Committee Positions

Sets the agenda for the Conference Planning Meetings
Makes arrangements for meetings (i.e. dates, times, location)
Does follow-up with sub-committees, when needed
Is familiar with Roberts Rules of Order or the procedure for conducting a business meeting
Is familiar with the Traditions and Concepts
Gives messages to the Voice of the Conference
Gets no vote, except to break a tie
Decides which votes require substantial unanimity (2/3 majority)

Does follow-up with sub-committees, when needed
Is familiar with the Traditions and Concepts
Assumes the chairperson’s duties in his/her absence
Assumes any positions & responsibilities when vacant and helps to find a replacement in the event of a resignation
Attends and supports any subcommittee meetings that request additional support

Opens a checking account with his/her signature on the card.
Has right to decide who else can be a signer to the checking account
Is responsible for all deposits, but others can make deposits with his/her approval
Pays all bills, keeping receipts
Balances the checkbook
Reports account balance to the Conference Planning Committee at each meeting
Secures all funds promptly after each function and confirms primary recipient of funds at events
Reviews the final hotel bill (with officers) at the end of the conference weekend
Maintains accurate and legible records
Can require sub-committee chairs to submit budgets of estimated expenses for the year leading up to the conference

Records, types, and mails (to advisory) all minutes of Conference Planning Committee meetings
Keeps attendance records for each Conference Planning Committee meeting
Keeps a list of information on all committee members (i.e. name, address, phone number, email address, sobriety date)
Sends out meeting notices, announcements, and miscellaneous correspondence for the Conference Planning Committee meetings when necessary.
Sends out announcements of dates and locations of sub-committee meetings.
Sends out announcements appropriate for all of the Conference Planning Committee (i.e. upcoming NECYPAA functions and outreach events).
Arranges for a replacement in the event that he/she is unable to attend the meeting. Can appoint a Co-Secretary as well.

Signs the hotel contract after its approval by the Conference Planning Committee and Advisory
Handles all communication with the hotel
Is the Conference Planning Committee’s link to the hotel
Sets up meetings with the hotel as necessary
Works with Program Chair on room setups, A/V equipment requirements, etc.
Gives messages to the Voice of the Conference
Can establish a Co-Chair, sub-committee, and conduct Hotel sub-committee meetings.
Handles all correspondence about specific topics within an established Hotel Sub-Committee

Is the link between the Area and the Conference Planning Committee
Attends monthly Area Committee Meetings and the Conference Planning Committee meetings
Keeps Area informed of committee events, activities, and planning progress
Contacts the Service Chairperson for participation at the conference (i.e. Public Information, Grapevine, Cooperation with the Professional Community, Archive, etc.)
Keeps committee informed of all area events
Can establish a Co-Chair, sub-committee, and conduct Liaison sub-committee meetings.
Handles all correspondence about specific topics within an established Liaison Sub-Committee

Plans functions to carry the message of NECYPAA, unity, recovery and service.
Considers holding an AA meeting as part of the function
Selects the function location and date, but tries to avoid conflicts with other AA events.
Arranges for any needed deposits for monies from the treasurer
Coordinates design and distribution of fliers with Arts, Outreach and Liaison Chairs
Prints flyers for distribution
Can establish a Co-Chair, sub-committee, and conduct Functions sub-committee meetings
Respects the 7th tradition while planning events
Plans events in conformity with the 36 principles of AA and consults someone who is familiar with them.
Arranges all aspects of events including but not limited to the place, meeting space date, time, speakers, costs, refreshments, music (if necessary), etc.
Recruits volunteers to help organize and run all events
In the event that money is needed for an event prior to the event a receipt must be obtained and the amount of the loan must be paid back in full by the end of the event.

Carries the message to Young People and other AA groups
Uses District meetings, Area meetings, YP meetings, YP conventions, AA conventions, miscellaneous contacts, and other AA events to accomplish this,
Can establish a Co-Chair, sub-committee, and conduct Outreach sub-committee meetings.
Handles all correspondence about specific topics within an established Outreach Sub-Committee
Sends out announcements of dates and locations of sub-committee meetings.
Should develop and implement an outreach plan that covers local, district, area, and region
Responsible for outreaching all committee functions
Generates interest in registering for NECYPAA and keeps in contact with Advisory outreach chair
Secures flyers from arts chair upon completion for distribution

Attend all CSCYPAA meetings
Works with Functions chair to make sure events are handicap accessible and reserves seating for special needs participants at events
Works with Arts chair to make sure that flyers have a phone number of special needs chair so they can make arrangements for their fellow alcoholic to participate
Attends events as a special needs representative to assist special needs participants if they ask for help
Works to supply interpreters as necessary, contacting Area 11 special needs chair with questions.