Mike P. opened the meeting at 3:20 p.m. with the Serenity Prayer
Chairman’s choice by consent: Intros skipped
Attendees:
Dan G. (Bid Book), Evan (Treatment), Mike P. (Chair), Ian S. (BCR, Legal Permits/Tax Laws Chair), Joe E. (Outreach), Brandon M. (Website), Hal (Events), Rachel (visitor)
The Short Form of the Traditions read by Dan G.
The Short Form of the Concepts read by Rachel
ICYPAA Facts, Aims and Purposes read by Brandon M.
Summary of Actions of previous Committee meeting read by Ian S.
Motion: Accept the minutes as presented via email and amended (Ian S. added as an attendee)
(Evan, Brandon) – MMSPU
Treasurer’s Report: (Matt N.’s reports read by Mike P.)
Motion: Accept the Treasurer’s Report as presented
(Dan G., Evan) – MMSPU
Chair’s Report: presented by Mike P.
It's crunch time everybody, and so far we have really stepped up as needed. Thanks to everyone for all their hard work the past few weeks. We will hold an additional meeting two weeks from now on May 15 at 3pm. Please stay tuned to find out where we will meet. The group inventory for our committee was completed on April 11th. It was a great experience. I will send out the minutes in the next few days. Also, I have contacted Pat B. our Area 38 chair and she is currently writing a letter of support. As we continue to get closer to the conference, it could be easy to get stressed out, so let's try to remember to put our bid in our Higher Power's hands. Thank you for allowing me to serve.
Co-Chair’s Report: (Chelsea H.’s report read by Dan G.)
I’ve been really exited for the Conference since it is less than 27 days away. An exiting thing I have done in the last month was to be involved with the conference call with the bid city liaison, Robert T. We need to make sure that we are pre-registered; it is $30. Thanks for the opportunity to serve and now we’re getting down to the wire! We will prove to be “the coolest” bid committee in Orlando! Love and service, Chelsea, SMICYPAA Co-Chair.
Committee Reports:
Outreach Chair and Co-Chair: presented by Joe E.
(Joe will email you, Josh, full written report)
Legal Permits/Tax Law Chair Report: presented by Ian S.
As a memo showing our research toward satisfaction of the sixth bidding requirement has been submitted to the bid book chair, there is nothing to report as far as my duties as LPTL Chair; As BCR, I took part in conference call with Bid City Liaison—we are all set for the bid table at ICYPAA. Also, 1and 1/8 inch color laminate stickers and a banner for the bid table have been ordered from Dennis D., a member of the program—the cost is to be $200 or less. Respectfully submitted, Ian S.
Hotels/Facilities Chair Report: presented by Travis W.
Hello fellow committee members. I apologize for not being able to attend the committee meeting this month, especially with everything getting so close to our deadlines and due dates. I have especially felt these deadlines breathing down my neck as I try to fling together three complete hotel contracts in time to get them into the bid book before it all goes to print. It has been extremely beneficial that the person in charge of the bid book is my next-door neighbor, and so I have kept in close contact with him as to how I am coming along with these contracts.
This is where the hotel committee stands:
As of recent I have lost my second co-chair, for reasons that are unknown to me, so I am left with out one for the second time. Though I’m not sure how much work I can really pass on to anyone right now, being so far into the dealings with the hotels that I’m working with, if anyone is interested in volunteering to take the position of Hotel / Facilities Co-chair, and they are pretty sure that they won’t bail on me, (sorry for the cynicism) than they are welcome to contact me.
Aside from that little issue, things are going great! As expected, I am cutting it close, finishing up these contracts, but I have two final one’s that are done or are in the process of being finished by my contacts at the hotels. As of Friday, April 30, 2004, I have the final Adam’s Mark contract waiting to be picked up at the hotel’s concierge, and the Millennium Hotel’s final contract should be emailed to me by Tuesday of next week. The negotiations provided an interesting learning experience for me with each of these hotels, but I think that we have obtained just about everything that the advisory council will be looking for in each of these contracts. I am still trying to coordinate a time to meet with the Renaissance executive, to iron out some details in their contract, but that shouldn’t be a problem, and I expect those negotiations to take place somewhere in this upcoming week. (Yes, I am sure you all are just as amazed as I am that anyone would be crazy enough to let me negotiate anything with any sort of corporate exec from these places…I laugh on the inside every time I go to meet one of these people!! (Joking) Anyway, things are all going well, though the stress levels are about to peak with the amount of time this stuff has consumed, on top of everything else…so ta ta, have a great meeting, and please pray for my heartburn. J Travis W.
Flyer Chair and Co-Chair Report: (Andrea B.’s report read by Dan G.)
No report. Respectfully submitted, Andrea B.
Bid Book Chair Report: presented by Dan G.
Bid book is mostly complete, waiting for 2nd requirement from Travis, 3rd requirement from Andrea, but I’ve made a temporary flyer in case she doesn’t finish it in time. The 4th requirement from Mike P. is pending receipt of letter from Pat B. The 5th requirement from Matt N. is forthcoming. The 6th requirement from Ian S. has been submitted and a re-formatted version is forthcoming. Final adjustments have been to the 8th requirement for approval. We will include an intro letter as well—this has been drafted and edited five times so far. Also, we will include some material on St. Louis history. Respectfully submitted, Dan G.
Website Chair Report: presented by Brandon M.
Nothing to Report
Program/Events Chair Report: presented by Hal F.
Last night was great; it was also our last event before ICYPAA and the last event that I will serve as the program/events chair. I just want to thank you guys for the opportunity to serve as the program/events chairperson. In particular, I found working with this Committee to be especially rewarding because of everyone’s commitment to being of service by playing their part in each event we have had. I feel certain that the events that we have put on have helped people to stay sober, helped show that sobriety is fun, and helped young people to connect with other young people in the area. Respectfully submitted, Hal F.”
Men’s Treatment Report: presented by Evan W.
I have thoroughly enjoyed serving as the treatment chair. Every flier I have handed out to different rehab facilities. Unfortunately I may not be able to attend ICYPAA. I will try to get the days off , but besides that I’m looking forward to seeing you all at the next meeting. Respectfully submitted, Evan W.
Motion to break for 5 minutes:
(Dan G., Brandon M.) - MMSPU
Old Business:
Status report on Bid Book and introductory letter read by Dan G.; general discussion regarding content ensued.
Bid Presentation Meeting report: We have held two meetings thus far and there will be another meeting this coming Friday, May 7th. We need people who are going to ICYPAA to be in the bid presentation. Please call me if you want to help! The location of the meeting will be disclosed on Monday, so stay close to your email. My # is on the contact sheet. In love and service. Chelsea.
T-Shirt status report: shirts will be ordered using graphics which have been selected.
New Business:
Motion to revise the Reasons Statement. Motion not allowed by Chair as improperly and untimely brought as Reason Statement Chair is absent.
Motion that the Chair, Mike P. delegate someone to purchase a P.O. Box this week for use on the pre-registration flyer.
(Ian S., Joe E.) - MMSPU
General Sharing – old ask-it-basket questions
OK to announce ICYPAA at meetings? Yes
How many people have to present for the presentation? Three.
When do we hold new elections? See procedures manual—1st meeting after ICYPAA.
Midwest YPA? Maybe.
Present in thongs? Maybe.
Will we be including Area 39 in any way; i.e., send them money or ask the Area Chair for a letter? We will look into it.
Motion: Adjourn
(Joe E., Brandon M) - MMSPU
Meeting closed with the Serenity Prayer at 5:12 p.m.
Respectfully Submitted,
Ian S.
Acting Secretary, SMICYPAA Bid Committee