We, the members of the Advisory Council of the North Carolina Conference of Young People in Alcoholics Anonymous (N.C.C.Y.P.A.A.), set forth this day to establish and preserve, through the following principles, the experience of our predecessors. The North Carolina Conference of Young People in Alcoholics Anonymous was founded for the intent purpose of furthering the principles of Alcoholics Anonymous among young people in North Carolina. We find it necessary to establish a permanent committee (Advisory Council) for the preservation of experience and materials, lest it be lost. Being cognizant that not all young people find our Conference or meetings necessary, we do not propose to be a universal answer or a governing body for young people. We believe it beneficial to share our experience with all who request our help, for it is through our sharing that we have learned to function within the framework of the AA Traditions.

The N.C.C.Y.P.A.A. Advisory Council is formed for serving young people and helping them find their place in the AA community service structure through its annual conference. The Council is the custodian of the conference experience by offering to anyone who requests it, information regarding young people and young people's groups as pertaining to recovery in the AA program. It shall make its knowledge and experience available on a regular basis for use throughout AA

Each Host Committee shall select three (3) people to serve on the Advisory Council. They shall also select three (3) alternates to replace members from their host city that may resign. These alternates shall be selected and provided to the Council in sequential order. (i.e. alternate #1, alternate #2, etc.) Those being selected must have served on the Host Committee continuously for six (6) months prior to the actual Conference of which they served. We suggest they be sober at least one (1) year. Those selected shall serve as token members on the Council for their Conference and voting members through five (5) additional Conferences.

Should the Council not have full membership, previous Advisory Council Members, starting with the last to rotate off, may be called back within ten (10) years after their term lapses to serve regardless of age until full membership (15 members) is once again maintained. Council members shall not have reached their fortieth (40th) birthday upon election, but shall serve until their term expires, regardless of age. Failure to attend two (2) Conferences within a term, two (2) Advisory Council meetings within a Conference year (which a conference is counted as a meeting), and/or the breaking of sobriety shall be considered as voluntary resignation. Membership shall not exceed more than three (3) members from any conference year.

-The Council shall elect from its membership an Operating Committee consisting of, but not limited to Chairperson, Co-Chairperson, Treasurer, Secretary, Public Information Chairperson, Outreach Chairperson, and Special Events Chairperson. They shall act as and be of service by direction of the Council and shall not take actions individually or collectively without the consent of the Council majority. Operating Committee members must be Council members. They must serve on the Council for six (6) months before being elected to the Operating Committee. Upon election, they shall serve for two (2) years. The Advisory Council will elect new Operating Committee members prior to the end of current conferences.
-Council members may be elected to the operating committee in their last year on Council, which would extend their term on the 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 the Council has expired.
-If for any reason an operating committee position is vacated and filled mid-term, the newly elected council member will only fill this position for the duration of the original two year term. The council member may be re-elected into the position. The Council shall use the election guidelines found in the AA Service Manual.

-Arrange for and announce the agenda for all Council Meetings prior to meetings
-Open Council Meetings and maintain meetings in reasonable order
-Recognize members entitled to the floor
-State and put to vote all motions properly made and seconded
-Announce the results of all votes
-Affix his/her signature to all Council actions
-Maintain regular correspondence with all Advisory Council members to insure that all Advisory Council tasks are being attended to and stand ready to assist in any tasks where assistance is requested or required
-Keep the co-chairperson abreast of all Advisory Council activities
-Act as advisor to the chair of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Arrange for and announce the agenda for all Operating Committee meetings prior to meetings.
-Open Operating Committee meetings and maintain meeting in reasonable order
-In the absence of the Chairperson, shall accept the full duties of the Chairperson
-Carry out the various duties assigned by the Council
-Be the keeper of the Archives maintaining experience packets in digital and hardcopies as well as records of each host committee’s hotel contracts and order of alternates
-Act as advisor to the co-chair of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Insure all rents are paid on the Post Office Box
-Insure that any fees associated with the website are paid
-Keep accurate records of all Council financial transactions
-Have in possession all bank statements and checkbooks at all meetings in order to be prepared to make deposits and disbursements during meetings
-Maintain all accounts subject to inspection at any time
-Be one of the two (2) signatures on all checks
-Must have minimum of two (2) out of the four (4) signatures on all checks, after receiving two-thirds vote of approval from Advisory Council Members
-Chairperson, Co-Chairperson, Treasurer, and Secretary must all be signators on the bank account
-At all formal advisory council meetings, regardless of attendance, submit a comprehensive financial report detailing all transactions from the previous 12 months to bank statements
-Make bank statements available to all advisory council members on a monthly basis
-Shall disperse money beyond the prudent reserve to the AA service structure in accordance with the guidelines set down in the pamphlet, “The AA Group” at the first council meeting after the conference
-Act as advisor to the treasurer of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Maintain current contact information for all council members including physical address, email address, and phone number
-Act as custodian of all Council materials with exception of archives and financial transactions
-Keep minutes of all Council Meetings
-Furnish information from our records to anyone who requests it with the exception of the minutes pertaining to the awarding of conference
-Answer all correspondence promptly and to the will of the majority of the Council Members
-Furnish copies of correspondence to all Council Members on all matters affecting the Council or young people in AA within two (2) weeks of council meetings
-Furnish copies of service positions to winning bid committee at conference
-Must maintain current mailing list (database and hard copies) including but not limited to treatment centers, halfway houses, intergroups, and individuals
-Receive and respond to website emails within a timely manner
-Make sure NCCYPAA information packet is up-to-date and available to all council members -Send out bid invitations via the mailing and intergroup lists (from outreach to secretary)
-Send out annual campout and conference flyer to mailing list
-Act as advisor to the secretary of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Outreach in general throughout North Carolina with the assistance of Council Members, organizing trips to at least 4 other cities in North Carolina that are not represented by current council members
-Inform all area district intergroups of upcoming events and the Conference
-Make arrangements for having tables at AA events in North Carolina as voted on by council members and organize other council members to assist in outreach at the event
-Act as advisor to the outreach chair of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Will oversee special events committee composed of the three council members that rolled on from the previous conference
-Coordinate special events with Advisory Council and Host Committee
-In financial emergencies of Advisory Council, will coordinate efforts to raise funds with the Treasurer's assistance
-Coordinate with host committee for needed special events
-Serve as special event liaison to Host/Bid Committee(s)
-Have knowledge of all special events and their conformity to AA Traditions
-Act as advisor to the special events chair of the annual host committee and ensure that all host committee and advisory committee obligations are being met

-Contact G.S.O. and speak with staff person that handles new committees. CPC, PI, CFC
-Make and maintain personal contact with the Area committee chairpersons for CPC, PI, CFC. Send them email updates on NCCYPAA events, and general progress, including flyers for distribution. Email or phone contact should be made once a month at minimum
-Attend General Service Conferences. Report back to AC on these conferences
-Attend local CPC, PI, CFC committee meetings once a month. Report back to AC on these meetings
-Be a liaison between the community of sober young people across the state and general service structure. Maintain contact with representatives of NCCYPAA and other young peoples groups so that members of these groups may be called on for service opportunities in the general service structure
-Create and maintain an online database of contacts. Categorize these contacts in a way that is easily understood by a third party
-Inform the Advisory Council of events, meetings, progress, and issues raised occurring in CPC, PI, CFC
-Setup contact with Grapevine to place announcements pertaining to NCCYPAA

-Responsible for all issues relating to website i.e.-building, maintaining, traditions, content

-The Council shall maintain a Post Office Box for all correspondence
-All Council financial transactions shall be made through its bank accounts
-No member of the Council shall incur expenses, outside of the job description, in the Council name without first receiving two-thirds (2/3) majority approval of the Council
-The Council shall be foremost aware of the welfare of AA as a whole. The Twelve Traditions of AA must be adhered to strictly
-The Council shall act as a body and no individual shall make decisions independent of the two-thirds (2/3) majority opinion
-The Post Office Box, 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
-All materials of the Council shall be deemed property of the Council and passed on to our successors
-In the event of financial difficulties, the Advisory Council, in cooperation with the Host Committee, reserves the right to hold special events in order to assist the Conference
-Meetings of the Advisory Council are to be scheduled in advance
-The secretary shall annually issue to all major area central offices, young people's groups, and others who request it, an invitation to bid for the Conference site. Included in this invitation to bid should be the requirements as listed: a brief description of the Conference background, the facts as to how, when and where bids are accepted, along with the current Conference flier
-Council Members should encourage Conference participation throughout the year to preserve our continuity. The Council will be the ultimate authority in choosing the Conference site and will hear bids at its annual Conference Bid Session
-The Advisory Council shall endeavor to read materials to be revised prior to council meetings with revisions
-The Council will only sell NCCYPAA novelty items at NCCYPAA sponsored events

The Chairperson shall call for and arrange meeting place and agenda for all Council Meetings. A quorum shall consist of two-thirds (2/3) of all Council Members. Motions, resolutions, and Conference site approval shall require a simple two-thirds (2/3)-majority vote of the quorum. All Council Members have one (1) vote and will vote on all matters. Absentee voting is not permitted. A two-thirds (2/3) vote by the quorum is necessary to change the BY-LAWS or rescind Operating Procedures. The Advisory Council will conduct a yearly group inventory. Council meetings shall be limited to current council members as well as alternates.

The Council, at its meetings, shall have the sole authority in choosing the Conference sites. Formal, walk-in, and token bids will be heard Saturday morning at the Conference. In the event that no city presents a bid, or the host committee foresees the failure of the Conference, an emergency meeting of the Council Members 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 Conference or determine if the Conference should be suspended, and determine the subsequent fate of the Council and its functions.

* A Formal bid meets the bid requirement with subtitles 1 through 7 being strongly suggested.
* A Walk-in bid is a spontaneous bid with little or no previous preparation.
* A Token bid is a practice presentation for feedback and guidance to better enable the bidder with insights for preparing future bids.

Any of the above will be considered for hosting the next Conference.

The Council shall endeavor to maintain a prudent reserve for Conference support when necessary. It should disperse five hundred dollars ($500) within sixty (60) days to the chosen Host Committee. It is so designated that four thousand dollars ($4,000) maintained as reserve. An annual balance of five hundred dollars ($500) shall be for Operating Committee expenses. The Conference and reserve funds are arbitrary figures based on current economic conditions. After the reserve amount is met, the Advisory Council has the full authority to contribute the non-reserve funds where the need is greatest within the community of the Conference or AA as a whole. After the annual campout, the advisory council shall donate to the Host Committee any proceeds from the event that exceed the prudent reserve plus the budget of half a year’s operating expenses.

Remembering the seventh tradition, it is suggested to keep the Al-Anon Registration money separate from the AA money to provide ease when donating the funds back to the Al-Anon community after expenses

These by-laws shall serve as guidelines and can be changed with a 2/3 vote by the Advisory Council. Much of the wording in these documents have been built on the experience of other council YPAA by-laws