SMICYPAA Minutes
06September2008
Open: Meeting opened at 4pm with Serenity prayer
Members in attendance:
Stacy H.-Treasurer, Joe E.-Merchandise Chair, Travis W.-Corresponding Secretary.,
Ian S.-Mini Con Co-chair, Sean T.-Co-chair, Hot Carl , Aaron F.-Events Chair,
Liz P.-Mini Con Program Chair, Katie S., Mike P.-Mini Con Chair, Chelsea
P.-Recording Secretary
Tradition 9: Ian S.
Concept 9: Hot Carl
ICYPAA Facts, Aims, and Purposes: Aaron F.
Chair Report:
I do apologize for not being in attendance. I tried to get my friend to
change his wedding day, but to no avail.
First, I must say I am very excited about our committee. We have some very
excited and committed members that will ensure this as a great year for
SMICYPAA. I am very happy with all the committees, as they have all begun
doing work. I would like to set out a few goals and expectations for the
coming year.
1.I would like to have a group inventory completed before the next committee
meeting. My suggestion is to meet at someone's house and discuss questions,
but I am open to other suggestions.
2.I would like to have all open positions filled before the January meeting.
This will require everyone on the committee spreading the word, not just
about events, but about getting other people involved. Encourage sponsees
and home group members of all ages to at least come to a committee meeting.
3.I would like to have several submissions for the Young People's Video
project. There are several ways we can accomplish this, most of which I
will leave to the Co-Chair, but again, we will need as many people involved
as possible.
4.I would prefer to have fewer, more "successful" (well-attended)
events. This will require participation from all committee members, not
only at the events, but also helping to outreach the events.
5.I would like to have t-shirts and other merchandise available for sale
before the mini-conference in January. This will help spread the word of
SMICYPAA and ICYPAA.
Those are some of the goals I would like to have us work toward as a committee.
I think we are up to the task. GO SMICYPAA!
Respectfully submitted,
Ben M.
Reading of minutes of 02August2008 meeting:
Ian S.motioned to approve past minutes; Joe E. seconded. Motion carried.
Co-Chair Report:
I have attended all sub committee meetings, reported positive activity to
the Chair and am pleased at the great things going on.
-Sean T.
Treasurer’s Report:
Beginning balance is at 0 due to not having a check register and not knowing
balance. Waited for remaining checks to clear to have a fresh start. Getting
with Sean K. to get a new EIN # so our checking account is no longer linked
to his info. Going to give a check to Jason B. for charges put on his credit
card from Tan-Tara (last Mini Con) for $233.00.
-Stacy H.
COMMITTEE REPORTS:
Outreach Committee:
Fall Classic Hospitality room
Went very well, talked to several young people who are eager to get involved
with Committee, have their phone numbers and contact information will get
them to added to email list and explain positions available in committee.
Outreach Co – Chair
I have talked to Brad Otwell and he is willing to become the Outreach co
chair pending committee approval.
Outreach meeting
Will be scheduling an Outreach meeting in the coming week. To talk about
setting up events and plans to outreach to the Gay, lesbian and bisexual
community in AA, also plans to reach out to the minority groups in the St
Louis area.
Outreach Tri Folds
Want to create four tri fold fliers.
One would be outreaching to older AA's who are "young at heart"
One would be reaching out to the LBGT community
One would be reaching out to the minority community
And finally one would be for treatment centers.
-Ralph R.
Hotel/ Facilities Committee: Open
Bid Book Committee: Open
Events Committee:
We held and events committee meeting on Aug 21.
was well attended, and productive (see attactched mins)
mins where mailed out to committee
The first event will be a trivia night.
the possible date is Nov 1st
have talked to the speaker, and is open
waiting on Aaron F. to secure church on said date
flyers will be out in the October mailing, and available to committee members
before hand(as well as tickets)
have a few possible locations, and is looking into them, will keep the committee
updated on progress
Possiblilty of second event being a “festivus”.
-Aaron F.
Merchandising Committee:
Aaron is going to give Joe all of the past merchandise. Possibility of shirts
being available in January for Mini Conference. Other than that nothing
else to report.
-Joe E.
Group Communications Committee: Open
Mini Conference Committee: (Insert Here)
Hi SMICYPAAers!
The Mini Conference dates have been locked down for Jan. 23-25, 2009. The
contract was signed and turned in. We held an election/meeting for the Mini
Conference committee on Aug. 24 and we now have a Marathon meeting chair
George H. I was contacted by Scott, the chair of the Chicago ICYPAA bid,
and he mentioned bringing a few carloads of people down to our Mini Conference!
Please call in to sign up for your room at the conference now (314.241.9622)
It will help tremendously for outreach if our own committee members get
registered and reserved right away. We still need a Registration Chair,
Hospitality Chair and a Serenity Patrol Chair so please let me know if you
can help. Our next Mini Conference meeting will be 11am Sun. Sep. 21 at
Starbucks on Olive (at Craig).
Here is an first draft of our budget ideas for the Treasurer:
Budget ideas: Anticipated income: (100 people x $10) = $1000
Expenses:
Deposit = $325 ($250 of it is refundable)
Flyers (5x $20)= $100
Name tag hangers = $50
Program - tri-fold = $20
Candy = $30
Gifts for speakers (6x$15) = $100
Hospitality (coffee, snacks) = $200
Total: $825 ($575 after refund of deposit)
Gratefully submitted,
Mike Pearson
SMICYPAA Mini Conference Chair
OLD BUSINESS
None
NEW BUSINESS
Election to fill open positions:
Hotel/ facilities Chair
Hotel/ facilities Co-Chair
Group Communications Chair
Group Communications Co-Chair
Bid Book Chair
Bid Book Co-Chair
Outreach Co-Chair--Filled
Events Co-Chair
Merchandise Co-Chair
Ian S. motioned to accept Katie S. by acclamation for the position of Outreach Co-Chair and Hot Carl by acclamation for the position of Group Communications Chair; Aaron F. seconded. Motion passed unanimously. Katie S. is now our Outreach Co-Chair and Hot Carl is now our Group Communications Chair.
Ian S. motioned to make the next meeting a bring a friend meeting; Joe E. seconded. Motion carried. The next meeting is a bring a friend meeting.
There was discussion about the committee creating a myspace page. We will possibly discuss more at our group inventory.
Young People’s video project: We viewed 7 minute video presentation and discussed it.
Discussion of group inventory: We will start an email dialogue to figure out available dates.
Discussion of google calendar: Check out our google calendar on www.smicypaa.org.
ANOUNCEMENTS:
Next Meeting will be held on Saturday, October 4, 2008 at 4pm at St. Mary’s
Hospital Cafeteria room A & B—check www.smicypaa.org
Committee proposed budgets are due by next meeting
CLOSE: meeting closed at 6pm with moment of silence