Bid Committee Chair, Travis W., opened the Meeting at 4:21 p.m. with the serenity prayer.
15 attendees present
Tradition 7 (short form) read by Dan H
Concept 7 (short form) read by Chelsea H
Presentation of the Summary of Actions of the 5/7/05 and 6/4/05 Meetings
(the minutes for which were delivered in full via email prior to the Meeting).
Motion made to approve said minutes.
(Ian S., acting as Recording Secretary in his absence) MMSPU
Presentation of the Treasurer’s Report by Sean K
Reports:
Chair: It has been a busy month with the committee planning the campout
and deciding how we are going to go about handling the changes for this
outreach event and making it as available as possible to as many people
all around our state. I appreciate everyone’s help in attendance at
the extra meeting that we had to approve money and the go ahead for this
event, and with Kickball in the works as well, it looks like we are going
to be a busy little committee right up until the big conference. I am grateful
to serve you, the committee, and thank you for all of your support and encouragement
with all of our activities.
Travis W.
Co-Chair: This month I have been working on getting the Sixth Bidding Requirement
taken care of; I am happy to report that the letters from the Eastern Area
Chair regarding conflicts with our proposed ICYPAA date has been sent to
Susan for inclusion in the Bid Book. I have contacted the Western Area Chair
and requested a similar letter. I have made copies of both pending SMICYPAA
flyers, as well as an ICYPAA flyer, and have been announcing all three events
at all the meetings I attend, and selling pre-sale tickets. I have also
been making myself available to other Bid Committee Members. Thank you for
the opportunity to serve.
Ian S.
Outreach Committee: I have been announcing and selling tickets this month.
Jason B.
Hotels/Facilities Committee: Hotels/ Facilities Committee Report for July
9, 2005. Important activities since the last meeting include: We’re
very excited to have a new Hotels/ Facilities Co- Chair, Jen L. She has
stepped up to the task and is working to get us tapped into the Hyatt. There
is a potential that the Hyatt will not be big enough so we will have to
look into that more closely. I had a phone conversation with Barb Janishefski
from the Renissance. She is still very positive about working with us. Met
the goal of getting a draft contract by the end of June ( we are using last
year’s contract as a draft) . Barb committed to delivering a contract
we can use in our bid by the end of July. We did not have a meeting in June,
however, we will have a meeting soon to look over contracts and discuss.
The time and place is forthcoming.
Mike P.
Bid Book Committee: No report
Events Committee: I have set 2 dates, one for kickball and one for a Gong
Show. I have also delegated responsibilities to members of the committee
for these events. Lastly, Tickets and a speaker for kickball night have
been decided upon.
Gavin D.
Merchandising Committee: No report
Group Communications Committee: Brian and I attended the International
2005 convention in Toronto. We were able to hang out in the Young people’s
hospitality room. I was able to meet people from other cities and also get
fliers for the upcoming ICYPAA. It also made me aware of the Outreach/ or
Communications that other communities were using. The Maryland Bid Committee
were rocking it with their Biz Hub. They had their shirts, pins and fliers
for their events out on tables. It was cool to see the other Committees
in action. It helped and inspired me to see where we can improve with our
committee and work to announce our events. I have not attended any district
meetings this last month, but I will be attending some this month. If anyone
can help attend please let me know. Also lets make sure we are making announcements
about all of our events at every meeting we are going to.
Chelsea H.
New Business:
Bid Book Committee Chair, Susan M., presents the “final” draft
of the 2006 Bid Book for review and comments.
Written ballot Third Legacy vote was held to decide which of three proposed
reason statements would appear in the Bid Book (choices were denominated
“Top”, “Middle”, and “Bottom”, as arranged
on handout); voting was as follows:
1st ballot: 6 “Top”, 6 “Bottom”, 0 “Middle”
2nd ballot: 6 “Top”, 5 “Bottom”, 0 “Middle”
3rd ballot: 6 “Top”, 5 “Bottom”
4th ballot: 6 “Top”, 5 “Bottom”
Hearing no motion for a 5th ballot, choices were placed into the hat; “Bottom”
selected from the hat.
General Sharing was held.
Motion to Close.
(Jason B.) MMSPU
Respectfully Submitted,
Matt H.
SMICYPAA Recording Secretary