Table of Contents:
Purpose of the Convention
Purpose of the Committee
Positions
Officers
Committees Chairs
APPENDIX I: Operating Procedures
APPENDIX II: Gas Mileage Reimbursement
APPENDIX III: Code of Conduct
APPENDIX IV: Fiduciary Responsibilities Letter
APPENDIX V: Voting Procedures

Purpose of the Convention

Carry the AA message of Recovery, Unity, and Service to young people in AA.

Encourage young people in AA to become actively involved in service.

Acquaint members of the fellowship with all the activities available to them throughout Area 11.

Purpose of the Committee

Plan and carry out an annual Convention to young people in AA, ever mindful of our primary purpose to stay sober and help other alcoholics achieve sobriety.

Encourage young people in AA to become actively involved in service, providing growth opportunities which will result in the satisfaction and rewards of seeing a commitment through from beginning to end.

Actively participate in the coordination and cooperation necessary to provide a Convention, which involves all of the following:
Learn Patience, Tolerance, Unity, Responsibility, and Unconditional Love through Service
Learn about the Steps, Traditions, and Concepts and how to apply these tools
Learn to place Principles above Personalities
Learn to become willing to go to any lengths and ask for help when needed
Experience Unity by working as a committee and making new friends
Experience the group conscience in action

Positions

Officers
Chairperson
Alternate-Chairperson
Treasurer
Secretary
Hotel
Program
Registration
Advisors

Committees Chairs
Alternate-Treasurer
Alternate-Program
Alternate-Hotel
Outreach
Alternate-Outreach
Tech/AV
Graphic Design
Alternate-Graphic Design
Package
Events
Accessibilities
Website
Area 11 Events Liaison
CSCYPAA Archives
Public Information and Professional Community
Internal Affairs
Literature
Hospitality
Prayer
Al-Anon/Alateen
Members-at-Large

Officer Descriptions

Chairperson
Commitment Length: 1 year
Responsible for, in cooperation with the entire committee, planning and executing a Convention for Young People in AA
Responsible for the overall functioning of the committee, including…
Plans, schedules, and creates an agenda for all Convention Planning Committee Meetings
Runs the Convention Planning Committee Meetings and ensures that agenda and voting procedures are adhered to
Is familiar with the General Service Conference Operating Procedures
Gets no vote except to break a tie
Attends Area 11 meetings and all related events.
Has one vote in Area 11 business.
Responsible for giving monthly report at Area 11 meetings
Is present for cash deposits during the weekend of the Convention if Treasurer or Alternate Treasurer are unavailable
Has full visibility over all transactions and financial matters concerning the committee.
Facilitates Officers and Advisors meetings
Qualifications:
3 years of continuous sobriety
Has served at least two years on the committee
Suggested to have a service sponsor

Alternate-Chairperson
Commitment Length: 1 year
Assumes Chairperson’s responsibilities in the absence of the Chairperson
Does follow up with subcommittees when necessary
Is present for cash deposits during the weekend of the Convention if Chairperson, Treasurer or Alternate Treasurer are unavailable
Attends Area 11 meetings and all related events
Has a vote, as long as they are not serving in the role of Chairperson
Attends Officers and Advisors meetings
Qualifications:
2 years of continuous sobriety
Has served at least one year on the committee

Treasurer
Commitment Length: 1 year
Opens account with at least 2 signatures of 3 on the card: Treasurer, Chairperson, Alternate-Chairperson
Treasurer keeps Alternate Treasurer informed of all transactions
Treasurer is responsible for making all deposits
Treasurer is responsible for paying all bills, keeping all records
Balances Checkbook
Reports monthly to the Planning Committee with the balance up to the day before the meeting
Expenditures over $50.00 need committee approval; however an expenditure can be pre-approved
Gets approval of current balance at monthly meetings
Secures all funds at each function
Supplies cash box in the morning of the Convention
Closes out cash box at the end of day of the Convention
Reviews final hotel bill with hotel staff and other Officers
Provides a final treasurers report to the Planning Committee at the end of the year
Maintains accurate and legible records which are to be passed on to the Chairperson after the Convention
Gives a final Financial Report at Area 11 Meeting after the Convention
Attends Officers and Advisors meetings
Qualifications:
3 years continuous sobriety
Has served at least one year on the committee
Has experience with checking accounts and bookkeeping

Secretary
Commitment Length: 1 year
Takes monthly meeting minutes
Responsible for emailing of minutes (or mailing if appropriate) to committee members within 10 days after a Convention Planning Committee Meeting.
Asks for corrections (deletions, additions, or modifications) to minutes
Keeps attendance and updates committee list (to be included with the minutes)
Keeps track of Sobriety Dates
Reads Announcements
Informs Alkaline and Grapevine of Convention dates
Sends out meeting notices to Area
Coordinates and schedules Officers and Advisors meetings
Qualifications:
2 years continuous sobriety
Has served at least one year on the committee

Hotel
Commitment Length: 1 year
Coordinate meetings with CSCYPAA Advisors, current Chairperson, Alternate-Chairperson, and Alternate-Hotel Chair to review hotel contract & points of negotiation
Specify meeting space requirements in coordination with program / alternate-program
Coordinate meeting(s) between Area Chair / Finance Committee and CSCYPAA Committee Chairperson to determine an adequate hotel bid utilizing the three bids procured by previous year’s Hotel Chair
Is the primary point of contact with Hotel during negotiations and throughout the year as the Convention is planned
Must be aware of background of past Conventions
Solicit minimum of 3 adequate hotel bids to Convention planning committee for following year for presentation at kick-off meeting for next year’s committee
Does initial introductions between hotel facility, CSCYPAA Committee and Area 11
Attends Officers and Advisors meetings
Qualifications:
2 years continuous sobriety
Has served at least one year on the committee

Program
Commitment Length: 1 year
Is responsible for organizing and executing the program for the Convention
Program shall include the following, with time & location of all events:
Main meetings Friday evening, Saturday evening, and Sunday morning
Workshop/panel topics
Marathon meetings: All meetings should have willing chairpersons with at least 3 months sobriety
Selects main speakers from names submitted by the committee members (tapes, speaker commitments, etc…) It is suggested that speakers shall have gotten sober prior to the age of 35 and have at least 5 years of continuous sobriety. Program chair will bring potential main meeting speaker choices to the Convention Planning Committee Meeting to be voted on.
Program subcommittee shall be guided by our 7th tradition with respect to expenses for our three main AA speakers
Is main point of contact for all main speakers and panelists
Works with CSCYPAA Al-Anon Chair to design the program to include meetings for Al-Anon and Alateen
Submits 3 printing bids for the program to the Convention Planning Committee for final approval (if done on home computer, least expensive copy bid)
If the program committee elects to have audio recording, the Program Chair must select an audio recorder from names provided by committee members
Has experience using Excel spreadsheets
Sets format for AA meetings at the Convention, which can include the Preamble, Serenity Prayer, Anonymity Statement, How it Works, Traditions, and Concepts. Has copies available at all meetings and workshops
Attends Officers and Advisors meetings
Qualifications:
2 years continuous sobriety
Has served at least 2 years on the committee

Registration
Commitment Length: 1 year
Is responsible for sending a communication to previous years attendees (email when appropriate)
Keeps lists of all registrations with contact information
Develops a plan to register attendees who cannot pay the full registration fee
Develops a system to notify registrants that their registration has been received and a reminder notice ahead of the event.
Works with CSCYPAA Website Chair to ensure proper pricing and other related information is updated on the CSCYPAA registration page.
Works with Area Web Chair to set up and manage PayPal for online registration.
Presents registration system to committee members at final meeting before the Convention
Sets up schedule for registration table during Convention
Attends Officers and Advisors meetings
Qualifications:
1 year continuous sobriety
Has served at least one year on the committee

Advisors
Commitment Length: 2 years
Works with the Officers and subcommittees offering suggestions and criticisms
Works with Program Chair to put on service oriented workshops
Has no vote and makes no report at the Convention Planning Committee Meetings but is there to advise only
Is available during Convention weekend to assist with any problems
Attends Officers and Advisors meetings
There shall be a total of two advisors
Qualifications:
3 years continuous sobriety
Has served at least 2 years on the committee
Rotation:
1 new every year

Committee Chair Descriptions
Alternate-Treasurer
Commitment Length: 1 year
Assumes Treasurer’s responsibilities in the absence of the Treasurer
Assists the Treasurer in all financial functions and is prepared to assume all responsibilities of Treasurer when the Treasurer is absent
Works with Area Finance and Website Committees to change over PayPal, Checking Account, etc.
Arranges for safe deposit boxes or night deposit drops at the Convention
Solicits financial information from all committee members with a budget
Along with the Treasurer, maintains records and bookkeeping
Maintains accurate and legible records to be passed on to Planning Committee at the end of the year
Is encouraged to attend Officer and Advisor meetings
Qualifications:
2 years continuous sobriety
Has served at least one year on the committee
Has experience with checking accounts and bookkeeping

Alternate-Program
Commitment Length: 1 year
Assumes Program Chair’s responsibilities in the absence of the Program Chair
Schedules monthly meetings to plan the program:
Responsible for selecting time/date/location
Selects DJ from names provided by committee members
Assists Program Chair in all duties
Is encouraged to attend Officer and Advisor meetings
Qualifications:
1 year continuous sobriety
Has served at least 1 year on the committee

Alternate-Hotel
Commitment Length: 1 year
Assumes Hotel Chair’s responsibilities in the absence of the Hotel Chair
Assist Hotel Chair in all coordination with Advisors and hotel subcommittee to execute hotel contract and negotiation
Attend meetings between Area Chair / Finance Committee and CSCYPAA Committee Chair to work through hotel bid process
Assists in the solicitation of 3 adequate hotel bids and prepares information to be presented at kick-off meeting for ensuing years committee
Meets with CSCYPAA Chairperson and hotel staff (including security contact) on the morning of first day of the Convention to review the weekend hour by hour
Monitors halls, lobbies, and meetings to enforce hotel rules and stipulations
Acts as a buffer between attendees and hotel security
Responsible for communicating with the hotel to set up “smoking corral” prior to the Convention
Maintains list of all people at Convention for security reasons
Ensures all attendees are wearing their badge
Is on call for the entirety of the Convention weekend
Is encouraged to attend Officer and Advisor meetings
Qualifications:
1 year continuous sobriety

Outreach
Commitment Length: 1 year
Works with Graphic Design and Registration on the content of fliers used for outreach at meetings and events.
Is responsible for getting the AA message to all Young People groups in CT and other groups including District Service Meetings
Contacts meeting chairs beforehand to secure a spot on the agenda.
Outreaches at meetings to explain what CSCYPAA is to gain interest in the Convention and invite people to join the committee
Works with District Reps (and DCMs / GSRs) to arrange for monthly District meeting coverage
Creates a list of YPAA meetings in CT for distribution at the Convention (at registration table). QR code or physical list.
Ensures CSCYPAA has representation at all Area 11 events, CT young people meetings, and as many YPAA Conventions as possible
Qualifications:
2 years continuous sobriety
1 year of experience serving at the district level

Alternate-Outreach
Commitment Length: 1 year
Assumes Outreach Chair’s responsibilities in the absence of the Outreach Chair
Liaises with Chairperson and Alternate Chairperson to develop, draft and send appropriate, comprehensive, and timely Convention communications to attendees and our distribution lists
Coordinates with Outreach and Events Chairs to ensure proper communication is extended for other CSCYPAA events
Manages email communication platform templates and distribution lists
Coordinates with Graphic Design Chair to brand all emails with proper theme/logo
Shares copies of all communications with Area 11 recording Secretary, and asks to distribute to the Area 11 distribution list
Sends out a wrap-up survey after the Convention to all attendees to collect feedback to improve the next Convention, shares the feedback with the Chair-elect and advisor for the following Convention
Qualifications:
1 year continuous sobriety

Tech/AV
Commitment Length: 1 year
Coordinates and liaises with Area 11 Tech Committee to ensure proper set up of the sound system and associated technology required to put on Convention
Attends Area 11 Tech committee meetings and is the primary point of contact between Area 11 Tech Committee and CSCYPAA
Attends hotel subcommittee and works alongside Hotel Chair and Alternate to ensure hotel requirements meet needs of Convention for tech/av
Works with Accessibilities Chair and Area 11 Accessibilities chair to provide interpretation and translation at the Convention
Qualifications:
1 year continuous sobriety
Has served at least one year on the committee
Has some working knowledge of tech/av/audio equipment (not a requirement)

Graphic Design
Commitment Length: 1 year
Is responsible for the selection and design of theme and logo of the Convention, which will be used on the main banner and may also be used on other promotional materials (i.e. business cards, flyers, email and marketing collateral)
Is suggested that the Convention theme comes from AA literature but is not required.
Submits a minimum of 3 price bids for banner for the approval of the Convention Planning Committee
Is responsible for designing and procuring the main banner, as well as bringing it to the Convention.
Considers size/scale for legibility when viewing from a distance.
Chooses from quality durable material which will last numerous years
Is responsible for arranging transport of banners to Convention location as well as transport back to the Area 11 office after the Convention
Is responsible for working with the Hotel Chair and Hotel subcommittee, as well as Archives Chair, to coordinate hanging of current year banner at Convention (main meetings) and prior year banners, if possible.
Qualifications:
1 year continuous sobriety

Alternate-Graphic Design
Commitment Length: 1 year
Assumes Graphic Design Chair’s responsibilities in the absence of the Graphic Design Chair
Supports/works alongside Graphic Design Chair to select theme and logo of the Convention
Main responsibility is to design and order T-shirts for convention and committee members
Sources t-shirt orders from outside enterprises only (no committee member affiliation)
It is suggested the T-Shirt has the theme and logo of the Convention
Submits a minimum of 3 price bids for T-shirts for the approval of the Convention Planning Committee
Works with Registration to consider size / breakdown of T-shirt order.
Submits order after approved by committee
Checks quantity and quality of order
Sets up sale schedule at the Convention
Solicits details from committee members for committee merchandise order
Coordinates with Treasurer and/or Alternate Treasurer for receiving all sales revenue
Qualifications:
24 hours continuous sobriety

Package
Commitment Length: 1 year
Responsible for putting together a package to be given to Convention attendees
Package will be approved by the Convention Planning Committee, and can include:
Program
Name Tag
Badge holder
Miscellaneous hotel info (coffee shop / restaurant hours)
Other Convention Printed Materials (hotel map, panel info, etc.)
Souvenirs: Souvenirs may be as follows: candy, stickers, warm fuzzies, buttons, etc.
Supplies pens, markers, pencils, and stickers etc for personalizing badges
Arranges for a package party to assemble the packages
Qualifications:
1 year continuous sobriety

Events
Commitment Length: 1 year
Responsible for planning at least 2 events throughout the year prior to the Convention
Plans events with the intention to unify young people in Connecticut and in other surrounding states
Creates a list of CT/regional events throughout the planning year
Is encouraged to co-host events with other Area 11 groups and committees
Works closely with Outreach to develop relationships with other YPAA groups and committees
Qualifications:
1 year continuous sobriety

Accessibilities
Commitment Length: 1 year
Works with registration chair to identify registrants with requests for translation or other accommodations
Attends monthly Area 11 Accessibilities meetings as point of contact between committees; suggested to stand for Accessibilities committee CSCYPAA liaison if there is a vacancy.
Works with Area 11 Accessibilities chair and Tech/AV Chair to provide interpretation and translation at the Convention
Works with outreach chair to outreach to Connecticut’s Spanish speaking Linguistic District 10.
Ensures all meeting spaces are accessible for attendees with mobility access needs

Qualifications:
1 year continuous sobriety

Website
Commitment Length: 1 year
Works with Outreach, Program, and Registration chairs to ensure all meeting and Convention information is updated
Works with Graphic Design for website design
Maintains and updates cross links to other sites on CSCYPAA.org
Includes a button / hyperlink to Area 11 meeting search for YPAA
Works with Registration to ensure online registration is up and running
Has a working knowledge of web design and content management
Communicates with Area 11 Web Chair to ensure information is up-to-date on both cscypaa.org and ct-aa.org
Qualifications:
1 year continuous sobriety

Area 11 Events Liaison
Commitment Length: 1 year
Serves as a liaison between CSCYPAA and all Area 11 Event Committees
Works with Area 11 Event Committees plan young people’s meeting at Soberfest and Area 11 Convention
Collaborates with Outreach Chair to secure a table at Area events, such as Round Up, and find committee members to fill tabling slots
Attends Area 11 event committee meetings as needed
Qualification
1 year continuous sobriety

CSCYPAA Archives
Commitment Length: 1 year
Responsible for keeping all pertinent information from Convention including: minutes, t-shirt, program, package stuffers, and any other pertinent information
Responsible for collecting and organizing historical data from previous CSCYPAA Conventions
Works with Program Chair to run a “History of CSCYPAA Workshop” Convention weekend
Attends monthly Area 11 Archives committee meetings
Has a general knowledge of Young People’s Convention History
Responsible for keeping and maintaining Area Archives storage area located at Area 11 Office
Manages and maintains a comprehensive archive of committee records for Area 11, including committee meeting minutes, flyers, and the program.

Qualifications:
1 year continuous sobriety

Public Information and Professional Community
Commitment Length: 1 year
Attends Area 11 Service committees for Cooperation with the Professional Community (CPC) and Public Information (PI) monthly to the extent possible
Familiarizes themself with PI and CPC workbooks
Arranges for 2 people to research and present for 3 minutes on the corresponding tradition and concept for each monthly Committee meeting (for example, in January, the first month of the year, two people will present on Tradition 1 and Concept 1)
Helps to carry the message of AA into the community with a focus on young people
During the year plans a service in AA workshop for young people in Area 11 and coordinates with the Area or local District committees (if possible) to host this workshop
Responsible for coordinating a panel at the Convention or a standalone event prior to the Convention focused on PI/CPC
Responsible for acquiring at least 1 service commitment for the CSCYPAA Committee which can include but is not limited to: Speaking commitments at high schools/detox/rehab, set-up/clean-up, etc…
Qualifications:
1 years continuous sobriety
District / Area Service experience

Internal Affairs
Commitment Length: 1 year
Finds creative ways to encourage committee unity and fellowship
Submits suggestions for group get-togethers for Convention Planning Committee, preferably with a choice of 2 dates and 2 activities, to promote and maintain internal unity
Organizes road trips to AA meetings around CT to visit different groups, including CSCYPAA members’ home groups
Qualifications:
1 year continuous sobriety

Literature
Commitment Length: 1 year
Coordinates with District / Area Literature chairs to provide literature table at the Convention
Purchases big books for sobriety countdown
Keeps inventory of books and pamphlets
Is responsible for working with other committee chairs to ensure literature is transported to the Convention and returned to Area 11 Office
Qualifications:
24 hours continuous sobriety

Hospitality
Commitment Length: 1 year
Arranges for food for hospitality room
Brings food to facility on first day of the Convention
Does initial set-up and arranges for clean-up
Sets up schedule for maintaining the hospitality room
Is responsible for the purchase of speaker gifts (as decided by the committee)
Qualifications:
1 year continuous sobriety

Prayer
Commitment Length: 1 Year
Opens and closes all CSCYPAA Committee planning meetings with a secular prayer
Brings meeting back to order with a secular prayer when needed
Opens and closes all main meetings at the CSCYPAA Convention with a prayer
Qualifications:
24 hours continuous sobriety

Al-Anon/Alateen
Sets up agenda of Al-Anon and Alateen meetings and speakers for the Convention
Develops program according to willing participation of their program members
Works with CSCYPAA Program Chair on schedule of events
Is responsible for CSCYPAA outreach within their program
Will handle arrangement with Alateen liaison
Will have regular attendance at Planning Committee Meetings
Will attend monthly service meeting in their program
Registration will be joint until such time as the Al-Anon Committee participation is sufficient to handle the registration separately

Members-at-Large
Commitment Length: 1 Year
Become a Member-at-Large by expressing an interest to the committee
Attend monthly Committee planning meetings and must attend two consecutive meetings to have a vote
Play a vital role in CSCYPAA by providing valuable input and support and voting on committee matters
Qualifications:
24 hours continuous sobriety

APPENDIX I – Operating Procedures

36 Principles
All members of the CSCYPAA Convention Planning Committee shall work together in accordance with AA’s 12 steps, 12 traditions and 12 concepts.
Officers are to suggested have a working knowledge of 12 Steps, 12 Traditions, and 12 Concepts
Committee Chairs and Members-At-Large are encouraged to have a working knowledge of or a willingness to learn the 12 Steps, 12 Traditions, and 12 Concepts.

Subcommittee Meetings
Intended to foster coordination among common tasks and take detailed discussions off the agenda for monthly committee meetings and into smaller groups to report back. Committee chairs are encouraged to form a subcommittee and hold monthly meetings, with subcommittee chairperson making monthly reports, announcing future date, time, and place of each subcommittee meeting.

Suggested subcommittees:
Officers & Advisors (Chairperson / Alternate-Chairperson / Treasurer / Secretary / Hotel / Program / Registration / Advisors)
The Alternate-Treasurer, Alternate-Program Chair, and Alternate Hotel Chair are all encouraged, but not required, to attend the Officers and Advisors subcommittee meetings.
Hotel (Hotel / Alternate-Hotel / Chairperson / Alternate-Chairperson / Tech/AV / Advisors)
Program (Registration / Program / Alternate-Program / Accessibilities / Hospitality)
Outreach (Outreach / Alternate-Outreach / Events / Public Information and Professional Community)
Communications (Graphic Design / Alternate-Graphic Design / Outreach (flyers) / Website)
Each chairperson of a subcommittee will keep a written record of committee work for the next year’s chairperson

Attendance and Good Standing
Attendance at all monthly meetings is expected. Should a committee member miss two or more meetings without notice, they will forfeit their position.
All members of the CSCYPAA Convention Planning Committee are responsible for attending at least one outreach event which can include but are not limited to: YPAA Conventions, YPAA events, Area events, etc…
It is expected that all members of the committee are in attendance for the entirety of the convention. It is encouraged that all committee members stay in the hotel
If a CSCYPAA committee member drinks alcoholic beverages, the member will forfeit their position. They are, however, encouraged to remain with the committee. More information on safety and sobriety can be found in the Code of Conduct (Appendix III).

Cooperation with Area 11
The CSCYPAA Committee shall maintain strong communication with Area 11 Officers, DCMs, and GSRs by attending Area 11 meetings, providing reports on CSCYPAA business, and working cooperatively with relevant trusted servants to ensure CSCYPAA business is conducted in accordance with Area 11 operating procedures.
Business Files and Technology
Critical information such as emails/usernames and passwords for programs used to plan the convention (MailChimp, Gmail, WordPress, etc.) must be shared with the Chairperson and Advisors and documented in the Google Drive, in the event that a committee member/officer must forfeit their position.
Any files (meeting minutes, flyers, spreadsheets, graphics, etc.) must be stored in or shared with the CSCYPAA Google Drive for the purpose of keeping a record for future committees.
The CSCYPAA email (cscypaa@ct-aa.org) must be cc’ed on any email correspondence with vendors, Area 11 officers, or relevant parties, regarding the planning of the Convention or any CSCYPAA activities if being sent by a member’s personal email address.

APPENDIX II – Gas Mileage Reimbursement

The CSCYPAA Chairperson shall be reimbursed for traveling to Area 11 events such as the monthly Area 11 meetings, Service Committee Chair meetings including the budget meeting, the pre-Convention assembly, spring assembly and fall assembly. If the CSCYPAA Chairperson is unable to attend one of these events they may delegate a replacement who may claim gas mileage.
The CSCYPAA Outreach Chair shall be reimbursed for traveling to local CT young people meetings and local YPAA Conventions, as voted on by the committee. The Outreach Chair may not claim reimbursement for any Convention registrations or costs for hotel rooms when traveling.
At no time shall a member be reimbursed for traveling to the CSCYPAA Convention Planning Committee Meeting or any CSCYPAA events. If an individual is unable to attend due to financial concerns they are encouraged to discuss the matter privately with another committee member.
When approved by the CSCYPAA Convention Planning Committee, members shall be reimbursed using the Area 11 agreed upon mileage rate.

APPENDIX III – Code of Conduct

CSCYPAA Code of Conduct
The CSCYPAA committee is committed to creating an environment for members that is safe, supportive, and that promotes growth and success. No form of harassment or assault will be tolerated, and such incidents will result in immediate action and appropriate response from the Chair, Alternate Chair, and Advisors.
The following code of conduct outlines unacceptable behavior which mentions potentially triggering language. Please continue at your own discretion
Unacceptable behavior is defined as follows:
Completed or Attempted Physical Assault: Inflicting physical harm or unwanted physical contact upon a person or threat or attempt to commit such an action.
Examples include, but are not limited, to pushing, shoving, slapping, punching, or kicking. It may also include the use of weapons like knives, sticks, bottles, or bats.
Discrimination, Harassment, and Bullying: Any efforts to exclude, intimidate, coerce, threaten, or belittle an individual.
Discrimination: Any unjust or prejudicial treatment of a person or group of people based on characteristics including but not limited to race, gender, age, sexual orientation, religion, physical or mental disability, or nationality.
Harassment: Verbal, written, electronic, or other conduct that is so severe, persistent or pervasive that it unreasonably interferes with an individual’s participation in committee activities.
Bullying: Any unwanted, aggressive behavior that involves a real or perceived power imbalance. The behavior is repeated, or has the potential to be repeated, over time.
Examples include, but are not limited to, name-calling, taunting, spreading rumors, attempts to embarrass, criticizing an individual’s physical appearance, shouting or swearing at an individual, intentionally isolating a member, and criticizing an individual’s mental or intellectual traits.
Sexual Harassment: Any unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s membership in the committee, or
Submission to or rejection of such conduct by an individual is used as a basis for committee participation affecting such individual, or
Such conduct has the purpose or effect of unreasonably interfering with an individual’s committee participation or creating an intimidating, hostile, or offensive environment.
Hostile Environment Harassment
unwelcome conduct, determined by a reasonable person, to be so severe, or pervasive, and objectively offensive, that it effectively denies a person equal access to the committee and its meetings
Examples include, but are not limited to, engaging in sexually oriented conversations, repeated invitations to go on a date or engage in sexual activity, sexual comments, asking personal questions about one’s sexual life, and standing close or brushing up against a person.
Completed or Attempted Sexual Assault: Any sexual act directed against another person, without the consent of the individual, including instances in which the individual is incapable of giving consent.
Forcible Rape: Penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the consent of the Victim
Forcible Sodomy: Oral or anal sexual intercourse with another person, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the victim is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
Sexual Assault with an Object: The use of an object or instrument to penetrate, however slightly, the genital or anal opening of the body of another person, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the victim is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
Forcible Fondling: The touching of the private body parts of another person (buttocks, groin, breasts), for the purpose of sexual gratification, forcibly, and/or against that person’s will (non-consensually), or not forcibly or against the person’s will in instances in which the victim is incapable of giving consent because of age or because of temporary or permanent mental or physical incapacity.
Statutory Rape: Non-forcible sexual intercourse with a person who is under the statutory age of consent of 16
Additional examples: inappropriate touching, exposing oneself, sending unprovoked explicit photos, masturbating publicly
Drunk and Disruptive Behavior: Any conduct by an individual that involves alcohol and/or threatens the safety or sobriety of committee members, or creates a hostile environment.
Examples include, but are not limited to, attempting to sell or give substances to members, soliciting members to drink or engage in illegal or dangerous activities, actively drinking during CSCYPAA meetings or organized activities
Retaliation: It is prohibited for any member of the committee to take adverse action by intimidating, threatening, coercing, harassing, or discriminating against any individual for the purpose of interfering with a member’s right to report an incident to the Chair, Alternate Chair, and/or Advisors.

Resolution Process:
While A.A. members and groups can be caring and supportive to those affected, we are not professionals trained to handle such situations. Law enforcement or other professional help may be necessary. Members should contact the authorities if they feel that their safety is at risk.
When a report of harassment (items 2 and 3) is brought to the Chair, Alternate Chair, and/or Advisors, the member accused of the behavior will have a meeting with the CSCYPAA Chair, Alternate Chair, and Advisors and will be advised to cease the behavior and asked to take a 30-day break from all CSCYPAA Convention Planning Committee Meetings and organized activities. If any subsequent harassment is reported, the offending individual will be removed from the committee.
Members who attend CSCYPAA meetings or organized activities drunk (item 5) will have a meeting with the CSCYPAA Chair, Alternate Chair, and Advisors. Any individual that relapses forfeits their elected position on the committee (if applicable) but may remain a general member of the committee. The individual will be asked if they are in need of support with their sobriety. If the individual expresses no desire to stop drinking, they will be asked to leave the committee.
Members who solicit a committee member or members to drink; actively drink during CSCYPAA meetings or organized activities; or attempt to give alcohol to a member or members (item 5) will be immediately removed from the committee.
Any law-breaking conduct, including attempted or completed physical assault (item 1), attempted or completed sexual assault (item 4), and/or retaliation (item 6), will result in the offending individual being immediately removed from the committee.
Individuals who were removed from the committee due to unacceptable behavior will be unable to attend that year’s CSCYPAA Convention.

APPENDIX IV – Fiduciary Responsibilities Letter

“To Area 11 Officers, Area 11 Service Committee Chairpersons & Area 11 Event Committee
Chairpersons

Dear Trusted Servants of Area 11,
Thank you for being of service! This letter comes to you from the Area 11 Finance Committee. We look forward to serving with you during this service rotation.
We wanted to communicate about the role of the Area 11 Finance Committee as it relates to your service position. In our experience, past Area 11 trusted servants have had questions about their autonomy and how their committee relates to the Area 11 body. From a finance perspective, our Area 11 Officers, Service Committees, and Event Committees should be aware that the Area 11 General Service Committee is incorporated with the state of Connecticut as a non-profit, tax-exempt organization under IRS section 501(c)(3). What does this mean to your committee?
When it comes to financial matters and any contractual commitment, it is important to stay in close communication with the Area 11 Finance Committee
Per Area 11 guidelines, all expenses over $750 must be approved by the Area 11 Treasurer and a second member of the Finance Committee
If your committee is looking to enter a contract (radio advertising, hotel contract, lease agreement, or any other agreement), these must be executed by the Area Chairperson (areachair@ct-aa.org)
Additionally, Area 11 has a tax identification number and an insurance policy. Our 5 event committees use Area 11 bank accounts. For these reasons, as far as finances and contractual commitments are concerned, our officers, service committees and event committees do not function autonomously from Area 11. Together we essentially are Area 11.
Contract and expense guidelines aside, our committees have the authority and responsibility to
function within the scope of their committee as they like while using the guidance of our 12 Traditions and 12 Concepts. It is important to remember to keep the best interest of Area 11 and Alcoholics Anonymous in mind when doing so. Our Area 11 guidelines state one of your responsibilities is attending Area 11 Committee meetings and assemblies. We encourage our committees to use these gatherings to communicate and outreach. Experience shows that communication with Area 11 is a way to spark interest and consult the Area 11 committee to ensure that the best wishes of the entire Area are considered.
We look forward to connecting with you and our committees during this rotation. Please direct all
questions surrounding contracts to the Area Chairperson (areachair@ct-aa.org) and please direct all questions surrounding finances to the Area Treasurer (areatreasurer@ct-aa.org).
Thank you for your service!
Sincerely,
The Area 11 Finance Committee”

APPENDIX V – Voting Procedures

Convention Planning Committee Elections
The Convention Planning Committee Chairperson is nominated at the end of the previous year’s convention. The nominee then must attend the Area 11 Committee Meeting in December to be formally elected.
Elections for Convention Planning Committee Officers, excluding Chairperson, and Committee Chairs are elected through the Third Legacy Procedure outlined by the General Service Conference. CSCYPAA utilizes an adapted version of the Third Legacy Voting Procedure. Adaptations include:
A two-thirds majority is defined as two-thirds of voting members present at the time the vote is called.
A voting member is anyone holding a position in good standing or who has declared themselves a Member-at-Large.
Members-at-Large must attend two consecutive CSCYPAA meetings and declare their intent to serve as a Member-at-Large.
At the first meeting of the year, all committee members present shall have a vote, except for advisors and the Chairperson.
CSCYPAA’s Third Legacy Procedure
Eligible candidates interested in standing for the stated position identify themselves and share their service resume.
All voting members of the Convention Planning Committee cast ballots, one choice to a ballot. The tally for each candidate is shared.
The first candidate to receive two-thirds of the total vote is elected.
Withdrawals start after the second ballot. If any candidate has less than one-fifth of the total vote, their name is automatically withdrawn—except that the top two candidates must remain. (In case of ties for second place, the top candidate and all tied runners-up remain as candidates.)
After the third ballot, candidates with less than one-third of the total vote will be withdrawn automatically, except the two top candidates remain. (In case there are ties for second place, the top candidate and all tied runners-up remain as candidates.)
After the fourth ballot, if no candidate has two-thirds of the total vote, the candidate with the smallest total is automatically withdrawn, except that the top two candidates remain. In case there are ties for second place, the top candidate and all tied second-place candidates remain.
At this point, the chairperson asks for a motion, second, and a simple majority of hands on conducting a fifth and final ballot.
If this motion is defeated, balloting is over and the choice is made by lot—“going to the hat”—immediately.
If the motion carries, a fifth and final ballot is conducted.
If after the fifth ballot no election occurs, the chairperson announces that the choice will be made by lot (from the hat). At this point, the top two candidates remain. In case there are ties for first place, all tied first place candidates remain. In case there are no ties for first place, the top candidate and any tied second-place candidates remain.
Lots are then drawn by the teller, and the first one “out of the hat” is the trusted servant.

Business Item Voting Procedures
Generally speaking, CSCYPAA follows Robert’s Rules of Order while conducting business in order to reach an informed group conscience. The following procedure is used when considering an item for a vote:
Making a Motion
A motion is a proposal for the member to take action. The motion should be made in a positive statement (“Move to…” vs. “Move not to…”)
Any CSCYPAA Planning Committee Member may make a motion
Seconding the Motion
The motion must be seconded (“I second”). This means that the motion is supported.
Debate will begin after the Chairperson restates the motion (“The motion is to…”)
General Rules of Debate
All comments are directed to the Chairperson
The mover (the person who initially proposed the motion) is the first to speak
People who wish to speak will raise their hands
Each person may speak for 2-3 minutes
No one may speak for a second time on a topic until all who wish to have spoken for the first time
Calling the Question (Requesting a Vote)
Calling the question brings debate to a halt while members decide whether to proceed directly to a vote (the question) or go on with the debate. The chair may ask the members if they are ready for the question and end debate. Alternatively, a motion to call the question may be made.
A motion then needs to be made to proceed with voting (e.g. “I move to vote on…”)
The motion (to vote) must be seconded and is not debatable
Requires 2/3 of members to vote in favor to proceed
Voting
Voting can be either show of hand or written ballot. Only committee members are eligible to vote.
Majority is determined by number of members present for the vote
Substantial unanimity must be achieved, 2/3 of participating members, in order to pass
Participating members must choose between “Yes”, “No” and “Abstain”
Abstentions are considered “neutral” and are not included in the number of votes cast
Minority Opinion
After voting, one member from the minority side will be given an opportunity to speak to their position. The chairperson will then ask if a member wishes to change their vote.
The motion is no longer on the floor for debate
If a member wishes to change their vote, the motion gets called back for a vote by all members
Amendments to Motion
Based on debate, motions may be amended.
Amendments to motions will be considered and do not need to be approved by the mover
The members must vote to accept the amendment prior to continuation of debate
Debate resumes on amended motion (if approved) or original motion if amendment is rejected
Tabling a Motion
Tabling a motion postpones discussion to a later time
Reconsideration
A motion to reconsider a vote may be made only by a member who voted with the prevailing side, but it can be seconded by anyone.
If the majority votes to reconsider, full debate – pro and con – is resumed.

List of Suggested Items for a Vote
Overall budget.
Any purchase over $50 not already approved in the overall budget.
CSCYPAA-hosted events: vote required for location, activity, and timing.
Vendors
Committee members responsible for procuring a vendor must bring three adequate bids to the committee for a vote. Vendors include, but are not limited to:
DJ
T-shirts
Banner
Any other vendor requiring a contract.
Printing and Signage of Program
Main speakers for Friday and Saturday nights.
Main speakers are chosen from names submitted by the committee members (tapes, speaker commitments, etc…). It is suggested that speakers shall have gotten sober prior to the age of 35 and have at least 5 years of continuous sobriety.
Theme of the convention, including:
Theme itself
Logo
Colors and stylization
Speaker Gifts
The Hospitality Chair is responsible for proposing a suggested speaker gift to the committee for a vote. Examples of speaker gifts include but are not limited to: flowers, coffee, AA literature, etc.
Version 1 of the Program:
Rationale: The program should reflect the group conscience. It is suggested that the by-laws include language requiring committee approval for “Version 1” of the program while granting the Program Chair the right of decision for last-minute adjustments due to panelist availability, hotel constraints, or similar issues.

Amendments to By-Laws:
Amendments to By-Laws must be voted on by following the Business Item Voting Procedures. It is suggested that amendments to the By-Laws be suggested to the committee during a formal Convention Planning Committee Meeting, followed by a period of discussion, then voted on during the next Convention Planning Committee Meeting.