4.
OPERATING COMITTEE
4.1 Operating Committee – Composition, Terms and Elections.
At the end of the operating committee member’s term or resignation, an election will be held for the said position, by “Third Legacy Procedure” (see AA Service Manual) for the following positions: Chairperson, Co-Chairperson, Secretary, Treasurer, Co-Treasurer, Outreach, Co-Outreach, By-laws, Co-Bylaws, Website Chairperson, Co-Website, Archives, Co-Archives, Bid Committees Liaison, Co-Bid Committee Liaison, Facilities, and Co-Facilities advisor which shall comprise the Operating Committee(Subject to change per need as conference grows).
The Advisory Council may decide at any time to create other positions, which it deems necessary to have. Operating Committee members shall not take actions, individually or collectively, without the consent of the entire Advisory Council on behalf of the Advisory Council or WSCYPAA.
4.2 Operating Committee – Eligibility
Council Members must have been members of the conference host committee for a minimum of 6 months during their current term before being eligible to serve on the Operating Committee. Any advisory member eligible to stand for an advisory council position may stand for that position by proxy upon approval by the Advisory Council.
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4.3 CHAIRPERSON
The chairperson shall have the following duties and authority:
1. Arrange for and announce the agenda for all Advisory Council meetings.
2. Conduct all Advisory Council meetings according to reasonable rules of order.
3. Affix his or her signature to all Advisory Council actions.
4. Chairperson will inform council of any such actions prior to any signature.
5. Act as one of the four signatures on all bank accounts.
6. Chairperson will provide the opportunity for all current council members to review the site contract details and provide confirmation that the group & outside advisers have reviewed the contract prior to signature. It is also strongly encouraged to use the prior year’s site contracts as reference in site considerations.
7. Act as liaison to any AA member who has a request of the Advisory Council. All pertinent communication will be shared with other members of council.
8. Maintain regular correspondence with all Advisory Council members to ensure that all Advisory Council tasks are being attended to and all matters of importance are communicated immediately.
9. Stand ready to assist in any tasks where assistance is requested or required.
10. Chairperson (or) Co-Chairperson will secure the conference banner between conferences, turn the banner over to the Host Committee for display at the beginning of each Conference, and collect the banner again after the closing meeting of the Conference.
11. Chairperson shall make certain that the mail is forwarded to the current Treasurer in a timely manner, and see that the post office box rent is paid on time.
12. Work with Advisory Council Treasurer on approving the Host Committee Conference budget.
13. Be responsible for supporting all members in the completion of their duties.
14. Keep the Co-Chairperson apprised of all Advisory Council activities.
15. Attend or request someone to attend on their behalf all Bylaws subcommittee meetings as Bylaws are being formed.
4.4 CO-CHAIRPERSON
The co-chairperson shall:
1. In the absence of the chairperson, accept the full duties of the chairperson.
2. Carry out the various duties assigned by the Operating Committee.
3. Act as liaison between the Advisory Council and the General Service Office.
4. Be one of four signatures on all bank accounts.
5. Remain fully informed on all Advisory Council matters.
6. Maintaining and distributing the Host Committee packet, Bid Committee packet and create a New Advisory member packet.
7. Collect and maintain a contact list for the WSCYPAA region. A contact is identified as someone who is willing to be contacted by members of the Advisory Council and host committee for purposes of outreaching WSCYPAA.
8. Act as liaison to Alternate Advisory Council members to ensure they are aware of their responsibilities and keep them abreast of all current Advisory Council business.
9. Act as advisor to the co-chairperson of the annual host committee.
10. Maintain adherence to report and discussion guidelines as per bylaws (article 6.1 & 6.2)
11. Maintain regular correspondence with all Advisory Council members to ensure that all Advisory Council tasks are being attended to and all matters of importance are communicated immediately.
12. Stand ready to assist in any tasks where assistance is requested or required.
13. Be responsible for supporting all members in the completion of their duties.
4.5 TREASURER
The treasurer shall:
1. Keep accurate financial records of all Advisory Council transactions.
2. Give financial reports at Advisory Council meetings.
3. Submit a financial statement at each meeting.
4. Have in his or her possession at Advisory Council meetings all bank statements, deposit slips and checkbooks, in order to be prepared to make deposits and disbursements at Advisory Council meetings.
5. Maintain all accounts to be subject to inspection at any time.
6. Be one of four signatures on all bank accounts.
7. Bring signature cards to all Advisory Council meetings where an election to the Operating Committee will take place so that signatures can be readily updated.
8. Communicate with host committee treasurer the advisory operating budget and how that is met.
9. Keep the co-treasurer abreast of all Advisory Council treasury activity.
10. Work with council Co-Treasurer & Chairperson to provide an electronic summary reports on both host committee and advisory council assets by the end of every month to entire council.
11. Treasurer is to actively review WSCYPAA, Inc. and Host Committee account statements with the WSCYPAA Advisory Chair on a monthly basis.
12. Account for all financial information of the Conference, both host and advisory.
13. Work jointly with the Treasurer of the current WSCYPAA host Committee to insure the proper maintenance of financial records.
14. Treasurer shall at no time have issued or in treasurer’s possession a debit or credit card in his/hers name or in the name of the conference. If such a card is issued by the bank at any time the
Treasurer shall destroy the card in the presence of the Chair and or Co-Chair.
15. No WSCYPAA related accounts can be put into any one individual’s name.
16. Work with the Advisory Council Chairperson to approve the Host Committee Conference budget and collaborate with the Host Committee Treasurer to prepare the Host Committee conference budget.
4.6 CO-TREASURER
The Co-Treasurer shall:
1. In the absence of the treasurer, accept the full duties of the treasurer.
2. Carry out the various duties assigned by the Operating Committee.
3. Be one of the signatures on all bank accounts.
4. Check all Committee bank accounts at least once a month in order to stay apprised of all transactions and maintain the integrity of the Committee’s treasury.
5. Maintain monthly contact with Host Committee Treasurer, and offer help & assistance when necessary.
6.Will receive or be given access to the monthly bank statements from Advisory Council’s account; verify all transaction are related to WSCYPAA’s business, and if there is anything in question it will immediately reported to Operating Committee.
7. Will assist the Treasurer in preparing the quarterly financial reports of Advisory Council and Host Committee.
8. Will keep host committee treasurer abreast of Advisory Council Procedures.
9. Co-treasurer is to independently review the WSCYPAA treasury account at least once a month. Co-treasurer is to report any discrepancies to the Chair and the entire WSCYPAA advisory council immediately.
4.7 SECRETARY
The secretary shall:
1. Act as custodian of all Advisory Council materials.
2. Keep accurate minutes of all Advisory Council meetings which record all actions of the Advisory Council (exception: when site selection is being discussed, only the results shall be recorded).
3. Furnish information from Advisory Council records when appropriate Answer all correspondence promptly and to the will of the majority of the Advisory Council members.
4. Email copies of agenda and minutes prior to each business meeting. In addition, secretary will bring 5 printed copies of said materials, and additional copies may be requested by council members.
5. Furnish minutes of the Advisory Council meetings to all Advisory Council members in a timely manner.
6. Furnish copies of all correspondence to all Advisory Council members on all matters affecting the Advisory Council, WSCYPAA or AA as a whole.
7. Send out copies of the advisory council minutes within 30 days of the last meeting.
8.. Furnish the General Service Office with the current Advisory Council mailing list including a list of the current Operating Committee, and the current conference registration form.
9. Obtain from the current host committee an official conference registration form at the earliest possible date, as well as any other material which the Advisory Council deems in the best interest of WSCYPAA.
10. The Secretary shall maintain a post office box for all correspondence which will serve as the official mailing address for the Advisory Council, and the Chairperson shall make certain that the mail is forwarded to the current Treasurer in a timely manner, and see that the post office box rent is paid on time.
4.8 OUTREACH
CO-OUTREACH
The Outreach Chair shall:
1. Act a liaison between the WSCYPAA region and Advisory Council.
2. Have direct contact with the host Outreach Chair to assist with anything they need.
3. Maintain a regular correspondence with fellow Advisory Council members to ensure the conference is getting outreached.
4.. Maintain mail/email database of Washington State Intergroups and Central Offices
5. Send two fliers through the database per year.
6. Build and maintain a WSCYPAA mailing/emailing database of Intergroups, Central Offices, and YP groups.
7. Will work with to ensure proper verbiage with any information going to Spanish communities intergroups and central offices.
4.9 BYLAWS
CO-BYLAWS
The Bylaws chair shall:
1. Act as custodian of Advisory Council bylaws.
2. Maintain updated version of by-laws.
3. Email the bylaws to Advisory Council one week prior to mid-year and the conference.
4. Make all necessary updates to by-laws following Advisory Council meetings.
5. Lead all ad-hoc committees pertaining to suggested by-law revisions.
6. If by-laws are revised, email final version of the by-laws within 30 days of the meeting that revisions were made.
7. Be responsible for the revision and printing of all council documents and literature, including these Bylaws; the Facts, Aims, and Purposes; Bidding Requirements; Bid City Packet; and Host Committee Packet.
8. Coordinate with the Webmaster to ensure the accurate version of the by-laws are on the website.
4.10 WEBSITE CHAIR
CO-WEBSITE
The website chair shall:
1. Maintain an active internet presence for the WSCYPAA website.
2. Upload and maintain agendas, minutes & bylaws to the advisory council page on a quarterly basis with approval by chair and/or bylaws chair prior to being uploaded to the website.
3. Obtain from the current host committee an official conference registration form at the earliest possible date, as well as any other material which the Advisory council deems in the best interest of WSCYPAA, and make it available to the greater WSCYPAA and AA community online.
4. Upload previous host committee fliers and conference program to the archive page at the beginning of each new host year.
5. Webmaster to abide by the AA guidelines on Anonymity and the Internet
6. Will ensure that all fees associated with maintaining an internet presence are submitted to the Treasurer and promptly paid.
7. Maintain good communication with the host committee’s website chair.
8. Act as the principal administrator of all WSCYPAA related internet precenses (i.e. facbook, website, etc.)
4.11 FACILITIES ADVISOR CO-FACILITIES
The facilities advisor shall:
1. Be the representative voice of WSCYPAA advisory to the host committee and its selected hotel.
2. Once the Host committee has chosen a hotel and successfully negotiated a contract the Facilities Advisor will present the contract to the Advisory Committee for vote, a successful vote being a simple majority.
3. Provide assistance and guidance to the Host Committee hotel chair in hotel selection and contract negotiation.
4. Upon receiving approval from the full council and all questions have been answered to the best of their ability, will let the Host Committee know that they are good to sign the hotel contract.
5. Is expected to build a working relationship with both the host Facilities chair and the hotel representatives for the sake of consistency and clarity.
6. Provide bids with advice and assistance in securing their hotel contracts, as well as education about the contract negotiating process and acceptable contract terms.
4.12 ARCHIVES CHAIR
CO-ARCHIVES
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Be custodian of all Host Committee submitted pictures, flyers, minutes, financial records.
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Have display ready for every conference. Coordinate with host Facilities and Program Chairs for needs to fulfill this at conference.
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Submit all archives for public view to webmaster at end of of every conference cycle.
4.13 BID COMMITTEEES LIASON
CO BID COMMITTEES
Be a central line of communication for incoming host committee members, specifically the
Programs/Co-Programs chair in order to provide advice
Create contact list of past Host Programs and Co-Programs Chairs and Panel/Marathon Chairs
Create contact list of past main speakers of WSCYPAA
Create and/or maintain list of previous panelists and any recordings for host review
Maintain any speaker tape submissions collected by host committees and submit to archives to
have available for future host committee’s review
Maintain list of program schedules for past WSCYPAA’s
4.14 PROGAMS ADVISOR CO-PROGRAMS
The facilities advisor shall:
1. Be the representative voice of WSCYPAA advisory to the host committee and its selected hotel.
2. Once the Host committee has chosen a hotel and successfully negotiated a contract the Facilities Advisor will present the contract to the Advisory Committee for vote, a successful vote being a simple majority.
3. Provide assistance and guidance to the Host Committee hotel chair in hotel selection and contract negotiation.
4. Upon receiving approval from the full council and all questions have been answered to the best of their ability, will let the Host Committee know that they are good to sign the hotel contract.
5. Is expected to build a working relationship with both the host Facilities chair and the hotel representatives for the sake of consistency and clarity.
6. Provide bids with advice and assistance in securing their hotel contracts, as well as education about the contract negotiating process and acceptable contract terms.
WSCYPAA ADVISORY BYLAWS
2024
REVISION
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