November Business Meeting Minutes - Approved

Approved SMICYPAA Business Meeting Minutes

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