Mike P. opened the meeting at 15:05 with the Serenity Prayer
The Short Form of the Traditions read by Joe E.
The Short Form of the Concepts read by Matt N.
ICYPAA Facts, Aims and Purposes read by Rachel F.
Attendees:
Dan G. (Bid Book), Travis W. (Hotels), Andrea B. (Flyers), Mike P. (Chair), Joe E. (Outreach), Brandon M. (Website), Matt N. (Treasurer), Rachel F. (visitor), Amy W., Evan W. (Male Treatment), Joe E. (Outreach), Hal F. (Program/Events), Josh S. (Secretary), Mitch (visitor), Chelsea H. (Co-Chair), Ian S. (BCR, Legal Permits/Tax Laws Chair).
Summary of Actions of previous Committee meeting read by Josh S.
Motion: Accept the minutes as presented via email and later amended
(Joe E., Andrea B.) – MMSPU
Treasurer’s Report: presented by Matt N.
Motion: Accept the Treasurer’s Report as presented
(Joe E., Dan G.) - MMSPU
Chair’s Report:
We only have one more meeting scheduled before the conference, so we will probably need to have at least on e extra meeting. If so I will let you know as soon as possible. The group inventory for our committee has been rescheduled for 2pm, Sunday, April 11th at my apartment. Please RSVP to me ASAP if you can come. It will be moderated by our good friend Ron M. We will have a really cool format suggested to us by one of our Trustees Don M. I have a feeling that participating in this inventory is going to be a wonderful learning experience. One other thing, I participated in an international outreach conference call on March 15th. It was a very cool experience to share and care with people from all over the place on the phone. Thank you for the opportunity to serve.
Co-Chair’s Report: presented by Chelsea H.
I went to the IR meeting and the Alano Board is in support of us. We should make sure we get in contact with the host committee in order to be on their outreach list. I need to know who is willing to chair a marathon meeting at the conference this May. We also should have committee members go to Central Services on the last Tuesday and Wednesday of the month between 9am and 11am to help with the mailing. I am excited for our bid to be put on!
Motion: Break for five minutes
(Joe, Dan) - MMSF
Committee Reports:
Chair’s Report: presented by Mike P.
We only have one more meeting scheduled before the conference, so we will probably need to have at least one extra meeting. If so I will let you know as soon as possible. The group inventory for our committee is rescheduled for 2pm, Sunday, April 11th at my apartment. Please RSVP to me ASAP if you can come. It will be moderated by our good friend Ron M. We will have a really cool format suggested to us by one of our Trustees, Don M. I have a feeling that participating in this inventory is going to be a wonderful learning experience. One other thing, I participated in an international outreach conference call on March 15th. It was a very cool experience to share and care with people from all over the place on the phone.
Hotel/Facilities Chair Report: presented by Travis W.
The hotel / facilities side of our bid is moving along better than I could have imagined this month, and has kept me extremely busy. We have pursued and obtained 2 contracts and have a third that should be in our hands shortly. There may even be the possibility of a fourth contract that could be in the works, which is all to the benefit of our bid. The two contracts we have right now are from the Adam's Mark and the Millennium. The third "for sure" will be from the Marriott, Renaissance Grand. All of these hotels are very nice and could be good possibilities, so now it is getting down to the details and negotiations. With the help of my main contact on the advisory counsel, who has been going over these contracts with me and helping me to see what needs to be changed on each of them and how to go about doing that, we should have some good final contracts to go into our bid book and take to Orlando soon. Obviously no contract will be absolutely perfect, since we aren't sure what exactly and specifically the advisory council might want to see in them, but the ideal will be to have contracts with multiple hotels for them to choose from that will need very little revision before they decide on and sign for the chosen hotel, should we win. My co-chair has also taken on the pursuit and investigation of the Hyatt at Union Station as another potential hotel that we may be able to form a potential contract with, and her time and help with that has proven indispensable. The pressure's on and the excitement is mounting for us, but the challenge has proven to be a fun and interesting learning experience, and as always, I am grateful for this chance to be of service to you, the bid committee.
Bid Book Chair Report: presented by Dan G.
Need extension on the bid book, because of technical problems; will contact each committee ember this week to request filler material for bid book; plan to follow general format of the Florida Host Committee’s winning bid book; will have many photos of St. Louis in the book, with sidebars of A.A. history in St. Louis; need letters of support from various other committees and representatives in the area (i.e. Area Chair, President of Alano Board, Fall Classic Chair).
Website Chair Report: presented by Brandon M.
During the past month, I have not had as much time as I would have liked. I did however update the minutes from the previous months and added the two new events. The members section and contact list maker will be up as soon as I am able to do so. I do not expect any new costs in the new future.
Program/Events Chair Report: presented by Hal F.
We are having our Cape event on April 17th. We are going to have our bingo night April 30th. We need donations for prizes for bingo. Please see me if you are able to donate something. I am excited for these events; I think they are going to be very cool.
Women’s Treatment Chair
No report
Men’s Treatment Chair Report: presented by Evan W.
Bingo Event, April 30th. Cape Event, April 17th. We need donations for bingo prizes. I made contact with some counselors at Valley Hope and was able to hand out some flyers there. I also dropped off more flyers at Exodus and I’m currently working on Preferred and Lakeside. If anyone has any suggestions please let me know.
Merchandise Chair Report
No Report
Prayer Chair
No Report
Reason’s Statement Chair Report
I will be attending ICYPAA; reservations lined up. Nothing else to report.
Flyer Chair Report
Nothing to report
Outreach Chair Report
KC contact made and sounds good. Potential Alanon contact made. Minutes sent out to the Advisory Council as usual. Outreach Assistant Chair contacting MO inter-group offices again to find out about the number of flyers needed for the mailing. Everything is going well.
Legal Permits/Tax Laws & Bid Committee Representative (BCR): presented by Ian S.
I have compiled the necessary research and have drafted a document evidencing such. This two-page document tracks past bid committees' submissions and covers all the tax issues, etc. which ICYPAA will be facing in St. Louis. I will be providing the same to the Bid Book chair for inclusion in the Bid Book. I remain available to answer questions of law, etc. which may arise.
Motion: To Break
(Brandon M., Joe E.) - MMSPU
Open Positions:
No nominations or volunteers.
Old Business:
None
New Business:
Bid Book Draft:
Motion: Table the Bid Book Draft
(Brandon M., Evan W.) - MMSPU
Motion: Choose a person who plans on attending the Orlando Conference to spearhead preparations for the bid book presentation
(Dan G., Joe E.) - MMSPU
Nominations: Rachel F., Chelsea H., Joe E., Mike P., Hal F.
First Ballot: 14 total voting members, 2/3 = 10
Hal F. - 3
Rachel F. - 4
Chelsea H. - 6
Joe E. - 1
Mike P. - 0
Second Ballot: 15 total voting members, 2/3 = 10, less than 1/5 = < 3*
Hal F. - 3
Rachel F. - 6
Chelsea H. - 5
Joe E. - 1
Mike P. - 0
* Joe E. and Mike P. dropped
Third Ballot: 15 total voting members, 2/3 = 10, less than 1/3 = < 5*
Hal F. - 3
Rachel F. - 6
Chelsea H. - 6
* Hal F. dropped
Fourth Ballot: 14 total voting members, 2/3 = 10
Rachel F. – 8
Chelsea H. - 6
Motion: Conduct Fifth Ballot
(Dan G., Ian S.) - MMSP
Fifth Ballot: 14 total voting member, 2/3 = 10
Rachel F. – 9
Chelsea H. - 5
Chelsea H. drawn from the hat
General Sharing:
Motion: Adjourn
(Joe E., Dan G.) - MMSPU
Meeting closed with the Serenity Prayer at 5:40 p.m.
Respectfully Submitted,
Josh S.
Secretary, SMICYPAA Bid Committee