Attendees: 15 attendees
Opening: Chelsea H. opened with the Serenity Prayer
Declaration of Unity read by Andrea B.
AA 12 Traditions read by Emily K.
ICYPAA’s Facts, Aims, and Purposes ready by Dan H.
Sharing:
Introductions around the room:
Chelsea H.
Andrea B.
Tara C.
Dan H.
Travis W.
Sean W.
Matt N.
Jason B.
Justin S. (Group 354, St. Charles); to see if District 19 can help the committee
Emily K. (Group 354, St. Charles)
Josh S.
Minutes presented by Josh S.
Motion: Accept the minutes as printed
(Ian S., Andrea B.) - MMSPU
Treasurer’s Report presented by Matt N.
Motion: Accept the Treasurer’s report as presented
(Andrea B., Tara C.) - MMSPU
Matt N. - asks for point of order
Chelsea H. – asks him to wait until new business
Chair’s Report: presented by Sean W., in Mike P.’s absence
Since our elections on September 13th, I have seen a tremendous effort by our committee. I am very pleased to report that immediately following the elections meeting, all of our committee members jumped into action. That is excellent. As you have probably noticed by now, I am not at the meeting you are presently attending. Right now I’m at the Southwest Regional Forum in Kansas City, MO, outreaching for our committee. Hopefully I am making some connections with our friends in KC. I would like to let you know what I have been up to while serving as your chair the past three weeks. On Sep. 25th, Bill P. and myself attended the District 14 meeting in Saint Charles. We made an announcement and got a good response as well as some people added to the contact list. The following Thursday, I visited District 19 in O’Fallon, MO and had another successful outreach mission. Writing up my job description was an easy task after getting permission to use the wonderful example from the Louisiana Bid Committee. I was also able to attend the St. Louis Service Fair and participate in the awesome booth that Jen L. set up for us.
This next month should be even more productive with the Eastern Area assemble coming up in a few weeks. I would like to thank the committee and all the visitors for the opportunity to serve. It is truly a blessing.
Motion: Accept the Chair’s Report as presented
(Travis W., Dan H.) - MMSPU
Co-Chair’s Report: presented by Chelsea H.
As Co-Chair, I have been trying to be of help to the Chair and Secretary. I have done some outreaching at other meetings. I attended the IR meeting on September 16th and made announcements about our newly formed ICYPAA Bid Committee. I also attended the Saint Louis Service Fair on September 28th. We had a booth courtesy of our Events Chair, Jen L. I served on the Question and Answer Service Panel at the Fair. I was able to answer questions about ICYPAA and talk about our newly formed ICYPAA Bid Committee. I am planning on attending District 5.1’s meeting on October 7th with Jen L. I am really proud to be apart of this committee for the past month. I have gotten to be apart of some really cool service opportunities and also watch a fire develop in people who are involved. I have had a lot of fun. I think that the outreach that EVERYONE has been doing has definitely gotten a positive response in Saint Louis and hopefully in other areas of Missouri.
In Love and Service,
Motion: Accept Co-Chair’s Report as presented
(Travis W., Sean W.) - MMSPU
ICYPAA Bid Committee Positions and Responsibilities read by Emily K.
Motion: To accept position descriptions as read
(Sean W., Travis W.) - MMSPU
Secretary’s Report: presented by Josh S.
Since we last met, I have spent a good deal of time compiling a comprehensive contact list of all persons interested in ICYPAA. I have also sent out a couple of emails reminding people about the newly scheduled regular meeting times. Mike P., Chelsea H., and Jen L., and I have stayed in touch, sometimes on a day-to-day basis.
Motion: Accept the Secretary’s Responsibilities and Report
(Travis W., Dan G.) - MMSPU
Old Business:
Josh S. – reads responsibilities of bid book chair
Bid Book Coordinator Election
Emily K. – 7 months sober, organized, involved in District 19, elementary school teacher
Dan G. – 4 years sober, marketing chair for AIM breakfast; bachelor in advertising
BALLOT #1 – 12 total votes, 2/3 =8 votes
Dan G. – 11
Emily K. – 1
2/3 supermajority present; Dan G. elected Bid Book Coordinator
Dan G. – asks whether he can take bid books with him
Justin S. – why can’t we make two chairs for this position?
Chelsea H. – Feel free to delegate and assemble volunteers to help you
New Business:
Chelsea H. – time to approve bid committee name; opens up discussion on proposed name
Andrea B. – proposes a new name
Justin S.– we should have St. Louis in the name
Travis W. – having St. Louis in the name is too parochial
Dan G. – agrees with Travis
Joe E. – Florida got the bid as Florida, not Orlando
4 additional names proposed
Motion: Close proposals
(Dan H., Andrea B.) - MMSPU
Chelsea reads the proposed names
- Missouri Statewide ICYPAA Bid Committee
- Saint Louis and Surrounding Areas ICYPAA Bid Committee
- Statewide Missouri ICYPAA Bid Committee
- Missouri ICYPAA Bid Committee
- “Give Us The Bid” Committee
- Missouri State ICYPAA Bid Committee
- Missouri Bid Committee
- Show-Me-State ICYPAA Bid Committee
- ICYPAA Bid Committee from Missouri
- Missouri State Bid Committee
- Missouri ICYPAA “Give Us The Bid” Committee
- Show-Me State “Give Us The Bid” Committee
- Missouri’s Show-Me State ICYPAA Committee
- Show-Me ICYPAA
Motion: Revote on every name that got one vote on the first ballot
(Travis W., Dan H.) - MMSPU
Josh S. – expresses concern about runner-up’s lack of “committee” in name
Dan G. – it’s simple
Justin S. – what if someone doesn’t know what “show-me state” is?
Motion: Go to the hat
(Travis W., Dan H.) – MMSP 6-5
“Show-Me ICYPAA” approved as committee name
Chelsea H. – announces that the next Area Assembly is October 18th
Josh S. – will be out-of-town; if the committee wants to have a presence at the Area Assembly, perhaps it should send someone else
Matt N. – should we coordinate what we will be doing at the assembly?
Chelsea H. – talk to Mike P. about that
Matt N. – signature authorizations, anything else in next month’s treasurer’s report, should find out about tax id number,
Dan G. – logo on agenda next time!!! Including “Show-Me ICYPAA”
Matt N. – I have seen other committees take pictures of their events to include in bid books. It will serve as good evidence of what we have been doing in preparation for the book. – tabled to the next meeting
Programs/Events Chair Report: presented by Josh S. in Jen L.’s absence
First of all please tell everyone THANK YOU so much for coming to the service fair. We had a great turn out! Everyone was a lot of help! Here are a few things I wanted to bring up:
1. The name of our ICYPAA bid committee
2. If someone can help me with finding a place to have an event I would really appreciate it.
3. The first event we are doing is Trivia night.
4. As soon as I get all info. I am calling a meeting on my own, I will tell you when that will be.
5. Since all the people weren't there for the service fair can you please tell them about donations for our events (gift certificates, soda, prizes, etc) you know!
Motion: Accept Program/Events Chair Report as presented
(Andrea B., Joe E.) – MMSPU
Hotel/Facilities Chair Report: presented by Travis W.
Since the bid committee elections, progress has been made towards developing a plan of action for the hotel committee to form. This plan of action includes:
- Building relationships with a minimum of two potential venues to have the conference in.
- We have been doing research into the specifics of what will be needed from any possible venues, namely:
Potential hotels and/or conference centers, which we will need to know details about that include:
- Amount of rooms that are needed to be reserved
- The amount of meeting spaces provided for each of the days the conference will be held
- Price considerations
- For the committee as a whole
- For the individual going to the conference
I have also made contact with the Senior Account Executive for Marriott International, (Deborah Dahms,) and she has offered complete cooperation and any and all assistance to us that we may need. She looks forward to working on this project with us.
The main tasks at hand right now are to gather more specifics on what we need to be asking any potential venues for in terms of the services that they will provide for us if we end up winning the bid and procuring their services. We also need to be looking at what other possible venues aside from the Marriott (The Airport Marriott) that may be a good potential for us to send an "RFP" to. (Request For Proposal) We are especially interested in sites that could be in the downtown St. Louis area, due to the greater amount of attraction that it could bring for our bid. The Adams Mark and a few others are being considered.
It is also hoped that contact will be made soon with a few past hotel chair-persons from past conferences, and they may also be able to provide greater assistance and advice for us.
Motion: Accept Hotel Chair’s Report as presented
(Andrea B., Dan H.) - MMSPU
Joe E. – brings up mass mailing idea
Chelsea – we should table that until the next meeting. Next time we should discuss the meeting close time; there needs to be a group conscience
Motion: Adjourn
(Andrea B., Joe E.) - MMSPU
Closing:
Meeting closed with the Responsibility Statement at 4:45 PM
Respectfully Submitted,
Joshua S.
Secretary, Show-Me ICYPAA