Mike P. opened at 15:05 with the Serenity Prayer
Attendees: Mike P. (chair), Chelsea H. (Co-Chair), Josh S. (Secretary), Melissa C. (Female Treatment Chair), Dan G. (Bid Book Committee Chair), Ian S. (Legal Permits/Tax Law Chair), Hal F. (Program/Events Co-Chair), Matt N. (Treasurer), Ron M., Evan W. (Male Treatment Chair), Aaron A., Kelly, Ashley S. (Reasons Statement Chair), Marc F., Tara C. (Flyer Co-Chair), Rachel R., Emily K (Theme Chair), Joe E. (Outreach Chair), and Travis W. (Hotel Chair).
Letter from Bill W. to 12th Annual ICYPAA Conference read by Marc F.
Abbreviated Presentation of Minutes by Josh S.
The 12/6/03 minutes were approved by unanimous consent.
Treasurer’s Report: presented by Matt N.
Spoke with Glynn W. on Advisory Council about success of Trivia Night
Motion: Accept the Treasurer’s Report
Dan G., Joe E. - MMSPU
Matt N.: How should I record Trivia Night expenses submitted a month after the event?
Dan G.: Include addendums in next month’s report, referenced back to Trivia Night.
Emily K.: Can we not just amend the explanatory notes.
Ron M.: Both reports should be amended and resubmitted for approval next month; the two must match up.
Mike P.: We will leave it to your discretion, Matt.
Matt N. – Officially now, Mike P. and Chelsea H. can sign our checks
Chair’s Report: presented by Mike P.
December proved to be a very productive month for SMICYPAA Bid Committee activity. It is really exciting to see everyone get so involved. Even strenuous tasks like budget planning and procedures manual writing did not slow anybody down. Word is still spreading rapidly of our committee and our work of getting young people involved in AA's Third Legacy of Service. If you haven't already, now is a good time to reserve a hotel room and send in your pre-registration to the 47th ICYPAA host committee. If you are not sure how pre-registration is done, please let me know and I'll give you a hand. The pre-registrations really help the host committee to put on a better conference. And yes, I sent mine in today!
Gratefully yours,
Mike P.
Co-Chair’s Report: presented by Chelsea H.
This last month has been great especially because of the Trivia night. I think that we did great for our very first event. The whole night was a big hit. I want to thank everyone for their hard work and I am looking forward to all of our upcoming events. I attended the Ad-hoc meeting concerning our procedure manuals. It was really cool to be apart of the process. It was really long too. I also attended the IR meeting for this last month. Nothing large to really report there. Well I hope everyone had a safe and happy New Year.
OLD BUSINESS:
Procedures Manual and Statement of Purpose Proposal and Q & A Session led by Ian S.:
There was not much direction when this committee started so I proposed drafting a procedures manual. It is a very important and thorough document. Much of it was already established, but just needed to be compiled. It will help the next bid committee. I sent out an email inviting everyone to the meeting. We used Area 38’s Procedure Manual and a lot was changed.
Emily K. – How were the sobriety requirements selected?
Chelsea H. – Two positions have no requirement; many others have 6 month requirements.
Mike P. – We tried to stick to the Florida Committee’s ideas.
Motion: Accept the Procedure’s Manual
Emily K., Melissa C. – MMSPU
Budget Proposal presented by Matt N.
Travis W. – perhaps we should contact Advisory Council members to get some of these questions answered instead of guessing in the dark; many of us are new to service at this level.
Ian S. – Chairs’ submissions of expenses will also help the next bid committee
Matt N. – More detailed bookkeeping will require more effort. Is it worth it?
Hal F. – How detailed should the projected expense submissions be?
Chelsea H. – Give Matt N. as much information as possible.
Motion: Table to the Budget Proposal until next month.
Dan G., Melissa C. – MMS
Motion amended to require all chairs to submit expense projections via email by January 15th to the Treasurer.
Motion amended to establish a budget proposal meeting on Saturday, 1/15 at Jen L. house at 16:00.
All voting members less one support motion (11-1).
Minority Opinion:
Ian S. – We should take the date off the motion and find another time.
Mike P. – Does that change anyone’s vote?
(Yes)
All voting members less three support motion (9-3).
Minority Opinion:
Ashley S. – The Area Assembly and a Budget Proposal Meeting will make a very long day.
Tara C. – District 2 will be having very long group inventories the weekend before.
Mike P. – does that change anyone’s vote?
(Yes)
All voting members less five support the motion (7-5).
Motion passes by simple majority.
New Business:
Reason Statement Proposal: presented by Ashley S.
Mike P. – Bid Requirement #8, “bidders must provide a concise statement, illustrating their reasons for bidding.”
Ian S. – how have other committees approached Reason Statements?
Ashley S. – I will send out an announcement for a meeting to address this statement.
Potential SMICYPAA logo: presented by Dan G.
Motion: Send the logo back for revisions
Ian S., Joe E. – MMS
All voting members less four support the motion (9-4)
Minority Opinion:
Emily K. – They worked hard and it will be persuasive in the Bid Book.
Travis W. – The content inside the bid book will sell the bid, not the cover; we are wasting time by discussing this in general assembly.
Matt N. – Logo should be consistent and not offensive. Those are the essential requirements.
Does that change anyone’s vote?
(Yes)
All voting members less 2 oppose the motion (2-8).
Minority Opinion:
Ian S. – We have not been given a choice; it would be better if they gave us options.
Joe E. – I want 4 or 5 options
Half voting members support and half voting member oppose the motion (6-6).
Minority Opinion:
Dan G. – Someone said that the logo was too simple, but good logos are simple and that comment does not provide us with much guidance.
Travis W. – The group conscience said that they wanted a few options so use your own discretion and do something entirely different; use your talents to produce a few options.
Mike P. – As chair I am charged with casting the tie-breaking vote. Every group should have the right of decision; a part of that right of decision is to seek counsel from different members; because there was no meeting held we should send it back. Mike P. votes in support of the motion to send the proposed logo back for revisions.
Committee Reports:
Hotels/Facilities Chair’s Report: presented by Travis W.
I have made contact with the St. Louis Visitor’s Bureau, who sent a visitor’s packet to us. Travis no longer has a co-chair.
Mike P. – committee meetings do not have to be held in public places; apartments are fine. Providing an opportunity for all to attend is important.
Female Treatment Chair’s Report: presented by Melissa C.
Outreach Chair’s Report: presented by Joe E.
Matt R. is the new Co-Chair. There will be an outreach committee meeting here soon
Website Chair’s Report: presented by Joe E. in Brandon M’s stead.
The website should now be up and running. www.smicypaa.org
Male Treatment Chair’s Report: presented by Evan W.
I have been keeping in touch with Joe E., Mike P., and Josh S. and running things by them. I will soon meet with the Director of Exodus this Wednesday and I am looking for someone to go with me. I spoke with Conrad from Lakeside and should meet with him soon. Highland, Edgewood, Preferred, and Valley Hope are other contacts that I am working on.
Legal Permits/Tax Laws Chair Report: presented by Ian S.
Officers should check their duties in the Procedures Manual.
Events/Promotions Co-Chair’s Report: presented by Hal F.
There is an Events meeting every 1st Monday of the month at the Lindell Club at 18:30.
Bid Book Chair Report: presented by Dan G.
Logo meeting will be at Dan G.’s apartment on 1/19 at 18:30.
We should put pop-ups in the bid book; Perhaps a pop-up arch as the centerfold
Theme Chair Report: presented by Emily K.
Nothing to report
Prayer Chair report: not present
Theme Chair not present
Reason’s Statement Chair’s Report: presented by Ashley S.
Nothing else to report (see above)
Flyer Chair Report: presented by Rachel R.
It was quite a learning experience to do such a simple task. I didn’t quite understand the meaning of “trusted servant” and continuously was in a phone tag game to find answers to questions. I hope the flyers were adequate for our purposes. I chose to make 750 half flyers in bright colors in order to attract viewers to our flyers. The cost was approximately $39.62. I was told that Kinko’s was cheap, but this was wrong. I have asked around for cheaper rates and have found a few cheaper rates. Andrea and I have put off starting on the pre-registration flyer until she has gotten back from Ecuador. If you have any input for future flyers and/or questions, please email Andrea or me. Thank you for allowing me to be of service.
General Sharing:
Ask-It Basket:
What does ICYPAA Inc. mean?
It means that ICYPAA is legally incorporated according to state law.
Are there any other positions for people involved in logo art? If not, does that make sense?
The positions were formed and filled. If you have ideas, comes to the meeting.
Are there any other positions open?
Yes. Hotel/Facilities Co-Chair. Bid Book Committee Co-Chair.
What is ICYPAA?
International Conference of Young People in Alcoholics Anonymous
Who is actually going to ICYPAA?
9 hands are raised.
Motion: Adjourn.
Ashley S., Chelsea H. – MMSPU
Meeting closed at 17:35 with the Lord’s Prayer