HICYPAA 2008 Host Committee By-Laws
This downloadable document is the HICYPAA 2008 Host Committee by-laws - the rules by which we operate
Host Committee Positions and Responsibilities
Chair:
Shall arrange for and announce the agenda for all HICYPAA meetings. Shall open HICYPAA meetings and maintain meetings in a reasonable order. Shall recognize members entitled to the floor. State and put to a vote all motions properly made and seconded. Announce the results of all votes. Affix his or her signature to necessary committee actions. Be one (1) of two (2) signatures on the bank account. Suggested two (2) years of continuous sobriety.
Co-Chair:
In absence of the Chair, shall accept the duties of the Chair including being a signer on bank account. Shall work closely with the Chair. Shall call all Host Committee members to notify them of committee meetings and all HICYPAA activities. Assist the Chair during discussion by keeping track of those who wish to speak. Suggested two (2) years of continuous sobriety.
Treasurer:
Keep accurate financial records of all HICYPAA transactions. Submit a written financial statement at each HICYPAA meeting. Have in possession at the HICYPAA meetings; all current bank statements, deposits, and checkbooks. Shall be prepared to make deposits and disbursements as determined by the committee. Maintain account, which are subject to inspection at any time. Be one (1) of three (3) signers on the bank account. Suggested two (2) years of continuous sobriety, a job, a bank account, and a home address.
Co- Treasurer:
In the absence of the Treasurer, shall accept the full duties of the Treasurer, be one (1) of three signers on the bank account, and shall work closely with the Treasurer. Suggested two (2) years of continuous sobriety, a job, a bank account, and a home address.
Secretary:
Keeps minutes of all HICYPAA meetings, documenting exact wording of all motions. Furnish information from our records upon request. Answer P.O. Box and website correspondence promptly and in the spirit of HICYPAA. Provide the previous meetings minutes for the approval of the committee. Notifies all committee members of time and place of upcoming business meetings one (1) week in advance and one (1) day in advance. Suggested one (1) year of continuous sobriety.
Co-Secretary:
In the absence of the Secretary, shall accept the full duties of the Secretary, and shall work closely with the Secretary. Suggested one (1) year of continuous sobriety. Programs Chair: Shall be responsible for putting together the program schedule for the conference and responsible for all the meetings at events. Suggested one (1) year of continuous sobriety.
Registration Chair:
Responsible for organizing conference registration. Maintain the mailing list and mail outs as needed. Suggested two (2) year of continuous sobriety.
Facilities Chair:
Shall obtain commitments from at least two (2) appropriate facilities so sized to be able to accommodate the entire HICYPAA conference, and activities as needed while representing HICYPAA in a professional and responsible manor.
Food & Beverage Chair:
Shall coordinate food and beverage arrangements for the conference and committee activities as needed.
Activities Chair:
Shall find locations and arrange events that promote unity and recovery among young people in AA, regardless of age. All events shall include an AA meeting.
Outreach Chair:
Shall coordinate the outreach of all HICYPAA functions to meetings on Oahu, Neighbor Islands and surrounding areas, central offices, treatment facilities, and other YPAA groups.
Hospitality Chair:
Shall be responsible for outreaching to other groups and filling time slots for them to host the hospitality room at the conference with snacks, water and coffee.
Decorations Chair:
Shall be responsible for decorating the stage and tables in the main meeting room, breakout meeting room and a table in the hospitality room at the conference.
Graphics Chair:
Shall design and produce printed HICYPAA material requiring graphics, including, but not limited to event flyers.
T-Shirts Chair:
Shall be responsible for organizing T-shirt sales at all HICYPAA events including but not limited to the HICYPAA conference, keeping track and turning all monies collected from T-shirt sales into the treasure as collected after each event.
Prayer Chair:
Shall be responsible for opening and closing with prayer of his/her choice at all host committee meetings and at the main meetings of the conference.
Web Chair:
Shall design and publish the host committee website and coordinate updates. Suggested six (6) months of continuous sobriety.
Special Needs Chair:
Shall be responsible for handling whatever special needs participants may have and be the liaison between hotel staff and participants needs. I.E. wheelchair, signer for the deaf etc.
This downloadable document is the HICYPAA 2008 Host Committee by-laws - the rules by which we operate
Host Committee Positions and Responsibilities
Chair:
Shall arrange for and announce the agenda for all HICYPAA meetings. Shall open HICYPAA meetings and maintain meetings in a reasonable order. Shall recognize members entitled to the floor. State and put to a vote all motions properly made and seconded. Announce the results of all votes. Affix his or her signature to necessary committee actions. Be one (1) of two (2) signatures on the bank account. Suggested two (2) years of continuous sobriety.
Co-Chair:
In absence of the Chair, shall accept the duties of the Chair including being a signer on bank account. Shall work closely with the Chair. Shall call all Host Committee members to notify them of committee meetings and all HICYPAA activities. Assist the Chair during discussion by keeping track of those who wish to speak. Suggested two (2) years of continuous sobriety.
Treasurer:
Keep accurate financial records of all HICYPAA transactions. Submit a written financial statement at each HICYPAA meeting. Have in possession at the HICYPAA meetings; all current bank statements, deposits, and checkbooks. Shall be prepared to make deposits and disbursements as determined by the committee. Maintain account, which are subject to inspection at any time. Be one (1) of three (3) signers on the bank account. Suggested two (2) years of continuous sobriety, a job, a bank account, and a home address.
Co- Treasurer:
In the absence of the Treasurer, shall accept the full duties of the Treasurer, be one (1) of three signers on the bank account, and shall work closely with the Treasurer. Suggested two (2) years of continuous sobriety, a job, a bank account, and a home address.
Secretary:
Keeps minutes of all HICYPAA meetings, documenting exact wording of all motions. Furnish information from our records upon request. Answer P.O. Box and website correspondence promptly and in the spirit of HICYPAA. Provide the previous meetings minutes for the approval of the committee. Notifies all committee members of time and place of upcoming business meetings one (1) week in advance and one (1) day in advance. Suggested one (1) year of continuous sobriety.
Co-Secretary:
In the absence of the Secretary, shall accept the full duties of the Secretary, and shall work closely with the Secretary. Suggested one (1) year of continuous sobriety. Programs Chair: Shall be responsible for putting together the program schedule for the conference and responsible for all the meetings at events. Suggested one (1) year of continuous sobriety.
Registration Chair:
Responsible for organizing conference registration. Maintain the mailing list and mail outs as needed. Suggested two (2) year of continuous sobriety.
Facilities Chair:
Shall obtain commitments from at least two (2) appropriate facilities so sized to be able to accommodate the entire HICYPAA conference, and activities as needed while representing HICYPAA in a professional and responsible manor.
Food & Beverage Chair:
Shall coordinate food and beverage arrangements for the conference and committee activities as needed.
Activities Chair:
Shall find locations and arrange events that promote unity and recovery among young people in AA, regardless of age. All events shall include an AA meeting.
Outreach Chair:
Shall coordinate the outreach of all HICYPAA functions to meetings on Oahu, Neighbor Islands and surrounding areas, central offices, treatment facilities, and other YPAA groups.
Hospitality Chair:
Shall be responsible for outreaching to other groups and filling time slots for them to host the hospitality room at the conference with snacks, water and coffee.
Decorations Chair:
Shall be responsible for decorating the stage and tables in the main meeting room, breakout meeting room and a table in the hospitality room at the conference.
Graphics Chair:
Shall design and produce printed HICYPAA material requiring graphics, including, but not limited to event flyers.
T-Shirts Chair:
Shall be responsible for organizing T-shirt sales at all HICYPAA events including but not limited to the HICYPAA conference, keeping track and turning all monies collected from T-shirt sales into the treasure as collected after each event.
Prayer Chair:
Shall be responsible for opening and closing with prayer of his/her choice at all host committee meetings and at the main meetings of the conference.
Web Chair:
Shall design and publish the host committee website and coordinate updates. Suggested six (6) months of continuous sobriety.
Special Needs Chair:
Shall be responsible for handling whatever special needs participants may have and be the liaison between hotel staff and participants needs. I.E. wheelchair, signer for the deaf etc.
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