Attendees: 23
Opening: Mike P. opened with the Serenity Prayer
Declaration of Unity (Service Manual, reverse of title page) read by Ashley S.
ICYPAA’s Facts, Aims, and Purposes ready by Matt R.
SHARING:
Introductions around the room
Mike P.
Brian D.
Chelsea H.
Andrea B.
Ian S.
Evan W.
Mike C.
Brandon M.
Hal F.
Matt R.
Jen L.
Emily K.
Tara C.
Ashley S.
Josh S.
(8 others arrive late)
Presentation of Minutes by Josh S.
MOTION – to accept minutes as printed (Hal F.), seconded (Chelsea H.) – unanimous – motion carries.
MOTION – to reaccept minutes as amended (take out last names from October minutes) (Brian D.), seconded (Chelsea H.) - unanimous – motion carries.
Mike P. – Our Treasurer from out of town will be running a little late so we will suspend the presentation of the treasurer’s report until he arrives
Chair’s Report presented by Mike P.
November 1st, 2003 Bid Committee Chair’s Report
Personally, I believe we have already made a difference in the Saint Louis area for Young People in Alcoholics Anonymous. This opinion comes from my experiences this past month. Most of the work I have been doing is outreaching and networking to let the alcoholic population in our area know about our committee. Particularly, I have been targeting the service structure of AA in the Area 38, Eastern Missouri. In this effort I was fortunate to be able to travel to Kansas City for the Southwest Regional Forum. Also, I was able to attend the Area 38 assembly in Wentzville, where I put up the poster that Jen made for us. Besides that, I visited a few meetings that I do not normally go to. Overall, the reaction I have gotten from the Alcoholics I have talked to, young and old, has been extremely positive.
The other thing that I was able to do this month was to make my reservation at the Peabody in Orlando. Yes, rooms are still available, but it is certainly not too early to reserve your room. This is my challenge to you all: let’s all reserve our rooms and get pre-registered before our next meeting on December 6th !!
Thank you, everybody, for this opportunity to be of service. It has helped me tremendously these past few months.
In love and service,
Mike P.
Show-Me ICYPAA Bid Committee Chair
Co-Chair’s Report presented by Chelsea H.
Show-Me ICYPAA bid comittee Co-chair report, November 1st, 2003
This month I have been in contact with disrict 5.1. I went to their district meeting and I did get some new contacts. Along with the DCM and Alt. DCM, I was able to carry the message about us and give some info. so that the GSRs could take back some information to their groups. I also did attend the IR meeting this month and was able to make announcements about our new name and about our meeting this month, so that the IRs could take the information back to their groups. I am looking forward to the following month and all of the excitings things that we have planned.
Love and Service,
Chelsea H.
Show-me ICYPAA Co-Chair
OLD BUSINESS:
Mike P. – I need a sense of the meeting in regards to nominating and confirming new chair positions. The area chair nominates people to chair the various committees (Corrections, Treatment, CPC/IC) and the area as a whole confirms the nomination(s) or not. I am wondering how the committee feels about accepting that way doing things.
Brandon M. – asks for clarification
Mike P. – Explains again as above. We also need co-chairs, so there are plenty of opportunities to get involved. This method will not exclude anyone from service.
Mike P. - Asks for a sense of the meeting
Sense of the meeting – majority voting support the change
MINORITY OPINION :
Hal F. – People should nominate themselves and we should confirm them individually, so that we could get a sense of the alternatives for the position.
Tara C. – same so that someone who doesn’t know you as well could have an opportunity to stand for positions
Mike P. – does that change anyone’s mind? (hands are raised)
Mike S. – asks what we are voting on as he came in late
Sense of the meeting – majority voting oppose the change
Emily K. – people who have been nominated have expressed interest and have been pro-active, they are not just Mike’s arbitrary picks.
Brian D. – this vote is a time-saver, not a way to bypass the spirit of the third legacy voting procedure.
Ian S. – we should instead consider taking another route – approving some procedure to nominate and accept
Mike P. – does this change anyone’s mind? (no hands are raised).
Ian S. – This committee does not have a procedures manual so we can do whatever we want
Mike P. – We can do whatever we want. I would like to avoid an unnecessarily long elections process. Suggestions are welcome.
Hal F. – Chair describes the responsibilities of the position, there are nominations, and are confirmed by simple majority
Brandon M. – whether you have a title for your position does not matter. There are plenty of opportunities available for service.
Tara C. – I agree with Hal. Individuals should be able to stand for positions themselves.
Ian S. – In District 4, they do not do it like the area and it was time-consuming. If we are individually electing people, we should follow 3rd Legacy procedure. It’s not time-consuming.
Mike P. – If we are electing individually, we have to follow 3rd legacy procedure so that God can be expressed thru the vote.
MOTION – to accept 3rd Legacy voting procedure (majority opposes change)
Minority Opinion – Travis – Mike’s judgment is good and he is a trusted servant. These positions have been open for a while
Josh S. – Again, the purpose of this change is not to bypass spirit of the Third Legacy election procedures. It is to improve our effectiveness in trying to carry the message of Alcoholics Anonymous. Being proactive is invaluable among service leaders and that is what is reflected by someone coming to Mike P. to inquire about service positions. We are only talking about service titles, not service opportunities.
Mike P. - Does this change anyone’s vote? (No)
All of those voting are opposed to adopting the 3rd legacy as approved voting procedure
Mike P. – If you want to stand for a position, come to me, I have a list of positions that could be filled. There are also 7 co-chairs available.
MOTION - -to accept or reject nominations from the chair for committee chair positions (Emily K.), seconded by Matt R.
All voting members less one vote in favor of the motion.
Minority opinion not requested by opposing member
Mike P. – nominates Ian S. as Legal Permits Tax Law chair
Involved with Bid Requirement #6
Ian’s service resume:
Ian S. – 6.5 years sober, Special Needs Chair for District 4, Special Needs Chair from Area 38. Webmaster for Area 38. Attorney by trade.
Mike P. – nominates Emily K. as Theme Chair
Emily K.
8 months sober; Acting Secretary/Treasurer at hospital meeting; District Grapevine Representative for District 19
Mike P. nominates Andrea B. as Flier Chair
Mike P. – nominates Joe E. as Outreach Chair
Joe E. – 2.5 years sober; Helped Outreach Chair with ASCYPAA efforts; has been involved in the AA for 3.5 years
Mike P. - All those in favor of accepting the above nominations – unanimous
Mike P. – call me if you want to volunteer for a position or see the chairs to be a co-chair
Mike P. - No other old business. Everyone is welcome to vote accept me, unless in case of a tie.
NEW BUSINESS
Joe E. – I have a list of 500 people who receive AA-related email everyday. Do we want to include them on the mailing?
Mike P. – we’ll open that for discussion
Dan G. – in keeping with attraction, not promotion, it would be spamming
Joe E. – it would not be unsolicited as it would be attached
Ian S. – that’s how area compiles schedule, since there is no other regional event clearing-house
MOTION – to attach all upcoming events and meeting announcements less our minutes to email, in discretion to outreach chair (Dan G.), seconded (Hal F.) – unanimous
Emily K. – Phone List available?
Josh S. – who should be on the phone list
Dan G. – include chair and co-chairs
MOTION - to pass around lists to sign and we include them on the phone list (Hal F.), no second – motion fails
Brian D. – master list should be accessible to those making calls only – this is important. Everyone is present…ask for their numbers here
Emily K – I don’t know anyone in the room’s number
MOTION – to make phone list with chair and co-chair (Andrea B.), seconded (Dan G.)
Ian S. – will emails be included on the phone list? Perhaps there might be an additional info liaison
Dan G. – how will the phone list to be distributed?
Mike P. – what about people who just want to help?
Brandon M. – as website chair, I would like some sort of list to put on the web page. Josh should have enough discretion to with what needs to be done. If people want the list, they can come and get it
MOTION - to make phone list with chair and co-chair passes unanimously
Mike P. – any other new business?
Joe E. – seeing that the name of the committee is what it is and we have Matt and out-of-towners willing to drive here, we should have the meeting in cape next month and KC the months afterward. That is what Florida did and they got the nomination.
Josh S. – expresses concern about being able to get committee chairs to make the trip
Mike P. – closes new business and goes on break
BREAK
Matt N. – presents Treasurer’s Report
ICYPAA-St. Louis Bid Committee Fianancial Position |
|||
|
start to 9-30-03 |
to 10/31/2003 |
|
Beginning Cash Balance |
- |
|
$ 23.00 |
Inflows |
|
|
|
Basket Collections |
$ 43.00 |
|
$ 11.60 |
Outflows |
|
|
|
Rental payment-Central Services |
$ 20.00 |
|
$ 20.00 |
|
|
|
|
Ending Cash Balance for period |
$ 23.00 |
|
$ 14.60 |
What other things do we want to do with the cash we have? How much cash are we going to have? Do we have goals as to how much cash to raise?
MOTION – to accept report (Joe E), seconded (Andrea B.) - unanimous
Mike P. – ICYPAA itself has its own funds to put the conference on if we are approved. As for the money we need to put together a viable bid, I will open it up for discussion.
Joe E. – I think we should be able to support others if they need it
Ian S. – do we have a prudent reserve?
Mike P. – No
Matt. N. – Prudent reserve is really what I was asking about
Dan G. – For my own position (Bid Book Chair), I will eventually need some funds to put it together. Other chairs may need funds as well.
MOTION – to schedule a budget planning meeting just for the chairs (Ian S.), seconded (Chelsea H.) - Mike P. – we should not make this about money -- amended – called by chair, attended by chair and treasurer, to set a budget for Show-Me ICYPAA. Mike P. – it would come back to the meeting for their approval – seconded as amended (Chelsea H.) - unanimous
Matt N. – The tax ID number – I contacted an advisory council member and they said we are not under ICYPAA’s tax ID number until we win the bid. Does anybody else know what we need to do to get the Tax ID number - will figure out with Ias afterwards
Matt N. – free checking account – only charged for months in which total transactions exceed 15 – right now, 1 signature line, cheaper that way, is it okay if we have only 1 signature line?
Mike P. – we are open for discussion
Joe E. – I have 4 years experience in the banking world. Checks with 2 signature lines provide extra security. Most businesses I saw had two security lines on checks.
Brandon M. – are you talking about the checks they give to golfers who win championships?
Brian D. – we might should have three lines (Chair, co-chair, treasurer)
Dan G. – we should include extra line for security
Matt N. – two security lines does add extra security lines, but we don’t have many funds, we don’t even have a prudent reserve, much less enough funds to fill one
Brandon M. – can we have two people sign one line
Joe E. – No
Matt N. – there cold be an official log book where two people have to sign before we deposit or withdraw – not much legal security, but a little extra
Brian D. – the log book is a good idea and increases accountability
Hal F. – perhaps we should wait until we have enough money to protect to decide on this issue
MOTION – to table the issue until next month (Hal F.), seconded (Joe E.) – unanimous
Matt N. – who will be the three people that can sign the one or two lines?
MOTION – for the Treasurer to keep a log book with two signatures necessary for any transaction (Brandon M.), seconded (Brain D.) – unanimous
Matt N. – what information would you like to see on the treasurer’s report? It has been minimal so far, but I can add more.
Brian D. – I would like to know where the money is going (subject lines)
Matt N. – so far, inflows are 7th tradition collections and outflows are rent. Is that level of details sufficient?
Sense of the meeting obtained
Matt N. – any other ideas come see me
COMMITTEE CHAIR REPORTS:
Mike P. – we are running 35 minutes behind which is no big deal since we are still in the forming state
Jen L. presents Program/Events Chair Report
Will know by Tuesday, which church will allow us to have the Trivia night on December 6th
Does anyone have a problem with that? (No)
Brandon M – Could we bypass the rent and have our meeting there next month?
Mike P. – Yes. If we don’t have the meeting here, we don’t owe rent
Jen L. – Meeting at the Lindell Club this Monday, 5:45pm to brainstorm for the Trivia Night
Chelsea H. – when is the next mailing from Central Services?
Mike P. – it is perfect timing; must be there by third Tuesday of the month (November 18), mailed the following Monday (the 24th), so it will get there the week before the event
Dan G. – how are we funding the fliers?
Mike P. – that will be answered in the budget appropriations committee
Joe E. – so we’re doing the trivia night then? Because it’s so close, Trivia Night may be difficult to pull off
Jen L. - Since it’s so close to the holidays, we could setup up activities for children and ask for a $5 donation from parents
Hal F. – let’s not spend more time here, but everyone come to the meeting on Monday
Travis W. – it’s a meeting to determine action…yes? (Yes)
Jen L. – New Year’s Eve party? We will brainstorm something about an event there too.
Travis W. – what about the next meeting venue
MOTION – to hold the meeting next month at the location where we end up having the December 6th event, unless we end up not having it, in which case we will hold it here. If we hold the meeting at the Trivia Night venue, it will begin at 3pm (Emily K.), seconded (Brandon M) - unanimous
Brandon M. – Glendale is not a fan of people congregating outside and smoking
Hal f. – that will be discussed on Monday
HOTELS/FACILITIES CHAIR report presented by Travis W.
Fill in from email
Brian D. is the now the Hotel/Facilities Co-Chair
Website Chair Report presented by Brandon M.
Asks for chairs to add their names to list to get on the website
Will need to $32 registration for a domain name for 2 years
We also need a domain name
E-mail forwarding?
$5 per month for unlimited traffic
MOTION – to pursue to purchase of www.showmeicypaa.com as our domain (Dan G.), seconded (Joe E.) – unanimous
Brandon M. – my take on the website is to keep it simple. I can make it advanced if you want me to. For me, simple gets the message across effectively. What do you want me to do?
Tara C. – it should stand out but not be ridiculous
Matt N. – can you print it up and bring it in for approval
Brandon M. – Yes
Dan G. – Andrea and I are working on the logo creation.
Mike P. – will you two and Brandon work together on that
Dan G. – Yes
Brian D. – some people do not have flash plug-ins.
Dan G. – most people do. We need to give chairs discretion to make some of these decisions, otherwise we will be bogged down with details
BID BOOK CHAIR report presented by Dan G.
Dan G. – to what extent am I involved in preparing bid presentation?
Mike P. – we are all involved in each other’s duties as much is needed an desired
GENERAL SHARING:
Joe E. – I think we need a Hospitals and Institutions chair, to coordinate between hospitals and institutions in the region.
Mike P. – Justin S. wants to be a liaison to St. Charles
Matt R. – Does St. Louis have to be the host city?
Mike P. – our name implies that we would like to move to including the statewide AA community
Joe E. – The only places we can really have it is in either St. Louis or Kansas City
MOTION – to close – Joe E., seconded (Ian S.) - unanimous
CLOSING:
NEXT MEETING: 3:00 pm on DECEMBER 6th, 2003 at TBA
Meeting closed with the Responsibility Statement at 5:30PM
Respectfully Submitted,
Joshua S.
Secretary, SMICYPAA Bid Committee
POST-MEETING:
Budget Appropriations Meeting
We need at least two weeks for the committee members to call advisory council members and figure out how much money is needed.
Matt N., Mike P., and Chelsea H. are the only ones that need to attend
Figure out what you need from now to May
Let’s have a budget meeting at 4PM on the 22nd, three weeks from today at TBA