Opening of the Meeting by Bid Committee Chair, Travis W., at 4:06 p.m. with Serenity Prayer
Tradition 9 (short form) read by Sean K.
Concept 9 (short form) read by Ryan M.
ICYPAA's Facts, Aims and Purposes read by Susan M.
Introductions around the room (23 attendees present)
Presentation of the Summary of Actions from the 8/28/04 Meeting (the minutes for which were delivered in full via email prior to the Meeting) by Ian S.
Motion made to accept the 8/28/04 Meeting minutes.
(Jason B., 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.
(Chelsea H., Ryan M.) - MMSPU
Reports:
Chair: Nothing new to report.
Travis W.
SMICYPAA Bid Committee Chair
Co-Chair: A meeting has been scheduled for Saturday, September 18th from 5-7 p.m. to brainstorm ideas for both the theme and the logo. The results of this meeting will be to produce three individual theme ideas as well as 3-5 logo ideas to present to the entire Bid Committee at the next Meeting for final selection according to the Procedures Manual (by a vote under the third legacy procedure). Going forward, these elements will appear in every creative execution of the Bid Committee (bid book, website, flyers, tickets, t-shirts, merchandise, etc.).
Respectfully submitted,
Dan G.
SMICYPAA Bid Committee Co-Chair
Outreach Committee: The Family Groups Subcommittee Chair, Joe E., quit and was replaced with a woman named Jackie W. I went to Illinois and contacted a couple of potential chairs for other subcommitees. A budget was written for the committee requesting $2,000 dollars. We had an Outreach Committee meeting—about twenty people showed up. There were plans made to go to the KC Round-Up in October (22nd, 23rd, 24th); we have room for twenty people free of charge. We have been asked to represent SMICYPAA at the round up and lead marathon meetings. If anyone wants to go on outreach trips to Cape, etc., speak to me. That is all.
Jason B.
Outreach Committee Chair
Hotels / Facilities Committee: The Hotels Committee decided to concentrate on two hotels for now. We decided via the hat (because that’s where God’s at) that Matt H. (Co-chair) will head up contacting the Millennium and I will take the Renaissance Marriott. A third hotel will be considered in the next two months. In addition we have both committed to calling two different ICYPAA advisory council members for feedback. We will contact the Saint Louis City Visitor’s Bureau by the end of September. Thank you for the opportunity to serve.
In Love and Service,
Mike P.
Hotels / Facilities Committee Chair
Bid Book Committee: Nothing new to report.
Susan M.
Bid Book Committee Chair
Events Committee: As previously reported, event planning is ongoing and volunteers are sought.
Nikki F.
Events Committee Chair
Merchandising Committee: This committee’s last meeting was held at 8:30 p.m. on Tues. Aug 31st.
There were about ten people in attendance. More design and theme ideas were discussed. We decided to end the meeting around 10 p.m. for several reasons: (1) people needed to study; (2) I decided to hold off and wait for Dan G. (BC Co-Chair)to decide when his theme meeting would be held because until then we could not move ahead with any ideas; (3) to focus on exactly what products to focus on selling; and, (4) to get some prices from various vendors to help create a budget.
In the time between that meeting and now I received some prices from my co-chair which are very reasonable. More than likely the company he found will be used pending some more information that I need. Dan G. set up his meeting for Sept. 18th where hopefully I can lay out some
of the ideas that have been brought about at the meetings of the Merchandising Committee and get some other ones as well.
Respectfully submitted,
Dan H.
Merchandising Committee Chair
Group Communications Committee: 1. We are still working on securing a location for our committee meetings. At this point we are tentatively trying to hold our meetings on Mondays once a month. The original location we were attempting to use was asking for too much for rent so I will be contacting the Lindell Club in the next couple of days to see if they may have a room available for us to use.
2. Due to the fact that our committee is a new "concept" we are still trying to ascertain what the expectations are of us to best serve the Bid Committee. Chelsea and I have discussed contacting the Advisory Council for some guidance in our role on the committee.
3. We are looking to find people that are willing and able to attend young people's meetings in nearby areas such as O'Fallon and St. Charles to carry the message of SMICYPAA and determine their level of interest in using YRs within their meetings.
4. We've received a short list of names from the Outreach Committee of people who may be interested in attending District meetings throughout the Eastern Area of Missouri to explain SMICYPAA to the districts. We will be contacting those people regarding attending our first committee meeting as well.
As of now, that is all we have to report. We are open to any suggestions anyone may have of how we may better serve the SMICYPAA Bid Committee. Please feel free to e-mail me with any questions or suggestions.
Yours in service,
Alicia G.
Group Communications Chair
New Business:
Motion: to approve the disbursement of $150.00 to the IRS by the Treasurer in connection with registering as a tax-exempt non-profit corporation so that SMICYPAA might open its new checking account.
(Ian S., Chelsea H.) MMSP (after minority opinion from Joe E. – that the disbursement wasn’t necessary – failed to change any votes.)
Motion: to approve the disbursement of $75.00 to Amy W. to cover costs associated with manning a booth at the St. Louis Service Fair ($50.00 required donation and $25.00 for materials.)
(Jason B., Dan H.) MMSPU
Motion: to approve the budget proposed by the Events Committee for the upcoming kickball event; such approval being necessary because the Events Committee’s full budget has not been approved yet.
(Molly L.,Jason B.) MMSPU
Motion: to approve the disbursement of $25 to cover copying costs associated with the production of informational flyers produced by the Outreach Committee.
(Bill P., Dan G.) –withdrawn by Bill P. (upon learning that off-budget expenses of $25 or less are allowed by the right of decision of the committee’s chair per the Procedures Manual)
Discussed planned presentation/announcement by Mike P. at October 2nd-3rd Area Assembly regarding SMICYPAA generally.
Old Business:
Entertained a minority opinion regarding the passing of Motion #2 (immediately below) with 2/3rds majority at last; none was given – Motion #2 therefore remained passed.
Motion (“Motion #2”): to amend Motion #1, so that it would read: “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.”
Discussion began regarding Motion #1 as amended by Motion #2 (immediately below).
Motion (“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.”
Motion (“Motion #3”): to give YRs voting power in addition to those voting under Motion #1 as amended.
(Josh S, Bill P.) MMS
Discussion was held regarding Motion #3.
Written ballot on Motion #3: Yes: 12; No: 7; Motion failed.
Minority opinion entertained: Mike P. suggested that YRs would want to get involved if they thought they could vote. Nobody’s vote changed. Motion remained failed.
Discussion resumed regarding Motion #1 as amended.
Motion (“Motion #4”): to remove all voting restrictions from the Procedures Manual, including those as proposed, and to call to a vote only the remaining procedures manual amendments.
(Josh S, Bill P.) MMS
Discussion was held regarding Motion #4.
Motion (“Motion #5”): to amend Motion #1 as amended such that: (1) only the procedures manual amendments which do not restrict voting are called to a vote; and, (2) voting on the procedures manual amendments which do restrict voting shall be tabled for a later Meeting.
(Ian S., Bill P.) MMPSU
Motion #1, as amended by Motion #5 (immediately below) was called to a written ballot:
To call to written ballot, pursuant to the Procedures Manual currently in effect, all of the Procedures Manual’s proposed amendments which do not restrict voting and, to table voting on the procedures manual amendments which do restrict voting for a later Meeting.
Results: Yes: 20; No: 0; Motion passed (unanimously).
Motion to Close.
(Chelsea H., Ryan M.) MMPSU
Note: Date and time of next Meeting will be on the second Saturday of October (9th) at 4 p.m. at the Central Services Office.
.
Note: Dan G. (Co-Chair) will be holding a “Theme Meeting” on Saturday, September 18, 2005 from 5-7 p.m. at the Central Services Office; the topic will be formulation of a common theme/logo for the Bid Committee.