Committee Bylaws

 

LOUISIANA STATE CONFERENCE OF YOUNG PEOPLE IN ALCOHOLICS ANONYMOUS 2019 HOST COMMITTEE BYLAWS

I. MISSION STATEMENT
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.

II. MEMBERSHIP AND STRUCTURE OF COMMITTEE

  1. The LASCYPAA Host Committee shall be comprised of

    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.

  2. Whenever possible, decisions should be made by an informed group conscience and with substantial unanimity. Individuals will not make decisions on behalf of the

committee outside of their respective responsibilities.

  1. Attendance

    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.

  2. All 2019 LASCYPAA Host Committee members are suggested to attend all LASCYPAA events.
  3. Resignations and Removals
    i. Any elected LASCYPAA member can resign their

    position by notifying the Chair or Co-Chair.
    ii. Any break in continuous sobriety is considered a

    resignation of committee position.
    iii. Any committee members that resign a position due to

    a break in continuous sobriety may remain members at

    large and stand for election when a position is vacated. iiii. Any chair position may be put up for review by the

    steering committee if they are found lacking in their

    responsibilities or if there is just cause.
    v. The Chair shall contact the committee member to

    inform him/her that they are under review and shall

    provide the reasons why.
    vi. If found necessary upon review, a member of the

    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.

III. OFFICER POSITION DESCRIPTIONS 1. Chair – 2 years suggested sobriety time

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.
vi. State and put to vote all motions properly made and

seconded, and announce the results of all votes. vii. Affix his or her signatures to the necessary

committee actions.
viii. Be one of four signatures on the bank account. ix. Have a working knowledge of AA’s 12 Steps, 12

Traditions, and 12 Concepts for World Service.
x. Responsible for calling emergency meetings.
xi. Holds all elected committee members responsible for

the duties of their positions and ensures that all tasks

are accomplished.
xii. If in the event the committee votes to relieve a

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.

xvi. Attends Area Assembly and gives report. 2. Co-Chair – 1 year suggested sobriety time

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.

v. Be one of four signatures on the bank account. vi. Have a working knowledge of AA’s 12 Steps, 12

Traditions, and 12 Concepts for World Service. vii. Assists Chair with ensuring that all tasks are

accomplished.
viii. In the event that the committee votes to relieve the

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.

3. Treasurer – 2 years suggested sobriety time along with a bank account in good standing

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.
vii. Responsible for recruiting volunteers to collect

money at the door for all events if necessary.
viii. Responsible for holding all money at events or

delegating another committee member to do so.
ix. Assist the Events Chair with financial and activity

planning to ensure the conference maintains its

financial obligations.
x. Responsible for maintaining the bank account. xi. Responsible for enforcing budget deadlines.

4. Secretary – 1 year suggested sobriety time
i. Acts as custodian of all committee materials.
ii. Answers all correspondence promptly and in the spirit

of LASCYPAA.
iii. Makes copies of all correspondence pertaining to the

committee or AA as a whole available to all committee

members.
iiii. Ensures that all documentation and other

communications media maintains the integrity and

language as described in the 2019 LASCYPAA Bylaws. v. Keeps accurate minutes of all committee meetings,

including exact wording for all motions as well as

major points of discussion.
vi. Keeps minutes of all committee meetings, saves

minutes and agendas to bring to committee meetings. vii. Maintains roll/attendance of committee members at

meetings.
viii. Responsible for maintaining a calendar of events. ix. Furnish information from Advisory council records to

anyone who requests it.
x. Shall email minutes to the 2019 LASCYPAA Host

Committee and LASCYPAA Advisory Council a

minimum of 7 days prior to the committee meeting. xi. Responsible for acquiring minutes of all

subcommittee meetings to keep on file.
xii. Reads the previous meeting’s minutes for approval at

each committee meeting.
xiii. Maintains a current contact list of all committee

members and positions held.
xiiii. Responsible for informing Website Chair whenever

there is a change to the committee roster.
xv. Responsible for sending an email notification of all

upcoming committee meetings.
5. Traditions, Concepts, and Bylaws Chair – 1 year

suggested sobriety time
i. Have a working knowledge of AA’s 12 Steps, 12

Traditions, 12 Concepts for World Service, and 2019

LASCYPAA Bylaws.
ii. Has full authority to stop any meeting to clarify

points-of-order.
iii. Shall be responsible for knowing procedures and

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.

6. Hotel Chair – suggested 2 years sobriety time with professional attire, attitude, and knowledge of business dealings and negotiation skills

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.

7. In-reach Chair – suggested 6 months of sobriety time i. Shall be responsible for coordinating LASCYPAA

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.

8. Prayer Chair – suggested 3 months sobriety time
i. Responsible for opening and closing all committee

meetings with a prayer or meditation.
ii. Responsible for reminding the committee of the

spiritual aspect of our service work.
iii. Has full authority to stop committee meeting for a

prayer or meditation during heated debate, reminding us

of our primary purpose.
9. Hospitality Chair – suggested 6 months sobriety time

i. Shall create menu for conference.
ii. Responsible for purchasing and making available all

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.

vi. Will submit receipts to Treasurer prior to events. vii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
10. Coffee/Caffeine Chair – suggested 6 months sobriety

time
i. Responsible for the production of coffee and caffeine

at all LASCYPAA events and the conference.
ii. Should work closely with the Hotel Chair to be aware

of any restrictions the hotel may have.
iii. Recruits help during the conference to ensure coffee

and caffeine is available at all times.
iiii. Responsible for creating a budget and presenting it to

the committee for approval.
v. Responsible for procuring all coffee and caffeine

supplies, including coffee makers and ice chests. vi. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
11. Unity Chair – no minimum sobriety suggestion

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.

12. Transportation Chair – suggested 3 months sobriety time

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.

vi. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.

13. T&C / CPC/PI Chair – suggested 6 months sobriety time i. Acts as liaison between 2019 LASCYPAA Host

Committee and any treatment centers to secure service

opportunities for the committee.
ii. Makes sure that the treatment centers are aware of any

and all committee meetings, events, and the conference. iii. Responsible for cooperating with the professional

community and disseminating public information on

behalf of the 2019 LASCYPAA Host Committee. iiii. Should be familiar with AA’s general service

structure and should coordinate with other T&C and

CPC/PI chairs within the area.
v. Chairs a T&C meeting on behalf of 2019 LASCYPAA

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.

iii. Responsible for ensuring all additions to the website are in agreement with AA’s 12 Traditions and 12

Concepts for World Service, as well as any other

requirements the committee sees fit.
iiii. Works with Events Chair, Graphics Chair, and

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.

15. Communications Chair – suggested 3 months sobriety time

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.

16. Entertainment/AV Chair – suggested 1 year sobriety time

i. Coordinates all planned events at conference. ii. Responsible for finding entertainment for the

conference in a timely manner.
iii. Prepares and submits budgets for the sound

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.

v. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
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.

vii. Responsible for procuring any and all speaker gifts. viii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
18. Registration Chair – suggested 1 year sobriety time and

excellent organizational skills
i. Keeps a running record of registrations.
ii. Responsible for providing Website and Outreach

Chair with registration flyer for conference.
iii. Prepares registration packets including name badges,

program, and other special conference items, i.e.

markers, stickers, etc.
iiii. Will coordinate placement and seating of the hearing

impaired with the interpreter and other special needs

requirements.
v. Responsible for getting volunteers to staff registration

tables at the conference.
vi. Coordinates with Treasurer to make each money drop

at the conference.
vii. Informs committee of up-to-date registrations

number at each business meeting.
viii. Proposes budget of expenses for registration

supplies to be approved by committee and is

responsible for purchasing such items.
19. Outreach Chair – suggested 6 months sobriety time and

access to a vehicle
i. Shall outreach all LASCYPAA functions within the 12

Traditions of AA.
ii. Should attend Area Assembly with the Chair and

share LASCYPAA progress and events.
iii. Willing and able to travel across the state and through

neighboring states to share LASCYPAA news and

events.
iiii. Should develop and implement an outreach plan that

includes the entire state.
v. Responsible for outreaching all LASCYPAA and

committee functions.
vi. Works closely with Events Chair and Graphics Chair

in order to produce outreach materials for all scheduled

events.
vii. Distributes flyers to AA clubhouses, central

offices/intergroups, treatment centers, individual

members, and meetings in the area.
viii. Coordinates announcements about LASCYPAA

committee meetings and events at AA meetings. ix. Forwards all pertinent outreach information to

Website Chair.
x. Stores the outreach table materials.
xi. Responsible for coordinating volunteers and

transportation of outreach table materials to and from

all LASCYPAA presence requests.
xii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
20. Events Chair – suggested 1 year of sobriety time

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.

v. Works closely with Outreach Chair and Graphics

Chair in order to produce outreach materials for all

scheduled events.
vi. Presents a proposal for events to committee for

approval.
vii. Responsible for coordinating with any committees

that co-host events with LASCYPAA.
viii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
21. Panels/Workshops Chair– suggested 1 year sobriety

time
i. Arranges all aspects of panels/workshops, including

but not limited to place, date, time, topic,

speakers/panelists, costs, food and/or refreshments, etc. ii. Has knowledge of AA’s 12 Traditions and plans

panels/workshops in accordance with them.
iii. Responsible for coordinating with any committees or

local AA groups that co-host panels/workshops with

LASCYPAA.
iiii. Recruits volunteers to help organize and run all

panels/workshops.
v. Works closely with Outreach Chair and Graphics

Chair in order to produce outreach materials for all

scheduled panels/workshops.
vi. Presents a proposal for panels/workshops to

committee for approval.
vii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
22. Decorations Chair– suggested 6 months sobriety time

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.

iii. Responsible for putting up decorations at all events. iiii. Responsible for putting up decorations on Friday and

taking them on Sunday, as well as maintaining

decorations throughout the conference.
v. Will work closely with Programs Chair, Events Chair,

Hotel Chair, and Entertainment Chair.
vi. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at these meetings.

23. Graphics Chair – suggested 6 months sobriety time
i. Designs and produces all approved printing and digital

material requiring graphics, i.e. flyers, tickets, banner, t-

shirts, program, etc.).
ii. Has access to a computer with appropriate digital

technologies.
iii. Works closely with Events Chair and Outreach Chair

in order to produce outreach materials for all scheduled

events.
iiii. Researches economical production option and

presents them to the committee for final decision by

group conscience.
v. Works with Registration Chair on registration flyer. vi. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
24. Program Chair – suggested 1 year sobriety time

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.

vii. May form a subcommittee and must keep the full committee informed of discussions and actions taken at these meetings.

25. Security Chair – suggested 6 months sobriety time
i. Shall maintain a sign-up sheet for security volunteers

at the conference and make this sign-up sheet available at events throughout the year.

1. Suggested 8 volunteers per three hour shift – obtain name, phone number, and city for each

volunteer.
ii. Coordinate with Hotel Chair to see that all hotel rules

and regulations are known and followed.
iii. Assure respect for all guest areas, manners are

expected at all times – we are guests.
iiii. See that each person on security has some

identification indicating they are security while on duty and able to help participants, i.e. ribbon on nametag, t- shirt, etc.

v. Responsible for obtaining any communications equipment, such as walkie-talkies, for the conference. vi. Responsible for ensuring the LASCYPAA banner is

protected at all times.
vii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
26. Merchandise Chair – suggested 6 months sobriety time.

Suggested to own a computer with internet connection.
i. Shall solicit and accept all submissions of ideas for t-

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.

27. Literature Chair – suggested 3 months sobriety time

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.

28. Cleanup Chair – suggested 3 months sobriety time
i. Responsible for coordinating and recruiting people to

help set up before and clean up after all committee

meetings and events.
ii. Works closely with Events Chair and Unity Chair to

identify clean up needs of each event.
iii. May form a subcommittee and must keep the full

committee informed of discussions and actions taken at

these meetings.
29. Alternate Treasurer, Alternate Secretary, Alternate

Hotel Chair – suggested 2, 1, and 2 years of sobriety time, respectfully – identical to each chair position the alternate is for

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.

IIII. STEERING COMMITTEE

  1. The Steering Committee serves to lead by example and by

    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.

  2. If a motion is to be presented by the Steering Committee to the full committee, the minutes of the Steering Committee meeting must be emailed to the Host committee at least 7

days prior to the committee meeting at which the motion

will be presented.

  1. Any suggestions for the Host committee (carrying with

    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.

  2. The Steering Committee shall appoint members to have access and maintain LASCYPAA email account, in addition to the Website Chair.
  3. The Steering Committee may take action between LASCYPAA Host Committee meetings as follows:

    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.

    1. In the event that one of the above is unable to vote, their respective alternate shall vote in their place.
    2. 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.

  4. The Chair shall report all Steering Committee activity in a Steering Committee report at the next LASCYPAA Host Committee meeting.
  5. The Secretary must email all LASCYPAA Host Committee members to notify of any change of meeting venue or time as soon as possible.
  6. Composition of Steering Committee: i. Chair

    ii. Co-Chair iii. Secretary iiii. Treasurer

v. Hotel Chair
vi. Traditions, Concepts, and Bylaws Chair vii. Alternate Treasurer
viii. Alternate Secretary
ix. Alternate Hotel Chair

V. MEETING PROCEDURES 1. Subcommittee Meetings

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.

2. Agenda
i. The Chair will arrange the agenda for all

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.

ii. Regularly scheduled business meeting agendas are to follow this order:

1. Meeting opening – read mission statement 2. Guest introductions
3. Take attendance
4. Approval of previous meeting minutes

5. Committee reports
6. Old business
7. Open positions (elections)
8. New business
9. Announcements from the floor 10. Motion to close
11. Closing prayer

3. Minutes
i. Minutes of each business meeting shall be recorded by

the Secretary and submitted to LASCYPAA Advisory

Council.
ii. Copies of the previous meeting’s minutes will be

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.

4. Reports
i. A report is an account or statement that informs the

committee as to the status, progress, and direction of an

individual, Steering Committee, or subcommittee. ii. All committee chairs will give a report to the host

committee at every business meeting.
iii. All reports must be submitted in writing to the

Secretary 7 days prior to the next business meeting. iiii. At the end of a report, the Chair will open up the

floor for questions pertaining to the report. v. No motions are to be made during reports.

5. Motions
i. Making a motion

  1. Any committee member, except the Chair, may make a motion by stating, “I make a motion.”
  2. Any committee member who wants to make a

    motion must submit their motion in writing to the Secretary 7 days prior to the next business meeting.

  3. A motion may be withdrawn by the member making the motion at any time prior to the vote.
  4. 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.
  5. There can only be one motion on the floor at a time.
  1. If there are any motions on the floor, a motion to adjourn cannot be made until the motion on the floor is voted upon.
  2. 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.

ii. Procedural motions
1. Close discussion of the motion/Call to question

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.

iii. Tabling an item

  1. Must be seconded and passed by a majority

    vote.

  2. Once a motion is tabled there is no further

    discussion .

  3. Automatically becomes old business on the

    agenda if passed.

iiii. Discussion of motions

  1. Discussion of motions is permitted only after a motion has been seconded.
  2. 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.
  3. The speaker may only be interrupted under the following circumstances:

    a. By the Chair for the following reasons: i. The speaker is speaking off topic. ii. The speaker is speaking past the

    one minute time limit.
    iii. The speaker is repeating previous

    points made at length.
    b. By the Prayer Chair per that position’s

    description.
    c. By the Traditions, Concepts, and Bylaws

    Chair per that position’s description.

  4. The Chair will always ask for further

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.

  1. All discussion will be concise, courteous, and dignified.
  2. After discussion of the motion, the Chair will ask the Secretary to repeat the motion on the table and a vote will be taken.

v. Voting

  1. Each LASCYPAA Host Committee member

    has one vote. Votes by proxy will not be

    accepted.

  2. The Chair may only vote to break a tie.
  3. At committee meetings, voting is by a show of

    hands unless otherwise specified within the

    2019 LASCYPAA Host Bylaws.

  4. Motions to adopt any changes made to the

    2019 LASCYPAA Host Bylaws require a vote

    of 2/3 of the members present to pass.

  5. Automatically following a vote, minority

    opinion is voiced if they choose to. If one of the majority wishes to change their vote, a second vote must be taken.

  6. Each minority opinion may be voiced, so long as it is not repeating previous points.

6. Discussion of Non-Motions
i. Discussion begins with the Chair presenting points of

discussion.
ii. The Chair will go around the room and grant each

member a maximum of one minute for discussion. iii. The speaker may only be interrupted under the

following circumstances:
1. By the Chair for the following reasons:

a. The speaker is speaking off topic.
b. The speaker is speaking past the one

minute time limit
c. The speaker is repeating previous points

made at length.
2. By the Prayer Chair per that position’s

description.
3. By the Traditions, Concepts, and Bylaws Chair

per that position’s description.
iiii. All discussion will be concise, courteous, and

dignified.
VI. FINANCIAL GUIDELINES

  1. A non-profit bank account will be maintained.
  2. Accurate records of all financial transactions will be kept

    and submitted to LASCYPAA Advisory Council by email.

  3. The Treasurer will work the LASCYPAA Advisory Council

    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.

  4. There shall be no reimbursements without receipts except during special circumstances which shall be decided by Steering Committee.
  5. 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.
  6. 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.
  7. 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.

VII. ELECTIONS

  1. LASCYPAA Host Committee elections will be conducted

    using the election guidelines found in the AA World

    Services Manual.

  2. Chair, Co-Chair, Secretary, and Treasurer will be elected

    using the Third Legacy voting procedure.

  3. All other positions shall be elected by majority vote.
  4. All AA attendees are eligible to vote during the election of

    host committee positions.

  5. Any member of AA can make themselves available for

    election to a position by proxy.
    i. It is recommended that any member standing by proxy

    provide a verbal statement of their service resume during elections.

VIII. APPENDIX

  1. In the event of a unique condition not covered here, the

    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.

  2. Emergency meeting
    i. In the event there is a need to vote on a motion prior to

    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.

    1. 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.
    2. 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.
    3. Frequent use of Emergency Meetings can undermine the group conscience. Thus, the consideration of Emergency Meetings should be taken with care.
  3. 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.