1. Advisory Members

The NHSCYPAA Advisory Council is composed of members from past NHSCYPAA Host Committees. It is a custodial body that preserves the efforts, experience, and history of NHSCYPAA. The Advisory Council does not speak for Alcoholics Anonymous as a whole. The Advisory Council is ultimately responsible for ensuring that the annual conference takes place.

2. Alternates

Alternates serve in a supporting role of the Advisory Council. Alternates shall be elected to the Advisory Council in the same manner as Advisory members from past NHSCYPAA Host Committees.

3. Number and Qualification of Advisory

Full NHSCYPAA Advisory Council membership is defined as eleven (11) members. An Advisory member must be eighteen (18) years of age, is suggested to have served on the Host Committee for at least three months, and have a minimum of one year of sobriety.

4. Election and Length of Service of Advisory Members and Alternates

Each Host Committee shall use the Third Legacy Procedure to vote in three (3) Advisory members and three (3) Alternates during their ‘wrap-up’ meeting.

The term for Advisory members and Alternates is five Conference years.

Vacant seats on the Advisory Council will be filled by Alternates to finish out the remainder of an Advisory Member's five-year term. Alternates shall be elected to fill vacant Advisory Member roles using the Third Legacy Procedure.

In the event of an emergency, when no remaining Alternates are available, Advisory Members may elect (an) additional Advisory Member(s) by a three-quarters (¾) vote.

5. Resignations and Termination of Service

In the event of a relapse, an Advisory member will be considered to have voluntarily resigned.

If an Advisory member misses two conferences or an officer or committee chair misses two consecutive Advisory meetings, without having forwarded their report, that member will be considered to have voluntarily resigned.

The Advisory council reserves the right to retain and/or dismiss any Advisory member.

6. Commitment and Responsibility

The Advisory Council will meet quarterly for regular business meetings, which includes bid presentations and business meetings held at the Annual Conference. Additional meetings may be called at the discretion of the Chair.

All Advisory Council members should attend three Host committee meetings and communicate any issues to the Advisory Council.

7. Treasury

The Advisory Council must maintain a $4,500 balance in their bank account. This includes a $3000 prudent reserve and an additional $1,000 for the Host committee’s hotel deposit. All financial expenditures shall be presented to the council for a majority vote.

Surplus funds will be sent to Area 43, the District in which the conference was held that year, and GSO. The disbursement is as follows: 40% to the District, 30% to Area 43, and 30% to GSO. 

8. Quorum

A quorum for Advisory Council business meetings shall consist of two-thirds (⅔) of all active voting members. If a quorum is not reached, all Alternates present shall be asked to stand in as voting members in order to establish quorum and conduct votes during that meeting only.

9. Amendments to Bylaws

A two-thirds (⅔) majority vote of active voting members is required to make any changes to the bylaws. Proposed Bylaw changes must be submitted to the entire committee at least two weeks before a vote to change the Bylaws. A vote to change the Bylaws can be conducted at the annual meeting at the Conference, a regular Advisory meeting, by email, or through other digital correspondence at the discretion of the Chair.

10. Officer Positions

The Officers Positions of Chair, Treasurer, and Secretary’s require a minimum of 1yr Membership on the Advisory Committee, to hold those positions. All positions are elected by the third legacy procedure. 

Chairperson:

• A two-year term. 

• Calls and facilitates all Advisory council meetings. 

• A co-signatory on the Advisory bank account. 

• Coordinates work of council members. 

• Keeps open communication between the Advisory council and the Host committee. 

Co-Chair:

• A one-year term. 

• Assists chairperson in fulfilling his/her duties. 

• Assumes all chairperson responsibilities when necessary. 

• Assumes all council responsibilities when necessary. 

• Is a third person signatory on the Advisory bank account 

Secretary:

• A one-year term. 

• Keeps all committee records, including minutes of the Advisory meetings. 

• Maintains a post office box. 

• Sends out periodic notices of Advisory meetings and other mailings to council members.

Treasurer:

• A two-year term. 

• Responsible for all finances. 

• A co-signatory on the Advisory bank account. 

• Supplies an up-to-date report of all financial transactions to each Advisory member at all council meetings. 

Hotel Chair:

• A one-year term.

• Point of contact for both Host and Bid committees to assist in developing and executing a hotel contract wherever needed. 

• Any Host or bid; questions, problems, concerns, and decisions to be brought to the Advisory Chair. 

• Will be a point of contact from Host/Bid committees to Advisory directly.

Archivist:

• A one-year term. 

• Responsible for the safekeeping and storage of all NHSCYPAA banners. 

• Responsible for collecting and displaying all documents and memorabilia from past conferences. 

• Responsible for having a summary of all yearly events at the conference.

• Conduct annual inventory post-conference and maintain inventory list in the NHSCYPAA Advisory Google Drive. 

Outreach:

• A one-year term. 

• Responsible for coordinating and identifying the bid committee and their responsibilities to the Advisory committee. 

• Acts as liaison between the Host committee outreach chair and Advisory committee. 

Events Chair:

• A one-year term 

• Must hold a minimum of 1 event each year to raise the awareness of NHSCYPAA throughout the region for AA members and 1 unity event for NHSCYPAA Advisory.

• To act as a liaison with the Host Committee’s Events Chair

Web Chair:

• A one-year term 

• Maintain the NHSCYPAA Domain and Website 

• Coordinate Website participation with the Host Committee(s) 

Area 43 Liaison Position:

• A one-year term

• Point of contact between Area 43 Young Peoples Committee and Advisory

• Responsible for attending Area 43 Young Peoples Committee meetings monthly and reporting back to Advisory

Prayer Chair:

• A one-year term

• Responsible for opening and closing meetings with prayer

• Responsible for reminding the committee of the spiritual aspect of our service work