May 2009 Minutes

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!

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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.