Opening of the Meeting Bid Committee, Travis W., at 4:17 p.m. with the serenity prayer.
12 attendees present
Tradition 8 (short form) read by Bill P.
Concept 8 (short form) read by Cara K.
Presentation of the Summary of Actions of the 6/21/05 and 7/9/05 Meetings (the minutes for which were delivered in full via email prior to the Meeting) by Ian S. (filling in for SMICYPAA Recording Secretary)
Motion made to approve the 6/21/05 and 7/9/05 minutes.
(Susan M.) - MMSPU
Presentation of the Treasurer’s Report by Cara K. (in Sean K.’s absence).
Reports:
Chair: As I’m sure is the case for everyone on the committee, this
month has been a busy one for all of us. We had two of our most successful
events with the campout and the kickball tournament. I had a blast at both
of those events, and I think that they did a lot to help us in outreach
to more of the state and to provide a greater awareness of who and what
we are to people in the A.A. community.
I also attended the Hotels/Facilities meeting, and we looked over some contracts
to fine tune some things that Mike is doing in that area. I think it was
productive.
Up until the conference, I am going to try to be as available as possible
to help any and everybody that might need any help with finishing up things
for the bid, and I am looking forward to seeing everybody in New Orleans!
Co-Chair: It has been a busy month. I had a great time at the campout and
at Kickball. Since last Meeting I have been working with other Committee
Members; Susan and I worked on polishing up the bid book; Sean and I worked
on the financial statement; in addition, I attended the Hotel/Facilities
Committee meeting where we reviewed and worked on revisions to our hotel
contracts. I’ve also been acting as Webmaster. In addition, I arranged
for some revisions to our display banner. Finally, I will be hosting a special
meeting this coming Wednesday to plan our presentation at ICYPAA. Thank
you for the opportunity to serve. See y’all in New Orleans—party
at my condo.
Ian S.
Outreach Committee: On 8/10/05 there will be a talk given in Springfield
at a BBQ event. On 8/17/05 the Outreach Committee is speaking at a Springfield,
MO treatment center. I’ve been announcing our events as well as ICYPAA
at meetings. I’m looking forward to the State Convention, coming up
on the 8/19/05. Finally, the District 52 Service Fair has asked if SMICYPAA
wants to have a table again—the date for that event is September 25,
2005.
Jason B.
Hotels/Facilities Committee: Important activities since the last meeting
include: Mission accomplished. The contracts for the Millennium and the
Renaissance have been delivered and sent to our dedicated and humble Bid
Book chair. A Hotels/Facilities meeting was held on July 20. At the meeting,
we reviewed the initial contract from the Renaissance going over the changes
that had been made from last year. I had a phone conversation with Barbara
Janishefski from the Renaissance in order to negotiate including the room
rates and special concessions. It was a good experience bringing down the
price of the rooms and getting some other items fixed on the contract. The
Hyatt at Union Station has been dropped from our radar because it is too
small to hold ICYPAA. Jen L. has already made contact with the Adams Mark
and they are very eager to work with us. They're room rate is so tempting
($75) that we may need to consider them a last minute addition/option. If
not, we can always keep working with them for the future. The following
goals are set: help however possible with getting our bid organized and
ready to go; and, go to ICYPAA. I've got my registration in and my room
reserved. Thank you for this opportunity to serve.
Mike P.
Bid Book Committee: Things are going really well. We are close to being
completed. I still need to know how many big books to produce.
Susan M.
Events Committee: The event which was scheduled for next weekend, SMICYPAA
Idol, has been cancelled due to the success of the kickball event and the
lack of time to put another event together. We may want to use the church
which we were planning on using for the Idol event for a New Years event
down the line. It needs to be booked way in advance.
Gavin D.
Merchandising Committee: Shirts have been selling. If anyone still needs
a shirt, I’ll be at Ian’s on Wednesday for the presentation
meeting.
Dan H.
Group Communications Committee: I wish I could be at the last meeting before
ICYPAA. I am out of town visiting family. I do plan on attending Ian's Bid
presentation meeting on Wednesday though. I did contact St. Mary's Hospital
about a change in our meeting place, since the lack of AC is so uncomfortable.
I spoke to them about having our meeting there and I was told that a meeting
place would not be available until January 2006. They are finishing their
parking garage, so parking will not be a problem. This I think is not that
big of a deal, even though the hot months will have passed. It will be good
to move so as to prepare for any future hot summer months. The only difficulty
is that if we wanted to move our meeting like we have in the past, we may
not have the same flexibility with other Saturdays. I will find out more
info and inform the group about that. The lady I spoke with will be sending
me information next month. The rent will be by donation so we can remain
self supporting. It is also a wheelchair accessible location. When I find
out more I'll bring it up in the next meeting for discussion. It's less
than thirty days before ICYPAA and I'm excited to take our bid to New Orleans.
It's going to be a blast. I'm registered and ready to go. See ya there!
Chelsea H.
New Business:
Motion to approve disbursement at ICYPAA, following selection of winning
bid, in the event SMICYPAA is not selected, as follows: donation of 10%
of Bid Committee Operating Balance at that time (after settling up Conference
expenses, if any; i.e., the Committee’s final Operating Balance) minus
$450, representing a prudent reserve to be utilized by next year’s
bid committee (resulting amount hereafter referred to as “Extra”)
to the Greater Metropolitan St. Louis Intergroup Office; donation of 15%
of Extra to the Eastern Area of Missouri AA; donation of 15% of Extra to
the Western Area of Missouri AA; donation of 30% of Extra to GSO; and, 30%
of Extra to ICYPAA in the form of paid ICYPAA 49 pre-registration fees (as
many as possible).
(Ian S.) – MMSPU
Motion to vary our nomination/election procedure for open positions by
accelerating the same in order to fill both the Events Committee Chair and
Events Committee Cochair positions, and to hold elections for those positions
today.
(Ian S. ) – MMSPU
Motion to authorize the disbursement of monies (approximately $300) to
be used to pay for three nights stay at a room at the ICYPAA hotel, under
the following conditions: (1) this motion is contingent on the hotel allowing
Ian S. to transfer the credit card holding obligations to SMICYPAA’s
credit card; (2) said room to be utilized by alcoholics whom otherwise could
not afford boarding; (3) Outreach Committee to be responsible for overseeing
the room and determining who may stay.
(Ian S.) – MMSPU
Open Positions:
Election of Events Chair: Events Co-Chair, Gavin D., stands; no one else stands; Gavin D. elected by acclamation.
Election of Events Co-Chair: no one present without a position to stand.
General Sharing was held.
Motion to Close.
(Bill P.) – MMSPU
Respectfully Submitted,
Ian S. , Bid Committee Cochair
(filling in for SMICYPAA Recording Secretary)