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.
3. 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.
4. All 2019 LASCYPAA Host Committee members are
suggested to attend all LASCYPAA events.
5. 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, inreach
meetings, business meetings, and all
LASCYPAA-related messages.
ii. May not be used to distribute anything other than AArelated
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 Facebook, 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. 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.
22. Graphics Chair – suggested 6 months sobriety time
i. Designs and produces all approved printing and digital
material requiring graphics, i.e. flyers, tickets, banner, tshirts,
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.
23. 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.
24. 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, tshirt,
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.
25. 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 tshirt
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.
26. 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.
27. 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.
28. 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 suggested 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 committee at least 7 days
prior to the committee meeting at which the motion will be
presented.
3. Any suggestions for the 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.
4. The Steering Committee shall appoint members to have
access and maintain LASCYPAA email account, in
addition to the Website Chair.
5. The Steering Committee may take action between
LASCYPAA Host Committee meetings as follows:
i. 2/3 of the Steering Committee members must be
present to have a quorum at an action item meeting
being called by the Chair.
ii. The Chair may use their discretion to hold such a
meeting electronically when necessary, but should
strive to meet in person whenever practicable.
iii. Passage of Steering Committee action items
require majority vote by; 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.
iiii. 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.
6. The Chair shall report all Steering Committee action items
in a Steering Committee report at the next LASCYPAA
Host Committee meeting and shall explain the process for
the committee to vote down an action item in the report.
7. The Secretary must email all LASCYPAA Host Committee
members to notify of any change of meeting venue or time
as soon as possible.
8. 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.
6. If there are any motions on the floor, a motion
to adjourn cannot be made until motion is
voted upon.
7. 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 to
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 to 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.
5. All discussion will be concise, courteous, and
dignified.
6. 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 amend, delete, or add 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 for a vote that cannot take
place during the regular business meeting, the
discussion and vote requires a minimum of three
steering committee members, as well as five other
committee members. It is encouraged that as many
voting members are present as possible. Minutes will
need to be submitted at the next regular business
meeting. All committee members need to be informed
in the event of an emergency meeting.
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.