LASCYPAA Advisory Council By-Laws
ARTICLE I – PREAMBLE
We, the members of the LASCYPAA Advisory Council set forth on this day to establish and preserve, by following the principles, the experience of our predecessors. In 1985, the
Louisiana State Conference of Young People in Alcoholics Anonymous was founded for the purpose of furthering the principles of AA among young people. We do think it beneficial to establish a custodian to preserve the efforts and experience, lest they be lost. Being cognizant that all young people do not find our conference or meeting necessary, we do not propose to be a universal answer or a governing body for young people. We believe it beneficial to share our experience with all who request our help, for it is through our sharing that we have learned to function within the framework of the AA traditions.
ARTICLE II – FACTS, AIMS AND PURPOSES
Alcoholism is a disease that can affect anyone regardless of age. The first young people’s group in Louisiana was founded in New Orleans in 1974. Since that time, young people’s groups have been started all over in Louisiana. In 1984, a regional conference of young people in AA was held in Baton Rouge, Louisiana. At the Regional Conference, the idea of a state conference was suggested. LASCYPAA was held for the first time in Shreveport/Bossier in the spring of 1985. The decision was made to have LASCYPAA travel throughout the state on an annual basis. This provides newcomers with a conference where they see and share the experience with other young people in our state.
Young people’s groups try to make the newcomer understand that 20 plus years of drinking coupled with the loss of family, friends and finances are not necessary for one to be ready for sobriety. Young people’s groups bring the newcomer into the mainstream of AA, recovery, service and unity through the twelve steps, twelve traditions and the twelve concepts of world service, carrying AA’s message to the suffering alcoholic. Young people’s groups are in no way separate from AA as a whole. Members of young people’s groups are involved in and committed to twelfth step work, treatments and corrections work, public information, general service, and every other facet of AA service. Newcomers are shown by people their own age that using the AA principles in their daily lives and getting involved in AA service can lead to a lasting and comfortable sobriety.
The Louisiana State Conference of Young People in Alcoholics Anonymous meets annually. This meeting provides an opportunity for young AA’s from all over the state and region to come together and share their experience, strength, and hope as a young person in AA. LASCYPAA is overwhelming visual evidence that large numbers of young people are achieving lasting and comfortable sobriety in AA. AA’s who attend LASCYPAA return home feeling prepared to receive young people who come to AA looking for a better way of life.
ARTICLE III – OBJECT
The Council is the custodian of the conference and the Board of Directors of LASCYPA. It is both the legal guardian and spiritual servant of LASCYPAA. Its’ purposes are but not limited to:
. Practice the AA Twelve Steps, Twelve Traditions, and Twelve Concepts for World
. To demonstrate the principles of Alcoholics Anonymous among young people in the state of Louisiana.
. To establish a permanent committee that ensures the preservation of the LASCYPAA experience and materials.
. To serve as custodian of the Conference, and share its knowledge and experience with any member of AA who requests it.
. Provide guidance to Committees who are bidding for the Conference.
. Provide guidance to the current Host Committee.
. Provide custodial oversight of LASCYPAA and veto power over the Host Committee.
. To select a host city for each year’s Conference.
. Uphold its fiduciary responsibility.
. Practice transparency in its affairs.
. Maintain the LASCYPAA archives.
ARTICLE IV – MEMBERSHIP
Each conference committee shall select three (3) people to serve on the Advisory Council.
They shall select three (3) people to serve as alternates. (6 total elected Advisory members from each Conference, 3 full membership and 3 alternates) Those being selected must have served on the conference committee continuously for six (6) months prior to the actual conference on which they served. They must be sober at least one (1) year. Those elected to serve are required to serve through five (5) additional traveling conferences. Elections will be conducted by current Advisory Council members using the 3rd legacy procedure. Alternate’s will be elected in order of first, second then third. Should the council not have full membership (12) not to exceed (15), those rotating off may be requested to serve until the Council again reaches full strength (12). Vacant council seats shall be filled by previously designated alternates and approved by the Council.
Failure to attend two (2) consecutive conferences or mandatory meetings shall be considered a voluntary resignation.
Relapse shall be considered a resignation.
If council members miss two (2) advisory meetings in a row and does not contact the chair or make other arrangements then, together with the rest of the council, their position is up for reevaluation.
(To clarify, the purpose of this bylaw is to allow the council, with the member in question, to evaluate whether they are still willing and able to fulfill their membership on the committee, not to punish members for not showing up.)
ARTICLE V – OPERATING COMMITTEE
The council shall elect from its membership an operating committee consisting of, but not limiting to, a chairperson, co-chairperson, secretary, and treasurer. They shall act and be of service by the direction of the council and shall not take actions individually or collectively without the consent of the council. Operating committee members must be council members. They must serve on the council one (1) year before being elected to the operating committee. Upon election, they shall serve for two (2) years, or until their service commitment is fulfilled, and may be elected to one additional term. Council shall use 3rd legacy election guidelines found in the service manual.
ARTICLE VI – OFFICERS
. Arrange for and announce the agenda for all Council Meetings prior to the meetings.
. Open council meetings with the third step prayer and maintain meetings in reasonable order.
. Recognize members entitled to the floor.
. State and put to vote all motions properly made and seconded.
. Announce the results of all votes.
. Affix his/her signature to all appropriate Council actions and be one of four able signatures on Advisory Council checks.
. Responsible to ensure a council representative is available at all Area 27 meetings, to meet with the current host committee, as long as Area is agreeable.
. Chairperson will be considered the Secretary in all banking matters.
. In the absence of the Chairperson, shall accept the full duties of the Chairperson.
. Carry out the various duties assigned by the Committee.
. Act as liaison between the council and the General Service Office.
. Be one of four signatures on all bank accounts.
. Keep accurate records of all Council financial transactions.
. Give financial report at Council Meetings and an annual report at the conference.
. Give written financial statements.
. Have in his/her possession at council meetings all bank statements, deposits, and check books, in order to be prepared to make deposits or disbursements at council meetings.
. Maintain all accounts subject to inspection anytime.
. Be one of four signatures on all bank accounts.
. Act as custodian of all council materials with exception to archives.
. Keep and transcribe minutes to be emailed to Council Members prior to the next meeting.
. Furnish information from our records to anyone who requests it.
. Answer all correspondence promptly and to the will of the Council.
. Furnish copies of correspondence to all council members on all matters affecting the council of young people in AA.
. Be one of four signatures on all bank accounts.
. Assists Host and Bid Committee’s with hotel contract negotiations.
. Acts as liaison between the Host Committee and Advisory Council when reviewing and giving feedback about the hotel contract.
. Upon receiving majority approval from the full council and all questions has been answered to the best of his/her ability, will let the Host Committee know that they are good to sign the hotel contract.
. Maintains an outreach mailing list and sends bid invitations via this mailing list.
. Outreach chairperson shall annually issue to the Area 27 Delegate, Alternate Delegate, Area Chair, all major Louisiana central offices, young people’s groups, and anyone else who requests it, an invitation to bid for the Conference site. Included in this invitation to bid should be the following as listed:
A brief description of the Conference background.
The facts as to how, when and where bids are accepted.
A current conference flier and bid requirements.
. Act as caretaker of the archives (documents, memorabilia, traveling showcases, etc.) in such a way that there is no substantial distortion of the material.
. Arranges for dry, safe and storage of archival material and prepares a budget for such.
. Act as custodian of the conference banner and be responsible for its storage between conferences and for the banner’s delivery to the current Host Committee at the committees’ Advisory Council elections prior to the conference.
. Arranges for display space at conferences and events.
. Shall work with the Host Committee on matters pertaining to the archives including displays for the conference and material to be collected before, during and after the conference including but not limited to novelties, memorabilia, the Host Committee’s written experience etc.
. To maintain an up to date advisory website including domain, hosting and content management.
. To furnish all pertinent login information to the Operating Committee.
. To maintain and administrate any Social Media accounts operated by the council.
. Prepare and submit an annual budget for the advisory website.
ARTICLE VII – MEETINGS
The annual meeting shall be held at each LASCYPAA conference and shall be for the purpose of selecting a host city for next year’s LASCYPAA, electing officers, receiving reports by officers, document revisions, and any other business that may arise.
The Annual Mid-Year meeting site shall be selected during the annual conference. The purpose of this meeting is for unity, and to conduct any pressing business as long as quorum is present.
The Mid-Year meeting is a mandatory meeting.
One-half plus one of the current Council shall constitute a quorum. Example, if there is twelve
Council members, quorum would be seven members.
ARTICLE VIII – VETO PROCEDURE
The Advisory Council has the chief initiative and the active responsibility in ensuring the integrity and continuity of LASCYPAA year after year. Any host committee decision that may be viewed as detrimental to the principles of AA or to current or future LASCYPAAs would be of utmost concern.
If such a matter comes to the attention of the Advisory Council, all due diligence should be exhausted in communicating the concern to the Host Committee. If after having been informed of the concern, the Host Committee chooses to stay the course, the Operating Committee of the Advisory Council can make a recommendation to the full council that the Host Committee decision be vetoed.
If no Advisory Council meeting is imminent and time is of the essence, an emergency meeting may be called by the Chairperson to address the issue. A vote to veto a Host Committee decision requires a 2/3 vote from present council members.
If the veto passes, the Host Committee Chairperson should be notified by the Advisory Council
Chairperson of the decision.
ARTICLE IX – FUNDS
The Council shall endeavor to maintain a six thousand dollar ($6,000.00) prudent reserve, for Conference support when necessary. It should disperse five hundred dollars ($500.00) if requested by the chosen Host Committee for seed money. A maximum of two thousand five hundred dollars ($2,500.00) shall be allotted each year for Advisory Council operating expenses.
After annual operating expenses have been paid, travel reimbursements may be distributed to
Council Members at fifteen cents ($0.15) a mile for travel to and from the annual Conference unless the Conference is taking place in the city you hosted in.
The Advisory Council shall reserve up to six rooms for the Conference for Advisory Council members.
Reimbursements declined by attending council members shall be returned and reincorporated into the Council’s budget.
All Council financial transactions shall be made through its bank accounts. No member of the
Council shall incur expenses outside of job description in the Council name without first receiving a two-thirds majority approval of the council. After the reserve amount is met, the Council has the full authority to distribute the money where the need is the greatest within the local service structure of AA.
ARTICLE X – DISSOLUTION
Upon dissolution of the organization, assets shall be distributed directly into the service structure of AA.
From www.LASCYPAA.com – Updated 11/26/2017