Joe S. opened at 15:02 with the Serenity Prayer
Attendees:
Mike P. (Chair), Chelsea H. (Co-Chair), Andrea B. (Flyer Chair), Evan W. (Male Treatment Chair), Amanda K., Melissa C. (Female Treatment Chair), Amy W., Ian S. (Legal Permits/Tax Law Chair, Webmaster), Dan G. (Bid Book Coordinator), Travis W. (Hotel/Facilities Chair), Hal F. (Program/Events Co-Chair), Mark P., Joe S. (Prayer Chair), Josh S. (Secretary), Matt N. (Treasurer), Emily K. (Theme Chair).
The Short Form of the Traditions read by Mark P.
The Short Form of the Concepts read by Amanda K.
Letter from GSO to ICYPAA read by
Abbreviated Presentation of Minutes by Josh S.
Two typos were amended.
Motion: Accept the minutes as presented via email and later amended
(Ian S., Travis W.) – MMSPU
Treasurer’s Report: presented by Matt N.
Show Me ICYPAA-Bid Committee-Statement of Fianancial Position |
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to 11-31-03 |
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to 12-31-03 |
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to 1-31-04 | ||||
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Beginning Cash Balance |
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$ 14.60 |
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$ 46.60 |
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$ 865.10 | ||||
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Inflows |
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Basket Collections |
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$ 32.00 |
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$ 52.00 |
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$ 44.00 | ||||
Net inflows from Event * |
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$ 766.50 |
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Outflows |
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Rental payment-Central Services |
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$ - |
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$ - |
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$ 10.00 | ||||
Rental Payment-Other |
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$ 13.00 | ||||
Fliers Chair |
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$ 53.72 | ||||
Website Chair |
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$ 32.00 | ||||
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Ending Cash Balance for period |
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$ 46.60 |
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$ 865.10 |
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$ 800.38 | ||||
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* Supporting detail exists in separate financial statement |
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Projected inflows |
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basket collections |
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$ 200.00 |
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Net Event Inflows |
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$ 1,600.00 |
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Total projected inflows |
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$ 1,800.00 |
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Projected outflows |
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Rentaly Payment-Central Services |
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$ (50.00) |
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Bid Book Chair |
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$ (500.00) |
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Chair |
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$ (25.00) |
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Events Chair |
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$ (840.00) |
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Fliers Chair |
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$ (300.00) |
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Legal/Tax Chair |
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$ (25.00) |
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Outreach Chair |
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$ (500.00) |
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Secretary |
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$ (25.00) |
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Theme Chair |
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$ (200.00) |
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Treatment Chair |
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$ (10.00) |
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Website Chair |
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$ (34.00) |
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Total projected outflows |
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$ (2,509.00) |
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Projected End Cash |
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$ 156.10 |
Motion: Accept the Treasurer’s Report as presented
(Dan G., Andrea B.) - MMSPU
Chair’s Report: presented by Mike P.
There are 110 days left until ICYPAA 47! Online registration is up and running, so now it's even easier to pre-register. There is a pre-conference event on Thursday, May 27th, so keep that in mind when planning your trip. Please let me know if you need assistance and we'll get you signed up right away. The past month has been a busy one for the committee. The budget team met and hammered out a proposed budget
which I fully recommend to the committee for approval. The area assembly provided me with some excitement and a learning experience all in one. The chair of Area 38, the eastern area of Missouri has assured me that she fully supports our bid to bring ICYPAA 48 to Missouri. The area's support is very important because it helps the AA community know we are sincerely trying to help out. So it is imperative that we do our best to be humble everywhere we go in AA (by saying that I'm reminding myself more than anyone else). One last thing, if you need a hand, please call. We're in this together so there's no need to go it alone.
Thank you for the opportunity to serve.
In Love and Service,
Mike P
SMICYPAA BC Chair
Co-Chair’s Report: presented by Chelsea H.
Committee Reports:
Prayer Chair Report: presented by Joe S.
No Report
Reasons’ Statement Chair Report: presented by Mike P. in absence of Ashley S.
No Report
Flyer Chair and Co-Chair Report: presented by Andrea B.
Budgetary needs already addressed.
Outreach Chair and Co-Chair: presented by Josh S. in Joe E.’s absence
Everything is going great!
Hotels/Facilities Chair Report: presented by Travis W.
St. Louis Hotels’ Committee is working on proposals. The St. Louis Visitor’s Bureau has worked with us in contacting local hotels that have the ability to host an event of our size.
Hotels/Facilities Co-Chair Report: presented by Rachel R.
Mission to find the pre-conference event location; I checked the city museum and it would cost $3000 to rent the almost the entire place, parking, security, etc. Caves are $500 extra, is outside area. Middle floor with plays would be off limits.
Women’s Treatment Chair Report: presented by Melissa C.
Called Preferred and Bridgeway and talked to Lakeside kids to promote the event this evening.
Men’s Treatment Chair Report: presented by Evan W.
Handed out flyers and spoke with Lakeside. I have had trouble communicating with the desk staff at other facilities. I have been busy promoting our events and bid committee meeting to meeting. I am now asking for help with outreach.
Legal Permits/Tax Law Chair Report: presented by Ian S.
Research is progressing.
Program/Events Co-Chair Report: presented by Hal F.
Karaoke Night is tonight. A breakfast panel meeting will take place on March 6th. We are also talking about an event in Cape in late March or early April. The Events committee meeting is held on the first Monday of every month at the Lindell Club at 6:30. Please come.
Bid Book Chair Report: presented by Dan G.
Logos will be talked about later on in this meeting. I will have a meeting this Monday at 6:30 at my apartment. Rough bid book proposal next month. I will present a Power Point presentation this month during new business. Looking for Co-Chair.
Theme Chair Report: presented by Emily K.
Nothing new to report
Acting Website Chair Report: presented by Ian S.
Send comments/suggestions via email to Ian S.
Reasons Statement Chair Report: presented by Ashley S.
Will send an email soon regarding the upcoming Reasons Statement meeting
Open Positions:
Program/Events Chair open for election
Requirements read by Chelsea H.
Hal F. accepts nomination
Amy W. declines nomination
Amanda K. declines nomination
Mark P. accepts nomination
Hal F. – Co-Chair and acting-Program Chair presently, activities coordinator for Group 569.
Mark P. – Over a year sober, secretary for his group
1st Ballot:
Hal F. - 12
Mark P. – 4
Hal F. receives 2/3 majority and is elected to position
Motion: To take a five-minute break
(Ian S., Joe S.) – MMSPU
Old Business:
Logo Proposal: presented by Dan G. and Andrea B.
Motion: To go to the Third Legacy Procedure to accept logo
(Chelsea H., Amy W.) – MMSPU
1st Ballot - 14 voting; 10 votes needed for 2/3 majority
A – 5
B – 8
C - 0
D - 0
No votes – 1
2nd Ballot – 14 voting; 10 votes needed for 2/3 majority
A - 5
B - 9
C - 0
D - 0
C and D are dropped pursuant to Third Legacy Voting Procedure
3rd Ballot - voting; 10 votes needed for 2/3 majority
A - 4
B – 9
No vote - 1
Motion: to go to the hat to choose Logo
(Dan G., Matt R.) – MMSF by 6-7
Motion: to make 5 one-third of 14
(Ian S., Dan G.) – MMSP by 6-5
4th Ballot:
A - 4
B - 9
No vote – 1
Motion: to go to the fifth vote
(Ian S., Dan G.) – MMSP
5th ballot:
A – 4
B – 10
Proposed logo B is elected as the logo
Budget Proposal: presented by Matt N.
Motion: to accept the proposed budget as amended by Matt N.
(Hal F., Chelsea H.) - MMSPU
New Business:
Bid Committee Group Inventory
Sense of the meeting - All voting in favor of having a group inventory
Creation of Merchandising Chair
Sense of the meeting – all support creating a merchandising chair
Motion: to actively pursue a merchandising chair to head the merchandising committee, with duties to include: oversee the production and merchandising of promotional products as the committee deems necessary; and, chairperson to work closely with the flyer and bid book committee chair with respect to the logos and creativity of and on such merchandise. Sobriety requirements to be one year.
(Ian S., Dan G.) - MMSPU
Amanda K. nominated
Amanda K. is the new merchandising chair
Discussion:
Addition of Missouri to SERCYPAA
Motion: to table both discussion and ask-it-basket
(Josh S., Travis W.) – MMSPU
Motion: Adjourn
(Travis W., Josh S.) - MMSPU
Meeting closed with the Serenity Prayer at 17:07
Respectfully Submitted,
Josh S.
Secretary, SMICYPAA Bid Committee