Opening of Meeting by Bid Committee Chair, Travis W., at 4:06 with Serenity Prayer
Tradition 8 (short form) read by Joe M.
Concept 8 (short form) read by Bill P.
ICYPAA's Facts, Aims and Purposes read by Caroline M.
Introductions around the room (22 attendees present, including our Washington Subcommittee Chair)
Presentation of the Summary of Actions from the 8/7/04 Meeting by Ian S.
Motion made to accept the 8/7/04 Meeting minutes as summarized and delivered
in full via email.
(Joe E., Dan H.) - MMSPU
Presentation of the Treasurer's Report (copies of which were handed out) by Sean K.
Motion made to accept the Treasurer’s Report as presented.
(Ian S., Jason B.) - MMSPU
Reports:
Chair: It has been a busy 3 weeks for all of us at SMICYPAA. As your Chair,
I have been participating as much as possible in the initial committee meetings
that we have been having, and it's been a privilege to see everyone get
their different committees started and get involved in all the different
areas of service that SMICYPAA is putting together.
It was especially exciting to attend the Events Committee meeting and the
Hotel / Facilities Committee meeting, which was especially exciting, with
a guest speaker who had lots of experience, strength and hope to share with
the new Chair and Co-Chair of that Committee.
I'm excited to see where we all head with SMICYPAA this year, and look forward
to seeing what we can do to make our Bid Committee be of "maximum service."
Submitted in Love and Service,
Travis W.
SMICYPAA Bid Committee Chair
Co-Chair: Pending approval of the Procedures Manual revisions, I plan to hold a bid theme sharing session sometime this month; I will send out e-mail to all Committee members with a date and location. We will brainstorm to choose three unique potential themes for this year's bid, and at next month's meeting the 3 themes will be presented to the entire committee for final selection of a theme.
I also plan to actively participate in both the Events Committee as well as the Outreach Committee planning sessions.
Respectfully submitted,
Dan G.
SMICYPAA Bid Committee Co-Chair
Outreach Committee: I have appointed: Evan W. as Men’s Treatment Chair; Cara as Women’s Treatment Subcommittee Chair and Joe E. as Alanon/Alateen Subcommittee Chair; Sean W. as the Washington Subcommittee Chair; and, Anthony as the “Illinois” Sub-Committee Chair. I have contacted an AA member in East St Louis with no response; Kansas City Rob respectfully declined appointment as KC Subcommittee Chair due to KC's attempt to bid. We have set up a formal Outreach Committee meeting for Sunday at 6 o clock at Kirkwood Park (we will be BBQing before the meeting starts at about 4 or so and maybe playing some kickball, softball, soccer, or whatever.). I have also read the Procedures Manual and come up with a game plan for contacting MO DCMs.
love and pickles,
Bill P.
Outreach Committee Chair
Hotels / Facilities Committee: We kicked things off with a “Passing
of the Torch” meeting last Thursday, August 26, 2004. Here are the
action items from the minutes:
1. Travis W. (past Hotels Committee Chair) will introduce us (Matt H. and
Mike P.) to the contacts at the hotels.
2. Contact some advisory council members.
3. Start taking a look at how many contracts we want to work on and with
whom.
4. Contact the Saint Louis City Visitor’s Bureau.
We will report on the progress of these items next month. Thank you for
the opportunity to serve.
In Love and Service,
Mike P., Hotels / Facilities Committee Chair
Bid Book Committee: We are waiting to get a copy of last years bid book. Nothing further to report.
Susan M.
Bid Book Committee Chair
Events Committee: The October event will be a BBQ and bonfire, October
23, somewhere in Union. Lucy found it and knows where it is, ask her if
you want more info. This is a Saturday, and the light will only last until
5 or 5:30, so I'm thinking we need to get out there and get set up before
then. We'll need barbeque pits/grills/whatever, and people that know how
to grill. We can either do a "we supply the meat, potluck", or
a "bring your own meat potluck". Since we have no idea how many
people will show, I think us NOT buying meat is a good idea. But if someone
has a better idea, please share it.
I know I'm asking for a lot of volunteers and service things, but an event
every month requires some serious dedication. Thank you to all that have
already helped, and to those who have committed to things in the future...
Trivia night will be November 13, 2004 at Concordia Lutheran Church in Kirkwood
(right across the street from the Magic House). Speaker will start at 6
or 7, and trivia will go from 7-9 or 8-10. I will be going there to meet
with the woman, confirm the date and pick out the tables we want to use
sometime in the next week or two. (Tables will depend on team size, so I
need to talk to the trivia woman before then). I need some assistance with
this event, so volunteer yourselves, your sponsees, your friends, etc. I
need:
A chairperson for the meeting
Greeters
Set up people
Clean up people
Beverage sellers
Potluck snacks set up-ers
Someone to read the questions - you must be articulate and not afraid of
a microphone Registration table - collect the money and such
Prize Committee - I need good ideas for prizes (high score, low score, best
wrong answer, etc) and someone to help pass them out
That's all I can think of for now, and I'm sure some of these jobs can be
doubled up if we don't get enough volunteers.
For October, I need a bonfire venue - Babler is no good, only fireplace,
no fire - and someone at the meeting (I forget who) said they know where
to get stuff to BBQ. If that was you, please let me know who you were and
who I need to call.
Festivus ideas - Costume party, Karaoke, Dodge ball (feats of strength),
Pass the trash or secret Santa present stuff.
Thanks to all so far for great ideas and assistance
Nikki F.
Events Committee Chair
Merchandising Committee: The Merchandising Committee held a meeting; people
attending the meeting were myself, Molly L., Evan W., Amy W., Jenny R.,
and Ryan.
We discussed goals; explained that design and choosing a slogan will be
the main purpose of the meetings of this committee. Molly made a suggestion
to have special shirts made for presale. We all liked the idea of having
two shirt designs: one specifically for this upcoming ICYPAA and one sort
of universal that is continuously sold. We came up with a possible design
for the shirt that can be sold continuously, and started to focus on the
design for other shirt.
Jenny had a phrase she liked a lot (a possible slogan): keystone of the
new and triumphant arch through which we passed to freedom. Some had questions
about whether that is too long or can we shorten it and also whether it
is too exclusive to the rest of Missouri. Other ideas were brought up such
as using the gateway in someway in the slogan and other designs such as
“farfromusing” or “farfromdrinking.”
We also discussed possible t - shirt colors; everyone present was particular
to red, black, navy, or white.
Regarding pricing; Evan and Ryan are going to look into prices for shirts,
mugs, lighters, etc. and have some prices by the next meeting to help with
proposing a budget.
Dan H.
Merchandising Committee Chair
Group Communications Committee: Chelsea, the Co-Chair, attended the August
IR meeting. District 42 has requested that SMICYPAA do a presentation at
one a future district meeting, preferably after the next Area Assembly.
Chelsea and I will be further discussing the details of the presentation.
We are trying to set up our first committee meeting so that we may appoint
our subcommittee chairs and begin working with the districts and young people's
meetings to carry the message of SMICYPAA. The date and location of this
meeting are being worked out right now. I will be e-mailing the details
of the committee meeting once it's set up.
Respectfully submitted,
Alicia G.
Group Communications Chair
Old Business (one item):
1. After a brief introduction of the proposed amendments to the Procedures
Manual, the following motion was voiced by Chairperson Travis W.:
[Motion (#1)] To call to written ballot, pursuant to the Procedures Manual
currently in effect, all of the Procedures Manual’s proposed amendments.
(made by Structures and Procedures Committee according to January 2004 Procedures
Manual—no second required)
Discussion was held; comments primarily centered around voting rights—some wanted to give everyone a vote; some wanted the subcommittees to have a vote; some wanted the city subcommittees to have a vote. An amended motion was made as follows:
[Motion (#2)] To amend Motion #1 such that: subcommittee chairs would be
given a vote in addition to those already voting under the Procedures Manual’s
proposed amendments.
(Dan H., Jason B.) – MMS(see vote below)
Discussion was held; some were in favor of allowing the subcommittee chairs to vote; some wanted no line drawn at all regarding who gets to vote. A further amended motion was made as follows:
[Motion (#3)] To amend Motion #2 as such: subcommittee chairs would no
longer get the vote for the reason that they are subcommittee chairs, but
all would achieve the right to vote by virtue of their attendance of three
(3) Meetings.
(Dan G., Amy W.) – MMS(see vote below)
Brief discussion was held.
Motion #3 was called to a vote by written ballot (requiring a 2/3 majority to pass)
Yes: 13; No: 12 – Motion failed.
Motion #2 was called to a vote by written ballot (requiring a 2/3 majority to pass)
Yes: 11; No: 14 – Motion failed.
After a minority opinion changed one person’s vote, a second vote was called.
Motion #2 was called to a second vote by written ballot (requiring a 2/3 majority to pass)
Yes: 15; No: 6 – Motion passed.
Motion to close.
(Chelsea H., Ryan M.) –MMSP
Meeting closed in the usual manner at 7:25 p.m.
Matters tabled for next Meeting or passed:
Motion #1 (as amended: “To call to written ballot, pursuant
to the Procedures Manual currently in effect, all of the Procedures Manual’s
proposed amendments; however, adding that subcommittee chairs would be given
a vote in addition to those already voting under the Procedures Manual’s
proposed amendments.”)
All New Business:
1. Vote on new non-profit bank account to be acquired; must be voted on
due to fee associated with it. (Treasurer, Sean K.)
2. Vote on budget for Service Fair activities. (Amy W.)
3. Vote on budget for first event. This must be done due to the fact that
the standing committee’s full budgets have not been approved yet.
(Nikki F.)
General Sharing, Questions, Suggestions, Etc.
Note: Date and time of next Meeting to be announced.
Respectfully Submitted,
Ian S.
SMICYPAA BC Recording Secretary