Opening of the Meeting by Bid Committee Chair, Travis W., at 4:15 p.m. with Serenity Prayer
Tradition 1 (short form) read by Matt R.
Concept 1 (short form) read by Lucie S.
Introductions around the room (29 attendees present)
Presentation of the Secretary’s report regarding the 12/04/04 minutes (stolen laptop) and Summary of Actions of such meeting by Ian S.
Presentation of the Treasurer's Report (copies of which were handed out) by Sean K.
Motion made to accept the Treasurer’s Report.
(Alicia G.) - MMSPU
Reports:
Chair: It has been a relaxing winter break for me as I have taken full advantage of time off to rest up from all of the busy things in my personal life and in the life of our committee. That being said, I am excited to get back to committee work with everyone else. I have been helping where I can with our new Events coordinator, Scott, and I am also looking forward to the Merchandising Committee getting shirts together and going for all of us. There’s a lot to get rolling now in the new year, and I’m excited about all of the new faces looking to get involved in our committee, as well as our involvement in the Missouri State Convention; that will be a great way for our committee to be of service and to spread awareness of who we are and what we do. It should be a great year for us!
Travis W.
SMICYPAA Bid Committee Chair
Co-Chair: Nothing to report.
Respectfully submitted,
Dan G.
SMICYPAA Bid Committee Co-Chair
Outreach Committee: Missouri State Convention coming up; we will be selecting someone to get involved with that event and planning joint events involving SMICYPAA and the State Convention Committee. The State Convention Committee has lost support over the years from young people and they need our help. Group 305 (young people’s meeting) needs support.
Jason B.
Outreach Committee Chair
Hotels / Facilities Committee: Important activities since the last meeting include: Matt H. (the Hotels/Facilities Co-chair) held a meeting with Rose Latch at the Millennium Hotel; I followed up with Barbara Janishefski (a director of sales for the Renaissance Grand) and provided her with information about past ICYPAAs. I still need to find out how to handle the timing of the contracts. My goal is to ask at least one of the advisory council members for feedback before the next meeting.
I am grateful for the opportunity to serve, and hope everyone had a fun and safe holiday season.
In Love and Service,
Mike P.
Hotels / Facilities Committee Chair
Bid Book Committee: The Bid Book Committee has not had much activity since this term began but things are trying to get started. I am looking for someone to fill the position for the sub committee for the Reason statement. At the next meeting we will have a date for the first reasons statement committee meeting. Please see me if you are interested in the position and do not already have a position on the committee.
Susan M.
Bid Book Committee Chair
Events Committee: Next event: February 19th—2nd Annual Bingo Night. I have tickets and flyers. Attendance prizes are needed. See me.
Scott L.
Events Committee Chair
Merchandising Committee: [See new business.]
Respectfully submitted,
Dan H.
Merchandising Committee Chair
Group Communications Committee: I have almost nothing to report. But here's
what little I do have.
1. North County Office Liaison (under the YR Subcommittee) has been appointed—Jason
M.
.
2. The Kansas City intergroup office has offered to put a hyperlink to the
SMICYPAA website up on their website if we want them too. That way they
can keep up with our current activities.
That's all I have to report for now. Thanks for your time.
Yours in service,
Alicia G.
Group Communications Chair
New Business:
Presentation of T-shirt design by Merchandising Chair, Dan H. The shirt is a “ringer T” with black sleeves and a white body, with black lettering. Across the chest: “SMICYPAA”; across the back: “Service 05” or “Service 06”. Best price is $10 cost. Committee members are asked to pre-purchase $20 for one (1) shirt. The proceeds of shirt sales will re-invested into making additional T-shirts and placing bulk orders. We want to have 30 to 50 to bring to ICYPAA to sell there. Some discussion commenced regarding whether the price was too high and whether we should go with a shirt with a lower cost and then purchase a larger initial bulk amount.
Motion: to approve the following T-shirt design: a “ringer T”
with black sleeves and a white body, with black lettering; across the chest:
“SMICYPAA”; across the back: “Service 06”.
(Dan H.) MMSPU
Motion: to approve the following proposed procedures manual amendments by a two-thirds majority written ballot:
Delete current Paragraphs 1.1, 2.4, and 7.1(D) in their entirety and replace the same with the following amended Paragraphs:
1.1 The following are “Bid Committee Members” as such term is used herein: Officers; Standing Committee chairpersons; Standing Committee co-chairpersons; subcommittee chairpersons; the Webmaster; all individuals duly appointed as set forth in Paragraph 1.7 hereof.
2.4 Only Bid Committee Members shall have a vote on business conducted at Meetings.
7.1(D) Only Bid Committee Members shall vote at elections.
Replace “Steering Committee Member” with “Bid Committee Member” as such term appears in Paragraphs 1.3, 1.6, 2.2, 3.1, 4.3(E), 4.5(A), 4.6(F), 5.1(C)(2)(iii)(1)(a)(i), 5.1(G)(3),
Amend Paragraph 2.6 as follows:
Attendance by Steering Committee Members Officers and Standing Committee Chairpersons at Meetings is mandatory, in the spirit of an informed conscience; therefore, without further notice, an individual such individuals shall be deemed to have resigned his/her their position, whether elected or appointed, in the event such individual fails they fail to attend two (2) Meetings, whether or not consecutively, without either: a) providing a written report to the Chairperson (or Standing Committee chairperson, where applicable) no less than twenty-four (24) hours prior to the Meeting to be missed; or, b) having his/her their co-chair or other reliable substitute functionary attend the meeting in his/her their stead and present said report.
Amend Paragraph 3.2 as follows:
Given the availability of free email services and in the spirit of an informed conscience, all Steering Committee Members and subcommittee chairpersons Bid Committee Members must have a working email address and must provide said address to the Corresponding Secretary.
Amend Paragraph 4.4(B)(i)(1) as follows:
At least two (2) days prior to the Meeting, distribute, via email, the subsequent Meeting’s minutes to all Steering Committee Members and the Webmaster Bid Committee Members;
Amend Paragraph 4.4(B)(ii)(1) as follows:
Within three (3) days following their approval, deliver, via email, approved minute to all Steering Committee Members and the Webmaster Bid Committee Members;
Amend Paragraph 6.2 as follows:
An annual budget for the Bid Committee shall be adopted no later than the third Meeting following the Bid Committee Election of Steering Committee members.
Amend Paragraph 7.2(A) as follows:
In the spirit of rotation, at the first Meeting of the Bid Committee following the ICYPAA Conference, there shall be an election to fill all Steering Committee Member elected positions set forth herein (hereinafter referred to as the “Election Meeting”);
Delete the following text as it appears at Paragraphs 5.1(A)(ii)(2), 5.1(A)(2)(iii)(6), 5.1(C)(2)(iii), 5.1(D)(2)(iv), 5.1(F)(2)(ii),
“the chairpersons of such subcommittees shall not thereby be Steering Committee Members”
Finally, add the following new provisions:
1.7 Additional Appointments. Upon the motion of any Officer or Standing Committee Chairperson, additional appointed positions may be created by the Bid Committee to carry out regular and continuing (not one-time) tasks and filled as follows: a simple majority of voting members present is required to create the position; a simple majority is required to approve the nomination of the individual to such position. Following ratification, the Structures and Procedures Committee shall see to the inclusion of the description of new appointed positions in the next draft of this manual.
8.2 Sunset Clause. All amendments to this Procedures Manual are temporary and will expire after three (3) months (approximately) unless re-affirmed by a simple majority of the voting members present; the Bid Committee Chairperson shall make such motion on the fourth Meeting following the amendment’s ratification. Once re-affirmed, the amendment becomes “permanent”.
Yes: 23
No: 1
Motion passes.
Motion: to create a position called “Missouri State Convention Liaison
Subcommittee” which would be an appointed position and would be a
subcommittee under the Outreach Committee.
(Jason B.) MMSPU
Motion: to approve the nomination of Matt R. to chairperson of the newly
created “Missouri State Convention Liaison Subcommittee.”
(Dan G.) MMSPU
Motion: to increase the Bid Committee’s operating budget by $110.
(Sean K.) MMSPU
Motion: to create a position called “Outreach Flyers Subcommittee”
which would be an appointed position and would be a subcommittee under the
Outreach Committee.
(Jason B.) MMSPU (after a second vote conducted following a minority opinion)
Motion: to approve the nomination of Caroline M. to chairperson of the
newly created “Outreach Flyers Subcommittee.”
(Jason B.) MMSPU
General sharing was held.
Motion to Close.
(Chelsea H.) MMPSU
Respectfully Submitted,
Ian S.
SMICYPAA Recording Secretary
Note: Date and time of next Meeting will be on February 5, 2005 at 4 p.m.
at the Central Services Office.