APPROVED SMICYPAA Business Meeting Minutes 10/3/09
Meeting opened at 4:23pm- Stacy
Introductions- Tim, Mike, Laura, Stacy, Korbyn, Danny W, Kristin, Dave O, Sam, Ann
Mike read Facts, Aims, and Purposes
Reading of 9/12/09 Business Meeting Minutes
Danny W motioned to approve minutes, Laura approved, all in favor
Chair Person Report
Stacy read Sean’s report Hello all, Sorry for my absence today, thank you to Stacy for filling in. Thank you for showing up and supporting the SMICYPAA and thanks to Springfield for hosting us last month. We are officially 12 months away from the next ICYPAA in New York. The dates have yet to be announced but this will becoming soon. This is a different committee for SMICYPAA in that we are truly state wide. Please know you are encouraged to act spontaneously on behalf of SMICYPAA. We are all representatives of the committee and we must all be actively spreading awareness of the group and our mission. Whether you live in Springfield, Jeff County, Saint Louis, KC or Cape, you can gather people together to celebrate sobriety without a flier, and “event or anything else. So basically, REPRESENT. This I would like to stress more than ever. Start gathering and hanging out under the SMICYPAA banner. Hold your own outreach meeting. Talk up at your home groups. We don’t need a certified event to reach out to alcoholics in recovery. To all of our new committee members, it is okay to not know what your doing. Please don’t fret or worry, all things will be revealed. If you need clarification please ask. Our mailing list will be updated soon. Due to the fact that committees are separated with a Chair and Co-Chair in different parts of Missouri, will must start co-ordinating in a new fashion than we are used to. Not every event, or meeting can be attended by everyone on the committee, that’s just reality. Meetings and events may be set up under short notice. Please do not feel slighted or left out, this is just the way things must be. As time goes on we will find new and exciting ways this year to outreach and hold events. I believe great things will come to pass over the next 12 months. Please be patient with one another and know we are all here for a common good and the service of AA.
Committee Reports
Co Chair Report- Stacy
No official report
Been trying to work with new committee members, working with Springfield people trying to get them feeling comfortable with their new positions
Treasurer’s Report
Ian emailed Parenthetical Report, read by Stacy As shown in the full report, the Bid Committee currently has on-hand funds (ending checking balance) in the amount of $953.83, after applying zero (0) income and zero (0) expenses for this period. I understand some 7th Tradition money was collected at the last Meeting, but has not yet been delivered to me; that will be included in the next period’s income. The detail for our income and expense is contained in the three (3) pages of the full report. In addition, the full report has a screen print from our online banking attached which shows the ending balance stated above. Regarding budgets; The Committee voted to postpone the deadline for the delivery of proposed officer and standing committee budgets until November, however, I have already prepared proposed budget amounts based upon past experience with the Committee, and those are set out in the full report (see expenses page). I am including them both as helpful suggestions and to let you know what will be proposed by me in the event you do not provide me with your own proposal. Since your deadline moved to November, that would mean my deadline to submit a full budget is moved to December. Please do not forget to send me your proposed budgets on or before the November (next) Meeting. Thank you. Yours in Service, Ian S., SMICYPAA Treasurer Thanks.
Stacy added to take a look at the budgets, use last year’s to use as a guideline
Laura made the motion to aceept, Korbyn accepted, all in favor to accept treasurers report
Outreach Committee Report- Laura and Danny W
Laura and Danny W talked about traveling to KC
Dave O has a contact in KC said he would reach out to him
Danny W- Springfield, thinking about having an informational flyer to hand out at meetings, calendar of events
Oct. 12th- Danny W., Danny D and Korbyn going to Joplin to outreach. Outreach in Republic, MO as well.
Danny has been calling Central Offices, giving his number and hoping they call back. If anyone has any statewide Outreach ideas, please let him or Laura know.
Sam mentioned don’t try to do Outreach all on your own. Subcommittees, if people are interested, we could have KC, Joplin, etc.
Try to rekindle relationship with Columbia, MO group.
Korbyn suggested bringing an event or a business meeting to Columbia.
Stacy asked Danny W. asked what he is saying when he is calling Central offices. Suggested let them know we are a bid committee and trying to make statewide, we have a mini Conference
Stacy contacted Kelly P who used to be involved with SMICYPAA and she does have a contact in KC.
Stacy suggested approaching Columbia as we need you, we can learn from you. They don’t need us, we need them.
Stacy suggested an Outreach event in Columbia
Events Committee Report - Sam
Meeting tomorrow, 10/4 at 5pm in Starbucks in Webster Groves. Will appoint people positions
Thinking next event will be in November, indoor event, carnival type event?
Stacy suggested having an event as soon as possible so we don’t lose momentum
The more we plan ahead, the better interest for SMICYPAA.
Korbyn suggested a simple event, for example, pie eating contest
Kristen can we get outside donations? We have to get them inside.
Stacy suggested asking Ian if we can throw an event at his house.
Jason suggested having events after the dances on 10/30 and 10/31
Merchandise Chair Report
Mike K was present
Danny D. were unable to attend the meeting
Made progress on new shirt, have a graphic designer, looked at Instant Inprints in Springfield Mo.
Plan on getting bids from Springfield and St. Louis print shops
Designs, a baseball tshirt, a tank top
Sam mentioned other items can get expensive
Jason-by laws said they’re allowed three graphics? Vote on one drawing.
Sam said we’re allowed only two colors. Whoever designs the shirt needs to know about the limit in amount of colors used.
Can we release funds from SMICYPAA to go towards the cost of t-shirts?
Can we vote by email about the designs? Is there any way that we can have the shirts made by next months’ meeting.
Request funds to make a few more shirts for mike
Jason said that you can place orders ahead of time to print shops so secure that there won’t be overhead or excess shirts.
Laura still shirts from the past years.
Sam suggested that he’s in a screen printing class and can screen print items at school.
Stacy said can we just make more shirts w/ the same logo until we vote on a new logo.
Motion made to approve funds to make more shirts w/ current logo. Designer is in AA.
Jason asked who in the room would buy the shirts made now knowing that the money would go towards future production of shirts.
Sam made motion-Stacy brought it up again.
Motion for enough money to produce 15 shirts.
Danny W. seconded.
All in favor
Sam suggested that by him doing the shirts we would save money on labor.
Laura was interested in furthering the relationship w/ t-shirt designer .
Mini-conference Committee
Some coffee house to host event.
According to website for a room for an event it’s 450/day. Hourly rates available.
Stacy read a report about mini-conference from Ben. SMICYPAA Mini-Conference Co-Chair Report for October 3, 2009 meeting. First of all, I am going to need some help on this committee. A Chair would be extremely helpful, but if no one is willing or available to stand for chair, I will be holding a meeting in the next two weeks, probably on a week night at a local coffee establishment, and will be accepting phone calls for those unable to physically attend. I have been in contact with the facility that hosts the Area Assembly for Area 38 4 times per year. They are available on the weekend we held the mini-con last year, the final week of January. They are fully separate from the hotel, so there would be no room block requirement, but the hotel usually works out a special rate when you host an event there. According to the website, rooms are only around $40 anyway. The cost to have a room, with theatre style seating for 100 people for an entire day would be $250. The entire room is $450 for the day. They would work out hourly rates if we decided to use the facility on Friday night or Sunday morning. I think this is very reasonable and very doable given our budget. We would be able to keep the event cost under $10 and easily accommodate those that could not afford it. If there are no objections at the mini-con meeting, I will go ahead with this plan and start scheduling speakers and events.I apologize for not being in attendance, thank you.Ben M. SMICYPAA Mini-Conference Co-Chair
Unfinished business.
Open positions listed.
Stacy listed open positions to see if anyone wanted to hold these positions.
No one volunteered for open positions.
Dave O. is standing for mini-con chair.
Dave O. accepted nominations for Mini-conference chair.
Motion made for Dave O. to stand as chair.
All in favor
Bid-book chair—–
Jason went over what being a bid book chair involves.
Included fliers, etc.
Making a book to present on behalf of the committee to submit to ICYPAA Bid Committee
Group communications chair—
Laura said that was her job.
Not sure if that’s true.
Then Stacy described what the mini-conference chair position ensues to Tim.
Tim is in school right now and is in Chicago from may-august.
Laura said it might be a good job b/c it is indeed over by May.
NEW BUSINESS
Last year we tried super-fun hang out nights that were unsuccessful.
Re-iterated the need for budgets to be created, or else Ian will give you the money that was previously decided to be allotted to your area.
Any announcements?
Jason said that he was thinking of taking meetings into the juvenile detention centers in Clayton and wondered if there was a committee for that, or if anyone wanted to volunteer for that w/ him.
WE have sub-committees that do that sort of outreach.
AS far as events go, figure it out, get fliers, just do it.
Laura motion to close.
Korbyn second.
Meeting ended at 5:38.
