Sunny Dunes 5th Tradition Group Steering Committee By-Laws
Article I – Name
The name of the organization shall be the Sunny Dunes 5th Tradition Group Steering Committee
Article II – Purpose
Section 1. Acting within the twelve traditions of Alcoholics Anonymous and the principles set forth in the AA General Service Office authorized publication entitled “The AA Group”, the primary purpose of this Committee is to provide a facility to be made available exclusively to Alcoholics Anonymous groups and to maintain a clean environment in which to hold AA meetings. Therefore, the within the structure of Alcoholics anonymous “Sunny Dunes 5th Tradition Group” is a single entity (group) with many different meetings.
Section 2. In support of the above, the activities of the Committee include, but are not limited to, leasing and maintaining a facility, cleaning and housekeeping, 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 group conscience process. The Steering Committee does not interfere with 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 Sunny Dunes 5th Tradition Group Steering Committee consists of the elected officers and the appointed committee chairs (Article IV and Article VI).
Section 2, Their are no dues for membership in the Committee.
Article IV – Officers and Elections
Section 1. Officers.
The officers shall be a chairman vice chairman, secretary, and treasurer. In addition to the duties listed below, each officer will also perform other such duties as applicable to the office as prescribed by the parliamentary authority of this organization.
a. Chairmen:The chairman shall preside over meetings of the Committee and executive board, have signature authority on the Committee bank account, and be in possession of a bank debit card. Further, the chairman shall coordinate the work of all the officers and committees so that the purpose of the Committee is served.
b. Vice-Chairmen:The vice chairman shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall also help to oversee the committees of this organization. The vice-president shall be a signatory to the bank account and have possession of a Committee debit card.
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 keeps a copy of the minutes, bylaws, rules,, and any other pertinent documents on the computer owned by the Committee. Further, the Secretary shall keep copies of all Committee documents, e.g. the lease, insurance policy, any contracts, etc..
d. Treasurer: The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she 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 the year. The duties of the treasurer may be assisted by a booking service hired by the Committee. The funds/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 his designee are to meet and count the funds and deposit them into the committee bank account.
Section 2. Eligibility: The eligibility requirements for the elected officers are active participation in at least one or more of the AA meeting groups and a sobriety requirement as follows:
Chairman and vice-Chairman – 2 year’s consecutive days of sobriety
Treasurer and Secretary – one (1) year’s consecutive days of sobriety.
Section 3. Nominations and Elections. Elections will be held at the regular October meeting of the Committee. Nominations may also made from the floor and/or individuals willing to serve may volunteer their interest in serving. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a vote shall be taken either by ballot or by having the nominees exit the room and a vote of the committee is then taken.
Section 4. Terms of Office. Officers are elected for one year.
Section 5. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Section 6. Vacancies. If there is a vacancy in the office of chairman, the vice chairman will become the chairman. At the next regularly scheduled meeting, a new vice chairman will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting
Article V – Meetings Section 1. Regular Meetings: The regular meeting of the Committee shall be on the second 2nd) Monday of each month at 6:30 PM.
Section 2. Special Meetings: Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by email or phone calls.
Section 3. Quorum. The quorum shall be 50% plus one of the defined members of the Committee- Elected officers, committee chairs and meeting secretaries.
Section 4. Notification of Meetings. The secretary will notify the members of the meetings via email at least one week prior to the meeting.
Article VI – Executive Board
Section 1. Membership. The Executive Board shall consist of the elected officers: Chair, Vice-chair, Secretary, 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 board members, with 24 hours notice.
Section 4. Quorum. Half the number of board members plus one constitutes a quorum.
Article VII – Committees
Section 1. Membership. Committees may consist of general members and board members, with the Chairman acting as an ex officio member of all committees.
Section 2. Standing Committees. The following committees shall be held by the organization: Auditor, Chips/Literature, GSR (General Service Representative), Grapevine representative, Hospital & Institutions rep, Intergroup rep, Supplies rep, Meeting/Phone list chair, Water chair, Web Master, Maintenance, Housekeeping,
Section 3. Additional Committees. The board may appoint additional committees as needed.
Article XIII – Parliamentary Authority Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws or any other special/ 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 organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.
Article XI – Amendments These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail, email, hard copy, or fax. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.