O.Y.P.A.A Convention Bidding Requirements
AS REVISED AUGUST 2003
1) The bid must be presented by three people, two of which have more than one year of continuous sobriety; the presentation must be at least fifteen minutes
2) The bidding committee must show adequate food and housing for the convention, presenting a primary conference facility and at least one secondary facility, two secured weekends for each location submitted is required.
3) The bidding committee must have a permanent mailing address that can be used for the OYPAA convention; do not use a personal residence.
4) The bidding committee must assure that its OYPAA convention and all related functions will abide by the Twelve Traditions and Twelve Concepts of Alcoholics Anonymous.
5) The chosen bid committee must agree to turn all OYPAA convention proceeds to the Advisory Council for proper dispersal at their discretion within the Twelve Traditions, Twelve Concepts of Alcoholics Anonymous. (Seed money not to exceed $1,000).
6) The Bidding Committee must assure that the OYPAA Convention does not directly conflict with any state large scale AA event.
7) The bidding committee must have letters of support from their local AA community (groups, service organizations, and any area young peoples groups)
8) The Bid Committee must present a Statement of Need for hosting the OYPAA Convention in its city/area.
9) The bidding committee must show that OYPAA convention will be self-supporting by submitting a projected budget for its Convention with a starting balance of ($0).
10) The bidding committee must agree make available the minutes of their meetings, on a monthly basis, to officers of the Advisory Board.
Suggested Host Committee Officers
AS REVISED AUGUST 2003
Chairperson – Shall arrange for and announce all committee meetings. Shall open Committee meetings and maintain meetings in a reasonable order. Convene the committee to determine the appropriate course of action in matters, which are not being attended, or in matters where time is of the essence. Shall recognized members entitled to the floor. State and put a vote all motions properly made and seconded. Affix his/her signature on committee actions. Be one of three signatures on all bank accounts. Announce results of all votes.
Vice-Chairperson – In the absence of the Chairperson, shall accept the full duties of the Chairperson. Shall carry out various duties assigned by the committee. Be one of three signatures on all bank accounts.
Treasurer – Keep accurate records of all committee financial transactions. Give financial reports at Committee meetings. Submit a financial report. Have in his/her possession, at Committee meetings, all bank statements, deposits, and checkbooks; in order to be prepared to make deposits and disbursements at committee meetings. Maintain all accounts to be subject to inspection at any time. Be one of three signatures on all bank accounts.
Secretary – Act as a custodian of all committee materials. Keep minutes of all committee meetings. Furnish information from our records to anyone who requests it. Answer all correspondence promptly and the will of the Committee members. Furnish minutes of the committee meetings to all committee members. Furnish copies of correspondence to all committee members on all matters affecting the committee or OYPAA as a whole. Shall be responsible to see that the host committee maintains a proper Post Office Box for all correspondence.
Hotel/ Site Committee –
(Suggested) Sub-Committee Elected Positions
Archivist – Gathers pertinent essential facts, conference related materials to be presented to the Advisory committee Archives to be viewed at future OYPAA Conventions.
Webmaster – Maintain OYPAA website if available, correspond to all email and web requests.
Security Chairperson – Have had in past but not necessary, good to have someone mature keeping eye on things.
Registration Chairperson – Beyond suggested position – critical
Outreach Chairperson/Co-Chair – Outreach is of absolute importance to getting the word out about the conference. This position has a direct influence on attendance. Suggest someone capable of travel and being the “face” of the host committee.
Event Chairperson –
Art/Merchandising Chairperson (T-shirts, Stickers, Coffee mugs, etc.) –
Alanon/Alateen Chairperson -
Special Needs –
Convention Guidelines
AS REVISED AUGUST 2003
1. Return to your city and disband as a bidding city. Hold a meeting with the young people in your area and, as a whole, elect the principle officers (Chairperson, Co-Chair, Treasurer, Secretary, Hotel Chair)
2. The convention does a greater job of carrying the message to the young alcoholics when the convention planning committee is comprised of 6 to 12 members, each with a minimum of one year’s sobriety.
3. Effective liason with city Intergroup or Area Committee may be best assured if both provide non-voting Advisory Committee of 2-3 members, each with a minimum of one year’s sobriety.
4. Many alcoholics travel great distances to hear and meet with other young alcoholics and to learn how the young alcoholics and to learn how the young alcoholics achieve sobriety. With this in mind, the committee should endeavor to obtain speakers representative of young people.
5. Knowing that there are excellent young alcoholics who make good speakers or meeting chairpersons, we encourage a request for tapes to be sent in with pre-registration, in addition to the program committee’s efforts in finding speakers.
6. At the convention, whenever the main convention registration is located, or the central focal point, we urge that nothing but AA conference approved literature is sold. Experience has shown that a “flea market” can develop, and those unaware of our endeavor can be misled, especially the press, radio, and television. Keep the Twelve Traditions in mind all times.
7. We ask that the Advisory Council be put on the program for a Friday evening workshop. This is our way of answering questions or to provide information for future bids.
8. The Host City will agree to set aside non-conflicting time in the program to hold the Bid Session on Saturday of the Convention.
9. Please publicize the convention early. Experience has shown a completed registration flier 4 –6 months prior to the conference is best for pre-registration.
10. Do not close the convention on sunday morning. Present the OYPAA banner to the new host city and invite the attendees to the next convention.
11. The Advisory Council is at your disposal. Feel free to call on us at any time.
12. The Host committee should be directly involved with any activity that generates funds. No one should ever be charged; instead all monies should be in the form of donations by AA members.
13. For AA’s welfare and our primary purpose, let us always make considerations for the 12 Steps, Traditions, Concepts, AA Concepts, and Convention Guidelines and OYPAA actions.
14. The primary focus of all pre-conference events should be carrying the AA message and should be wary of controversy.
15. Experience suggests Roberts Rules of Order and Third Legacy Procedure (General Service Manual) work best in business meetings.
16. The Host Committee is asked to make this document available to All interested bidders, as is the Advisory Board.
Ohio Convention Of Young People In Alcoholics Anonymous
By-Laws
Revised August 2003
PREAMBLE
In 1979 The Ohio Convention Young People (OYPAA) was established in Mansfield, Ohio. Our purpose is threefold: The ultimate goal, the same as every AA group and every type of service work, is to carry the message to the still suffering alcoholic. Considering that our personal recovery depends upon AA unity, our main concern is the unity of Ohio’s younger alcoholics within the fellowship of Alcoholics Anonymous Convention (OYPAA). The direction, effectiveness, and the execution of the convention shall always emphasize the value of sobriety. The Ohio Young People’s Steering committee shall continually address problems and needs of the younger recovering alcoholics, therefore, the maintenance of a communication network is essential to our efficiency. All are encouraged to attend however regardless of age.
Strictest adherence to the principles of Alcoholics Anonymous, the Twelve Steps, The Twelve Traditions, and the Twelve Concepts of World Service shall forever be practiced in all of our affairs.
Article I
PURPOSE AND STRUCTURE
1.1 PURPOSE: The Advisory Council of OYPAA is formed for the purpose of furthering the principles of Alcoholics Anonymous through its annual convention. The Council is the custodian of the convention experience. It shall offer, to anyone who requests it, information regarding young people and young people’s groups as pertaining to recovery in the AA program. It shall make its knowledge and experience available to the General Service Office on a regular basis for use through AA.
1.2 STRUCTURE: Each convention’s host committee shall be appointment in a manner prescribed by those who present the bid for such convention. A host committee will organize itself as it deems appropriate and in accordance with the Convention Guidelines.
Each Host Committee shall select three delegates (Advisory Council members) to serve on the Advisory Council. Council members shall be selected through Third Legacy Procedure as outlined in the AA Service Manual, and the Host Committee will decide who is eligible to vote. Those selected must have served on the Host Committee continuously for six months prior to the date of the Advisory Council selection meeting. Those selected shall serve as voting members on the Council for their Convention and through five additional traveling conventions. Should Council not have full membership, those rotating off may request to serve until Council again reaches full strength.
Vacant council seats caused either by resignation of absence from the convention may be filled by designated from the area represented by the vacancy. The alternate may have been designated by such areas host committee or such areas other Council members.
Article II
MEETINGS OF ADVISORY COUNCIL
2.1 REGULAR MEETINGS: Regular Advisory meetings shall be called by the Chairperson and shall be held at 10am on a Sunday in October, January and May of the convention year unless another time and/or date is designated by the Advisory Council and notice is given. The final meeting shall be held at the Host City. Immediately following all advisory council meetings or at a time set forth, there shall be a meeting with the host committee.
2.2 NOTICES OF MEETING: Notice of any change in regular meeting dates, time, and/or place shall be given verbally or in standardized mail or email to each Advisory Council representative and a representative of the Host Committee at least two (2) weeks prior to the date or revised date of such meeting.
2.3 QUORUM: The presence in person of ½ of the Advisory Committee shall constitute quorum for the purpose of conducting business at the meeting.
2.4 VOTING: Every Advisory Council member or alternate shall be entitled to one vote on each matter brought before the meeting. Unless otherwise specified by these bylaws, the favorable vote of the majority of those present and entitled to vote shall be sufficient to approve any matter brought before a meeting.
Article III
OPERATING COMMITTEE
3.1 COMPOSITION: The Council shall elect an operating committee consisting of, but not limited to, a Chairperson, Co-Chairperson, Secretary and Treasurer. Operating committee members must be permanent council members. They shall not take any action individually or collectively without consent of the council. Only the Chairperson and Treasurer must have served on the council for at least one year before being elected to the committee. Upon election, they shall serve for one year, and may be elected or re-elected for an additional term. Council members shall use the election guidelines found in the AA Service Manual.
3.2 QUALIFICATIONS/REMOVAL: All members of the Advisory Council must be sober continuously for one (1) year. Drinking alcoholic beverages shall be considered a resignation. Each member of the Advisory Council is expected to be present at the Advisory Council meetings and the convention. If a member fails to attend two (2) advisory committee meetings without excuse in any convention year, the member is disqualified from serving on the committee. Notification of absences can only be taken by the Chairperson, Co-Chairperson, or Secretary.
3.3 RESIGNATION/ VACANCIES: Any member of the Advisory Council may resign by giving written notice to the Chairperson or Secretary. Any vacancies in the Advisory Council may be filled subject to approval of the majority of the retained members.
3.4 MOTIONS: Motions and resolutions shall require a simple majority vote of those present. All council members have one vote and will vote on all matters.
Article IV
OFFICERS
4.1 CHAIRPERSON: Shall arrange for and announce all committee meetings. Shall open Committee meetings and maintain meetings in a reasonable order. Convene the committee to determine the appropriate course of action in matters, which are not being attended, or in matters where time is of the essence. Shall recognize members entitled to the floor. State and put a vote all motions properly made and seconded. Affix his/her signature on committee actions. Be one of three signatures on all bank accounts. Announce results of all votes.
4.2 CO-CHAIRPERSON: In the absence of the Chairperson, shall accept the full duties of the Chairperson. Shall carry out various duties assigned by the committee. Be one of three signatures on all bank accounts.
4.3 TREASURER: Keep accurate records of all committee financial transactions. Give financial reports at committee meetings. Submit a financial report. Have in his/her possession, at committee meetings, all bank statements, deposits, and checkbooks in order to be prepared to make deposits and disbursements at committee meetings. Maintain all accounts to be subject to inspection at any time. Be one of three signatures on all bank accounts.
4.4 SECRETARY: Act as a custodian of all committee materials. Keep minutes of all committee meetings. Furnish information from our records to anyone who requests it. Answer all correspondence promptly and at the request of the committee members. Furnish minutes of the committee meetings to all committee members. Furnish copies of correspondence to all committee members on all matters affecting the committee or OYPAA as a whole. Shall be responsible to see that the host committee maintains a proper Post Office Box for all correspondence.
4.5 ARCHIVIST: Act as the holder of all factual material (documents, memorabilia, traveling showcases, etc.) in such a way there can be no substantial distortion of our history. Shall be the liaison between the G.S.O. Archivist and the Advisory Council pertaining to all OYPAA archives issues. Shall follow, to the best of his/her ability, the Archives Guidelines set forth by the G.S.O. Shall act as liaison between the Advisory Council and the convention Host City Archives committee pertaining to all archive matters and displays for the convention. Shall manage and control the mailing list all for all conventions and provide such list to the host committee members of the upcoming convention.
• The Archivist shall at all times act in accordance with the Twelve Traditions, being especially concerned with protecting members’ anonymity, and in accordance with the Twelve Concepts for World Service, exercising the appropriate authority while always remaining accountable to the guidance of the Advisory Council.
4.6 WEBMASTER: Shall maintain OYPAA website. Shall submit all e-mails/inquires to council for response.
Article V
PROCEDURES
5.1 BANK ACCOUNTS: The council financial transactions shall be made through its bank accounts. The bank accounts should not be used for anything other that council business. These materials should not be used in group at area business.
5.2 EXPENSES: No member of council shall incur expenses in the council’s name other than telephone or postage, without first receiving 1/2’s majority approval of the council.
5.3 BY-LAWS: Any council member proposing any change in the By-Laws or convention guidelines must distribute copies of those proposals prior to scheduled Advisory Council meeting for evaluation by other council members. Proposals will not be considered unless they have been circulated prior to he meeting.
Any emergency proposals may be added to the agenda by a 2/3 majority vote. A quorum is necessary to change the By-Laws or rescind operating rules. A vote of 2/3 of members present and voting is necessary to change the By-Laws or rescind operating rules under emergency circumstances.
5.4 MATERIALS & DOCUMENTS: All materials of the council shall be deemed property of the council and passed out to our successors. Council materials should not be used for anything other than council business. These materials should not be used in group or area business. All documents and revisions existing and produced will have current date affixed as part of those documents.
5.5 PRUDENT RESERVE: The council shall endeavor to maintain a prudent reserve for the convention support if necessary. It is do designated that $3000 be the greatest amount maintained as prudent reserve. These funds are arbitrary figures based on current economic conditions and can be altered by a simple majority vote.
Article VI
CONVENTION SITE SELECTION
6.1 PROCEDURE OF SITE SELECTION: Convention site selection will use a voting procedure modeled after the Third Legacy procedure, which will include discussion between ballots for convention site selection by the quorum. All council members have one vote. The council and its meeting shall have the vote authority in choosing the convention site.
6.2 IN THE EVENT OF NO BID CITIES: In the event that no city presents a bid, an emergency meeting of the council shall be called without delay. All past and present council members will be invited to attend in order to find a suitable site for the convention, determine if the convention should be suspended and the subsequent fate of the council.
6.3 SEED MONEY: The council shall allocate at the meeting “seed money” to the chosen bidding committee. The amount shall be determined by Advisory Council in accordance with current reserves, convention donations and chosen host committee’s financial position.
Article VII
THE CONVENTION
7.1 PRE-CONVENTION: The Secretary shall annually issue to all major area central offices and others who request it, or as he/she deem warranting same, an invitation to bid for the convention site, and the requirements listed in this document as to how, when and where bids are accepted, together with the current convention flier, if it is available.
Council members are trusted servants of OYPAA and of AA as a whole, whose job it is to encourage OYPAA participation throughout the year. They should make themselves available to the current convention committee, as well as the bidding committees, for any assistance, which they may need.
All OYPAA’s are to be designated as such, and be designated with a number so as to preserve autonomy and character. They shall not be held in conjunction with, or in conflict with, any other major AA function in that city.
All convention committees are responsible to pay their own expenses and cannot expect council to assume any financial obligations, which may incur. However , any material and financial assistance given shall be returned to the council at the completion of the convention.
The convention planning committee should be offered all prior convention material, together with whatever individual or collective information the advisory council and its members possess which may be of assistance. Once chosen, the convention committee should be given complete autonomy from the advisory council. They are a distinct committee chosen by the advisory council and should function free of council domination, but with the knowledge that the council stands ready to assist whenever they are requested to do so.
7.2 POST CONVENTION: The convention committee shall maintain a permanent mailing address until such time after the convention all convention business is completed.
All convention committees are encouraged to pay expenses incurred within sixty (60) days of the closing of the convention.
All monies leftover upon completion of debt payments will be turned over to the Advisory Council as to return the “seed money” and add to the prudent reserves.
