September Business Meeting Minutes Approved.

September 12, 2009

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