NJYPAA BID FOR EACYPAA
ELECTIONS
NJYPAA is a bid committee aimed at bringing the Eastern Area Convention of Young People in AA to NJ. While continually hosting and participating in events to show the newcomer there is a solution and that you can have fun in sobriety!
Positions Available to Stand For
Chair
Suggested minimum length of sobriety: 3 years. Responsible for the overall functioning of the Committee. Must be able to dedicate a large amount of personal time to the commitment. Should have a solid understanding of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Should have service experience in a leadership role. Holds all elected committee members accountable for the duties of their position and ensures that all tasks are accomplished. In the event the committee votes to relieve a member of their elected position, it is the Chair’s responsibility to inform them of the committee’s decision. Should be well informed of activities of each service position chair and any sub-committee that is formed. Creates the agenda for general committee meetings as well as steering meetings. Opens general committee meetings and conducts the meeting in an orderly manner and consistent with our bylaws, by recognizing members entitled to the floor, limiting discussion to one person at a time, keeping the meeting focused on the topic at hand, calling the question on all motions properly made and seconded, and announcing the results of all votes. Informs group of upcoming meetings and changes. Acts as a liaison, with Secretary, between the committee and the Board of Directors and/or Advisory Council. Acts as one of the two Committee signers on the bank account. Holds one of two keys to the committee’s P.O. Box. Is an owner/moderator of the group’s electronic message board. Responsible for mentoring and developing the role of the Co-Chair. Responsible for submitting the final financial statements, registration records, hotel records, and all final reports to the Board of Directors and/or Advisory Council within sixty days of the close of the convention.
Co - Chair
Suggested minimum length of sobriety: 3 years. Assists Chair with the overall functioning of the Committee as well as provide support when needed. Should have a working knowledge of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Assists Chair with ensuring that all tasks are accomplished. Should have service experience in a leadership role. When Chair is not present, facilitates the steering and general committee meeting and accepts full responsibilities of the Chair. In the event the committee votes to relieve the committee Chair of their elected position, it is the Co-Chair’s responsibility to inform him or her of the committee’s decision. If the Chair’s position is vacated for any reason, the Co-Chair will immediately rotate into the position of Chair for the duration of the term.
Secretary
Suggested minimum length of sobriety: 1 year. Should have service experience in a leadership role. Should assist Chair with ensuring all tasks are being completed on schedule. Will collect elected positions and subcommittee reports and prepare the agenda for the Committee business meetings. Keeps accurate minutes of all committee meetings, including exact wording for all motions, as well as points of discussion. Answers all correspondence whether written or electronic promptly and in the spirit of the committee; making the Chair, Co-Chair, and Treasurer aware of any pressing correspondence immediately. Will check the committee P.O Box on a regular basis as well as prior to the business meetings. Responsible for emailing approved minutes to the committee and the Board of Directors and/or Advisory Council Secretary. Responsible for acquiring minutes and reports from all sub-committee meetings to keep on file. At each committee meeting, reads the previous meeting’s minutes. Keeps attendance at each meeting (and informs Chair of absences, contingent on the attendance policy). Maintains a current contact list of all committee members and positions held. Responsible for furnishing information from previous minutes upon request. Will assist in cross-committee communication and cooperation. Maintains the Committee Bylaws and makes amends when properly voted upon. Will oversee and maintain Committee’s cloud storage or equivalent. Responsible for mentoring and developing the position of the Alternate Secretary. Runs the Committee meeting in the absence of the Chair and Co-Chair.
Treasurer
Suggested minimum length of sobriety: 3 years. Should have service experience in a leadership role. Should have a working knowledge of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Should have experience managing large budgets. Responsible for administration of all monies and financial records of the Committee. Keeps an up-to-date financial report, closely tracking income and expenses. Ensures that all bills are paid on time and reconciles bank accounts monthly. Conveys monthly financial reports to the Advisory Chair and Secretary, as well as upon request. Shall have bank records, financial records, checkbook, and cashbox at every Committee Meeting. Shall assist and advise all subcommittees and officers when a budget needs to be created. Acts as one of four Registered Agents on the bank account. Shall be responsible for all merchant, vendor, or financial accounts needed for the Committee. Responsible for mentoring and developing the role of the Alternate Treasurer. In the event that this committee is hosting a regional convention; 1) Will produce a proposed budget to the Board of Directors and/or Advisory Council six months prior to the convention. 2) Will produce final financial statements and reports to the Board of Directors and/or Advisory Council Treasurer no later than 90 days after the convention. 3) Will work to obtain any tax exemption status, state or federal, as needed.
Hotel Chair
Suggested minimum length of sobriety: 2 years. Should have service experience in a leadership role. Should have experience managing contracts and vendors. Responsible for working with the Board of Directors and/or Advisory Council in negotiating Hotel contracts and making amendments as necessary. Is the point of contact and representative of the Committee with Hotel prior to, during, and following the convention in all dealings and conflicts. Develops a budget for Hotel related costs with the assistance of the Treasurer. Coordinates with subcommittees and members to fulfill the Hotel specific needs for the convention. Reports monthly to the Committee the room block status, rooms booked, and other related Hotel items. Will report to the Chair at the closing of the convention. Responsible for developing the role of Hotel Co-Chair.
Outreach
Suggested minimum length of sobriety: 2 years. Should have service experience in a leadership role. Will serve as the Chair of the Outreach Subcommittee overseeing and facilitating the function of the Outreach Subcommittee. Responsible for developing and implementing an outreach plan for the state of New Jersey, and surrounding areas, adhering to current A.A. guidelines regarding anonymity. Responsible for outreaching for all committee functions. Should maintain a good reputation and act as a representative of this committee both in conduct at AA gatherings and online. Responsible for mentoring and developing the role of Outreach Co-Chair
Programs Chair
Suggested minimum length of sobriety: 2 years. Should have service experience in a leadership role and experience attending YPAA conventions and conferences. Responsible for developing the final program for the convention. Vets all potential speakers at the convention for the main meetings, panels and workshops for the convention. Presents selections to the Committee for approval. If vacancy needs to be filled for panels or meetings, may select speaker under the guidance of the Third Concept. Oversees the transportation and accommodations of all traveling speakers to convention site. Coordinates the pre-convention event at the convention. Cooperates with the Hotel, Outreach and Graphics Chair for the publication of the convention program which is submitted to Advisory Council for approval.
Registration Chair
Suggested minimum length of sobriety: 1 year. Should have experience managing large projects with an aptitude to adhering to deadlines. Responsible for the oversight of Registration functions prior to, during, and after the convention. Develop and maintain a database tracking registrations with registrant information and associated payments. Immediately deposits monies collected to the Treasurer for review. Corresponds with all registrants confirming their registration to the convention. Cooperates with Outreach Chair and Web Chair to ensure those positions and committees have needed registration information. Reports registration numbers to the Committee on a monthly basis. Oversees the staffing and performance of the Registration table at the convention including but not limited to the handling of the money, registrants receiving all items needed in their registration bag or equivalent, and addressing any issue which may arise associated with Registration. Reports to the Program Chair important statistics for the Roll Call at the convention. Will report necessary information to the Chair at the close of the convention for the Committee’s final report to advisory.
Al-Anon/Ala-Teen Chair
Suggested minimum length of sobriety: 6 months. Responsible for coordinating Al-Anon and Ala-Teen participation at the convention. Will assist Program Chair in developing activities and meetings targeted to those participants.
Alternate Secretary
Suggested minimum length of sobriety: 1 year. Welcomes new members to the committee and helps familiarize them with the committee structure and procedures. Guides new members to other available service opportunities on the committee. Carries out duties delegated by the Secretary. In the absence of the Secretary, accepts full responsibilities of the Secretary. If the Secretary’s position is vacated for any reason, the Alternate Secretary will immediately rotate into the position of the Secretary for the duration of the term.
Alternate Treasurer
Suggested minimum length of sobriety: 3 years. Should have experience managing large budgets and committee service experience. Confirms the accuracy of all Treasurers’ reports. Carries out the duties assigned by the Treasurer and assists in maintaining true financial records. In absence of the Treasurer, accepts responsibilities of the Treasurer. If the Treasurer’s position is vacated for any reason, the Alternate Treasurer will immediately rotate into the position of Treasurer for the duration of the term.
Archivist
Suggested minimum length of sobriety: 6 months. Responsible for collecting flyers, documents, merchandise, audio/video files, publications, and any other items that will help preserve the committee’s history. Responsible for providing Board of Directors and/or Advisory Council Archivist with collection for convention archives.
Area 44 Bookers Chair
Suggested minimum length of sobriety: 1 year. Responsible for attending the quarterly Bookers Bonanza to obtain speaking commitments for the committee. Works with the Service Liaison Chair to coordinate commitments. Responsible for overseeing the fulfillment of the commitments.
Audio/Visual Liaison to Site
Suggested minimum length of sobriety: 1 year. Responsible for all Audio and Visual equipment needs for the convention and Committee events. Works with the Hotel Chair to ensure the Committee has proper equipment for all meetings panels, and events at the convention. Responsible for set up and preparation of all such Audio and Visual needs as well as breakdown and return of all equipment. May recruit a team to ensure the proper set up and maintenance of any equipment problems at the convention.
Bid Package Chair1
Suggested minimum length of sobriety: 1 year. Works with Secretary,
Cape Atlantic Service Liaison
Suggested minimum length of sobriety: 1 year. Should have a working knowledge of the 12 Traditions and 12 Concepts. Responsible for the Committee’s efforts to be involved with service opportunities within the A.A. General Service structure by communicating within the Area, Districts, and Cape Atlantic Intergroup within Area 45. Is responsible for attending Area 45 meeting. Is in charge of delegating the attendance of the Committee to Area, District, and Intergroup meetings as necessary, and reports back to the Service Liaison Subcommittee.
Digital Outreach Chair
Suggested minimum length of sobriety: 6 months. Responsible for publishing all Committee events and outreach on social media. Guards the online and social media presence of the Committee to keep these platforms free of any prejudice and controversy which may injure any committee or committee member. Should police our digital presence and act, if needed, as a representative of the Committee.
Entertainment Chair
Suggested minimum length of sobriety: 6 months. Responsible for planning, coordinating, and delivering entertainment at the convention such as dances, comedy shows, open mics, etc. Work with Audio/Visual Chair and Events Chair to secure DJs and any other needed personnel or equipment.
Events Chair
Suggested minimum length of sobriety: 2 years. Responsible for hosting events that promote awareness of NJYPAA, unity, and recovery. Coordinates event budgets with the Treasurer. Develops ideas for events and arranges/oversees all aspects of such events, including but not limited to: place, date, time, speakers, costs, refreshments, music, etc. Works closely with Outreach and Graphics Chairs to produce outreach materials for all scheduled events. Recruits volunteers to help organize and run all events. Should have a working knowledge of A.A.’s 12 Tradition to ensure all events are in accordance with those traditions. Is responsible for mentoring and developing the role of the Events Co-Chair.
Events Co-Chair
Suggested minimum length of sobriety: 1 year. Recruits volunteers to help organize and run all events. Carries out duties dictated by the Events Chair. In the absence of Events Chair, accepts full responsibilities of the Events Chair. If the Events Chair’s position is vacated for any reason, the Events Co-Chair will immediately rotate into the position of the Events Chair for the duration of the term.
External Outreach Chair
Suggested minimum length of sobriety: 1 year. Responsible for coordinating Committee outreach at meeting and events taking place outside of the state of New Jersey. Corresponds and coordinates outreach efforts with AA entities at the National, Regional, State, and City levels. Assists the Outreach Chair in duties as appointed. If the Outreach Chair position is vacated for any reason, the External Outreach Chair will immediately rotate into the position of the Outreach Chair for the duration of the term.
Graphics Chair
Suggested minimum length of sobriety: 6 months. Has access to a computer with appropriate digital technologies (Adobe Photoshop and Adobe InDesign or equivalent) and should have experience with these technologies. Designs and produces all appropriate material requiring graphics (which may include flyers, banners, tickets, t-shirts, newsletters, etc.). This is a time-intensive position; the Graphics Chair should be comfortable adhering to deadlines. Works closely with the Events, Merchandise, Program and Outreach Chairs to support their graphic needs. Works with the Web Chair to post fliers of upcoming events to the website.
Hospitality Chair
Suggested minimum length of sobriety: 6 months. Responsible for organizing, staffing and developing a budget and plan, for the hospitality suite at the convention. Will assist Events Chair as needed in accommodating food and beverage for Committee events. Oversee and arranges transportation of speakers to convention site. Point of contact for attendees regarding transportation or parking inquiries.
Hotel Co-Chair
Suggested minimum length of sobriety: 1 year. Acquires knowledge of how to carry out the duties of the Hotel Chair. Carries out duties delegated by the Hotel Chair. In the absence of the Hotel Chair, accepts duties of the Hotel Chair. If the Hotel Chair’s position is vacated for any reason, the Hotel Co-Chair will immediately rotate into the position of Hotel Chair for the duration of the term.
Inclusivity Chair
Suggested minimum length of sobriety: 3 months. Responsible for developing a plan to include AA members who identify as belonging to commonly regarded to as minority populations within the AA community such as LGBTQ, foreign language speaking, and other ‘under-represented’ populations. Works with Program Chair to host meetings and panels at the convention serving said groups. Works with Outreach Chair to reach those communities.
In-Reach Chair
Suggested minimum length of sobriety: 6 months. Responsible for coordinating Committee outreach at meeting and events taking place inside of the state of New Jersey. Corresponds and coordinates outreach efforts with AA entities at the Area 44 and Area 45, District, Intergroup, and Homegroup levels.
Literature/Grapevine Chair
Suggested minimum length of sobriety: 6 months. Obtains literature from GSO and The A.A. Grapevine Office when necessary. Responsible for the literature at our events and at the convention. Ensures that literature and Grapevine materials (or subscriptions) are available for purchase or distribution at committee events, as the committee deems appropriate. Encourages participation and submissions to Grapevine. Also responsible for the monthly Committee newsletter.
Litty Committee Chair
Suggested minimum length of sobriety: 6 Months. Responsible for enthusiasm and vivacity at tables during other YPAA conventions and events. Coordinates with Events Chair, Outreach Chair, and Registration Chair to support those endeavors. Duties may include, but are not limited to, breakout dance parties, rap battles, singalongs, and chanting. Subcommittee should maintain and practice the spirit of the 11th Tradition, in which they attract rather than promote.
Merchandise Chair
Suggested minimum length of sobriety: 1 year. Working closely with Graphics Chair, creates lines of merchandise to be sold by the committee at events and online. Works with Treasurer to formulate the budget for merchandise as well as researching and obtaining quotes when necessary. Delivers all monies and invoices to the Treasurer with proper documentation when necessary. Keeps accurate record of and maintains committee inventory. Is responsible for overseeing the transportation and sale of merchandise at events, other conventions, and at NJYPAA. Responsible for designing memorabilia for registration packets.
North Jersey Service Liaison
Suggested minimum length of sobriety: 1 year. Should have a working knowledge of the 12 Traditions and 12 Concepts. Responsible for the Committee’s efforts to be involved with service opportunities within the A.A. General Service structure by communicating with Areas, Districts, and North Jersey Intergroup within Area 44. Is responsible for attending Area 44 ACM. Is in charge of delegating the attendance of the Committee to Area, District, and Intergroup meetings as necessary. Will serve as the chair of the Service Liaison Subcommittee.
Prayer/Unity Chair
Suggested minimum length of sobriety: 6 months. Highly suggested that the person has worked all 12 Steps. Responsible for reminding the committee of the spiritual aspect of our service work. Responsible for opening and closing meetings with a prayer or appropriate reading. Calls for a prayer during heated debate, ever reminding us of our primary purpose. Should plan regular unit events or activities to promote and support the unity of the Committee. Will support any committee or member who needs assistance.
Program Co-Chair
Suggested minimum length of sobriety: 1 year. Acquires knowledge of how to carry out the duties of the Program Chair. Carries out duties delegated by the Program
Registration Co-Chair
Suggested minimum length of sobriety: 1 year. Acquires knowledge of how to carry out the duties of the Registration Chair. Carries out duties delegated by the Registration Chair. In the absence of the Registration Chair, accepts duties of the Registration Chair. If the Registration Chair position is vacated for any reason, the Registration Co-Chair will immediately rotate into the position of the Registration Chair for the duration of the term.
Security Chair
Suggested minimum length of sobriety: 6 months. Responsible for the safety and security of all attendees at the convention. Will enforce site policies on smoking or vaping at the convention. Will form a security team, who will be properly outfitted, to ensure the duties of their post.
Service Liaison Chair
Suggested minimum length of sobriety: 1 year. Should have a working knowledge of the 12 Traditions and 12 Concepts. Responsible for the Committee’s efforts to be full service opportunities within the A.A. General Service structure by communicating with Areas, Districts, and Intergroups in the State of New Jersey. Is in charge of delegating the attendance of the Host Committee to Area, District, and Intergroup meetings as necessary.
Service Liaison Co-Chair
Suggested minimum length of sobriety: 1 year. Acquires knowledge of how to carry out the duties of the Service Liaison Chair. Carries out duties delegated by the Service Liaison Chair. In the absence of the Service Liaison Chair, accepts duties of the Service Liaison Chair. If the Service Liaison Chair position is vacated for any reason, the Service Liaison Co-Chair will immediately rotate into the position of the Service Liaison Chair for the duration of the term.
South & Central Jersey Service Liaison
Suggested minimum length of sobriety: 1 year. Should have a working knowledge of the 12 Traditions and 12 Concepts. Responsible for the Committee’s efforts to be involved with service opportunities within the A.A. General Service structure by communicating within the Area, Districts, and South & Central Jersey Intergroup within Area 45. Is in charge of delegating the attendance of the Committee to Area, District, and Intergroup meetings as necessary, and reports back to the Service Liaison Subcommittee.
Special Needs/Accessibility Liaison
Suggested minimum length of sobriety: 6 months. Communicate with, outreach to, and accommodate the Special Needs community. Responsible for obtaining ASL and foreign language interpreters for the convention. Will accommodate those with physical limitations at events and the convention.
Treatment Chair
Suggested minimum length of sobriety: 6 months. Acts as the liaison between the Committee and Sober Living/Treatment facilities. Responsible for commitments accepted by the Committee in relation to such facilities. Should encourage involvement and participation by members of such facilities with the Committee.
Volunteer Chair
Suggested minimum length of sobriety: 3 months. Recruits and maintains a list of volunteers for the convention to assist with any set-up or execution of duties on site.
Web Chair
Suggested minimum length of sobriety: 6 months. Should have prior experience with website design and implementation. Responsible for maintaining up-to-date website content, including but not limited to, all outreach and events materials, in adherence with A.A. Traditions. Works together with the Events, Graphics, and Outreach Chairs to make sure all outreach/events materials are posted and removed from the website in a timely matter. Works together with Secretary to make sure minutes of all committee meetings are posted within one week of approval. Maintains the email system and promptly updates whenever there is a change in the committee roster. Monitors incoming committee email correspondence through the website and forwards all incoming correspondence to the committee or relevant members. Responsible for mentoring and developing the role of Web Co-Chair.
Web Co-Chair
Suggested minimum length of sobriety: 6 months. Should have prior experience with website design and implementation. Carries out duties delegated by the Web Chair. In the absence of the Web Chair, accepts duties of the Web Chair. In the event the committee votes to relieve the Web Chair of their elected position, or if the Web Chair’s position is vacated for any reason, the Web Co-Chair will immediately rotate into the position of Web Chair for the duration of the term.
Members At Large
Must have desire to stop drinking. Must attend one business meeting before having the right to vote. Members at Large are not elected; they are recognized after stating their desire to be a Member at Large and having furnished their name to the Secretary.
Info for the Event
Sunday June 23, 2024
2:00PM
The Shoralan Club in Belmar
1001 Ocean Ave, Belmar, NJ