Grill Chill

Join us for the January Business meeting live @ Springfield, MO at 4pm followed by a Grill/Chill.

Business meeting reminder: Our monthly business meeting is being held @ Brentwood Library at 2214 S. Brentwood Blvd. Springfield MO 65804 at 4pm Saturday the 23rd of January. Following the meeting will be the Springfield hosted event, the “Grill and Chill.”

November 7^th, 2009

Meeting started by Sean at 4:09 pm

Attendees/Introductions:  Ian, Sean, Danny W, Danny D, Alex, Korbyn, Sam, Ann, Laura, Mike K., Ben, Stacy

Reading of 10/3/09 minutes, Laura motions to approve, Korbyn seconds, all in favor

Chairperson’s Report- Sean

Announced dates for ICYPAA- August 26^th-August 29^th 2010

Discussed the possibility of having a scholarship room at ICYPAA

Discussed “giving away” a room at ICYPAA as a prize at our events

Discussed if we have a scholarship room it should be for someone who truly needs it.  Ian mentioned no event could raise enough money to support a hotel room, would be overbudget.  The only way would be to have someone donate it.

Committee Reports

Co-Chair- Stacy

Stacy attended outreach event in Columbia

Continues to do outreach via Facebook invite for Scavenger Hunt

Mentioned that she and Sean are meeting once a month to discuss one on one

Looked into Amtrack rates from St. Louis to Chicago and Chicago to NY

$150.00 round trip, group rates

Stacy will continue to work with the Events Committee and any Committee that needs her help

Ian suggested talk to Chicago group about going in together on the train

Treasurer’s Report- Ian

Parenthetical Summary:  As shown in the full report, the Bid Committee currently has on-hand funds in the amount of $1,005.12, after applying income of $75.29  and  $24.00 of expenses received between this report and my October report.  Note that $39.01 of said income has been set aside (on paper only -not in a separate account) as “scholarship fund money” and, although shows in our bottom line, will not be spent as general funds. Also, to account for inconsistencies with prior reports, please note that:  1) some of $39.01 scholarship funds amount was collected during a prior period, and some in the last period; and, 2) some of the 7th Tradition money reported today was collected during a prior period, and is being reported in this report (included as income for the prior period).  All the details are contained in the full report.  In addition, the full report includes a screen print from our online banking which shows an ending balance of $1,029.12, but that does not take into account Check No. 1134, in the amount of $24.00, which was mailed on 11/5/09 and has not yet posted to the account.

Yours in Service, Ian S., SMICYPAA Treasurer

-Ian

Stacy asked about if we should donate to Central Services.  Ian said we should vote on that as a Committee

Outreach Committee-  Laura and Danny W

Pancake Dinner, Columbia, MO 10/23/09+

30 people attended, 7 committee members present

4 boxes of pancake mix

10 boxes of sausage

People seemed to enjoy it, success!

Trying to make contact with Kansas City, MO

Danny W and Korbyn went to Joplin, talked to the DSM, would like to hold a pancake event in Joplin they have a lodge we can use

Ben mentioned he was contacted by Bridgeway Behavioral Health, they would like SMICYPAA to bring a meeting in on Thursday nights

Yes, we would like to help out and bring a meeting

Stacy brought up the topic of “mileage reimbursement”

Pass the basket to help out of town committee members pay for gas

Ian- We need to vote on if we want to do “mileage reimbursement”

Sean mentioned maybe not for event but we could reimburse for business meetings

Took a break for 10 minutes

Returned from break 5:07 pm

Events- Sam and Korbyn

Meeting within next week for next event

Sobriety Jeopardy

NYE party

Discussed Savenger Hunt

Danny W has the key

Clare F. responsible for creating the Scavenger Hunt

Discussed prizes

Discussed Pancake Breakfast flyers for December, if we want to reach “older” members of AA, we need to send flyers out in the mailers

Mini Conference Report- Ben

Ben has been talking with Dave O

Proposing to move conference to beginning of April

Wentzville Convention Center

Saturday full day

Pancake Breakfast Sunday

Budget $500

Need program chair and volunteers

Monthly meetings for mini conference?

Merchandise- Danny D and Mike K

Proposed budget $450.00

Want to print a semi girly tshirt and semi manly tshirt

Danny discussed not gotten much feedback

Sean apologized for any stress and miscommunication

Voting on tshirt designs

20 of each shirt

Pink Cloud Bear Shirt

Black Shirt Phoenix

Unfinished Business

Stacy early bird fee for registering for ICYIPAA

Budgets

Sam- $1800

Danny D- $400

Laura- $750

Mini Conference - $500

New Business

Korbyn motioned to have half of gas paid for outreach events, Danny W seconds

Ian- that would be a lot of money out of our budget

Perhaps pre-approval for specific events

Talk to other bid committees- Texas, New Orleans, WI, San Francisco to see how they handle this

Korbyn- let’s do research and talk about it at next meeting

Stacy volunteered to contact other bid committee to find out what they do for travel

Danny D- thought this should be an Outreach committee

Danny W suggests we table this discussion, him and Laura will work with Stacy, Ian seconds

Meeting closed 5:57 pm

Springfield MO

4:22 pm- Sean T. opened the meeting with the Serenity Prayer

Introductions- Sean, Dustin, Joe, Alex, Danny, Korbyn, Danny D, Stacy, Eric, Jennifer, Ali, Emily, Laura F., Joe D., Russ

Danny D. read Facts, Aims, and Purposes

Reading of the 8/1/2009 Business Meeting Minutes

Danny D motioned to approve

Korbyn seconds

All in favor

Sean stressed the importance of Business Meetings, our main goal is to present our bid in NY

Co- Chair Report-

Stacy H. - No official report

Organized marathon meeting at the Fall Classic, they wouldn’t allow us to have a table at the Fall Classic

Stacy helped organize Springfield meeting with Danny D

Russ asked why we weren’t allowed a table at the Fall Classic.  Stacy said they thought it would open it up the door to have numerous groups want tables at the Fall Classic, nothing against SMICYPAA.  The MO State Convention does recognize us.

Discussion on how we can try to bridge the gap between younger members vs. older members of AA.

Treasurers Report

Sean read Ian’s the report Ian submitted. We made money on our first event!

Parenthetical report from Ian: As stated [in the full written report which was distributed], the Bid Committee currently has on-hand funds (ending checking balance) in the amount of $953.83, after applying income for this period in the amount of $245.50 and expenses for this period in the amount of $82.50.  The detail for such income and expense is contained in the three (3) pages of this report.  In addition, I have attached [in that written report] a screen print from our online banking which shows the ending balance stated above.  And now a friendly reminder:  according to our Procedures Manual, all Officers and Standing Committee Chairpersons are supposed to present a written budget to me at this meeting (the 2nd meeting following their election.  Please hand those to the Chair before you leave today, or email them to me today.  The reason for this is that the Procedures Manual states that I am to present a proposed budget to you at our next meeting.  In the event I do not receive a written budget from an officer or a Standing Committee Chairperson, I will use discretion and choose a proposed budget amount for them.  As you will see, the budget amounts on the expenses spreadsheet currently state “0″.  Once a budget is approved, I’ll insert the amounts and my reports will show the remaining amount of each officer’s and committee chairperson’s budget..  If any one has any questions or needs help setting a budget, please see me or speak to the person who held your position last rotation.  Yours in Service, Ian S., Treasurer

Sean proposed we push back budget deadlines until our November meeting

Stacy motions

Laura seconds

All in favor

Stacy- Ian is the official signer at the bank.  Stacy is also on the account

Outreach Chair Report

Laura F- has not traveled anytime since the last business meeting

Discussed setting up an online google document with everyone’s contact info.  The google document would have a password.

Laura has been approaching Outreach from the standpoint of going to different meetings and talking one on one with people about SMICYPAA.

Co-Chair position is still open

Drag Show for an Event

People are on board for having this event

Stacy mentioned  we did have an  Outreach event at the Alano Club last year that was not successful.

Stacy also mentioned in terms of a google contact info document, that would be something to work with the  Corresponding Secretary, a new contact list.

Events Chair Report

Sam D. not present at the Business Meeting

Hotel and Facilities Chair Report

Karl not present at the Business Meeting

Mini Conference Co-Chair Report

Sean read Ben’s emailed report which is listed below:

The SMICYPAA Mini Conference 4 is coming in 2010!!! I am looking at the weekend of January 29-31, 2010. My thought is to hold it somewhere closer to Saint Louis, but not too far from some of the rest of Missouri. I have been in touch with the Motel 6 in Wentzville (where the Area Assembly is held) and am waiting to hear back from Michelle, my contact there. Just looking at their website, the rates seem reasonable (under $40) and we are close enough to Saint Louis to get people to come out for the day, but also far enough away to be more attractive to people in outstate Missouri.

My idea is to have an event Friday night and Sunday morning, but the bulk of the conference will take place on Saturday with speakers, workshops and events. Then, there is a reason to come Friday night and stay Saturday night, but neither are required.

I will try to stay away from getting a room block, but that will certainly vary, and I will keep it as small as possible.

I would really like to hear your feedback! Thanks!!

Merchandise Chair Report

Danny D.  no official report

Talking to print shops and a graphic designer in regards to a new design

Laura- Do we want to order more tshirts, almost out of the Bear design

Danny- Would like to start with a new design for t-shirts, hats

Stacy suggested SMICYPAA business cards to hand out

Eric told Danny he would help him if necessary

Sean explained the importance of having “respect” in our design, nothing disrespectful of AA

New Business

Open Positions

Bid Book Chair

Corresponding Secretary

Group Communications Chair

Webmaster

Mini Conference Chair

Co-Chair Positions Available

Outtreach

Hotel and Facilities

Group Communications

Bid Book Chair

Nobody interested in standing

Group Communications Chair

Nobody interested in standing

Mini Conference Chair

Nobody interested in standing

Stacy nominates Danny W. for Outreach Co-Chair

Danny W. accepts

Danny D. motion to accept by acclamation

All in favor, unanimous, Danny W. is the Outreach Co-Chair

Hotel and Facilities Co-Chair

Jennifer stands for the position

Korbyn motions to accept by acclamation

Danny D. seconds

All in favor, unanious, Jennifer is the Hotel and Facilities Co-Chair

Corresponding Secretary

Danny W. nominates Alex

Alex stands for the position

Danny D. motion to accept by acclamation

Laura seconds

All in favor, unanimous, Alex is the Corresponding Secretary

Stacy motions to close the meeting

Danny W seconds

All in favor

Meeting closes at 5:55 pm

8/1/2009 SMICYPAA Bid Committee Elections Meeting Minutes

Opened meeting 4:12 p.m.

Attendees in St. Louis:  Ben M., Karl, Sean T., Stacy H., Sam D., Ann R. and Mike K.

Call with folks attending MO State Conference:  Bid Committee Members that were present Ian S. and Laura F.

Ben M. read Facts, Aims, and Purposes

Ben M. motioned to approve minutes from 7/18/09 meeting

Ian S. opposed to approving 7/18/09 minutes due to lack of detail showing persons who stood for election and voting results through third legacy procedure

The 7/18/09 minutes were approved with 1 opposed

Sean T. reported sending email to ICYPAA Committee stating his position as Chair.

Sean also stressed we are dedicated to bringing people to NY with us.  This is our focus on outreach

Laura F. asked if we are going to set up a fellowship fund to help bring people to NY

Committee Reports

Co-Chair Report

Stacy H. had no official report

Has been working with Laura F. on Outreach by reaching out to people on Facebook

Stacy recommended at events we have a bucket that people can donate to help send people to NY

Treasurer’s Report

Ian S. emailed the following report

The Committee has the same money on hand as reported in the last
treasurer’s report of the last rotation; there were no receipts and no
expenses turned in since then. I have yet to be added as a signer on
the SMICYPAA checking account, but will be getting with Stacy (who
stays on as Co-Chair), Ben M. (who comes off) and Sean T. (who comes
on as Chair) this week hopefully to take care of that. Thereafter, we
may get a new EIN and possibly move the account to a new bank; Sean K.
(past Treasurer whose SSN is associated with the account) has not
responded to my calls/texts regarding canceling the old EIN-I believe
this can be handled without him; more will be revealed

Outreach Report

Laura F. went to Springfield’s Young People’s Meeting; some folks from Springfield will plan on attending future St. Louis Business Meetings

We discussed holding some Business Meetings in Springfield as well

Outreach at the MO State Convention

Laura also has contacts in Columbia, MO

Laura wants to work on Outreach efforts with Rolla, Kirksville, and Kansas City

Stacy asked Springfield how many regularly attend their Young People’s meeting.  Springfield said they have about 10-12 homegroup members and the average age is mid-20’s.

Events Report

Sam D. first event on August 22, 2009 BBQ at Forest Park

Sean will send the flyer

6:30 Gathering

7:00 Speaker

8:00 Party

Laura mentioned doing a Drag Show as a future event

Stacy- we need to be more organized when planning an event, not just throwing something together in 3 weeks.  We want to get the awareness out there.

Laura asked if the date was set in stone for the BBQ.  Sean responded yes.

Discussed going to Springfield for September Business Meeting

Unfinished Business

Open Positions Elections

Corresponding Secretary Position remains unfilled and open

Hotel and Facilities Chair

Ian nominated Karl

Karl will stand for the position

Sean call to accept Karl by acclamation

Ian makes the motion

All in favor, unanimous, Karl is Hotel and Facilities Chair

Bid Book Chair

Ian nominates Ben

Ben respectfully declined

Merchandise Chair

Danny D. will stand for the position

Sean motions to approve by acclamation, Sam seconds, and Danny is unanimously approved as Merchandise Chair

Merchandise Co-Chair

Mike K. will stand for the position

Ben motions to approve by acclamation

Sam seconds, Mike K. is unanimously approved as Merchandise Co-chair

Group Communications Chair position remains open

Outreach Co-Chair position remains open

Events Co-Chair

Laura nominates Korbyn

Korbyn accepts

Stacy motions to accept

Ian seconds, Korbyn is unanimously approved as Events Co-Chair

Mini Conference Chair position remains open

Sean motions to table elections for open positions until next meeting

Natalie steps forward to be Outreach Subcommittee chair for the Bootheel region with Laura

Unanimously approved by acclamation

It is agreed next month’s meeting will be held in Springfield

Ben motions to close meeting

Korbyn seconds

All in favor

Meeting closed at 5:08pm

(Unapproved) Approved

7/18/2009 SMICYPAA Bid Committee Elections Meeting Minutes

Opened meeting 4:15 p.m.

Introduced Marge D. as our moderator for the elections, election procedure read

Elections Results

Chair- Sean T.

Co-Chair- Stacy H.

Recording Secretary- Ann R.

Marge asked for show of hands to accept by acclamation, all approved

Corresponding Secetary- none stand

Outreach Committee Chair- Laura F.

Mike P. makes motion to suspend sobriety requirement for position

Stacy H. seconds, unanimously approved

Hotel/Facilities Chair- None Stand

Bid Book Committee Chair- None Stand

Events Committee Chair- Sam D

Marge asked for show of hands to accept by acclamation, all approved

Took 10 minute break

Various Co-Chair positions are available

Motion to close elections, all approved

Meeting closed, 5:15 p.m.

Next Meeting: Saturday August 1^st, 4:00 p.m. St. Mary’s Hospital Cafeteria, we may have a joint meeting at the same time as those who attend the MO State Conference in Jefferson City

]]> http://smicypaa.org/blog/?feed=rss2&p=149 http://smicypaa.org/blog/?p=142 http://smicypaa.org/blog/?p=142#comments Sun, 03 May 2009 01:12:42 +0000 admin http://smicypaa.org/blog/?p=142 We just held our May Bid Committee meeting, wrapping up and preparing for ICYPAA in Atlanta. We are all looking forward to the conference, and hope to see you all there!

Click ‘more’ to view the minutes!

Opened 4:10pm.

Introductions made around the room.

Chairs Report: Ben M.

I have been helping to outreach ICYPAA with announcements of our business meeting and the volunteer sign-up sheet. I have also been working with the cochair on ideas for the bid presentation. I have registered for ICYPAA, requested off work, and secured a ride and room while there.

I am very excited about ICYPAA, it is going to be a great time, as per usual. ICY, ICY, ICY!!

Respectfully Submitted,

Ben M.
SMICYPAA Chair

Summary of actions from last meeting read by Travis W.

Moved to approve as summarized by Travis by Ian, 2nded by Stacy MMAPSU

Co Chair’s report: Sean T.

Treasurer’s report: Stacy H.

Mike has question to Sean to ask if there will be time to talk about bid presentation?

Ben: Yes

Hotels Report: Ian

Negotiations finished last month with both of our hotels, and contracts have been signed by sales reps from each of them. I have one contract in hand, and I will pick up the other (for the Hyatt) this week when I do a walk-through. The contracts look great, in my opinion, and are in line with the sort of contract described in “Hotels 101″. I think the advisory council will be pleased. I must say though, that it was not difficult to get this work done, since prior Hotel/Facilities Chairs had already done a great job with these hotels over the last 6 years on prior bids. As soon as I have both signed hard copies in hand, no later then the end of the coming week, I’ll turn them over to Mark D. for inclusion in the Bid Book. Also, I’m happy to report that the Millennium Hotel rep is trying to get us a ton of M&M’s with their hotel insignia on them, which we can give away at the bid table. Due to the amount, they will likely be delivered directly to our hotel in ATL. Finally, outside of the scope of my Hotel/Facilities Chair duties, I would also like to report that I have finalized and furnished to Mark D. the memo outlining tax considerations for ICYPAA, to satisfy the 6th Bidding Requirement. Yours in service, Ian S., Chair, Hotels/Facilities Committee

Bid Book Chair Report: Mark D.

$133.60 is the quote from Hi-Tec, I would estimate around 150 total. It will look similar to 2007’s book. Thank you for all of the images and info sent to me per my request this past week.

[Discussion ensued about the book and various details sorted out.]

Events Committee – no report

Merchandising Committee – Joe E. sent a message letting us know he can’t make it but that he will have shirt updates on Monday.

Intergroup: Karl – I’ll be at ICYPAA, I’ve been getting some flyers out.

Mike P. gave a report on his trip to Chicago and the YPAA forum that he attended hosted by Da Bid.

Break at 4:50

Reopened meeting at 5pm.

No Old Business

New Business:

Discussion of theme for bid.

“Most good ideas are simple…” was decided as our theme (from p. 62 of the Big Book).

Sean is working on the presentation and bid table setup.

Laura F. stands for Merchandise Cochair.

Motion made to approve by acclimation by Ben M. Seconded by Stacy H. MMSPU

Ian brings back up the theme, wanting more discussion on it and a vote.

Motion by Ben to keep it as the theme.

Mike P. seconded.

MMSP

Mike P. brought up discussion of bid presentation.

Motion to close by Ian, seconded by Mark, Closed 5:26.

]]> http://smicypaa.org/blog/?feed=rss2&p=142 http://smicypaa.org/blog/?p=137 http://smicypaa.org/blog/?p=137#comments Sat, 02 May 2009 21:45:04 +0000 admin http://smicypaa.org/blog/?p=137 Please see the minutes from our April committee meeting after the jump, which were approved at the May meeting.

Meeting opened at 4:15

Introductions Made:

Sean T. - cochair

Lauren – visitor

Stacy H. - treasurer

Ben M. - chair

Ian S. - Hotels/Facilities

Travis W. - Corresponding Sec. / Webmaster

Facts, Aims, & Purposes read by Ian S.

Chair’s report given by Ben M.

Summary of actions from last meeting:

(Ian summarized last meeting, moved for approval, Sean T 2nded, MMSPU)

Cochair’s report: Sean T.

Treasurer’s report: every thing’s the same from last month, no changes.

Hotels/Facilities report: Ian S.

Events discussion for Bingo night.

April 9^th – Sean will be sending out an email about a get-together at his place to discuss more events stuff.

Group communications report: Karl – has been giving out flyers and communicating as much as he can, looking for more district meetings to go to.

Unfinished Business:

none

New Business:

Stacy H.: ICYPAA host committee looking to get help with the ICYPAA lit. table. It’d be a good position for someone that’s new that’s looking for some service position at the conference.

Shirts discussed to have ready for Bingo night

Sean T: passed out and discussed SMICYPAA Volunteer Sign Up sheet for pledging time to volunteer for ICYPAA in Saint Louis in 2010.

Meeting Closed at 5:15.

]]> http://smicypaa.org/blog/?feed=rss2&p=137 http://smicypaa.org/blog/?p=135 http://smicypaa.org/blog/?p=135#comments Sun, 19 Apr 2009 03:39:17 +0000 admin http://smicypaa.org/blog/?p=135 A Special thanks to everyone who helped make the bingo night such a success. On behalf of the entire committee, I’d like to thank everyone who came, played, and attended the meeting with our wonderful speakers! Hope to see many people down in Atlanta for ICYPAA!

-Travis