedures. 1. If a temporary Advisory member is not re elected to Council and is currently holding an officer position other than Chair, Co Chair or Treasurer, they should fulfill the time requirement of that position before rotating off. B. Operating Committee 1. The Council shall elect from its membership an Operating Committee consisting of, but not limited to, a Chairperson, Co Chairperson, Secretary, Treasurer, Archivist, Bylaws and Outreach Coordinator. They shall not take any actions outside of their stated position responsibilities contained in these bylaws individually or collectively without the consent of the Council. Operating Committee members must be Council members. They must serve on the Council for one year prior to being elected to the operating committee. Upon election, they shall serve for two years in that position and may be elected or reelected to one additional term. Council members shall use the 3rd Legacy election guidelines found in the AA Service Manual. 2. Council members may be elected to the Operating Committee in their last year on Council, which could extend their term on Council to a total of 7 years. No Council members shall be eligible to stand for a position on the operating committee after their original term on Council has expired. 3. The term for all Operating Committee positions is two years. If for any reason an 4

5 Operating Committee position is vacated and filled midterm, the newly elected Council member will only fill this position for the duration of the original two year term. The Council member may be re elected into the position. 4. The Operating committee positions will be elected in alternating years. During even numbered years, Chairperson Co Chairperson Archivist and Bylaws will be elected. During odd numbered years, Treasurer, Secretary and Outreach Coordinator will be elected 5. The Chair of each year s respective Host Committee shall be an honorary member of the Operating Committee, but will not carry a vote in the Advisory Council business meetings. C. Council Positions (approved 2/24/2013) 1. CHAIRPERSON: a. The Chairperson of SWACYPAA will act as the President of the SWACYPAA Business entity. b. Plan, announce the agenda for, and chair all Council meetings 1. Recognize members entitled to the floor. State and put to a vote all motions properly made and seconded. Announce the result of all votes. c. Have general supervision of the affairs of the committee d. Execute on behalf of the corporation all contracts, deeds, conveyances, and other instruments in writing that may be required or authorized by the committee for the proper and necessary transaction of the business of the committee 1. More specifically and in particular, be a signatory on all facility contracts and bank accounts including Host Committee accounts e. Affix his or her signature to all Advisory Council actions f. Inform council of any such actions prior to any signature g. Sign the annual site contract on behalf of the Conference 1. Chairperson will provide the opportunity for all current council members to review the site contract details and provide confirmation that the group and outside advisors have reviewed the contract prior to signature h. Maintain a working relationship between the Host Committee and the Council to ensure best interests of conference are being served i. Work jointly with the Treasurer to maintain a working list of all financial obligations and ensure that all are met j. Check all Council bank accounts at least once a month in order to stay appraised of all transactions and maintain the integrity of the Committee s treasury k. Be one of the potential two required signatures on all Committee issued checks l. Be responsible for supporting all members in the completion of their duties m. Act as liaison to any AA member who has a request of the Advisory Council. All pertinent communication will be shared with other members of council n. Keep the Co Chairperson apprised of all Advisory Council activities o. Attend or request someone to attend on their behalf all Bylaws subcommittee meetings as Bylaws are being formed p. All unfulfilled service positions will be the responsibility of the Chair and Co Chair until the position is filled. q. Will maintain neutrality on all matters, casting a vote only during anonymous third legacy matters and/or to break a tie. 5

6 2. CO CHAIRPERSON: a. In the absence of the Chairperson, shall accept the full duties of the Chairperson b. Keep completely informed on all SWACYPAA matters c. Be one of three signatures on all Council bank accounts d. Check all Council bank accounts at least once a month in order to stay appraised of all transactions and maintain the integrity of the Committee s treasury e. Perform other such duties as may be assigned to him/her by the Chair f. Additionally, the co chair shall collect and maintain a contact list for the conference region 1. A contact is identified as someone who is willing to be contacted by members of the Advisory Council and host committee for purposes of outreaching g. Will assist in mailing the current year s convention flyer to all area offices within the scope of the conference. h. Responsible for maintaining and distributing the Host Committee packet and Bid Committee packet to potential bid cities i. Act as advisor to the co chairperson of the annual host committee j. All unfulfilled service positions will be the responsibility of the Chair and Co Chair until the position is filled. 3. TREASURER: a. Have general charge of the finances of the Council b. Will have access to view all committee bank account records at all times c. When necessary and proper, he or she will write up on behalf of the Council all checks, drafts notes, and other obligations and evidence of the payment of money to the corporation or coming into their possession and then forward to Chair, Co Chair and/or Secretary for signing; and he or she will deposit the same, together with all other funds of the corporation coming into his or her possession, in such bank or banks of their choosing 1. All written checks coming from Council bank accounts must have two signatures on them to be considered valid: the two signatures may be any combination of the Council Committee Chair, Co Chair and/or the Secretary. The Treasurer may NOT be one of those signatures. 2. It is the Treasurer s responsibility to make sure that all rents and other bills are paid on time. d. They will keep full and accurate account of all receipts and disbursement of the Committee in books belonging to the Committee, which will be open at all times to the inspection of the Board, or any AA member, except where may be prohibited by state or federal law. 1. Will send or share a monthly treasury report to all Council members on the first of every month e. Keep detailed financial records of all Council business and make the current year s financial records, bank statements, account ledgers, checkbooks, tax returns and correspondence available at Council meetings f. Give financial reports at Council meetings summarizing all income and expenditures and will from time to time make such other reports to the Board as it may require g. Provide a detailed transactions report and balance sheet of the Council s accounts to 6

7 each member of Council 20 days prior and as soon as practical 90 days after each conference h. Work with the treasurer of the host committee to insure the proper maintenance of financial records i. Oversee the preparation and filing of federal tax returns j. Shall immediately inform the Council of any inconsistency in the accounts or records k. Check all Advisory Council and Host Committee bank accounts at least once a month in order to stay appraised of all transactions and maintain the integrity of the Committee s treasury. 4. CO TREASURER: a. The Co Treasurer shall, in the absence of the treasurer, accept the full duties of the Treasurer b. Shall carry out the various duties assigned by the Council and Treasurer c. Check all Committee bank accounts at least once a month in order to stay appraised of all transactions and maintain the integrity of the Committee s treasury. d. Will assist in research regarding incorporation and or non profit status e. Will assist in the filing of taxes 5. SECRETARY: a. Be present at each Council meeting b. Responsible for keeping corporate records c. Keep minutes of all Council meetings and maintain and make available at Council meetings notebooks of all prior advisory council meeting minutes d. Keep accurate minutes of all Advisory Council meetings which record all actions of the Advisory Council (exception: when site selection is being discussed, only the results shall be recorded) e. Custodian of all books, correspondence, and papers relating to the business of the corporation, except those of the treasurer f. Present a full report of the decisions, contracts and affairs of the corporation for the preceding year at each Council meeting g. Prepare and present to the Council such other reports as it may designate h. Maintain the post office box and address for all correspondence, answer all correspondence or direct it to the appropriate person promptly, and furnish copies of all correspondence to Council members monthly i. Furnish information from Advisory Council records to anyone who requests it j. Advise and maintain communication with the Host Committee Secretary, including obtaining and making available to Council all minutes from Host Committee Business meetings k. Be one of the potential two required signatures on all Committee issued checks 6. BYLAWS CHAIR: a. Shall oversee the construction of and gain Advisory Council approval of Advisory Council bylaws b. Shall run bi weekly bylaws subcommittee meetings until the construction of the bylaws is complete and they have been approved by the Council c. Bring copies of Bylaws, Host Committee Packet, Bidding Requirements, Facts, Aims, and Purposes, and any other Official Council material to each business 7

8 meeting d. Be responsible for the revision and printing of all council documents and literature, including these Bylaws; the Facts, Aims, and Purposes; Bidding Requirements; Bid City Packet; and Host Committee Packet. 7. ARCHIVES: a. Act as the caretaker of the archives by gathering materials from each year s conference (documents, minutes, hotel contracts, bid packages, speaker tapes, banners, t shirts, memorabilia, traveling showcases, etc) in such a way that there is no substantial distortion of the material b. Collect, arrange and make available all obtainable archival materials related to SWACYPAA Advisory Council history c. Promote, protect and preserve the collection of the SWACYPAA archives d. Follow the Archives Guidelines set forth by G.S.O.: 1. At all times act in accordance with the Twelve Traditions, being especially concerned with protecting members anonymity, and in accordance with the Twelve Concepts for World Services, exercising appropriate authority while always remaining accountable to the guidance of the Advisory Council. e. Make suitable arrangements for transportation and display of archive materials at the conference and are (SWACYPAA) assemblies f. Shall work with the Host Committee on matters pertaining to the archives g. Shall have on display the Advisory Council minutes h. Prepare, distribute, and collect the final conference report from the host committee detailing all activities of the preceding year, and include the previous conference feedback in the archivist report i. Act as custodian of the conference banner, be responsible for its storage between conferences and for the banner s delivery to the current host committee at its convenience 1. They shall also henceforth wreck any bitches that try and steal the SWACYPAA banner. (bitch* being defined as anyone who is ignorant enough to think that they can steal our banner). 8. OUTREACH COORDINATOR: a. Shall act as a liaison between known Bid Cities and Advisory Council b. Have direct contact with the Host Committee Outreach Chair to assist with anything they need and ensure that outreach is taking place for the benefit of each annual conference c. Seek to generate bids to host SWACYPAA 1. Will create and/or help distribute the following: an invitation to bid and host the next conference, information on how to get involved with a current host or bid committee, and the current conference flyer 2. Assign territories to other Advisory Council members so that all will have an explicit responsibility to learn about and reach out to YPAA groups in their assigned region. 3. Will maintain regular correspondence with fellow Advisory Council members to ensure their assigned territories are getting outreached d. Actively network to learn about new YPAA committees being created within the 8

9 SWACYPAA territory and offer the SWACYPAA Council s assistance in their development e. Work with any specific community liaisons serving on Advisory Council to make sure outreach is being done to their assigned communities 9. WEBSITE/IT CHAIRPERSON: a. Assist Co Chair and Outreach Coordinator in organizing and maintaining a mailing database of intergroups, central offices, and YP groups in our Conference s region b. Obtain from the current host committee an official conference registration form at the earliest possible date, as well as any other material which the Advisory council deems in the best interest of SWACYPAA, and make it available to the greater SWACYPAA and AA community online c. Coordinate at least one mailing to the entire list per year (if at all possible, two mailings should be done, with finances being the only consideration for not doing two) 1. The Advisory Council will have ultimate responsibility for financing the mailings. However, financial assistance from the Host Committee will be welcomed and encouraged if it is in a position to contribute d. Will construct, maintain, and update website e. Maintain an active internet presence for the SWACYPAA website. f. forwarding addresses for all Advisory Council members using the SWACYPAA domain name, i.e. the Advisory mailing list and processing the Secretary s website change requests in a timely manner. g. Will ensure that all fees associated with maintaining an internet presence are submitted to the Treasurer and promptly paid. h. Maintain a good communication with the host committee s website chair. D. OTHER COUNCIL ELECTED POSITIONS 1. The Advisory Council may, with a two thirds vote, establish other councils and/or elected positions, as needed to meet challenges that face the Advisory Council, for the duration of these challenges. IV. PROCEDURES A. General Guidelines 1. The Council shall be foremost aware of the welfare of AA as a whole. The Council shall adhere strictly to the Twelve Concepts & Traditions of AA. 2. The Council shall act as a body and no individual shall act independent of the majority opinion. 3. When the need is found, Subcommittees and/or Ad Hoc Committees may be formed and meet separately at any time to address specific Council issues or business. a. All such Committees will be open to all Council members who wish to participate b. Such committees will prepare and present reports on their activity to the Council during regularly scheduled business meetings c. Unless otherwise specified, any resulting material of such Committees should be brought to regular Advisory Council business meetings for final approval. 9

10 4. All male members of the advisory council are hereby mandated to maintain some form of facial hair during their duration of service. Types of acceptable facial hair may include but not limited to: Hollywoodian, Mutton Chops, A la Souvarov, French Fork, King Leonidas, Fu Manchu, Old Dutch, Dali, Handlebar and Chin Puff, Van Dyke, Friendly Mutton Chops, Balbo, Rap Industry Standard, Sparrow, Klingon, Short Boxed Beard, Goatee, Chin Curtain, Hulihee, The Zappa, Soul Patch, Handlebar and Goatee, The Winnfield, Petit Goatee, Franz Josef, Anchor, Napoleon III Imperial, Copstach, Pencil, Super Mario, Handlebar, Stubble, Sideburns etc. Women on the Advisory Council may participate in the growing facial hair. 5. Failure to uphold Advisory Council Operating Committee Position duties can result in the member s position being brought to the Council for dismissal with a 2/3rds majority vote. a. If members of Council have a concern about a particular position s duties being fulfilled, they should bring the concern directly to the Chair or Co Chair for private discussion. b. There should be at least 2 warnings given directly to the offending Council member by the Council Chair prior to a member s position being brought to a Council meeting for dismissal. c. If the neglect of the position continues and the Council Chair, Co Chair, and another member of Council all agree that a particular position s duties have been consistently neglected to the detriment of SWACYPAA as a whole, it may then be brought to the next Council meeting for a vote. d. Being dismissed from a Council position does not automatically result in being dismissed from Council as a whole. B. Advisory Council Meetings 1. The Chairperson shall call for and arrange a meeting place and agenda for all Council meetings. 2. A quorum shall consist of two thirds of the Council Officers at any of the Council meetings. Motions and resolutions shall require a simple majority vote of the quorum. All Council members have one vote and may vote on all matters. Absentee voting is not permitted. A vote of two thirds of the quorum is necessary to change the Bylaws or rescind operating rules. (Amended 10/21/2013) 3. Attendance at Council meetings is open to all members of AA, with the exception of the meeting at the conference. The Chairperson will advise any non Council attendee that they are welcome and encouraged to listen. Any participation in discussion by these attendees will occur only as permitted by the Chairperson. 4. Reports a. All verbal reports given during business meetings must be clear, well prepared and limited to 2 minutes. b. Written reports, specified under committee members duties, must be submitted prior to the meeting, and should be turned in with at least 2 extra copies for the secretary and the archivist. c. No motions may be made during committee reports, and questions should remain limited. Items of discussion from committee reports requiring a motion should be discussed solely in Old and New Business. 5. Motions & Discussion 10

11 a. Motions are to be discussed and voted on b. After making a motion, the motion requires a second before opening discussion. If a motion is not seconded, then it will not be discussed unless brought up again at a later date. c. Once a motion is seconded, discussion opens on the topic of the motion. Discussion must stay on topic, and all those speaking must state either that they are speaking in favor or speaking against the motion d. In order to discuss a motion, one must be recognized by the Chair. The Chair will call on members of the committee in the order by which they raise their hands. e. In the event that someone has a question, when recognized by the chair they must ask for a member to clarify the motion after which the chair will either answer the question, ask the secretary to re read the motion, or recognize the appropriate person to answer the question. Discussion then returns to its regular order as per the Chair s directions. A response to a question about a motion may be addressed as a point of clarification. f. All votes on Committee business should whenever possible pass by substantial unanimity, but requires only a 2/3 majority vote unless otherwise specified. g. The Chair or any member of the committee may ask to table discussion until a later date. Requires a motion and a second, but is not debatable. Only a simple majority is needed to table a discussion. h. The member who made the original motion at anytime prior to the vote may withdraw the motion, provided that the person who seconded accepts. i. During discussion of motions, the member making the motion has the right to speak first and last on the motion. j. The Chair may ask for new discussion before turning the floor back over to the person who made the motion. k. Once a motion has been voted on, all members of the minority opinion have the opportunity to speak. If a member of the voting majority is swayed by the minority opinion, that member may make a motion to reconsider the vote. The motion may be seconded by anyone. A motion to reconsider is not discussed and needs only a simple majority to pass. If the reconsideration passes, the floor reopens discussion. No motion can be re considered twice. l. Discussion will open by the chair saying There is a motion on the floor to (describe motion) and it has been seconded. Is there any discussion of this motion? m. Discussion must be clear and courteous. Each person will be allowed to speak for no longer than 2 minutes. n. An individual may only speak once until all others who wish to speak have the opportunity to do so, unless the chair calls on someone to address a question. o. The Chair may only interrupt someone under the following conditions: 1. Speaking off topic 2. Speaking out of turn 3. Speaking too long 4. Repeating previous points at length p. Any member may ask to call the question at which time the Chair will ask the body to vote on closing debate. Requires a motion and a second but is not debatable and 11

12 requires a 2/3 majority to pass. If the motion passes, then discussion ends immediately and the body votes on the motion as stated. q. Someone can amend a motion by asking for a friendly amendment to the motion during discussion. This must be accepted by the person who made the motion and the person who seconded the motion. Amendments must be clear in order to be recorded appropriately by the Secretary. r. Before a vote the Chair will ask the Secretary to re read the motion. s. All motions must be documented, along with their outcome in the minutes. C. Literature, Correspondence and Property 1. The Advisory Council has sole responsibility for any language, logos or titles developed for use by SWACYPAA. 2. The post office box, website, bank accounts and Council material should not be used for anything other than Council business. These materials should not be used in group or area business. 3. All materials of the Council shall be deemed property of the Council and passed on to our successors. 4. Post Office Box: The Council shall maintain a post office box for all correspondence. The Treasurer and one other elected Council member shall hold keys to the post office box. 5. Website and Address: The Council shall maintain an internet website and address for SWACYPAA. a. The Co Chairperson shall make sure that this site maintains only the official documentation of SWACYPAA and information on how to contact the current host committee. b. The Treasurer shall make sure that any fees associated with the establishment of the website and address are paid. c. The Secretary will be responsible for receiving any correspondence obtained from the website or Council Literature: The Advisory Council has sole responsibility for maintaining and updating all SWACYPAA literature and the SWACYPAA website. The Operating Committee should bring to the Council for approval any suggestions for the updating of these documents. a. SWACYPAA Advisory Council maintained Literature shall include these Bylaws; the Facts, Aims, and Purposes; Bidding Requirements; Bid Committee Packet (Introduction Letter, Advisory Council Phone List, SWACYPAA Facts Aims and Purposes, SWACYPAA Bid Requirements, Suggested Election Format, Suggested Committee Positions and Descriptions, Suggested Business Meeting Format, Hotel Contract Guide); and Host Committee Packet (Introduction Letter, Advisory Council Phone List, SWACYPAA Facts Aims and Purposes, Bid Requirements, Suggested Timetable, Suggested Election Format and Positions, Suggested Structure and Procedures, Hotel Contract Guide, Host Committee Budget Guide, Appendix: Example of Host Committee Bylaws, AA Guidelines: Conferences and Conventions). 1. All documents and revisions existing and produced will have date of approval and/or modification affixed as a part of those documents. 2. Any Council member proposing a change to these Bylaws, the SWACYPAA 12

13 Facts, Aims & Purposes, the SWACYPAA Bidding requirements, the Bid Committee Packet and/or the Host Committee Packet should follow the procedures outlined in Article VII of these Bylaws by distributing copies of such proposals to all Council members for evaluation prior to any mandatory or annual meeting. 3. Any emergency proposals may be added to the agenda by a two thirds majority vote. D. Finances 1. Bank Account a. An Advisory Council bank account is to be maintained separate from any given year s Host Committee. b. Checks are to be signed by two of the 3 authorized signers 1. Checking account signers are to be the Chair, Co Chair and Secretary. c. Treasurer is in charge of holding the checkbook and maintaining account transactions as well as making deposits. d. All of the Council s financial transactions shall be made through its bank accounts unless prior approval is given (See Article IV Section D Subsection 2e) 2. General Funds a. General Operating Reserve is set at $3,000 b. The Operating Committee shall submit for approval the budget for each coming year. The Council shall endeavor to maintain a prudent reserve of $5,000 (after distribution of seed money) for operating expenses and should Council be called to assist or host the conference. 1. The reserve fund is an arbitrary figure based on current economic conditions and can be altered by a simple majority vote. c. Operating Funds will be allocated and recorded clearly and prudently by the treasurer, using annual budgets to define the estimated amount necessary for maintaining reserves and for financing all activities of SWACYPAA Advisory Council. All other money collected over the Operating Budget and Reserve amounts will be considered Excess Funds. d. The Council should allocate $1,000 seed money for the Bid Committee that is awarded the conference and disburse these funds promptly, so as not to cause unnecessary delay and confusion. The money awarded to the host city must be returned to the Advisory Council Treasurer no later than the end of August of the host year, or one month after the annual conference, whichever is first. 1. The seed money is an arbitrary figure based on current economic conditions and can be altered by a simple majority vote. e. No member of Council shall incur expenses in the Council name other than minor copying or postage expenses, without first receiving two thirds majority approval of the Council. f. Excess Funds will be dispersed in conjunction with the treasurer s budget and in accordance with the wishes of the Advisory Council: 75 % to SWAC; and, 25% to host committee s choice. The host committee shall determine, prior to their conference, to what groups or bodies their profits, if any, should be distributed. The host committee shall provide the Advisory Council Treasurer with the proper 13

14 names and addresses of the bodies to whom these funds are being sent. This information shall be provided to the Advisory Council Treasurer within thirty (30) days of the conclusion of the conference. g. The 7 th tradition will be passed at all IN PERSON Advisory Council functions and business meetings. The 7 th tradition money will be used as part of the general operating funds to assist with all obligations. 3. Reimbursements & Check Requests a. All Check Requests and reimbursements are to be handled during the treasurer s report at Advisory Council meetings. All requests for funds not included in the treasurer s report can be called to a vote for simple majority approval from Advisory Council. b. Only an elected member of the SWACYPAA Advisory Council may ask for a reimbursement or a check request. c. In the event that there are insufficient funds allocated for an approved Advisory Council purpose, the member accountable to the project for which funds are needed is responsible for contacting the treasurer, who must then get the ok from the Chair and the Co Chair in order to handle this in between regularly scheduled business meetings. d. Receipts must be provided for all items purchased. All receipts are to be turned over to the treasurer. V. Conference Bidding Procedures A. Bid packet procedures 1. SWACYPAA Bid Committees should submit final bid packets to Advisory Council no later than 3pm on the Friday of the conference. 2. All Council members are expected to read and become familiar with all of the bid packages before SWACYPAA 3. Each Bid Committee should bring enough hard copies of their completed bid packet for each member of Advisory Council to SWACYPAA, along with at least three extras for their own reference B. Bid Requirements: (approved 2/24/2013, amended 12/22/13) 1. The Conference will be held during the months of May, June, July, or August 2. Each bidding committee must have at least three AA members who have been continuously sober for a minimum of one year a. Include a roster of bid committee members in your packet that also contains contact information and sobriety dates. 3. The Bidding Committee must have commitments from at least two (2) meeting facilities (usually hotels) so sized as to be able to accommodate the entire Conference, including dates showing availability of event space and speaking rooms in the facilities. Beverage, event space, lodging prices, sliding scale, audio/visual costs, security, room blocks, parking fees, and all other costs related to the facility, both to the Committee and to the attendee, are to be included in the bid and should be considered when choosing potential sites. If awarded the conference, the host committee agrees to have a signed contract within 45 14

15 days. 4. The bid committee is to provide a permanent mailing address for the Conference in the form of a Post Office Box, and if available provide an address. 5. Demonstrate how the bid committee has been involved with General Service by providing two statements of support, one from the local AA Intergroup or regional equivalent and one from the Area Assembly and/or District. 6. The bid committee will be required to demonstrate its financial capabilities within the Traditions of AA as a whole by being directly involved in activities from which revenues are generated and providing Advisory Council with their committee s cash flow statements and a balance sheet 7. The bid committee will provide a list of all large scale AA events in their area within a thirty day period before and a thirty day period after the proposed Conference date in an effort to demonstrate due diligence and avoid conflicting with other events. 8. The new Host City must agree that all proceeds, after expenses and donations to local service structures, are to be turned over to the SWACYPAA Advisory Council for distribution. The Host City is permitted to donate up to 25% of the proceeds to their local service structure after their original committee s prudent reserve has been replenished. 9. Bid committee agrees to complete elections for SWACYPAA Host Committee within 2 months of being awarded the conference. 10. Bidding committees are to provide enough complete copies of their bids to the Advisory Council for each individual to have their own copy by 3:00 PM the Friday of the Conference, but no bids will be rejected. 11. The bid committee must provide a concise statement illustrating the need and/or reason, as they understand it, for the Conference in their area. 12. Each committee will be given a maximum limit of 20 minutes, including the question and answer period, for the presentation of the Bid Requirements. 13. Include a temporary pre registration flyer in bid packet 14. ADDITIONAL SUGGESTIONS a. Suggested that PDF version of the bid packet, including hotel contracts, be ed to all Advisory members one week prior to the conference b. Produce a copy of the committee s proposed host committee guidelines and/or structure c. Present a detailed proposed conference budget, including line item expense and income projections d. Include a tentative outline of the conference program including main speaker meetings, marathon meetings, and panel meetings as well as conference entertainment and events. e. Provide at least two quotes for audio visual equipment and services that coincide with the committee s tentative conference program, budget, and dates at each facility. A/V bids must include line item costs of equipment, labor, and transportation, as well as needs from the hotel and host committee (insurance, parking, lodging, etc.) f. Supply written acknowledgement that the prospective bidder has read, understands, and agrees to comply with the requirements as written in the Host Committee Responsibilities 15

16 C. Bid packet review/discussion at bid tables at conference 1. At SWACYPAA, the day before the Bid Presentations, Council members will formally visit with all of the bid committees at their tables in the bid room to discuss their process and meet all the members of each committee 2. After the bid table visits, Council will have a Closed Sharing Session where each Council member is allotted one minute to address the merits and liabilities of each bid until each Council member has covered all of the Bids. D. Bid Presentations 1. In the morning of the second full day of the Conference, each Bid Committee shall have 20 minutes, including time for a public question and answer session with Council, to present their committee and bid to Advisory and the SWACYPAA community. E. Deliberation Process 1. Following the Bid Presentations, Council has a one hour Closed Priority Inventory session to give an opportunity for each Council member to inform the Council as a whole what the most important factors are in their decision making process for the current bid year. a. A tally of factors is kept by the Secretary and condensed down to the common denominators once the inventory is complete. 2. All Bids that meet Advisory Council Bid Requirements will be given due process and evaluation based on that year s Priority Inventory results 3. Council will then proceed directly to the 3rd Legacy Voting procedure (as outlined in the A.A. Service Manual) and select the next year s SWACYPAA Host Committee. F. Advisory Council Authority: The Council shall have the sole authority in overseeing the bid session to determine to whom the next annual conference should be awarded. In the event that no bid is placed, that the Council determines that no bid committee is capable of successfully holding the conference, or it appears that [at any time after the conferences is awarded] the host committee will not meet its minimum financial responsibilities to Council or any vendors, an emergency meeting of the Council shall be called without delay. All past and present Council members will be invited to attend in order to find a suitable site for the conference, determine if the conference should be suspended and the subsequent fate of the Council and its function. VI. Conference Hosting Procedures A. Suggested Process for the Dissolution of Service Committee Functions 1. If the newly elected host committee is a standing YPAA service committee, the next task after being awarded the conference should be calling to vote the dissolution of the Service Committee functions. The committee may also elect to preserve certain functions of their service committee (i.e. bid committees for other conferences, certain aspects of the service committee, etc.) as they see fit. 2. The new host committee should establish guidelines for the purpose of clearly defining service responsibility and service authority for the members of the forthcoming Conference Host Committee (See Concept X in A.A. World Service Manual). 3. Certain items will need to be maintained during the conference hosting process and paid on time, including website costs, Secretary of State trade name registry, PO Box, etc.; and any other relevant service committee business practices deemed necessary by the committee at time of transition. 16

17 4. The Chair of the new Conference Host Committee will be responsible for registering the conference trade name (example: SWACYPAA I) with the appropriate agencies. The Chair of the Host Committee will then be responsible for setting up a new bank account in collaboration with the other account signers duly elected using the new Conference Host trade name. 5. All accounting procedures will follow SWACYPAA bylaws (See Article IV Section D). 6. A suggested membership of the Steering and Standing Committees for the Host Committee is reflected in the following section and the format of meetings should follow the conscience of the host committee. 7. Terms of each elected position shall run from the time of election until the final business meeting is held after the conference closes. At the final business meeting of the Host Committee, the committee shall elect 3 members of their host committee for the Advisory Council and 3 alternates. The names and contact information of the newly elected Advisory members and the alternates shall be forwarded to the Chair of the Advisory Council to be submitted to the archives. B. Host Steering Committee Positions 1. Chair 2. Co Chair 3. Treasurer 4. Co Treasurer 5. Secretary 6. Archivist/Co Secretary 7. Bylaws Chair 8. Outreach Chair 9. Program Chair C. Suggested Requirements for Steering Committee Officers 1. Must be a member of Alcoholics Anonymous 2. It is suggested that all officers have one year of continuous sobriety (with the exception of the treasurer who should have 3 years of continuous sobriety, although each Host Committee is autonomous and may decide to increase time requirements for specific positions as they see fit), and have worked the 12 Steps of Alcoholics Anonymous, and have a working knowledge of the 12 Traditions and 12 Concepts of Alcoholics Anonymous 3. Understand the mission of SWACYPAA and be able to convey this eloquently and appropriately, answering any questions about what SWACYPAA is and what our purpose is. 4. Stay up to date with the overall activities of SWACYPAA, and be able to explain all relevant details to the fellowship at large. 5. Failure to uphold SWACYPAA Committee Officer position duties can result in the member s position being brought to the Standing Committee for dismissal with a 2/3rds majority vote. D. Duties for Steering Committee Officers 17

18 1. Chair a. Facilitate discussion and create the agenda for all SWACYPAA Host Steering and Standing Committee b. Organize meeting place and times, and provide copies of the meeting agenda to all committee members. c. Recognize members entitled to the floor. d. State and put to vote all motions properly seconded e. Announce the results of all votes for the minutes. f. Only vote in the case of a tie (If the chair has stake in a particular issue, the chair may ask the co chair to take on the duties of the chair to allow for the chair to participate in discussion and the vote. The chair will then act as co chair, and will then resume duties as chair the next committee meeting.) g. Be a co signer of the SWACYPAA Host bank account. h. Serve the conscience of the group, keeping in mind the common welfare of the entire committee and Alcoholics Anonymous in accordance with the 36 spiritual principles contained in the 12 Steps, 12 Traditions, and 12 Concepts of Alcoholics Anonymous. i. Maintain order within the committee delegating authority properly, keep abreast of all committee efforts and filter information appropriately through use of the steering committee members to their respective sub committees. j. Act as a direct point of contact to other YPAA committees and filter relevant information between those committees and SWACYPAA Host. k. Be responsible for setting up the appropriate bank accounts, ensuring that all debit cards are destroyed while monitoring the prudent financial business practices of the committee. l. Organize at least two budget meetings per year with the treasurer of the Host Committee. m. Act as the primary contact for the SWACYPAA Advisory Council and be an honorary, non voting member of the Council Board of Directors. n. The Chair may hold no other positions on SWACYPAA Host. 2. Co Chair a. In the absence of the chair, fulfill all Chair duties. b. Carry the right to vote so long as the chair is present (unless the chair has stepped down in order to participate in discussion and a vote as outlined in Section f of chair duties). c. Be responsible for SWACYPAA Host mailbox, checking the mail regularly and reporting to the committee as necessary. d. Assist all standing committee chairs, serving the common welfare and the overall conscience of the committee. e. Be a co signer on SWACYPAA Host bank account. f. Coordinate the Co Chair sub committee to include but not be limited to Facilities, Registration, Hospitality, Theme & Logo, Security, and Literature. Report all actions of that committee regularly to the Steering Committee. 3. Treasurer & Co Treasurer a. Must have personal financial autonomy and a personal bank account 18