This blog may be ending cause well….we are not SMICYPAA any more we are the Host Committee for the 54th ICYPAA!  So here is a link to the new website  icypaahost.org.

We have set a date for Host Elections, Oct 15th at Holy Cross Lutheran Church for the Deaf, 1135 Macklind Ave, Saint Louis, MO 63110 at 1pm.   We need all the help we can get so please try attend and help us make sure that we put on the biggest A.A. party St Louis has ever seen.

SMICYPAA would also like to thank all the help it has gotten from the Greater AA community over the past 8 years.  We could have not done it without your continued support.

NOW LETS DO THIS!!!!

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

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. 12^th- 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.

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

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