Sunny Dunes 5th Tradition Group
Article I – Name
The name of the organization shall be the Sunny Dunes 5th Tradition Group (“SD5TG”). For organizational and governing purposes all of the actions and activities of the Group shall be conducted by the SD5TG Steering Committee.
Article II – Purpose
Section 1. Acting within the Twelve Traditions of Alcoholics Anonymous (“AA”) and the principles set forth in the AA General Service Office authorized publication entitled “The AA Group,” the primary purpose of the Steering Committee is to provide a facility to be made available exclusively to AA groups and to maintain a clean environment in which to hold AA meetings. Therefore, within the structure of AA, SD5TG is a single entity (group) with many different meetings.
Section 2. In support of the above, the activities of the Steering Committee include, but are not limited to, leasing and maintaining a facility, cleaning and housekeeping, and providing coffee, chips and literature for AA meetings.
Section 3. The AA meetings using the Sunny Dunes facility are to be self-directed and function according to their own format as developed through the AA group conscience process. The Steering Committee does not interfere with the procedures of the groups’ individual meetings except when there is a conflict with AA Traditions or when such procedures adversely affect the functioning of other group meetings.
Article III – Membership and Dues
Section 1. The membership of the SD5TG Steering Committee consists of elected officers and the elected chairpersons of the appointed subcommittees (Article IV and Article VI).
Section 2. There are no dues for membership for the Steering Committee.
Article IV – Officers and Elections
Section 1. The officers shall be a chairperson, co-chairperson, secretary and treasurer. The officers shall comprise the Executive Board (Article VI). In addition to the duties listed below, each officer will perform other such duties as applicable to the office as prescribed by the parliamentary authority of this organization.
a. Chairperson: The chairperson shall preside over meetings of the Steering Committee and Executive Board, have signature authority on the SD5TG bank account, and may be in possession of a bank debit card. Further, the chairperson shall coordinate the work of all the officers and committees so that the purpose of the Steering Committee is served. When necessary, the chairperson shall sign legal documents as president.
b. Co-Chairperson: The co-chairperson shall assist the chairperson and carry out the chairperson’s duties in their absence or inability to serve. The co-chairperson shall also help to oversee the subcommittees of the Steering Committee. The co-chairperson may be a signatory on the SD5TG bank account, and may be in possession of a bank debit card. When necessary, the chairperson shall sign legal documents as vice president.
c. Secretary: The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence and send notices of meetings to the membership. The secretary shall also keep copies of the minutes, by-laws, rules and other pertinent documents on the computer owned by the Steering Committee. Further, the secretary shall keep copies of all Steering Committee documents, e.g. the lease, insurance policy, and contracts, etc.
d. Treasurer: The treasurer shall receive all funds of the SD5TG, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the Executive Board. The treasurer will present a financial statement at every meeting and at other times of the year when requested by the Executive Board, and make a full report at the end of each year. The duties of the treasurer may be assisted by a bookkeeping service hired by the Executive Board. The funds and receipts from all of the meeting groups are to be counted at least weekly and at least one other person in addition to the treasurer and/or their designee are to meet and count the funds and deposit them into the SD5TG bank account.
Section 2. Eligibility: The eligibility requirements for the elected officers are active participation in at least one or more of the AA meetings held at SD5TG and a sobriety requirement as follows:
- Chairperson and Co-Chairperson – Two (2) consecutive years of sobriety.
- Secretary and Treasurer – One (1) consecutive year of sobriety.
Section 3. Nominations and Elections: Elections will be held at the September regularly scheduled meeting of the Steering Committee. Nominations may be made from the floor and/or individuals may volunteer their interest in serving. Voting shall be by voice vote if one individual is presented. If more than one person is running for a position, a vote shall be taken either by ballot or by having the nominees exit the room and taking a hand count vote.
Section 4. Terms of Office: Officers and committee chairpersons are elected for one (1) year.
Section 5. Removal from Office: Officers and committee chairpersons can be removed with or without cause by a two-thirds (2/3) majority vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. Any position is automatically vacated after (3) unexcused absences.
Section 6. Vacancies: If there is a vacancy in the office of chairperson, the co-chairperson will become the chairperson. At the next regularly scheduled meeting, a new co-chairperson will be elected. If there is a vacancy in any other position, members will fill that vacancy through an election at the next regular meeting.
Article V – Meetings
Section 1. Regular Meetings: The regular meetings of the Steering Committee shall be held on the second (2nd) Monday of each month at 6:30 PM.
Section 2. Special Meetings: Special meetings may be called by the chairperson, any two members of the executive board, or five (5) general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least ten (10) days prior to the meeting either by email or phone calls.
Section 3. Quorum: The quorum shall be fifty percent plus one (50% + 1) of the defined members of the Steering Committee, which are the elected officers and the elected chairpersons of the appointed subcommittees.
Section 4. Notification of Meetings: The secretary will notify the members of the meetings via email or phone calls at least one week prior to the meeting.
Article VI – Executive Board
Section 1. Membership: The executive board shall consist of the chairperson, co-chairperson, secretary and treasurer.
Section 2. Duties: The duties of the executive board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills and prepare reports and recommendations to the membership.
Section 3. Meetings: regular meetings shall be held as needed and may be called by any two (2) executive board members with a minimum twenty four (24) hour notice.
Section 4. Quorum: A quorum shall be fifty percent plus one (50% + 1) of the defined members of the executive board.
Article VII – Committees and Standing Positions
Section 1. Membership: Committees and standing positions may consist of general members, with the executive board chairperson acting as an ex officio member of all committees.
Section 2. Standing Committees and Positions: The following committee chairs and positions shall be held by the organization:
Chips and Literature Security
Housecleaning Coordinator Supplies
General Service Rep. (GSR) Meeting and Phone List
Grapevine Water Cooler
Hospitals and Institutions (H&I) Webmaster
Section 3. Additional Committees: The executive board may appoint additional committees as needed.
Article VIII – Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the SD5TG’s by-laws or any other special or standing rules.
Article IX – Standing Rules
Standing rules may be approved by the executive board, and the secretary shall keep a record of the standing rules for future reference.
Article X – Dissolution
The SD5TG may be dissolved with a previous notice of fourteen (14) calendar days and a two-thirds (2/3) vote of those present at the meeting.
Article XI – Amendments
These by-laws may be amended at any regular or special meeting, providing the previous notice was given in writing at the prior meeting and then sent to all members of the Steering Committee by the secretary. Notice may be given by mail, email, hard copy or fax. Amendments will be approved by a two-thirds (2/3) majority vote of those present, assuming a quorum.