COMMITTEE CHAIRPERSON
Suggested minimum
length of sobriety: 2 years
Must have served on the committee for at least one year before being elected. Dedicates a large amount of personal time to the commitment. Shall have a solid understanding of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Shall 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 him or her of the committee’s decision. Should keep well informed of what is happening on each sub-committee and assist as needed with the help of their Committee Co-Chair. Shall announce the agenda for all committee meetings. Shall open committee 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 committee actions. Be one of three signatures on all bank accounts. Is responsible for monitoring the committee email address. The Committee Chairperson does not get a vote on committee matters. Shall have logins and passwords for all associated BUCKYPAA accounts (gmail, venmo, online banking, paypal, wix, slack)
COMMITTEE
CO-CHAIRPERSON
Suggested minimum
length of sobriety: 1 year
Must have served on the committee for at least one year before being elected. Assists and supports the Chair with the overall functioning of the committee. 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. Acquires knowledge of how to carry out the duties of the Chair. In the absence of the Chairperson, shall accept the full duties of the Chairperson. Shall arrange for all committee meetings. Shall carry out the various duties assigned by the Chair. Shall act as the Bid Committee liaison to all current bid committees for PENNSCYPAA. Shall answer any questions posed by the bid committees or refer said questions to the appropriate committee members​. In the event there is no committee member holding the By-Law chair the Co-chair is responsible for reminding the committee of our and/or updated by-laws as needed.
TREASURER
Suggested minimum
length of sobriety: 2 years
Must have a permanent home address. Must have access to a computer and Microsoft Excel. Shall have experience managing budgets and committee service experience. Must have the appropriate documentation to establish a checking account at a local bank. Ensures that rents and bills/accounts are paid on time, and reconciles bank accounts monthly. Keeps books, makes deposits, and withdraws as needed. Keep accurate financial records of all committee transactions. Give’s financial reports at committee meetings. Submits a financial statement annually. Have in his/her possession at committee meetings: all bank statements, deposits, and checkbooks, in order to be prepared to make deposits and disbursements. Maintains all accounts (Zoom monthly fee, Slack currently free) to be subjected to inspections at any time. Be one of the three signatures on all bank accounts. Will have the login and password credentials to access the BUCKYPAA paypal. Shall signup with the Venmo with the above referenced bank account attached. In the event Venmo cannot be utilized by the treasurer the Chair person will be responsible for setting this up.
CO-TREASURER
Suggested minimum
length of sobriety: 1 year
Must have a job, personal bank account, and permanent home address. Shall have experience managing large budgets and committee service experience. Acts as one of 3 signers in proxy of the treasurer or if he or she assumes the vacated position on the committee’s bank account. Confirms the accuracy of all Treasurer’s reports. Acquires knowledge of how to carry out the duties of the Treasurer. Carries out the various duties assigned by the Treasurer and assists in maintaining financial records. In absence of the Treasurer, accepts full responsibilities of the Treasurer. If the Treasurer’s position is vacated for any reason, the Co-Treasurer will immediately rotate into the position of Treasurer for the duration of the term.
SECRETARY
Suggested minimum
length of sobriety: 1 year
Act as a custodian of all committee materials such as updating and keeping current the committee roster. Keeps accurate minutes of all committee meetings, including exact wording for all motions, as well as major points of discussion. Responsible for submitting minutes for review to the committee within 72 hours of the close of business meetings. Furnish information from our minutes/committee decisions to anyone who requests it.
ASSISTANT
SECRETARY
Shall assist the Secretary in the performance of the duties of the Secretary and shall perform such duties in the absence of the Secretary.
Suggested minimum
length of sobriety: 1 year
EVENTS CHAIR
Suggested minimum
length of sobriety: 1 year
Responsible for conceptualizing, arranging, hosting and promoting financially solvent fundraisers to raise money for Host Committee expenses. Has knowledge of A.A. Traditions and plans events in accordance with them. Coordinates events budgets with the Treasurer. Works closely with Outreach and Graphics Chairs in order to produce outreach materials for all scheduled events. Develops ideas for events and arranges/oversees all aspects of such events, including but not limited to: place, date, time, speakers, costs, refreshments, a/v, etc. Recruits volunteers to help organize and run all events. May form a subcommittee and hold regular meetings, keeping the full committee informed of discussions and actions taken at these meetings.
OUTREACH CHAIR & SOCIAL MEDIA CHAIR
Suggested minimum
length of sobriety: 1 year
Working to ensure the preservation of BUCKYPAA. Responsible for bringing Host Committee and PENNSCYPAA information to the widest possible AA audience in the Bucks County area and throughout Pennsylvania. Organizes a sub-committee of “Outreach Coordinators'' and other volunteers to attend AA events to get the word out about PENNSCYPAA. Responsible for recruiting volunteers and naming Outreach Coordinators focused on outreach activities and works with the Graphic/social media chair to fulfill this aim. Such Outreach Coordinators may have specific focus on: digital media, Bucks County Area opportunities, statewide opportunities, YPAA meetings, treatment facilities, etc. Chairs all outreach sub-committee meetings. Responsible for finding opportunities that promote awareness of the Host Committee and PENNSCYPAA and arranging for Outreach Coordinators and volunteers to carry out outreach activities. Responsible for developing and maintaining an outreach contact list. Works closely with Events, Secretary, and Merchandise Chairs. Distributes fliers to A.A. clubhouses, districts, intergroup, treatment centers, individual members, meetings, and other A.A. events, throughout the greater Bucks County area. Other such duties include, but are not limited to: maintaining a list of dark counties throughout the state and organizing efforts to outreach in said areas; making contact with Pennsylvania area Intergroups, notifying them of BUCKYPAA and PENNSCYPAA and providing them with conference information; and being available to the current host committee to aid in outreach wherever possible including on our social media account on Facebook.
CO-OUTREACH
CHAIR
Shall assist the Outreach Chair in carrying out all necessary Outreach functions. Shall accept full duties of the Outreach Chair in his/her absence.
Suggested minimum
length of sobriety: 1 year
SERVICE CHAIR
Identifies, makes contact, and procures service commitments for the committee in the community. Will be an active member of the outreach subcommittee.
Suggested minimum
length of sobriety: 1 year
REGISTRATION CHAIR
Suggested minimum
length of sobriety: 6 months
Works with the Outreach Chair to identify and attend other YPAA or AA events pertaining to pre-registrations and registrations for all events and/or BUCKYPAA weekend. Works with the Web & Graphics Chair in utilizing the committee website for organizing pre-registrations. Keeps accurate records of in person and/or online registrations for review by the committee.
WEBSITE & GRAPHICS
Suggested minimum
length of sobriety: 1 year
Has access to a computer with appropriate digital technologies (Adobe Photoshop and Adobe InDesign or equivalent and/or the willingness to utilize template design resources). 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. Responsible for creation and maintenance of the website, graphics and Social media accounts, and to assure we are linked to sister sites and all relevant YPAA pages. Works closely with the Events, Outreach, and BUCKYPAA Weekend Chairs in order to produce outreach materials for all scheduled events. Responsible for maintaining up-to-date website content, including but not limited to, all outreach and events materials, committee information, etc 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 manner. Monitors incoming committee email correspondence through the website and forwards all incoming correspondence to the committee or relevant members. Creates a registration page for the BUCKYPAA weekend on the website.
MERCHANDISE & INVENTORY CHAIR
Suggested minimum
length of sobriety: 6 months
Responsible for identifying various vendors for merchandise. Responsible for negotiation, procurement, sales, and safekeeping of merchandise. Keeps detailed records of merchandise bought, sold, and/or given away. Tracks, monitors, and logs all committee supplies and ensures proper storage and keeping. Will be an active member of the outreach subcommittee. Brings merchandise to BUCKYPAA and other YPAA events and conventions to fund raise. Responsible for the store and transport committee inventory supplies to and from events.
FELLOWSHIP CHAIR
Suggested minimum
length of sobriety: 1 year
Tracks and announces committee members anniversaries and promotes social gathering outside of events. Will be an active member of either the events or outreach subcommittee.
SECURITY COORDINATOR
Suggested minimum
length of sobriety: 1 year
Oversees a team of volunteers to facilitate a welcoming and safe environment for attendees and encourages behaviors that places principles over personalities among attendees. This may include adherence to the site’s and conference’s conduct policies. Engage with participants to ensure conduct is in accordance with site policies. Encourages attendees to be courteous towards other participants, site staff, and non-AA guests at the site. Liaison directly with site security staff. Understand the site’s policies on guest conduct, safety, lost & found, and be aware of site’s accessibility features, how to report medical emergencies, and how to report safety/security issues with the site staff.
SPECIAL NEEDS COORDINATOR
Suggested minimum
length of sobriety: 6 months
Liaisons with and outreaches to persons with special needs and/or disabilities. Seeks ways to provide reasonable accommodation for such persons at the conference. May need to liaison with the site to understand the site’s accessibility features and how the site can accommodate service animals. Responsible for managing and facilitating reserved seating at main meetings for those with special needs and their companions. Liaison with the Registration Chair to identify those who have special needs.
ENTERTAINMENT COORDINATOR
Suggested minimum
length of sobriety: 6 months
Organizes activities that promote fellowship at PENNSCYPAA. Activities may include a dance, shows, organized games, interactive ice-breaker activities, and more. Activities need to be conducted in accordance with the site’s policies and promote inclusion and interpersonal and physical safety.
A/V COORDINATOR
Suggested minimum
length of sobriety: 6 months
Manages audio services in support of the main meetings and fellowship activities. May arrange for the recording of speakers and panelists. Liaise with entertainment vendors. Has knowledge of A.A. guidelines regarding anonymity.
MARATHON MEETING COORDINATOR
Schedules marathon meetings, provides materials/format, chooses discussion topics, recruits chairs, and oversees the setup and maintenance of the marathon meeting room.
Suggested minimum
length of sobriety: 1 year
HOSPITALITY COORDINATOR
Suggested minimum
length of sobriety: 6 months
Responsible for providing a welcoming, hospitable, and clean hospitality suite(s) staffed by volunteers during opening hours. Oversees the collection, delivery, and management of supplies in suite(s). Also oversees the supply of refreshments outside of the hospitality suite and liaison with the site’s food/beverage staff. If a banquet is planned, organize a banquet function.
VOLUNTEER COORDINATOR
Recruits, orients, and facilitates the placement of conference volunteers who present themselves for service into various functions throughout the conference as requested by various committee chairs and coordinators in the spirit of service.
Suggested minimum
length of sobriety: 6 months
ROOM & BOARD COORDINATOR
Responsible for facilitating room, board, and transportation plans and issues for sleepover events.
Suggested minimum
length of sobriety: 6 months
ARCHIVIST
Suggested minimum
length of sobriety: 6 months
Act as the holder of all factual material (documents, memorabilia, traveling showcases, etc.) in such a way that there can be no substantial distortion of our history. Shall be the liaison between the AA General Service Office Archivist and the Conference pertaining to all BUCKYPAA archives issues. Shall act as liaison to all archive matters and displays for any conferences. The Archivist shall at times act in accordance with the 12 Traditions, being especially concerned with protecting members’ anonymity, and in accordance with the 12 Concepts for World Service, exercising the appropriate authority while always remaining accountable to the guidance of the Conference.
UNITY & PRAYER CHAIR
Suggested minimum
length of sobriety: 1 year
Responsible for helping people get involved in service, monitors inactive members, provides prayer, diffuses arguments, & helps with BUCKYPPA outreach and service tables at events. Will be an active member of either the events or outreach subcommittee.
BY-LAWS CHAIR
Suggested minimum
length of sobriety: 2 years
Must have served on the committee for at least one year before being elected. Assists and supports the Chair with the overall functioning of the committee. Should have a working knowledge of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service.
TRADITIONS & CONCEPTS CHAIR
Suggested minimum
length of sobriety: 1 year
Should have a working knowledge of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Reports and sums up the tradition and concept for each month at the beginning of the committee meeting. Keeps committee informed if decisions or actions may be in conflict with traditions or by-laws.
ANNUAL BUCKYPAA WEEKEND CHAIR
Suggested minimum
length of sobriety: 2 years
Must have served on the committee for at least one year before being elected and ideally attended previous conference(s). Responsible for the overall functioning of the BUCKYPAA weekend. Should have a working knowledge of A.A.’s 12 Steps, 12 Traditions, and 12 Concepts of World Service. Holds elected committee members accountable for the duties of their position for the weekend conference and ensures that all tasks are accomplished. Should keep well informed in the planning of the weekend. Shall announce and hold sub-committee meetings. Works with the Registration Chair to organize pre-registration before and during the weekend.
ANNUAL BUCKYPAA WEEKEND CO-CHAIR
Assists and supports the Chair with the overall functioning of the committee.
Suggested minimum
length of sobriety: 1 year
ANNUAL BUCKYPAA WEEKEND PROGRAM CHAIR
Creates a thorough and balanced program for the BUCKYPAA weekend, including speakers, panels, and workshops, as well as coordinating a schedule and location of events for the weekend. Presents possible main meeting speakers and format to the Host Committee for approval. Works with the Website/Graphics Chair to produce a formal program and update the website with pertinent information.
Suggested minimum
length of sobriety: 1 year
MEMBERS-AT-LARGE
Suggested minimum
length of sobriety: None
All that is required is a desire to stop drinking. Members-at-large are recognized when they express their desire to do so and furnish contact information to the Chair, Co-Chair, or Secretary. Is encouraged to become an active member of the events or outreach subcommittee.