The Maryland Gathering of Young People in Alcoholics Anonymous Advisory Council By-laws

I. Preamble: We, the members of the Maryland Gathering Council of Young People in Alcoholics Anonymous, set forth this day to establish and preserve, by the following principles, the experience of our predecessors. In 1998, the Maryland Gathering Council of Young People in Alcoholics Anonymous (MGYPAA) was founded for the purpose of furthering the principles of AA among young people in the State of Maryland. The first MGYPAA committee set out and defined the mission of the gathering: “To unite AA members in the State of Maryland, and to help young people stay sober and have fun.” In 1999, after the first gathering at Deep Creek Lake, MD, a permanent committee was established for the preservation of the experience and material. We do think it beneficial to establish a custodian to preserve the efforts and experience, lest they be lost. Being aware that not all young people find our gathering, convention or committee meetings necessary, we do not propose to be a universal answer or governing body for young people. We believe it beneficial to share our experience with all who have requested our help, for it is through our sharing that we have learned to function within the framework of the AA traditions.

II. Purpose: The Advisory Council of The Maryland Gathering of Young People in Alcoholics Anonymous is formed for the express purpose of furthering the principles of Alcoholics Anonymous through year round activities and meetings, its annual gathering, its post office box, electronic mail address, and internet website. The Council is the custodian of the gathering experience. It shall offer, to anyone who requests it, information regarding young people and young people groups as pertaining to recovery or the AA program. It shall make its knowledge and experience available to both Maryland Area 13 and 29 General Service Assembly and AA General Service Office on a regular basis for us through AA.

III. Structure

A. Each annual gathering committee shall elect two people to serve on the Advisory Council. Council members shall be elected through third legacy procedure as stated in the AA Service Manual and the host committee who is eligible to vote. Those being selected must have served on the gathering committee continuously for six months prior to the actual gathering on which they served. They must be sober at least one year. Those selected shall serve as voting members on the Council for the gathering and through five gatherings to follow. Should the Council not have a full membership, those rotating off may be requested to serve until Council reaches full membership of ten.
B. Council members shall have reached their eighteenth birthday upon election.
C. Failure to attend two gatherings, consecutive or not, shall be considered as voluntary resignation.
D. Council members shall reside in or be from the state of Maryland. In extraordinary circumstances, a maximum of two members may be from a homegroup outside the state of Maryland.
E. Drinking alcoholic beverages shall be considered a resignation.
F. Previously designated alternates shall fill vacant Council seats. The alternate must be from the gathering they represent and be named by the Council members from that region.
G. Missing two mandatory bi-annual Advisory Council meetings, without prior approval from the committee, shall be considered a voluntary resignation.

IV. Operating Committee

A. The council shall elect from its membership an operating committee consisting of, but not limited to, a Chairperson, Co-Chairperson, Secretary, Treasurer, Archivist, and Outreach. They shall not take any actions individually or collectively without the consent of the Council. Operating committee members must be Council members. Upon election, they shall serve for two years and may be elected or reelected to one additional term. Council members shall use the election guidelines found in the AA Service Manual.
B. Council members may be elected to the operating committee in their last year on the Council, which extend their term on Council for a maximum of one year. No Council members shall be eligible to stand for a position on the operating committee after their original term on Council has expired.

1. Chairperson: Shall arrange for and announce the agenda for all Council meetings. Shall open Council 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 result of all votes. Affix his/her signature to all Council actions. Act as advisor to the chairperson of the annual host committee and ensure that all host committee and advisory committee obligations are being met. Approve Host Committee contract. Be one of two signatures on all bank accounts.

2. Co-Chairperson: In the Chairperson’s absence, shall accept the full duties of the Chairperson. Shall carry out the various duties assigned by the committee. Act as liaison between the Council and the General Service Office. Act as advisor to the co-chairperson of the annual host committee and ensure that all host committee and advisory committee obligations are being met.

3. Treasurer: Keep accurate financial records of all Council Transactions. Give financial reports at Council meetings. Submit a bi-annual financial statement to all advisory council members. Have in his or her possession at Council meetings all bank statements, deposits and checkbooks, in order to be prepared to make deposits and disbursements at Council meetings. Maintain all accounts to be subject to inspection at any time. Be one of two signatures on all bank accounts. Act as advisor to the treasurer of the annual host committee. Assist the advisory committee and host committee activities chairperson with financial and activity planning to ensure that Gathering maintains its financial obligations.

4. Secretary: Act as custodian of all Council materials. Keep minutes of all Council meetings. Furnish information from our records to anyone who requests it. Answer all correspondence promptly and to the will of the majority of the Council members. Furnish minutes of the Council meetings to Council members. Furnish copies of all correspondence to all Council members on all matters affecting the Council or young people in AA. Advise and maintain communications with the host committee secretary. Ensure that all documentation and other communications media maintain the integrity and language as described in this document. The Secretary shall issue to all who request it the following information: an invitation to participate in bidding to host the next Gathering; information regarding the election of the host committee; information on how to get involved with a current host or bid committee; the current Gathering flyer, if it is available. Annually, the following are to get the above information: all intergroups, District Committee Members, and registered young people’s groups in the Maryland Area.

5. Archivist: Act as the holder of all factual material (Documents, memorabilia, showcases, etc.) in such a way there can be no substantial distortion of the material. Be the liaison between the G.S.O., Archivist and the Advisory Council pertaining to all MGYPAA archives issues. Follow, to the best of his or her ability, the Archives Guidelines set forth by G.S.O. Act as liaison between the Advisory Council and the Gathering host committee’s archives committee pertaining to all archive matters (displays for the Gathering, material to be collected before, during and after the Gathering). Have on display the Advisory Council Minutes. The Archivist must fit these qualifications:

a. If the Archivist does not attend, suitable arrangements must be made for the transportation and display of archive materials at the Gathering and for submission of an annual report.

b. The Archivist shall at all times act in accordance with the 12 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.

c. The Archivist must submit a written report at the annual Council meetings 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.

6. Outreach Chairperson: Act as the custodian of the mailing list database. Shall work closely with each host committee to ensure that outreach within the State of Maryland and for each annual Gathering is taking place.

C. The term for all operating committee positions is two gatherings. The exception to this is the first (founding) operating committee, which half of the members will serve 3 years so as to accommodate the election/rotation process, documented in IV D.
D. With the exception of the first (founding) operating committee, the elected members will rotate off the operating committee as follows: Beginning in 2002, a new Treasurer, Secretary and Outreach Coordinator will be elected. The following year; a new Chairperson, Co-Chairperson and Archivist will be elected.
E. The Advisory Committee may, with a 2/3rds vote, establish other councils and elected positions, as needed to meet challenges that face the Advisory Council, for the duration of these challenges.

V. Procedures:

A. The Council shall maintain a permanent post office box for all correspondence. The Secretary shall be responsible for retrieving and distributing all correspondence. The Co-Chairperson shall furnish the General Service Office with our current mailing address and a list of all officers and their addresses. The Treasurer shall make sure that all rents are paid on the post office box. The Secretary and Chairperson shall hold keys to the post office box.
B. The operating committee shall submit for approval the distribution of funds for the coming year. The Council shall endeavor to maintain a prudent reserve of $2,000.00 should Council be called to assist or host the Gathering. The reserve fund is an arbitrary figure based on current economic conditions and can be altered by a simple majority vote.
C. The Council should allocate $500.00 “seed money” for the bid committee that is awarded the Gathering, and disburse these funds promptly, so as not to cause unnecessary delay and confusion. It is designated that the $500.00 awarded to the host city must be returned to the Advisory Council Treasurer no later than one month prior to the annual Gathering. The reserve fund is an arbitrary figure based on current economic conditions and can be altered by a simple majority vote.
D. The Council shall maintain an Internet website and electronic mail address for MGYPAA. The Co-Chairperson shall make sure that this site maintains only the official documentation of MGYPAA, and information on how to contact the current host committee. The Treasurer shall make sure that any fees associated with the establishment of the website and electronic mail address are paid. The Secretary will be responsible for receiving any correspondence obtained from the website or electronic mail.
E. The Advisory Council has sole responsibility for maintaining and updating the “MGYPAA Facts, Aims & Purpose”, the “Advisory Council By-laws” and the MGYPAA website. The operating committee should bring to the Council for approval any suggestions for the updating of these documents. The Advisory Council has sole responsibility for any language, logos, titles or other physical or intellectual tools developed for use by MGYPAA.
F. The Council financial transactions shall be made through its bank accounts.
G. No member of Council shall incur expenses in the Council name other than telephone or postage, without first receiving 2/3rds-majority approval of the Council.
H. The Council shall be foremost aware of the welfare of AA as a whole. The Twelve Traditions of AA will be strictly adhered to.
I. The Council shall act as a body and no individual shall act independent of the majority opinion.
J. The post office box, website, 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.
K. Any Council member proposing a change to the “MGYPAA Facts, Aims & Purpose”, the “Advisory Council By-laws” and the MGYPAA website should distribute copies of those proposals prior to Friday of the Gathering for evaluation by other Council members. Any emergency proposals may be added to the agenda by a 2/3rds-majority vote.
L. All materials of the Council shall be deemed property of the Council and passed on to our successors.
M. All documents and revisions existing and produced will have current date affixed as a part of those documents.

VI. Advisory Council Meetings:

A. The Chairperson shall call for and arrange a meeting place and agenda for all council meetings. A quorum shall consist of 2/3rds of the Council members at any of the Council meetings. Motions and resolutions shall require a simple majority vote of the quorum. All Council members have one vote and will vote on all matters. Absentia voting is not permitted. A vote of 2/3rds of the quorum is necessary to change the By-Laws or rescind operating rules.
B. The Council shall have the sole authority in overseeing the bid session to determine who is to be awarded the next annual Gathering. In the event that no bid is placed, Council determines that no bid committee is capable of successfully holding the Gathering, or if it appears that [at any time after the Gathering is awarded] the host committee will not meet its minimum financial responsibilities to Council or any vendors, an emergency meeting of the Council 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 Gathering, determine if the Gathering should be suspended and the subsequent fate of the Council and its function.

VII. Guidelines for the Gathering and Host Committee:

A. During the Gathering weekend, the host committee will provide the following meeting space at the convention facility for the Advisory Council:

1. Advisory Council Meeting Fri 11am-2pm 15 person

2. Bid Session Sat 7am-2pm 50 persons

3. Advisory Council Meeting Sat 2pm-4pm 15 persons

4. Meet w/ non-awarded bid cities Sat 10pm-2am 50 persons

5. Meet w/ awarded bid city Sun 7am-9am 25 persons

B. After the bid city is awarded the Gathering, they are responsible for returning to their home city and promptly (within one month) outreaching and establishing the time and location of the primary host committee elections. The primary host committee elections are to be observed by the Advisory Council and must follow 3rd Legacy procedures as outlined in the AA Service Manual. The following mandatory positions are to be voted on: Chairperson; Co-chairperson; Treasurer; Secretary; Inreach Chairperson. This core committee will determine where and when any other elections and meetings are to take place. For business reasons, the Chairperson and Treasurer must be at least 18 years of age.
C. All annual Gatherings shall be designated as such and be assigned a consecutive number to the previous gathering, so as to preserve its autonomy and character. They shall not be held in conjunction with or in conflict with any function, AA or otherwise.
D. The Council shall maintain an Internet website and electronic mail address for MGYPAA. The Co-Chairperson shall make sure that this site maintains only the official documentation of MGYPAA, and information on how to contact the current host committee. The Treasurer shall make sure that any fees associated with the establishment of the website and electronic mail address are paid. The Secretary will be responsible for receiving any correspondence obtained from the website or electronic mail.
E. The host committee must not have the conference 2 weeks prior to or after any large scale AA Activity within the State of Maryland, also including VSCYPAA, ICYPAA, SERCYPAA, and EACYPAA.
F. The host committee is responsible for returning the seed money provided them by the Advisory Council no later than 1 month prior to the Gathering. The host committee is under obligation to pay its own expenses.
G. All material, a financial statement and financial assistance given along with the Gathering profit after expenses shall be returned to the Council within 30 days following the end of the Gathering. All bank accounts and other accounts with vendors must be closed within this timeframe. It shall be the responsibility of the newly elected Advisory Council members from the host committee to make sure the financial statement and profits are forwarded within the 30 days period. The Advisory Council will distribute profits to the AA service structure and to the intergroups in the Maryland area, while building a prudent reserve.
H. The host committee must provide an accounting of funds taken and disbursed during the Gathering. The accounting for the funds collected must detail the nature of the receipt such as entrance fees, collection for T-shirts, etc. In order to comply with IRS regulations, the host committee shall provide on a monthly basis true and accurate financial accounting to the MGYPAA Advisory Council. The MGYPAA Advisory Council Treasurer will in turn distribute these reports on a bi-annual basis to all members of the MGYPAA Advisory Council. Disbursements must include receipts for all approved expenditures detailed into categories.
I. The Gathering may not be hosted more than once within the same AA District for at least three years, without the approval by two/thirds majority vote of the advisory council.
J. No host committee member may hold a primary committee position (I.E. Chair, Co-chair, Treasurer, Outreach, Secretary,) for more than two years, whether the same position or different, whether consecutive years or not. This is to encourage the spirit of rotation, and discourage any individual or group from dominating the Gathering.
K. Each host committee member elected to a primary committee position (one of the 5 described above) must agree to work closely with their appointed Advisory Council advisor to ensure that they fulfill their commitment to the Gathering by understanding and executing their appointed responsibilities thoroughly.
L. Chairperson and Treasurer must have 1 year of AA sobriety, over the age of 18 and under the age of 40. Exception for Chairperson and/or Treasurer may be made with a 2/3rds vote of the attending Advisory Council members. Chairperson and Treasurer must be over the age of 18 for business purposes.
M. The host committee shall maintain a permanent mailing address until such time after the Gathering that all Gathering business is completed. The Gathering mailing address, email address, phone number, and any other methods of communication used by the committee must be closed and/or rerouted to the Advisory Council prior to sixty days following the Gathering.
N. The host committee should be offered all prior Gathering material along with any individual or collective information the Council members possess. They are a distinct committee but should function within the guidelines of this document. The host committee should operate free of Council domination but with the knowledge that the Council stands ready to assist when requested or when the Gathering committee appears to be in difficulty. If the host committee has trouble, the Advisory Council will seek ways of salvaging the Gathering and the Gathering committee.
O. In keeping with the 3rd Tradition of Alcoholics Anonymous, “The only requirement for A.A. membership is a desire to stop drinking”, arrangements should be made to make all Gathering events handicap accessible. Consider physically challenged and hearing-impaired attendees. If it looks like a fair amount of any particular non-English speaking minority will be attending the Gathering, a translator should be recruited.
P. The host committee shall have a minimum of 2/3 of their main speakers be residents from within the State of Maryland; they must have a minimum of 10 years sober and have gotten sober before the age of 30.