HOST COMMITTEE BYLAWS

REVISED DECEMBER 2023

I. MISSION STATEMENT

WSCYPAA was founded for the purpose of providing a setting for an annual celebration of sobriety among young people in AA. The number of young people suffering from alcoholism who turn to AA for help is growing, and WSCYPAA helps to carry AA’s message of recovery to alcoholics of all ages. This conference provides an opportunity for attendees from all over Washington to come together and share their experience, strength, and hope as members of Alcoholics Anonymous. AA members who attend WSCYPAA return home better prepared to receive young people who come to AA looking for a better way of life. The three legacies of AA—Recovery, Unity, and Service—are the backbone of WSCYPAA, just as they are throughout AA. It regularly contributes to the General Service Structure in the local areas where it is held. WSCYPAA and its attendees are also committed to reaching out to the newcomer, and to involvement in every other facet of AA service. Newcomers are shown, by people their own age, that using AA principles in their daily lives and getting involved in AA service can have a significant impact on a lasting and comfortable sobriety.

II. MEMBERSHIP AND COMMITTEE STRUCTURE

Only admitted alcoholics may be members of WSCYPAA and all alcoholics are eligible for membership. Anyone can be a member at large (voting member without holding a position); they must first attend 2 consecutive business meetings after which they can hold a vote.
All elected officers shall serve one full committee term. One committee term is defined as length between main elections to the final wrap up meeting.
Failure to attend two consecutive WSCYPAA business meetings on a monthly basis, without a 24 hour notice to the Co-Chair shall be considered a resignation of committee position.
Failure to attend two consecutive WSCYPAA events, without a 24 hour notice to the Co-Chair shall be considered a resignation of committee position.
All committee position holders are responsible for ensuring their position duties are fulfilled at all WSCYPAA events and business meetings. Failure to fulfill duties, two consecutive times (regardless of 24 hour notice), is considered a resignation of committee position. Said members may still make themselves available at next committee elections.
Any break in continuous sobriety is considered a resignation of committee position.
At any time that the Chair and/or Treasurer cannot fulfill their duties and/or have resigned, the Co-Chair and Co-Treasurer will automatically rotate into the Chair and Treasurer position respectively. These are the only co-chair positions that automatically rotate into the chair upon their resignation.
WSCYPAA will maintain a prudent reserve equal to 6 months of operating costs which include our annual costs split up over the course of 6 months.
Events, GSL, beverages, and graphics must create monthly budget caps for the year within 60 days after annual elections. If more than the allotted budget cap is needed then an itemized budget must be presented and approved at WSCYPAA business meeting.

IlI. DESCRIPTION OF DUTIES

The committee shall elect from its membership the following officers:

Chair (Sobriety Requirement: 3 years of continuous sobriety)
1. Arrange for and announce the agenda of all WSCYPAA business meetings
2. Open and maintain WSCYPAA business meetings in a reasonable fashion
3. Conduct all business in accordance to the WSCYPAA Bylaws
4. Ensure that all duties and responsibilities are fulfilled by committee position holders
5. Communicates with chairs to identify needed resources (i.e. additional support with progress of a task, ad hoc subcommittee meeting, etc.), monitors chairs’ bandwidth and suggests task delegation as needed
6. Ensure that committee actions adhere to WSCYPAA’s Mission Statement, 12 Concepts of World Service, 12 Traditions, and 12 Steps of Alcoholics Anonymous
7. Foster a growth environment within the committee by helping
8. In the event the committee votes to relieve a member of their elected position, it is the Chair’s responsibility to inform them of the committee’s decision
9. Should keep well informed of what is happening on each sub-committee and assist as needed with the help of the Co-Chair
10. Be one of two signatures on all bank accounts
11. Should have previous experience in AA general service or in a leadership role within AA, such as (but not limited to), GSR, DCM, Area Trusted Servant, Host Committee elected member, Bid Committee elected member, etc.
12. Work with the co-chair within the first month to create a strategic calendar for the host including but not limited to theme selection, bid packet timeline, conference timeline and general service calendar

Co-Chair (Sobriety Requirement: 3 years of continuous sobriety)
1. Carry out various duties assigned by the Chair in absence of the Chair
2. Maintain a speaker’s list during committee discussion to keep track of the order of speakers and who has already spoken on the topic
3. Create an agenda for all the business meetings, leveraging tabled items and old business from the previous business meeting, and taking new business suggestions from committee members
  1. Must bring printed copies for the committee
4. Distribute the business meeting agenda via Google Groups at minimum 24 hours before the business meeting
5. Be the point of contact for members to notify absence from business meeting
6. Must understand how to perform the duties of the Chair. In the event the Chair is absent or needs to step down, the Co-Chair must be ready to assume the Chair position
7. Responsible for helping chair to enforce deadlines including checking in with committee chairs on progress outside of committee meetings, i.e. via email/text/face-to-face
8. Should have previous experience in AA general service or in a leadership role within AA, such as (but not limited to), GSR, DCM, Area Trusted Servant, Host Committee elected member, Bid Committee elected member, etc.
9. Work with chair within first month to create a strategic calendar for the host year including but not limited to theme selection, conference timeline and general service calendar

Treasurer (Sobriety Requirement: 3 years of continuous sobriety)
1. Keep accurate financial records of all WSCYPAA transactions using approved spreadsheet
2. Submit a financial statement at each WSCYPAA business meeting
3. Have all bank statements, deposits and checkbooks in their possession at the WSCYPAA business meetings, in order to be prepared to make deposits and disbursements.
4. Responsible for all Squares, including distributing them to committee members as deemed necessary and keeping track of all transactions (only elected committee members may use the Squares)
5. Maintain all accounts, which are subject to inspection at any time
6. Must be employed, have a bank account, have a permanent address and not be currently in a check fraud database (e.g. check systems)
7. Should have A.A. committee service experience
8. Has a working knowledge of Microsoft Excel
9. Ensure that the amount of scholarship contributions received during the conference year equals the amount of scholarship registrations made available at the Conference
10. Prepare a budget and cash flow statement for the conference year and submit it to the Host Committee for approval
11. Create a final financial summary and submit it to the Host Committee for review and approval
12. Works with the Facilities Chair to determine a budget for conference venues.
13. Have procedures to check out and track cash box and a cash bank to individuals as defined in Procedures Item F

Co-Treasurer (Sobriety Requirement: 2.5 years of continuous sobriety)
1. Carry out various duties assigned by the Treasurer, excluding being a signer on the bank account
2. Must be employed, have a bank account, have a permanent address and not be currently in a check fraud database (e.g. check systems)
3. Assist treasurer with the budget and cash flow statement for the conference year
4. Assist treasurer with the final financial summary

Secretary (Sobriety Requirement: 1 year of continuous sobriety)
1. Act as a custodian of all WSCYPAA written materials, ie: electronic files, folders, flyers
2. Keep a binder all minutes of WSCYPAA business meetings
3. Furnish information from our records to anyone who requests it
4. Furnish minutes to the WSCYPAA committee members via email
5. Must have access to a laptop and printer. Must be willing to bring laptop to each committee meeting to take minutes, as well as recall previous minutes if needed
6. Secretary is responsible for getting coverage from co-secretary in the event that they cannot attend the business meeting or carry out other duties
7. Should have A.A. committee service experience
8. Act as the primary custodian of all the WSCYPAA Host written materials
9. Keep minutes of all the WSCYPAA Host Committee business meetings
10. Responsible for keeping an updated roster of all Host Committee members, including members at large (with phone numbers and email addresses)
11. May work with co-chair to split operational responsibilities as needed
12. Secretary is responsible for getting coverage from co-secretary in the event that they cannot attend the business meeting or carry out other duties

Co-Secretary (Sobriety Suggestion: 6 months of continuous sobriety)
1. Carry out various duties as needed by the Secretary in absence of the Secretary
2. Attend all sub-committee meetings and take meeting minutes especially when Secretary is absent
3. Distribute reminders to google groups of upcoming business meeting/update of changes in schedule
4. Responsible for establishing that quorum is met before conducting business that necessitates voting, and must announce if quorum is lacking before proceeding with reports and discussion

Facilities Chair (Sobriety Requirement: 2 year of continuous sobriety)
1. Should have A.A. committee service experience
2. Acts as liaison between the hotel and the Host Committee
3. Provides the Host Committee Chair with regular pick-up reports
4. Submits tentative and final program of events to the hotel on or before the contracted deadlines
5. Should bring a copy of the hotel contract to Host Committee meetings.
6. Assists with creating a security plan for the hotel
7. Responsible for setting up and being present at meetings with the Hotel including walk-throughs (with the Program, Registration, Merchandise/Memorabilia, and A/V committees) security meetings, pre-conference meetings, and post-conference meetings
8. Assures that the needs of the conference are met and that facility conflicts are resolved within the spirit of WSCYPAA
9. Shall represent WSCYPAA in a professional and responsible manner
10. Shall chair facilities subcommittee and keep the full committee informed of discussions and actions taken at these meetings

Co-Facilities Chair (Sobriety Suggestion: 2 year of continuous sobriety)
1. Carry out various duties as needed by the Facilities Chair in their absence
2. Shall recruit people for event cleanup (e.g. pass around a signup sheet at business meetings)
3. Will enter into negotiations with facilities for event ideas from WSCYPAA committee members
4. Will collaborate with Events Chair and be lead contact for event facilities and locations.
5. Responsible to maintain the relationship with such facilities
6. Responsible for set-up and cleanup of the facilities at WSCYPAA events
7. Make available a list of past venues/contacts so that anyone can fill in as needed

Events Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Plan and coordinate all WSCYPAA events deemed appropriate by the WSCYPAA committee members
2. Responsible for planning, finalizing, and providing information regarding the event to graphics, programs, facilities and outreach by the first of the month preceding the event. (e.g. October’s event needs to be finalized by September 1st)
3. Responsible for storing and maintaining the WSCYPAA Host Committee events materials
4. Submit any budgets exceeding event’s pre-approved budget no later than two weeks before the event
5. Should have A.A. committee service experience
6. Shall direct events subcommittee meetings and recruit volunteers for event setup, coordination and takedown (e.g. pass a signup sheet at business meetings)
7. Should coordinate with the Host Committee Chair to ensure all events needing additional insurance are covered
8. Shall chair Events subcommittee and keep the full committee informed of discussions and actions taken at these meetings
9. Include an AA meeting or panel with each planned event
10. Responsible for planning WSCYPAA pre-conference events

Co-Events Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Carry out various duties assigned by the Events Chair, in absence of the Events Chair
2. Oversee any subcommittee meetings or ad-hoc committee/planning
3. Shall recruit members for event setup (e.g. pass around a signup sheet at business meetings)
4. See Events Chair description for duties

Outreach Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Outreach WSCYPAA in alignment with the Twelve Traditions of AA
2. Distribute WSCYPAA flyers
3. Submit monthly flyers to Local Office or Intergroup according to the time guidelines set by their offices
4. Bring co-host opportunities to the committee and communicate with co-hosts for WSCYPAA meetings/events
5. Must have reliable transportation
6. Coordinate monthly mob meetings calendar and communicate to committee 2 weeks prior
7. Should have A.A. committee service experience
8. Provide information regarding all upcoming young people events at the WSCYPAA Host Committee committee meetings.
9. Must be willing to travel within Washington State at minimum to outreach WSCYPAA. It is suggested to take a long distance outreach trip at minimum once/month (i.e. more than 30 miles).
10. Create an outreaching strategy for the conference year, including but not limited to a list of cities/conferences planning to attend.
11. The expectation is that the Outreach Chair will travel and recruit members to attend conferences and outreach different regions within WA state.Shall chair Outreach subcommittee meetings and keep the full committee informed of discussions and actions taken at these meetings.

Co-Outreach Chair (Sobriety Suggestion: 9 months of continuous sobriety)
1. Carry out various duties as needed by the Outreach Chair in absence of the Outreach Chair
2. Responsible for inreach, promoting/informing our local community about the committee
3. Responsible for posting WSCYPAA upcoming events and business meeting flyers in secret Facebook groups.
4. Provide information regarding all upcoming young people events at WSCYPAA committee meetings
5. Must be willing to travel within Washington to outreach WSCYPAA.
6. Work closely with the Outreach Chair to fulfill outreach strategy for WSCYPAA.
7. Must be willing to travel within Washington State at minimum to outreach WSCYPAA. It is suggested to take a long distance outreach trip at minimum once/month (i.e. more than 30 miles)
8. See Outreach Chair description for duties

Programs Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Arrange for speaker(s) and readers for WSCYPAA speaker meetings
2. Responsible for selecting speakers for all WSCYPAA - related events and meetings
3. Appoint 2 sponsorship liaison for each speaker meeting
4. Maintain meeting formats, timeliness of meetings, and fulfill WSCYPAA meeting secretary position
5. Coordinate with events and facilities committee to ensure that the event is prepared to run in an organized, structured, and cohesive fashion
6. Responsible for hosting out-of-town speakers; i.e. meal hosting, arranging transportation if necessary, etc., to welcome them to the area
7. Coordinate with outreach to inform the AA community of our events, panels and workshops
8. Partner with treasurer to budget for all WSCYPAA function
9. Should have A.A. committee service experience.
10. Responsible for the development of the WSCYPAA program including but not limited to panels, workshops, entertainment, speakers, etc. Will work closely with the Facilities Chair to ensure vision for space is aligned with facility capability.
11. Will share information with Facilities chair and Graphics Chair for the development of the printed conference program.
12. Creates and maintains meeting formats. Ensure that each appropriate format is available for the respective meeting, panel or workshop.
13. Presents to the Host Committee a selection of speakers for main speaker meetings for approval.
14. Responsible for coordinating travel arrangements and accommodations for main speakers.
15. Responsible for following up to confirm the arrival of all speakers.
16. Shall chair programs subcommittee and keep the full committee informed of discussions and actions taken at these meetings.

Co-Programs Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Carry out various duties assigned by the Programs Chair in absence of the Programs Chair
2. Have a full knowledge of the duties performed by the Programs Chair
3. Maintain a constant line of communication with Programs chair
4. Arrange for speaker(s) and readers for WSCYPAA event speaker meeting

PI/CPC Liaison (Sobriety Suggestion: 1 year of continuous sobriety
1. Shall be the liaison between WSCYPAA and PI/CPC
2. Represent WSCYPAA at the regularly scheduled monthly local PI/CPC meetings as stated by PI/CPC
3. Report back to WSCYPAA events and issues from PI/CPC meetings
4. Provide a written report to be read and given to the Secretary and Chair
5. Obtain group conscience on issues when necessary to bring back to PI/CPC

General Service Liaison (Sobriety Suggestion: 2 years of continuous sobriety)
1. Attend a monthly district meeting, as well as 4 assemblies per year.
2. Shall be the liaison between the WSCYPAA Host Committee and the General Service Structure and Area 72 and 92 AA.

Alternate General Service Liaison (Sobriety Suggestion: 2 years of continuous sobriety)
1. Carry out various duties assigned by the General Service Liaison in absence of the General Service Liaison
2. Should have experience in AA committee work.
3. Work with General Service Liaison to carry out various duties assigned by the needs of the position.
4. See General Service Liaison description for duties.

General Service Representative (Sobriety Suggestion: 2 years of continuous sobriety)
1. Working via the district and area committees, the GSR is the groups link with the General Service Conference, through which US and Canadian groups share their experience and voice AA’s collective conscience
  1. Sometimes called the “guardians of the Traditions,” GSRs become familiar with AA’s Third Legacy - our spiritual responsibility to give and serve freely.
2. Represent the group at district meetings and area assemblies
3. Keep group members informed about general service activities in their local areas
4. Receive and share with their groups all notices from the General Service Office, including the newsletter Box 4-5-9, which is GSO’s primary tool for communicating with the Fellowship.
5. May assist their groups in solving a variety of problems, especially those related to the Traditions.
6. In serving their groups, they can draw on all services offered by GSO.

Alternate General Service Representative (Sobriety Suggestion: 2 years of continuous sobriety)
1. In the event that the GSR may be unable to attend all district and area meetings, an alt is elected.
2. See General Service Representative description for duties

WA Offices and Intergroups Outreach Liaison (Sobriety Suggestion: 1 year of continuous sobriety)
1. Shall be the liaison between the WSCYPAA and the most local intergroup or central office.
2. Represent the WSCYPAA at the regularly scheduled monthly Intergroup meeting as stated by Intergroup.
3. Report back to the Host Committee opportunities to outreach within other districts outside of Greater Seattle.
4. Provide a written report to be read and given to the Secretary and Chair.
5. Obtain group conscience on issues when necessary to bring back to Intergroup.
6. Distribute flyers and conference information to Washington intergroups outside of the local area.
7. Be able to attend one Intergroup meeting, in a different district each month, to outreach WSCYPAA and bring service opportunities back to the committee.

Graphics Chair (Sobriety Suggestion: 9 months of continuous sobriety)
1. Design and produce all printed WSCYPAA material requiring graphics
2. Must have a computer and printer
3. A digital file of the event flyer must be sent out to the committee no later than the date set by Intergroup or Office, prior to the event (the September flyer must be approved and submitted to the group by the first week of August, so that the outreach chair can get it to central office off the August mailings)
4. Printed copies of the flyer/tickets must be provided to the committee for distribution at the preceding event (September flyers will be at the August event)
5. Should have experience creating promotional flyers.
6. A digital file of the event flyer must be sent out to the committee in a timely manner agreed upon at the events subcommittee.
7. Able to manage the work of the position, delegating tasks to the Graphics Co-Chair.

Co-Graphics Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Carry out various duties assigned by the Graphics Chair in absence of the Graphics Chair
2. Work with the Graphics Chair to carry out various duties assigned by the needs of the position.
3. See Graphics Chair for position duties.

H&I Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Attends monthly local Hospital and Treatment meeting at Intergroup and area quarterly meetings
2. Finds opportunities for WSCYPAA members to participate in H+I meetings, panels, etc.
3. Facilitates corrections bridge program

Co-H&I Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Carry out various duties as needed by the H&I Chair in absence of the H&I Chair
2. Gathers volunteers for H+I service opportunities, maintain contact list of contacts

Prayer/Unity Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Reminds the committee of the spiritual element of our service work
2. Has the ability to stop the WSCYPAA business meetings at any time to conduct prayer or read spiritual material as needed
3. Facilitate at least 3 annual group events to promote unity amongst the members of WSCYPAA

Bylaws Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Maintain committee bylaws
2. Responsible for enforcing and maintaining the rules of procedure
3. Coordinate host committee guidelines bylaws subcommittee meetings as necessary throughout the year.
4. Provide copies of current bylaws as requested by WSCYPAA Committee members
5. Have an updated copy of the bylaws on hand at all times at WSCYPAA business meetings
6. Be able to provide information regarding our primary purpose
7. Should have experience in AA committee work.
8. Should have working knowledge of the 12 Traditions and 12 Concepts of AA Service.
9. Should Maintain host committee guidelines.
10. Shall notify WSCYPAA Advisory bylaws of any changes to the bylaws.

Co-Bylaws Chair (Sobriety Suggestion: 1 year of continuous sobriety)
1. Have an updated copy of the bylaws on hand at all times at WSCYPAA business meetings
2. Work closely with bylaws chair to make updates to bylaws
3. Carry out various duties assigned by the bylaws Chair in absence of the Bylaws Chair

Webmaster (Sobriety Suggestion: 6 months of continuous sobriety)
1. Maintain the WSCYPAA website and any approved social network sites, keeping them in accordance to AA's 12 Steps and 12 Traditions
2. Should have experience in AA committee work.
3. Ensure all events, current host committee guidelines, and other the WSCYPAA Host Committee information is up to date on the website.
4. Have a working knowledge of the Twelve Traditions and the principle of Anonymity (as it relates to web communication).
5. Assign and maintain wscypaa.org email accounts.
6. Work closely with Registration and Programs subcommittees to develop and publish content to the website.

Literature Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Purchase and bring AA approved literature including pamphlets and schedules to WSCYPAA meetings and events as needed
2. Responsible for the buying and selling of the literature and overseeing the literature table
3. Create and maintain an updated phone list
4. Create a newcomer’s packet and ensure all newcomers receive one

Greeter Chair (Sobriety Suggestion: 90 days of continuous sobriety)
1. Responsible to select 2 greeters to assist in greeting at all WSCYPAA events and meetings
2. Direct people to designated smoking areas
3. Responsible for creating a greeting plan for the conference including greeting locations.
4. Responsible for signing-up greeters to greet members at all the WSCYPAA Host Conference meetings.

Food and Beverage Chair (Sobriety Requirement: 1 year of continuous sobriety)
1. Purchase and maintain coffee, soda, water, etc and store extra supplies in between events.
2. Must arrive one hour before Speaker meeting to set up
3. Bring all coffee supplies and beverages to WSCYPAA meetings and events
4. Responsible for buying, selling, and maintaining food and beverages sold at events.
5. Take monthly inventory to include in monthly report
6. Maintain food and beverage inventory in the hospitality room at WSCYPAA

Co- Food and Beverage Chair (Sobriety Suggestion: 6 months of continuous sobriety)
1. Setup up food and beverage stations at WSCYPAA events.
2. Assist food and beverage chair in transporting goods to events.
3. Sells food and beverages at WSCYPAA events.

Registration Chair (Sobriety Requirement: 1 year sobriety)
1. Should have A.A. committee service experience.
2. Monitor registration data that is submitted via the WSCYPAA website.
3. Enter any paper registrations received into the master WSCYPAA database.
4. Is responsible for mastering the WSCYPAA.org registration system.
5. Submits all money to the Treasurer.
6. Coordinates pre-registration tables at meetings and events.
7. Cooperate with volunteer chair to coordinate volunteers for the registration area during the conference weekend
8. Houses and transports the cash registers.
9. Works closely with the Treasurer, Graphics Chair, Secretary and Webmaster
10. Responsible for resolving all registration-related disputes.
11. Shall chair registration subcommittee and keep the full committee informed of discussions and actions taken at these meetings.

Co-Registration Chair (Sobriety Requirement: 1 year sobriety)
1. Responsible for mastering the WSCYPAA.org registration system.
2. Submit all money to the treasurer.
3. Assists with Pre-registration tables at meetings and events
4. Assists with volunteer chair to coordinate volunteers for the registration area during the conference weekend
5. Responsible for helping resolving any Registration disputes
6. Carry out various duties assigned by the Registration chair

Entertainment Chair (Sobriety Suggestion: 2 months of sobriety)
1. Works closely with the Events, Program, and A/V Chairs to research, propose, coordinate, and oversee all entertainment at the Conference.
2. Organizes main meeting entertainment.
3. Organizes and books entertainment for all dances and events during Conference

Hospitality Chair (Sobriety Suggestion: 1 year of sobriety)
1. Responsible for coordinating the hospitality room at the conference including but not limited to finding people willing to host the room (could be homegroups, YPAA groups etc.)
2. Responsible for all other aspects of hospitality at the conference, including, but not limited to, speaker welcome and greeters

Accessibility/Special Needs Chair (Sobriety Suggestion: 1 year sobriety)
1. Should have experience in AA committee work.
2. Should attend the local accessibilities committee meeting and bring back a report.
3. Works with the local Accessibility/Special Needs committees to communicate, outreach, and accommodate Special Needs communities for WSCYPAA.
4. Ensures that all WSCYPAA functions are wheelchair accessible.
5. Coordinates an Accessibility/Special Needs table where information can be found and requests can be made.
6. Recruits volunteers to staff the Accessibility/Special Needs table throughout the conference.
7. Reserves Accessibility/Special Needs seating at main meetings. If possible, a separate entrance to main meetings for those requiring access to these seats is preferable.
8. Responsible for obtaining competitive bids from ASL interpreters, making services available to the hard of hearing, and coordinate with the Registration/Facilities Chairs to tend to the needs of attendees with disabilities
9. Organizes a plan for how attendees can request ASL and amplification earpieces/

Co-Accessibility/Special Needs Chair (Sobriety suggestion: 1 year sobriety)
1. Responsible for obtaining competitive bids from ASL interpreters, making services available to the hard of hearing, and coordinating with the Registration Chair to tend to the needs of attendees with disabilities.
2. Organizes a plan for how attendees can request ASL and amplification earpieces.
3. Reports progress on interpretation.
4. Carry out various duties assigned by the Accessibility/Special Needs

Inclusion and Diversity Chair (Sobriety Suggestion: 3 months)
1. Responsible for ensuring that the WSCYPAA conference has a good cross section of all communities (including but not limited to age, race, ethnicity, religion, creed, national origin, disability, veteran status, sexual orientation, gender identity, gender expression)
2. Develop outreach materials to reach foreign language members
3. Responsible for coordinating with Outreach Chair to ensure all communities are outreached and a part of WSCYPAA
4. Find Opportunities for WSCYPAA to foster an equitable and inclusive conference for all communities
5. Ensure that WSCYPAA’s anti-harassment and anti-discrimination policies are upheld at all committee meetings, events and at the conference

Panel and Marathon Meeting Chair (Sobriety Suggestion: 1 year sobriety)
1. Responsible for coordinating and finding host groups for marathon meetings at the conference.
2. Ensures that a meeting format, topic, A.A. readings, and A.A. literature is available for each marathon meeting.
3. Responsible for coordinating and finding individuals to speak on panels and workshops at the conference.
4. Ensures that a panel format, topic, A.A. readings, and A.A. literature is available for each panel.

Audio/Visual Chair (Sobriety Suggestion: 2 years of sobriety)
1. Should have A.A. committee service experience.
2. Responsible for gathering information from the Entertainment and Program Chairs and hotel contract regarding room dimensions, configuration, capacity, intended use, and anticipated attendance.
3. Uses information to develop technical specifications for events and meetings.
4. Acts as a Liaison between the Host Committee Chair and A/V vendors.
5. Coordinates with selected A/V Vendor.
6. Coordinates A/V volunteers during the conference, if necessary.
7. Must be familiar with all aspects of the A/V contracts.
8. Must be trained in hybrid set up
9. Responsible for hybrid set up at business meetings including Owl set up, Zoom log in, and is the liaison for members who join on zoom
10. Enforces Zoom Etiquette within the business meeting

Transportation Chair (Sobriety Suggestion: 6 months sobriety)
1. Responsible for gathering transportation information for conference attendees.
2. Creates the overall transportation plan for the weekend of the conference.
3. Provides all information relevant to helping people get to the conference in the most economical and efficient ways possible to the Website Chair. This information must include: airport information, directions to hotel, bus, taxi, shuttle, parking, and commuter train fares, etc.
4. Responsible for coordinating local transportation for speakers

Security Chair (Sobriety Suggestion: 1 year sobriety)
1. Works closely with the Facilities, Program, Volunteer and Entertainment Chairs.
2. Responsible for meeting with the Hotel to find out exactly what is expected from us.
3. Maintains a relationship with hotel security.
4. Make sure everyone is safe and/or feels safe at WSCYPAA.
5. Creates a sub-committed team of 8-12 shift leaders.
6. Creates “Rules and Conduct” for the security committee so people are aware of what is expected.
7. Creates a sign in/out procedure of handheld radios to be used at WSCYPAA.
8. Coordinates volunteers to help execute the security plan at WSCYPAA.
9. Creates a schedule of shifts covering all times at WSCYPAA.
10. Ensures the adherence of hotel policies by all attendees.

Archives Chair (Sobriety Suggestion: 1 year of sobriety)
1. Collect and maintain archival documents of the Host Committee.
2. Research the young people’s history of Washington state and have it available for Archives at WSCYPAA.
3. Assist the Advisory Council Archivist as needed

Merchandise/Memorabilia Chair (Sobriety Suggestion: 2 years of sobriety)
1. Should have A.A. committee service experience.
2. Works closely with the Graphics Chair to design a graphic that best suits the conference theme for t-shirts, stickers, buttons, etc.
3. Works closely with the Registration and Graphics Chairs to design and produce all souvenirs and memorabilia items for registration packets.
4. Researches economical production options and presents them to the committee for final decision by group conscience.
5. Makes merchandise available for purchase online, at events, and at the conference.
6. Coordinates volunteers for the merchandise area during the conference weekend.
7. Keeps track of inventory and works closely with the Treasurer to account for sales of merchandise.

Volunteer Chair (Sobriety Suggestion: 1 year of sobriety)
1. Works closely with the Registration Chair to coordinate and sign-up volunteers for the Conference and all committee events.
2. Outreaches for volunteers locally and online.
3. Works closely with the Registration Chair to contact registrants who have indicated they want to volunteer at the WSCYPAA.
4. Maintains a database of volunteers, including phone numbers and email addresses.
5. Identifies and organizes volunteer needs for the conference.
6. Organizes volunteers at staff events, security, registration, etc., at the conference.
7. Must submit a written report to the Registration Chair before each Host Committee meeting.
Bid Cities Liaison (Suggested minimum 1 year continuous sobriety)
1. Compile Bid City contacts and make accommodations available for all bidding YPAA committees at the Conference (In accordance with the Facilities Chair)
2. Have Bid Package available for anyone who inquires
3. Communicate any potential bidding committees to WSCYPAA Advisory Council
4. Ought to have a sponsor and a working knowledge of the 12 Traditions/Concepts

Member At Large
1. Acts as voting member at Host Committee meeting and/or Sub-committee meetings
2. Defined as any AA member who has attended one Host Committee meeting and registered with the secretary
3. Ought to have a sponsor and a working knowledge of the 12 Traditions/Concepts

IV. ELECTIONS

WSCYPAA elections shall be conducted using the 3rd legacy election guidelines found in the AA Service Manual for all Chair positions. Co-Chair positions are elected by majority. Written ballot votes are used for each.
In the case of a chair running unopposed, it will be required to use 3rd legacy to be elected into the position. This is accomplished by running against x.
Individuals are allowed to make themselves available for a position by-proxy. It is recommended that they provide a written statement of their qualifications or have a representative verbally state their qualifications.
Individuals may hold more than one position. One position will be considered their primary position. All secondary and tertiary positions shall be relinquished in the event of an individual being available and elected to the position.

V. PROCEDURES

WSCYPAA shall follow the 12 Traditions and the 12 Concepts for World Service.
All WSCYPAA financial transactions shall be made through its bank accounts.
The post office box, bank accounts and WSCYPAA material should not be used for anything other WSCYPAA business.
Any amendments, deletions, or additions to the bylaws at the bylaws subcommittee meetings shall be made in a 2 step process per Robert’s Rules:
1. The change shall be submitted in writing and copies distributed at the bylaws meeting; the proposed changes will be discussed and evaluated.
2. All changes submitted may be voted on as a whole OR only those changes approved with a 2/3 majority vote at the WSCYPAA committee meeting. For all changes not approved, the same process will be repeated.
WSCYPAA will make contributions of all proceeds after conference and "core" advisory expenses and donations of up to 25% of the remaining proceeds to AA service bodies in their area, 75% will be turned over to the WSCYPAA Advisory Council for their disposition following the conference.
Only elected Chair, Co-Chair, Registration, Co-Registration, Treasurer, Co-Treasurer, Outreach, Co-Outreach, Events, Co-Events, Merchandise/ Memorabilia, Literature, Co-Beverages and Beverages positions are to handle cash transactions. Cash box must be checked out by the Treasurer and signed off with a cash bank.
Any co-hosting opportunity must be presented to WSCYPAA business meeting for approval.
A group inventory is to be held within 6 months of elections, and as needed throughout the year.
Our form of communication will be Google Groups and Whatsapp. Making sure that anything that “requires feedback” is responded too.

VI. MEETING PROCEDURES

The Agenda for WSCYPAA Committee Meeting
1. Meeting Opening/Attendance
2. Approval of Minutes
3. Tradition of the Month
4. 7th Tradition
5. Committee Reports
6. Old Business
7. Open Positions Election
8. New Business
9. Announcements from the floor
10. Closing Prayer

Minutes
1. Secretary is to prepare the previous meeting minutes, noting old business, attendance, motions, actions and other important items.
2. Copies of Minutes are to be distributed to every WSCYPAA member at the beginning of all regularly scheduled business meetings and upon request from any A.A. member
3. The minutes are to be read, corrected as needed, and approved.
4. It is the responsibility of the Chair to conduct the meeting in such a manner as to allow the Secretary to make the most accurate notes possible. The group will honor all requests for clarification from the Secretary.
Reports
1. All committee chairs shall give a report to the committee at every regularly scheduled business meeting.
2. All reports should be provided e-mailed to the Secretary scheduled business meeting.
3. Reports should be kept under 3 minutes.
Motions
1. Only elected WSCYPAA Committee Members can make motions.
2. Procedural motions (motions that consider questions of procedure and not substantive proposals) do not entertain minority opinions.
3. Motions will be seconded, discussed, and voted upon. Automatically following the vote, minority opinion is voiced. If one of the majority wishes to reconsider, a second vote must be taken.
4. Motions may be withdrawn or amended by the member making the motion any time prior to the vote, provided the member who seconded agrees.
5. In discussion of the motions, the member making the motion has the right to speak first and last on that motion. The Chair will always ask for further discussion before giving the floor to the member who made the motion to speak last.
6. If a second vote needs to be taken due to minority opinion, minority rights no longer apply.
7. If any vote does not show substantial unanimity, the chair has the right to entertain tabling the motion. If the motion is tabled it will be the priority in “Old Business” at the next regularly scheduled business meeting.
Rules of Discussion
1. Listening
  1. Questions shall only be asked at the conclusion of any speaker’s remarks.
  2. The only members who may interrupt a speaker are the Chair and Prayer Chair (see Prayer Chair duties). The Chair may only interrupt a speaker for these reasons:
    1. speaking off the topic
    2. speaking too long
    3. repeating the previous points at length
  3. Any member may make procedural motions at any appropriate break in discussion.
2. Talking
  1. Discussion will begin by the chair asking, “Is there any discussion?” The Chair will then call on members or guests having their hands raised. The Co-Chair will keep a list of all the people that raised their hands.
  2. At the conclusion of discussion the Chair will ask the Secretary to repeat the motion on the table and a vote will be taken.
3. Voting
  1. Each present WSCYPAA member has one vote. The Chair of WSCYPAA can only vote to break ties. The Chair may not make motions.
  2. All decisions must be reached by a discussion with an informed group conscience and possible substantial unanimity. However, votes will only be accepted from the members of WSCYPAA.
  3. If the majority of the vote is substantially made up of non-elected members, then the motion will be tabled until the next regularly scheduled business meeting.
  4. 2/3 of current members must be present for motions to be voted on at a business meeting (aka quorum)

VII. CODE OF CONDUCT

AA’s Suggested Statement on Safety
1. Our group endeavors to provide a safe meeting place for all attendees and encourages each person here to contribute to fostering a secure and welcoming environment in which our meetings can take place. As our Traditions remind us, the formation and operation of an AA group resides with the group conscience. Therefore, we ask that group members and others refrain from any behavior which might compromise another person’s safety. Also, please take the precautions you feel are necessary to ensure your own personal safety, for example, walking to your car in a group after a meeting. If a situation should arise where someone feels their safety is in jeopardy, or the situation breaches the law, the individuals involved should take appropriate action. Calling the proper authorities does not go against any AA Traditions and is recommended when someone may have broken the law or endangered the safety of another person.
Policy on Bullying Behavior
1. Bullying is defined as behavior that is repeated, health-harming mistreatment or verbal abuse; conduct which is threatening, humiliating, intimidating; or sabotage that interferes with work, or some combination of these three.
2. If bullying behavior occurs, it should be brought to the attention of the Chair and Security Chair. They first will attempt mediation of the issue; if this fails, they will evaluate the merit of the complaint and proceed according to item VII.2.c
3. If the complaint is the first complaint against the individual in question, a warning will be issued. If the behavior persists, the issue will be brought to the group for a group conscious on how to proceed.
Policy on Sexual Conduct
1. Improper sexual conduct is defined as behavior that constitutes intentional inappropriate and unwanted sexual attention and behavior.
2. If improper sexual conduct occurs, it should be brought to the attention of the Chair and Security Chair. They first will attempt mediation of the issue; if this fails, they will evaluate the merit of the complaint and proceed according to item VIII.3.c
  1. At least one female and one male must be in the group that handles mediation/evaluation.
3. If the complaint is the first complaint against the individual in question, a warning will be issued. If the behavior persists, the issue will be brought to the group for a group conscious on how to proceed.

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 the meeting only) upon acceptance by a majority of the members present.

2. The Chair of a meeting is responsible for observing, enforcing, and maintaining these rules of procedure. Should a participant persist on holding the floor without adhering to the requirements of these procedures or should a participant persist in interrupting or otherwise disrupting the meeting, the Chair has a right to say, “Will you please come to order.” If the discussion continues, the Chair should declare the meeting adjourned.

3. The 12 Steps, 12 Traditions and the 12 Concepts of World Service precede all procedures covered here. It is not the intention of WSCYPAA to violate any of the AA spiritual principles.

In the event that an individual makes themselves available for a position that has sobriety time requirement that is not met; the requirement may be waived by a two-thirds majority vote if no other individual is available for the position. Positions exempt from this clause are Chair, Co-Chair, Treasurer, Co-Treasurer, and Facilities.
In the event that the WSCYPAA Host committee can’t host the conference all seed money and proceeds will be turned over to the WSCYPAA Advisory Council