UCYPAA Bylaws

UCYPAA Bylaws

Posted by UCYPAA Webservant on

Bylaws updated 8-21-2025

1.0 Purpose

The Utah Conference of Young People in Alcoholics Anonymous (UCYPAA) was formed for the purpose of carrying the message of Alcoholics Anonymous (AA) through its planning and hosting an annual Conference for young people in AA. The Conference provides an opportunity for AA members, regardless of age, to come together and share their experience, strength and hope as members of AA. To bring young people into the mainstream of Alcoholics Anonymous through service to the conference committee. Our hope is that Conference attendees return to their home groups better prepared to welcome young people into their local AA community.

2.0 Committee Guidelines

  1. Business Meetings – Should be held at least once a month. With additional meetings set by the Chairperson leading up to the conference.
  2. Treasury – Bank account has three signers. Chairperson, Treasurer, Secretary. Should be set up with:
    1. Separate Operating fund account with any funds in excess of prudent reserve.
      1. It is suggested to collect pre-registrations at the previous year’s conference to establish seed money for the following year’s operating fund.
    2. Prudent reserve account in amount of $1000.
    3. Monies collected over these amounts should be dispersed after the conference each year as follows:
      1. Area 69- 50%
      2. GSO: 50%
  3. Facility Selection – Historically UCYPAA has been held as a campout, but is not required to remain so. Some considerations:  The venue should be priced fairly reasonably for young alcoholics to easily attend. The venue  should have amenities  to prepare and store food, separate rooms for activities, meetings, panels, and hospitality space. The venue  should have main meeting space available for 100+ attendees with chairs and tables to accommodate all attendees for meetings, outreach tables for other YPAA conferences, meals, registration, merch, badge decorating, and craft stations.The venue should also have backups for all the above activities in the case of weather.
  4. Elections
    1. UCYPAA has based its permanent committee positions (Executive Committee) on a rotation basis. The Executive Committee shall consist of the Chairperson, Treasurer, and Secretary. Qualifications for these members are outlined in the next section. The rotation basis is important because it helps to ensure that Executive Committee members have an introduction and some knowledge of the operations, procedures, and commitments it requires to plan and execute the convention. Elections should follow the Third Legacy Procedure, found in the A.A. Service Manual. Candidates for positions will be chosen by way of standing and presenting a service resume. The Chairperson should then read the duties and responsibilities of the position. Each candidate should be asked if they understand the duties and responsibilities and if they are willing and able to fulfill these requirements. Any questions shall be answered at that time. All candidates who answered both questions in the affirmative shall then be put to a vote in the Third Legacy Procedure. This initial executive committee election shall take place during the conference and remaining positions will be elected at future business meetings. Committee members should exercise extreme care when selecting a candidate for the Committee. Please refer to the spirit of Concept Nine which states “Good service leaders, together with sound and appropriate methods of choosing them, are at all levels indispensable for our future functioning and safety.” 
    2. In the case of an Executive Committee member being unable to fulfill their position’s term or responsibilities, careful selection by the Committee should be made for the candidate that best fills the suggested qualifications. Any Committee member holding a position may be relieved of duties by way of a motion and 2/3 majority vote. Election for the resulting vacant position is to be held immediately following removal or resignation. Cause for a member being removed from their position on UCYPAA includes the following and applies to all UCYPAA committee members:
      1. A break in continuous sobriety 
      2. Two consecutive absences from a regular UCYPAA business meeting without notice to the Executive Committee as outlined below
    3. Attendance Policy for all elected positions
      1. Two consecutive absences from a business meeting without extenuating circumstances will be considered an automatic resignation by the member and the position will be refilled as soon as possible.
      2. It is the responsibility of the committee member to communicate extenuating circumstances to an executive committee member
      3. The committee member should make every effort to send a report in the case of absence due to an extenuating circumstance.

Additional causes for a member being removed from their position may be determined at the discretion of the full committee on a case by case basis by group conscience. No member may be removed from their position in any case without a documented motion passed at a regular business meeting. The Executive Committee is responsible for notifying the member removed of any action taken regarding their position. 

  1. In the event that an Executive Committee position vacancy occurs, rotation and/or election should be held to fill the position immediately. Example: If the Treasurer cannot rotate to the Chairperson position the Secretary should rotate to Chairperson and an election should be held to fill the resulting Secretary and Treasurer vacancies. 
  2. Rotation for the Executive Committee is outlined as such:
  1. Secretary – Elected using Third Legacy procedures on the final day of the current UCYPAA Conference
  2. Treasurer – The previous year’s Secretary rotates into this position for the upcoming host year
  3. Chair – The previous year’s Treasurer rotates into this position for the upcoming host year
    1. The previous year’s chair may stand for any non-executive position at a future business meeting
  1. Suggested qualifications for Executive Committee Positions – It is strongly suggested that if possible, the new Executive Committee member have served on the Committee for the previous year’s convention. This is to ensure that the new Executive Committee member has an introduction to the knowledge of the procedures, planning processes and commitment it takes to put on the convention.
  2. Election Eligibility – An individual must attend two business meetings to be eligible for election. At their second meeting, an individual may stand for election.
  3. Voting Privileges – Anyone in attendance at a regular UCYPAA committee business meeting has the right to vote. All in attendance also have the right to abstain from voting for any reason. 
  4. Social Media Policy
    1. Social Media Statement of Purpose: The purpose of any social media channel this Committee may employ shall be expressly for the purpose of outreaching the UCYPAA conference as well as to promote unity within the AA community while maintaining the spirit of Tradition Five. In accordance with the Tenth Tradition, we ask users of any social media channel to maintain a respectful environment, and to limit posts or comments to AA-related topics.

3.0 UCYPAA Committee Positions

  1. Chair
  2. Co-Chair
  3. Outreach
  4. Inreach
  5. Inreach Co-Chair
  6. Facilities
  7. Programs
  8. Programs Co-Chair
  9. Volunteer Coordinator
  10. Culinary Jedi
  11. Culinary Padawan
  12. Treasurer
  13. Events
  14. Events Co-Chair
  15. Registration
  16. Registration Co-Chair
  17. Merchandise
  18. Secretary
  19. Graphics
  20. Website Master
  21. Unity
  22. Tickets and Raffle
  23. Third Legacy
  24. Prayer

Chairperson

Service to the Committee in the previous conference year, suggested length of sobriety is two years.

Suggested to reside in the state of Utah.

  1. Arrange for and announce the agenda of all UCYPAA Committee meetings via GroupMe at least one week prior to the next scheduled meeting.
  2. Officiate all UCYPAA Committee meetings using Robert’s Rules of Order as guidelines.
  3. Facilitate all business in accordance with the UCYPAA bylaws and maintain an in-depth understanding of the bylaws. 
  4. Responsible for the contract with the facility being discussed and signed.
  5. Ensure, in coordination with Third Legacy, that all committee position holders adhere to UCYPAA Bylaws, the 12 Concepts of World Service, and the 12 Traditions Alcoholics Anonymous.
  6. Be a signatory on all bank accounts.
  7. Chairperson is required to abstain from voting during regular business meetings, but is still encouraged to participate in discussion about group business. 

Co-Chair

One year suggested sobriety requirement.

i. Assist the Chair with all the above duties as needed.

ii. The Co-Chair is not responsible for becoming a signatory on all bank accounts.

iii. Fill in vacant positions until it can be filled.

Outreach Chairperson

Suggested sobriety requirement is one year.

Outreach is one of the single most important jobs of the Committee and is not only the responsibility of the Outreach Chairperson, this is the responsibility of the whole Committee as well. Outreach maintains a focus on connecting with communities and areas outside of Utah, particularly other YPAA/AA conferences/committees to spread the word about UCYPAA and co-host events or other opportunities. One of the ultimate goals of this position is to achieve participation at UCYPAA from other states and establish connections for future opportunities.

i. Establish and maintain communication about UCYPAA with communities outside the state of Utah. including other AA/YPAA groups/conferences, and minority groups within AA via announcements, flyers, and more at their discretion.

ii. Define and coordinate liaison positions to serve as points of contact for individual communities as needed.

iii. The Outreach Chairperson should do their best to discover any upcoming AA events and make sure that someone from the UCYPAA Committee does outreach at these events.

iv. Collaborate with Inreach on all the above duties as needed. 

v. Suggested to have reliable transportation and a valid Driver’s License. 

Inreach

Suggested sobriety requirement is one year.

Inreach is one of the single most important jobs of the Committee and is not only the responsibility of the Outreach Chairperson, this is the responsibility of the whole Committee as well. Inreach’s responsibilities are very similar to Outreach, but maintains a focus on YPAA/AA groups, rural communities, minority demographics, and events within the state of Utah. Inreach also serves as UCYPAA’s liaison to the general service structure within the state of Utah (Area 69). One of the ultimate goals of Inreach is to achieve participation at UCYPAA from new communities and demographics within the state of Utah and maintain a strong connection between UCYPAA and Utah’s General Service structure and Central Offices.  

i. Establish and maintain communication about UCYPAA to AA/YPAA groups within the state of Utah via announcements, flyers, meeting takeovers, and more at their discretion.

ii. Establish and maintain communication about UCYPAA to environments such as schools, treatment centers, rural communities, and minority groups within AA via announcements, flyers, meeting takeovers, and more at their discretion. 

iii. Establish and maintain communication about UCYPAA to Area 69 and all districts and central offices within the state of Utah via flyers, announcements at area and district gatherings, and more at their discretion. 

  1. Proactively ensure the dates for UCYPAA do not conflict with any area or district events

iv. Define and coordinate liaison positions to serve as points of contact for individual communities as needed.

v. Collaborate with Outreach on all the duties above as needed. 

Inreach Co-Chair

No sobriety requirement.

The Inreach Co-Chair assists with all inreach-related duties while maintaining frequent communication and collaboration with the chair. Additional duties as determined by the Inreach Chair and the Host Committee.

Programs Chairperson

Suggested length of sobriety is 6 months.

The programs chairperson may call for a subcommittee at any time to receive assistance with their duties from other committee members. A subcommittee is recommended for selecting panel topics, activities, and speakers for the conference itself. It’s recommended to carefully choose speakers/panelists who effectively carry the message of AA and have relevant experience with the topic, and to choose speakers from a variety of backgrounds, genders, age, ect.  Consider including participation from groups such as alateen and al-anon within the program and events.

  1. Organize meeting and activity structures at all UCYPAA events, including the Conference itself.
  2. Find and arrange for main speakers and/or panelists for all UCYPAA events, including the Conference itself.
  3. Ensure accessibility needs of conference attendees are met to the best of the committee’s ability. This may include audio/visual selection based on the facility location selected
  4. Responsible for preparing a layout of the conference program 30 days in advance of the conference for the the committee to review and approve.
  5. Responsible for creating and printing  reading handouts and meeting formats for all UCYPAA panels and main meetings.
  6. Determine volunteers from the UCYPAA committee to chair panels, main meetings, sobriety countdowns, state roll calls, readings, and lead other special activities and events at the Conference. 
  7. Collaborate with graphics chair to publish final UCYPAA program at least two weeks prior to the conference dates.
  8. Collaborate with the Events chair on all duties above as needed. 

Programs Co-Chair

No sobriety requirement.

The Programs Co-Chair assists with all program-related duties while maintaining frequent communication and collaboration with the chair. Additional duties as determined by the Inreach Chair and the Host Committee.

Volunteer Committee Chairperson

Suggested length of sobriety is 3 months.

The Volunteer Committee Chairperson’s responsibilities apply at the conference itself as well as any UCYPAA events leading up to the conference. It should be noted that all of the duties listed below are not the sole responsibility of the Volunteer Chairperson and should be delegated to any and all volunteers. 

  1. Responsible for getting volunteers to assist with duties such as coffee, meeting set-up, etc.
  2. Responsible for making sure coffee pots are obtained and hauled to the conference if needed and ensures coffee is made all weekend.
  3. Responsible for getting volunteers to help set up and clean up the meals
  4. Responsible for getting volunteers to help set up and break down the speaker meetings.
  5. Responsible for getting volunteers to help maintain the hospitality needs  at the conference. Coordinating with other YPAA committees to provide snacks/supplies is encouraged. 
  6. Collaborate with the Events, Programs, and Facilities chairs on the above duties as needed.

Culinary Jedi

Suggested length of sobriety is 6 months.

Food/snacks and drinks may be needed for events leading up to UCYPAA, this is determined in coordination with the Events chairperson on a case-by-case basis. It’s recommended that UCYPAA provides dinner on Friday and Saturday of the conference, breakfast on Saturday and Sunday of the conference, and snacks/drinks are available throughout the entire weekend. Lunch is usually the responsibility of attendees but its recommended to have easy backup options so no one goes hungry at the conference. A large grocery trip is conducted a day or two before the conference. If we run out of food at the conference, the Culinary Jedi is responsible for finding a solution. 

  1. Responsible for coming up with food/drink ideas and logistics for all UCYPAA events and the conference itself.
  2. Responsible for setting a budget for approval by the full committee, buying all necessary food items for events and the conference itself. 
  3. Responsible for collaborating with the Volunteer Coordinator to prepare food, drinks, and snacks for events and the conference itself.
  4. Responsible for considering dietary requirements of attendees as feasible.

Culinary Padawan

No sobriety requirement.

The Culinary Padawan assists with all culinary-related duties while maintaining frequent communication and collaboration with the Jedi. Additional duties as determined by the Culinary Jedi and the Host Committee.

Treasurer

Suggested length of sobriety is three years. Service to the Committee in the previous conference year. Suggested to reside in the state of Utah.

Accurate and detailed records of all transactions, reimbursements, and expenses is vital for this position. Reimbursements to committee members or others can be made via cash, check, or venmo. It is recommended that this position has access to and is experienced with using Venmo, and if needed alternatives are acceptable. 

  1. Keep accurate financial records of all UCYPAA transactions.
  2. Submit a financial report at each UCYPAA  Committee meeting.
  3. Have in their  possession at each UCYPAA  Committee meeting: all bank statements, deposits and checkbooks in order to be prepared to make deposits and disbursements. 
  4. Maintain all bank accounts, which are subject to inspection at any time.
  5. Be a signatory on all bank accounts.
  6. Must be employed, have a bank account, and have a permanent address.
  7. Maintain prudent reserve of $1000
  8. Make contributions  to the appropriate service structure entities post-conference.
  9. Works directly with the Registration Chairperson at the conference, and throughout the year to determine who has paid and not paid yet.
  10. Prepares statement at the end of the conference year with expenses and income of the year-end
  11. Prepares projected budget for the next conference to be submitted at the new conference Committee’s business meeting following the election meeting.

Events Chairperson

Suggested length of sobriety of one year and has served on the committee the previous year.

This is one of UCYPAA’s more time consuming positions, and is vital to the success of the conference. The ultimate goal of this position is to plan and execute profitable and well-attended events to raise money for the conference and create fellowship opportunities. It’s recommended to plan each event 2+ months in advance to ensure appropriate time to outreach and plan. This also helps prevent overlap with other 12 step events in Utah. It’s also recommended to utilize subcommittees as needed for planning event ideas in advance. 

  1. Plan and present ideas for UCYPAA events leading up to the conference. 
  2. Responsible for finding out when other AA/12 step events are taking place in order to assure that UCYPAA events do not conflict with anyone else’s.
  3. Maintains an Events Calendar that includes upcoming AA events, conferences, and UCYPAA events, and provides Committee members with copies of said calendar via GroupMe.
  4. Responsible for sourcing and securing a place to hold events as far in advance as possible.
  5. Coordinate with volunteer chair

Events Co-Chair

No sobriety requirement.

The Events Co-Chair assists with all events-related duties while maintaining frequent communication and collaboration with the chair. Additional duties as determined by the Events Chair and the Host Committee.

Registration Chairperson

Suggested length of sobriety of one year and has served on the committee the previous year.

It’s recommended to have the next year’s registration form prepared at the current year’s conference to gather pre-registrations as soon as possible. An accurate list of registrants should be accessible to the committee at all times. 

  1. Build registration form using google forms, microsoft forms, or other platform for review and approval by the full committee. 
  2. Maintain accurate list of attendees  who have pre-registered and designating a cabin room to them as requested. 
  3. Responsible for collecting registration materials (name badges, ribbons, stickers, etc.) before the conference at their discretion
  4. Responsible for notifying the committee of and accommodating any accessibility or dietary requests submitted on a registration form
  5. Has a meeting with Treasurer and other Committee members at least one week prior to the conference to formulate a registration plan for the conference
  6. Emails to attendees in advance of conference with need to know information

Registration Co-Chair

No sobriety requirement.

The Registration Co-Chair assists with all registration-related duties while maintaining frequent communication and collaboration with the chair. Additional duties as determined by the Registration Chair and the Host Committee.

Merchandise Chairperson

Suggested length of sobriety of one year and has served on the committee the previous year.

  1. Create unique and exciting recovery-based items for sale at events or the website such as clothing, playing cards, bandanas, coffee mugs, etc.
  2. Maintains inventory for all UCYPAA merchandise and reports regularly to the committee.
  3. Propose at least two options for approval for every item to be produced by UCYPAA 
  4. Submits collected monies to the treasurer as soon as possible following receipt.

Secretary

Service to the Committee in the previous convention year. Suggested length of sobriety is two years. Suggested to reside in the state of Utah.

  1. Act as a custodian of all UCYPAA materials.
  2. Keep minutes of all UCYPAA Committee meetings (e.g. chronological list of motions passed, etc.) and make them available to all members via GroupMe and Google Drive.
  3. Furnish information from our records to anyone who requests it. 
  4. Maintain a phone list of committee members at business meetings/events.
  5. Assists the Chairperson and Treasurer with registration at the conference. This is vital as the Secretary should become the next Treasurer and will be doing registration the next year.
  6. Assists the Chairperson and Treasurer at any function or activity throughout the year between conferences.

Graphics Chairperson

No sobriety requirement.

  1. Design and produce, digitally and in print, all event flyers and signage including the conference program in collaboration with the programs chair
  2. At the request of the Merchandise chair,  may also provide graphics for reproduction.
  3. All creative works must be original or derived from the public domain.

Website Master

No sobriety requirement

  1. Maintain the official UCYPAA Group website with news, information, event calendar, event fliers, registration, and contact information.
  2. Provides event flyers and conference flyer to Area 69, central offices, for publish on their site.

Unity Chairperson

No sobriety requirement.

i. Plan and organize group events for all UCYPAA members to promote unity within the committee.

Tickets and Raffle Chairperson

No sobriety requirement.

i. Maintain an inventory, set prices, and sell raffle tickets for opportunity drawings at planned UCYPAA events. 

ii. Gather past merchandise or prizes to be raffled off. 

Third Legacy Chairperson

Sobriety requirement of two years. Possess a working knowledge of the 12 Steps, 12 Traditions, and 12 Concepts per the most current version of the AA Service Manual.

i. Give or delegate a monthly presentation on the concept and tradition corresponding to the number of the month and facilitate discussion on this topic.

Prayer Chairperson

No sobriety requirement.

i. Open and close all UCYPAA meetings with a prayer of choice (ei. Serenity prayer, responsibility statement, etc.).

ii. Provide verbal reminders of the spiritual element of our service work during meetings as needed.

iii. In the event of conflict or tension, may stop meetings to pray or read spiritual material.

Facilities Chairperson

Suggested sobriety requirement of one year.

This position is responsible for ensuring every attendee has a safe and comfortable experience at UCYPAA and that our committee reflects the best possible example of alcoholics in recovery. Adherence to each rule by every attendee and committee member at UCYPAA’s chosen facility is extremely important. Some considerations include: proximity to outreach/inreach demographics, weather/temperature for the chosen date range (typically late May), parking availability, whether campers are allowed, pet/animal restrictions, weather backups for tent campers, and more. 

i. Plan and organize group events for all UCYPAA members to promote unity within the committee.

ii. Responsible for sourcing at least 3 options for a facility to host the next year’s UCYPAA at least 9 months in advance of the committee’s chosen date range. 

iii. Presents cost, location, restrictions, and dates available to the full committee for review and approval by the full committee

iv. Collaborate with Web Master to ensure a packing list and a facilities information/rules document is available on the website for attendees to access via ucypaa.org.

v. Collaborate with Volunteer Coordinator to ensure committee members are prepared to assist in set-up and tear down of the conference according to facility rules. 

4.0 Special Considerations for the Conference

  1. Merchandise
    1. The conference Committee may use its discretion when ordering memorabilia to be sold at the conference. However, when setting prices the Committee should remember that UCYPAA is not in the business of making substantial profit. UCYPAA does not allow any outside vendors at the conference.
  2. Speaker Selection
    1. It is suggested the speakers reflect the intent of hosting a young person’s conference. Speakers should, generally, reflect younger people in recovery. They should also reflect the diversity of a young person’s community.
  3. Facility and Weather
    1. Given this is traditionally a campout, time of year and back-up facilities for inclement weather should be strongly considered by the committee.
    2. There are many AA events within the YPAA and Local AA community. Experience has shown it is prudent to consider Area Assemblies, ICYPAA, WACYPAA, and SWACYPAA conference dates when selecting a date and facility location.

5.0 Amendment Procedures

  1. Any UCYPAA Service Group member may propose an amendment to the bylaws.
  2. Approval of Bylaws amendments requires a 2/3 majority of the members present.
  3. Any proposed amendment to this structure and guidelines shall be submitted in writing to the current Chairperson and Secretary.
  4. The Chairperson shall include the proposed amendment on the agenda of the next UCYPAA Conference Committee Meeting.
  5. If adopted, the Secretary will retype the page or pages in this structure and guidelines to reflect the adopted amendment, exactly as it was submitted and adopted.
  6. Every five years, the Chair should appoint an ad hoc committee to review and update the guidelines and submit to the current year’s committee for approval.

1.0 Purpose

The Utah Conference of Young People in Alcoholics Anonymous (UCYPAA) is formed for the purpose of furthering the principles of Alcoholics Anonymous (AA) through its planning and hosting an annual Conference for young people in AA. The Conference provides an opportunity for A.A. members, regardless of age, to come together and share their experience, strength and hope as members of AA. Our hope is that Conference attendees return to their home groups better prepared to welcome young people into their local AA community.

2.0 Structure

2.1 Organizational Structure

It is suggested that all members of UCYPAA conduct themselves within the 12 Steps, 12

Traditions and 12 Concepts of Alcoholics Anonymous. The work of UCYPAA shall be carried out primarily by and through an elected Host Committee and Advisory Council. The Advisory Council, headed by the Operating Committee, is the custodian of the Conference and of UCYPAA as a whole. It is both legal guardian and spiritual servant of UCYPAA. The Advisory Council shall act as a body and no individual shall act independently of the majority opinion.

2.2 Advisory Council

The purposes of the Advisory Council are, but not limited to:

  • Practicing AA 12 Steps, 12 Traditions and 12 Concepts of World Service;
  • Carry the message of AA throughout Utah via the annual Conference;
  • Custodial oversight of UCYPAA and veto power over the Host Committee;
  • Make available, to any AA member who requests it, information regarding UCYPAA and young people in AA;
  • Make regular contact with the General Service Office (GSO) and the Area Service Committees of Utah;
  • Provide guidance to committees from Utah who are bidding for the Conference;
  • Select future Conference site based on the Bid Committee presentations that are conducted at each year’s Conference;
  • Provide guidance to the current Host Committee;
  • Protect UCYPAA, its assets, and manage UCYPAA using best practices of non-profit organizations;
  • Practice transparency in its affairs;
  • Maintain the archives.
  • Helping other areas develop bids

2.3 Host Committee Cooperation

All bank accounts for the Host committee are to be opened under the tax identification number of the Advisory Council with the Advisory Chairperson and Treasurer as two of the signers.

All Hotel negotiations prior to signing of contract should be brought to the Advisory Chair and Advisory Hotel Liaison for approval and guidance. The final contract will be signed only by the Chair and Co-Chair of the Advisory Council. All Host subcommittee budgets should be discussed with previous Host committee chairs in an effort to provide the most accurate budgets.  All Host subcommittee budgets require approval from Advisory Council prior to going before the Host Committee for approval.

Advisory Council should always try to obtain the most comprehensive and reasonably priced insurance policy possible for all of the activities that are conducted throughout the calendar year leading up to, and including, the annual conference. The type and cost of insurance shall be determined by a group conscience and shall be in accordance with nonprofit guidelines.

2.4 Advisory Membership

2.4.1 General Advisory

Each Host Committee shall elect, through the Third Legacy Procedure as outlined in the current Alcoholics Anonymous Service Manual, three (3) people to serve on the Advisory Council for a period of four (4) years. Full UCYPAA Advisory membership is defined as twelve (12) members. Those elected as General Advisory members have full voting responsibility. The sobriety requirements for these positions are six months continuous sobriety.

2.4.2 Alternate Advisory

Each Host Committee shall also elect, through the Third Legacy Procedures and outlined in the current Alcoholics Anonymous Service Manual, three (3) Alternate Advisory members. Those elected as alternates are non-voting members.

2.4.3 Vacancies

A vacant Advisory seat should be filled by an “active” Advisory alternate. Active is defined as an alternate who regularly attends UCYPAA Advisory meetings and is engaged in issues and discussions that arise at Advisory meetings. Whether or not an alternate is “active” is up to the discretion of the current Advisory Council. If there is more than one active alternate willing to fill the vacant seat, the position shall be filled through Third Legacy Procedure. The newly elected member shall fill the term of the vacated Advisory seat. If this term is shorter than the alternate’s remaining term of service, the newly elected member will rotate back to alternate status at the conclusion of the term of the vacated Advisory seat. If the term of the vacated Advisory seat is longer than the newly elected member’s term, the alternate has the option, with the consent of the Advisory Council, of serving as a full member until the vacated seat’s term is over, thus serving for more than four (4) years. If the member elected to fill the vacated seat wishes to rotate off Advisory at the end of their term, a new Third Legacy Procedure vote shall take place to fill the remainder of the term originally vacated by the previous Advisory member. If the Advisory is unable to fill the seat with an alternate, than a person rotating off at the end of his or her four (4) year service term may be requested to serve until Advisory again reaches full membership.

2.4.4 Resignations

Advisory members should be considered to have voluntarily resigned under any of the following conditions:

1.   Failure to attend two (2) consecutive Conferences;

2.   Failure to attend two (2) consecutive Advisory meetings without giving notice to the

Chair and submitting necessary reports for their positions; or

3.    A break in continuous sobriety.

2.5 Operating Committee

The Advisory Council shall elect from its membership and operating committee consisting of a Chairperson, a Co-Chairperson, a Secretary and a Treasurer. They shall not take actions, individually or collectively, on behalf of the Council. Upon being elected, they shall serve for two (2) years. Any member may serve on the operating committee for any length of time, but may not hold the same position for more than one two (2) year term. An Operating Committee member’s term may extend one year beyond that member’s term of service on the Advisory Council.

2.5.1 Chairperson

  • Arrange for and announce the agenda for all Advisory meetings;
  • Open Advisory meetings and maintain order for the duration of the meetings;
  • Recognize members entitled to the floor;
  • State and put to vote all motions properly made and seconded;
  • Announce the results of all votes;
  • Affix signature to all Advisory actions; and
  • Be one of two (2) signatories on all bank accounts and facility contracts
  • Must plan, write and announce the agenda for the Advisory Council and Operating Committee meetings.
  • Must keep the Operating Committee informed on all UCYPAA matters of importance
  • Must maintain a working relationship between Host Committees and the Council to ensure that the best interests of UCYPAA are being served.
  • In the event the Council vote to relieve a member of their elected position, it is the Chairperson’s responsibility to inform him or her of the Council’s decision.

2.5.2 Co-Chairperson

  • Accept the full duties of the Chairperson in their absence;
  • Carry out the various duties assigned by the Council.
  • In the absence of the Chairperson, shall accept the full duties of the Chairperson.
  • Must stay completely informed on all UCYPAA matters.
  • Must act as a liaison between UCYPAA Advisory Council and potential Bid Committees.
  • Must maintain a working relationship between Bid Committees and the Council to ensure that the best interests of UCYPAA are being served

In the event the Council votes to relieve the Chairperson of their elected position, it is the Co- Chairperson’s responsibility to inform him or her of the Council’s decision. In the event the committee votes to relieve the Chairperson of their elected position or if the Chairperson’s position is vacated for any reason, the Co-Chairperson will immediately rotate into the position of Chairperson for the duration of the term.

2.5.3 Treasurer

  • Keep accurate financial records of all Advisory transactions;
  • Give financial reports at Advisory meetings and present annual financial report at the Conference;
  • Responsible for making recommendations to the Advisory Council for individual committee budgets;
  • Must keep detailed financial records of all Council business and make the current financial records, bank statements, account ledgers, check books, tax returns and correspondence available at Council Meetings;
  • Must provide a detailed transactions report and balance sheet of the Council’s accounts to each member of Council 30 days prior and as soon as is practical 90 days after each conference;
  • Have in their possession at all Advisory meetings all bank statements, deposit slips, and checkbooks in order to make deposits and disbursements, as necessary;
  • Maintain all accounts subject to inspection at any time;
  • Be one of two (2) signatories on all bank accounts; and
  • Must work with the Treasurer of the Host Committee to ensure the proper maintenance of financial records.
  • Make annual contributions, subject to group conscience, to the Utah Areas and GSO.
  • Must oversee the preparation and filing of Federal Tax Returns, as applicable
  • Maintain payment of the Post Office Box for the Committee

2.5.4 Secretary

  • Act as custodian of all operational materials;
  • Keep minutes of all Advisory and Operating Committee meetings;
  • Answer all correspondence promptly;
  • Furnish minutes to all Advisory members on a timely basis (within 30 days of the meetings or 3 days in advance of upcoming meeting); and
  • Furnish copies of all Advisory members on matters affecting Advisory or the Conference.

2.6 Other Council Elected Positions

Advisory may also elect from its membership, through Third Legacy Procedure, additional Council positions consisting of, but not limited to, Archivist, Outreach Chair, Hotel Liaison, Website Chair, and Bid-City Liaison. All positions carry a commitment of one (1) year. The Operating Committee has no power beyond its stated responsibilities.

2.6.1 Archivist

  • Act as the caretaker of the archives (documents, memorabilia, traveling showcases, etc.) in such a way that there is no substantial distortion of the material;
  • Act as custodian of the Conference banner and be responsible for storage between Conferences and for the banner’s delivery to the current Host Committee at its convenience.
  • Shall work with the Host Committee on matters pertaining to the archives including displays for the Conference and materials to be collected before, during and after the Conference;
  • Shall be the liaison between the G.S.O. Archivist and the Advisory Council pertaining to all UCYPAA archives issues and follow, to the best of his/her ability, the Archives Guidelines set forth by G.S.O.
  • Shall work with the Host Committee on matters pertaining to the archives including displays for the conference and material to be collected before, during and after the conference. This can include novelties, memorabilia, the Host Committee’s written experience, etc.
  • A past or present Council member may stand for the archivist position. After the first year, this person will have served at least one year on Council before being elected to the Archivist position. The Archivist shall be elected to a 3-year term. If the Archivist is not a current council member, he or she is not required to attend the conference. If the Archivist does not attend, suitable arrangements must be made for the transportation and display of archives materials at the conference and for submission of an annual report.
  • 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 appropriate authority while always remaining accountable to the guidance of the Advisory Council.
  • The Archivist must submit a written report at the annual Council meeting detailing all activities of the preceding year, with a description of all expenses associated with fulfilling their duties and a projected budget for the coming year. The secretary should receive this report one week prior to the current year’s conference.

2.6.2 Outreach & Communication Chair

  • Inform local and regional AA’s about UCYPAA and UCYPAA events;
  • Form a sub-committee or appoint liaisons to help distribute responsibilities, when necessary;
  • Shall annually issue to all Inter-groups, Districts, Areas, and all who request it within Utah State, an invitation to bid for the next UCYPAA. Included in this should be bid requirements, registration forms for the upcoming UCYPAA, information as to where bids will be heard, and any other UCYPAA information they see as beneficial; and
  • Responsible for creating and submitting a projected budget for outreach expenses each Conference year.
  • Responsible for working with the Host Committee Outreach Chair throughout the year. Whereas the Host Committee’s main objective is to outreach their conference, the Advisory Council Outreach and Communications Chair’s effort is more focused on the long- term conference outreach.
  • Focused on the areas where UCYPAA has not been well represented in the past. This also serves as an opportunity to outreach areas that might have an interest in bidding for a future UCYPAA. The sub-committee is comprised of the Outreach and Communications Chair and selected members for statewide outreach purposes. The subcommittee will supply areas with information about UCYPAA as well ensure outreach is taking place in every area of the state. In addition, this committee will liaise and coordinate with the website chair for web posting of the master list of YPAA meetings, configuration of the website drop down menu accessibility, and notification of any additional updates required.
  • They should work directly with the Bid City Liaison in order to better address these goals.

2.6.3 Hotel Liaison

  • Act as a liaison between the host city’s hotel chair and Advisory Council; and
  • Assist the current Host Committee’s Hotel Chair in whatever capacity may be needed to ensure the interests of the Conference are carried out.
  • Answer questions and offer advice to the bid cities in preparing the unsigned hotel contracts required by the bid requirements.
  • Update the rest of advisory on this progress during each advisory conference call or meeting

2.6.4 Website Chair

  • Develop a website which meets the needs of the UCYPAA Advisory Council;
  • Provide on-going website operations monitoring, maintenance, and oversight, including the removal/replacement of outdated/updated information as necessary;
  • Ensure that the content of the website remains within the 36 principles of AA, taking into special consideration the role of anonymity on the internet;
  • Assist the Host Committee with their website; and
  • Responsible for creating and submitting a projected budget for each Conference year for website expenses.

2.6.5 Bid-City Liaison

  • Acts as the liaison between the Council and any committee bidding for the following Conference;
  • Is available to aid any committee who needs information on bidding for future Conferences;
  • Assists the Outreach Chair in preparing bid invitations to various Utah AA entities.
  • Is available to aid any committee who needs information on bidding for future Conferences;
  • Assists in answering individual bid city position questions
  • Extensive knowledge of traditions & and bylaws as per committee group conscience
  • Must have knowledge of bid requirements as per advisory
  • Liaison between bid committee and advisory committee
  • Stays in close contact with those responsible for the bid package
  • Reports status of what’s going on with committee and progress of bid package; to be discussed on every advisory call
  • Suggested attendance of committee meetings and/or events; at least 4. [If a meeting can’t be attended, show up for the next event or vice versa]
  • Liaison must be present for steering committee elections for host committee, and/or find available Operating Committee Members to conduct elections

2.7 Council Members

Advisory Council members, whether they hold an elected position or not, are trusted servants of UCYPAA and of Alcoholics Anonymous as a whole. They are trusted servants of the current Host Committee and of bidding cities, whose job is to encourage UCYPAA participation throughout the year. For the purposes of outreach, each member of the Advisory Council may be assigned to a designated region within Utah.

3.0 Procedures

3.1 General

  • The Advisory Council chair should appoint an ad hoc Committee to research and present all recommendations on changing or adding requirements to the Advisory Council bylaws.
  • All Council financial transactions shall be made through its bank accounts.
  • No member of the Council shall incur expenses in the Council name without first receiving a 2/3’s Majority approval of the Council.
  • The Council shall be foremost aware of the welfare of A.A. as a whole. The Twelve Traditions of A.A. will be strictly adhered to. The Council shall act as a body and no individual shall make decisions independent of the Majority opinion.
  • The Post Office Box, bank accounts, and Council material should not be used for anything other than Council business. These materials should not be used in group or area business. All materials accounts of the Council shall be deemed property of the Council and passed on to our successors within 30 days of succession.
  • The Operating Committee shall submit, for approval, distributions of funds for the coming year. The Council shall endeavor to maintain a prudent reserve for Conference support, if necessary. Contact information for the newly elected Advisory Council members and their alternates shall be provided to the Council at the next Advisory Council meeting (Saturday of Conference).
  • This group adheres to and operates by Roberts Rules of Order

With exception of conference year 22/23:

  • Active advisory members will receive a travel stipend not to exceed $100 dollars per year.
  • Alternate advisory members will receive a travel stipend not to exceed $50 dollars per year.
  • Advisory Council Members should encourage Conference participation throughout the year to preserve our continuity. The Council will be the ultimate authority in choosing the Conference site and will hear bids at its annual Conference Meetings.
  • All UCYPAA Conferences shall be designated as such and be designated with a number so as to preserve their autonomy and character. They shall not be held in conjunction with, or in conflict with, any other function, A.A. or otherwise if at all possible. All Conference Committee Members are expected to pay their own individual expenses, and cannot expect the Advisory Council to assume financial obligations. All material and financial assistance given along with the Conference profit after expenses shall be given to the Advisory Council. The Conference Committee has ninety (90) days after the Conference to forward the profit and a financial statement to the Advisory Council Treasurer.
  • The Host Planning Committee should be offered all prior Conference material along with any other information that individuals, or the Advisory Council as a whole, possess. Host Committee should be given autonomy from the Council. They are a distinct committee chosen by the council and should function free of Council domination but with the knowledge that the Council stands ready to assist when requested or when the Host Committee appears to be in difficulty. At that point, the Council would seek ways to help the Conference Committee however possible.

3.2 Council Meetings

“Council Meetings” refer to the business meetings of the Advisory Council at the Conference and as scheduled throughout the year at the determination of the Advisory Council Chair. Attendance at such meetings shall be limited to current members only. Invitations may be extended to non- Council members to attend in extenuating circumstances. During the Council meetings at UCYPAA Conferences, the first 30 minutes of the Saturday Advisory Council Business meeting (this meeting usually begins sometime after the bid session) will be open to the general Conference membership for the purpose of stating concerns, making suggestions,

or presenting comments related to the Conference and/or Advisory Council. Such concerns and suggestions will be discussed later by the Advisory Council.

∙           The Chairperson shall arrange times, meeting places, and agendas for all Council Meetings. A Quorum shall consist of 2/3’s of the Council Members. Motions, resolutions, and Conference site approval shall require a 2/3’s Majority Vote of the Quorum (see AA Service Manual for voting procedures). All Council Members have one vote and will vote on all matters. Absentee voting is NOT permitted but virtual meeting attendance is permitted. A 2/3 s Majority vote of the Quorum is necessary to change By-Laws and/or revise Operating Rules. The Council, at its meetings, shall have the sole authority in choosing the Conference sites. In the event that no city presents a bid, an emergency meeting of the Council Members 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 Conference or determine if the Conference should be suspended, as well as determine the subsequent fate of the Council and its functions.