Opening of Meeting by Bid Committee Chair, Sean K., at 4:08 pm with Serenity Prayer.
Twelve Traditions (short form of 3rdTradition) read by Vanessa
Twelve Concepts (short form of 3rd Concept) read by Ian S.
Facts Aims and Purposes read by Chelsea P.
Meeting attendance: 10
Introductions due to new faces in the business meeting.
Summary of Actions of last Meeting read; Minutes approved.
Treasure Report: Greetings Mini-Conference Enthusiasts, Last meeting in February I became the SMICYPAA treasurer. So far Sean K. has been showing me the ropes and I'm learning all about our finacial status. Important activities since ICYPAA 48 include: The beginning balance was $1283.90. The 80's Prom Event on Dec 2, 2006 revenues = $366.37, expenses = $545.38 for a net loss of $179.01. The Trivia Night Event on Feb 10, 2007 revenues = $1311.77, expenses = $400.33 for a net gain of $911.44. There was also a basket collection at the committee meeting on Feb 3, 2007 = $11.00. This left us with an ending balance of $2027.33. However, we have yet to send out the checks for the 7th Tradition split our Group Conscience decided on for immediately after ICYPAA 48. This will take away $ 834.13 from the ending balance. All this information (including detailed reports on each of the events) is included in the full report being distributed at the meeting today. Goals for this month include getting my name on the bank account and applying for the tax exempt letter. Don't forget to get your registration turned in today! Thank you and I look forward to continuing to serve as your treasurer.
Reports:
Chair, Sean K.: Not much to report. He was in attendance for the conference
call. The Trivia night was a great success. It was the most financially
successful for SMICYPAA. Excited for the Mini Event that is upcoming in
May.
Co Chair, Susan M: no report, not present.
Hotel Chair, Travis W.: Hello Committee! Not too much new to report here, but I have had some exchange with Rose, our contact at the Millennium Hotel, and I will continue to work with her in the upcoming months to get some specifics worked out with our contract with them for our bid. I have also been busy working with the ad-hoc committee on the mini-conference, and I am very excited about the way things are panning out so far. It is an honor and a priveledge to do this work with all of you, and I really respect all of the work that everyone has been putting into things with the SMICYPAABC so far.
Outreach Chair, Ian S.: Last month, most of my activity concerned working with Ad Hoc Mini Conference Committee to prepare and plan for the Mini Conference. Unfortunately, I missed the conference call last week; my apologies to the ad hoc committee for asking them to reschedule around my Mexican vacation, and then flaking on being present. Also, I sold beverages at our Trivia Night. What else? I filled a vacancy in the chair position for the newcomer’s AA meeting at the Comtrea Facility in Arnold, MO; unfortunately, Jeff G. had to step down due to a change in his work schedule. Happily, two individuals have stepped up to fill the two meeting nights a month at the facility, starting this month. I still haven’t heard back from our Family Groups contact, Richard B., the Missouri alt. delegate. I will follow up with him this week. Still finalizing the list of treatment centers, and just in time for the mini conference pre-registration flyer, hopefully soon to be complete with lodging reservation contact information. Looking forward to Bingo Night in Columbia, MO next weekend, and to pre-registering folks for the mini conference. Not much else to report for the Committee. On a personal note, I plan on reserving my flight and hotel for ICYPAA in LA—the roundtrip flight is approx. $380 as of today, and hotel rooms are $110 a night.
Events Chair, Ben M.: The events committee has been busy this month. Now necessarily with events stuff, but busy nonetheless. Our next event is the Variety Show. The church I would like to hold it at is slow in getting back to me, mostly due to Lent. I am supposed to call him early next week to confirm we have the location on April 28th for $100. I will have flyers out to the committee mailing list early next week. We will need to promote this event as much as possible in person. We are only going to be able to get it in 1 Central Services mailing, so I will need volunteers to go to district meetings this month to promote the event. I will call an events meeting very soon to work out responsibilities and volunteers for district meetings. Otherwise, the events committee looks forward to the Outreach Bingo night and helping with the Mini-Conference. I hope the committee has a supertaculariffic week!
Merchandising Chair, Adam W.: no report, not present
Bid Book Chair, Melanie: She still needs to get info from Ian for the Bid Book.
Ad hoc Committee: Will present budget proposal and findings in new business.
Old Business:
Open positions: Merchandise Co Chair, Group Communications Chair and Co Chair, and Webmaster.
New Business:
Approval of Mini Conference budget. At Missou, Auditorium is $300.00 for each day. We get use of Hospitality room and a lounge for free because we are using the dorms. The dance hall is $275 up to 10pm after ten it is an additional $45.00 per hour. Conference is Friday, Saturday, Sunday. The total was $1255 estimated total. For the dance we have to use the university service, such as coffee is $10.75 a gallon. Some extra costs will be cups, programs, name tags, other items for hospitality room, flyers. In the hospitality room, we will be getting donations for food items. The PA we can get from the University will be $50.00. We are planning on at least 100 people on attendance. The dorms are the Discovery Dorm building on campus. We have to have at least 25 dorms reserved. Checking on time we have to be out of the dorms on Sunday. Budget they are requesting as a committee is $1500.00. Sean K opened up for discussion on the presentation. A motion was made to approved the budget by Ian. Second by Jason B. MMSP.
Ad hoc meeting will be next week before Bingo Night at Vanessa’s house.
Mike P reviewed the reimbursement form for treasurer.
General Sharing: Vanessa reminded about bringing food/paper products to the Bingo Night.
Next meeting is April 07, 2007.
Meeting closed at 5:25 pm.
Respectfully Submitted,
Maggie T.
SMICYPAA Recording Secretary