Preamble: The Committee Members of Serenity in the Scenic City have the responsibility of bringing recovery to the newcomer along w/ anyone suffering from the disease of alcoholism. Our hope is that you will find fellowship, laughter, warmth, understanding and most important, a solution.
Voting: Committee members only may vote.
Committee Members: Members of Alcoholics Anonymous bringing a conference to alcoholics.
Positions of the Committee Members:
Steering Committee: Consists of past chairs of conference/convention so that guidelines are followed and make any suggestions that would be of help from past experience.
Chair: Oversees the entire conference/convention; coordinates the work the subcommittee meetings when needed; open all conference/convention meetings, maintain order, recognize persons to the floor, state and put to vote all motions properly made and seconded along w/ announcing results of all votes; create agenda for all conference/convention meetings and arrange for and call additional meetings when necessary; to the best of his/her ability abide by the twelve traditions of AA and ensure that none are broken; Coordinate the work of all conference/convention subcommittees and keep informed on progress of all arrangements; find speakers and voice (announcer) for the conference/convention; Work closely with the Co-Chair to ensure that all meetings and the voice are equipped with guidelines on chairing the meetings; Host the Saturday night speaker along w/ chairing that meeting.
Co-Chair: In the absence of the Committee Chair, shall assume the responsibility and carry out the various duties assigned by the Committee; Assist Conference/convention chairperson in the designated duties and responsibilities; give assistance to other committees members (if possible) when needed; Act as a liaison between Conference Committee and hotel; sign hotel contract and be present at the time of departure to close account with the hotel; Develop ideas for pre-conference events and ensure all aspects of such events, including places, dates, times, costs, music (if necessary) are completed; Coordinate all entertainments activities at conference and work closely with hotel to ensure that adequate space will be available for such activities; Host the Sunday morning speaker along w/ chairing that meeting.
Treasurer: Responsible for all money, including revenues from registration and fundraising benefits; pays all bills; usually advises the committee members on cash supply and income flow as well as rate of expenditures; Maintain records and receipts of all expenses submitted by each committee member for reimbursement; Sign hotel contract and be present at the time of departure to close account with hotel; chair 1 meeting in needed. Works closely with Registration Chair.
Registration: Supervises the distributions of all tickets, giving special attention to the task of bringing in the collections; maintain file for all mail-in registrations; Getting information from local visitors bureau on sites in the city for registration packets; develop a pre-registration/registration flyer that includes hotel information, room costs, etc and distribute; Maintain a mailing list of all past registrants; preparing registration packet; Work closely with the treasurer on all monies coming in from registration; Recruit volunteers to work at registration table at the conference/convention; mailing conference/convention information three months in advance to the AA Grapevine and to Box 4-5-9 to be published in their calendars; Grapevine / Box 1980, New York, NY 10163: Box 4-5-9 /Box 459 Grand Central Station, New York, NY 10163; Mail out thank you notes to all speakers and voice of conference/convention. Works closely with Treasurer.
Secretary: Keeps all written records, including minutes of the committee meeting along w/ making copies and distributing to each member at the next meeting. Maintain current phone list of all conference committee members and positions held along w/ providing a copy to each committee member; chair 1 of the conference/convention meetings if needed. Works closely with programming Chair.
Hospitality: Organizes volunteers the will greet guests of the conference; organizes all menus for activities that will be serving food; work closely with Co-chair to ensure that adequate space is available for the hospitality room; determine menu items for each meal to be provided at conference/convention; coordinate with the Co-chair in determining the times to keep the hospitality room open; recruit volunteers to work in hospitality room to ensure that it is set up, supervised, kept stocked and cleaned afterwards.
Programming: Responsible for distribution of flyers for all activities to all meetings and clubhouses; recruit volunteers; Assist other committee members as needed. Work closely with Secretary.
Ala-non: Chair ala-non meeting; host ala-non speaker; assist with fundraisers for conference/convention; recruit ala-non volunteers
ALL COMMITTEE MEMBERS:
Responsible for creating and submitting a budget of estimated expenses that will cover their committee’s part of the conference/convention costs.
Announce times, dates and places of conference committee meetings and evens at all AA meetings attended.
Give assistance to other committee members (if possible) when needed;
ASK FOR HELP (if you need it)
ALL are guardians of the Twelve Traditions!!!!!!
HAVE A GREAT TIME!!!!!!
Guidelines for conference committee members to follow:
Twelve Traditions governing conference/convention and committee members of conference/convention
Spirit of rotation for future positions of committee members
Checking account: three names on signature card along w/ two signatures on each check written. (Co-chair, Registration and Treasurer)
Keeping al-anon involvement w/ fundraisers, committee meetings, etc.
5 yrs Sobriety to serve as a Committee member, but group reserves the right for reconsideration depending on individual interested in filling service position.
Attendance: 3 Missed meetings and/or 5 with fundraisers, position will be set up for reconsideration.
Bi-Laws may be amended by group vote only.
TREASURY: Committee will be self-supporting/self sustaining funds raised are to be used for the conference only not to be raised for central office or the alike. In case of excess of prudent reserve the committee will make changes to upcoming fundraisers or the next years registration. (Purpose of fundraising/registration is to use funds for upcoming year)