Opening of the Bid Committee Meeting, Travis W., at 4:09 p.m. with the serenity prayer.
16 attendees present, of which two (2) were attending their first SMICYPAA Meeting.
Tradition 12 (short form) read by Jason B.
Concept 12 (short form) read by Brian L.
Presentation of the Summary of Actions of the 11/9/05 meeting (minutes were distributed at meeting) by Sean K. (acting as SMICYPAA Recording Secretary).
Motion made to approve the 11/9/05 minutes.
(Jason B.) – MMSPU
Presentation of the Treasurer’s Report by Sean K.
Motion made to approve the Treasurer’s Report.
(Dan H.) - MMSPU
Reports:
Chair: Not much too report. Attended planning committee meeting for Festivus.
The main focus has been working on event.
Travis W.
Co-Chair: As Co-Chair, one of my duties is to "Help wherever needed
and possible"; as such, during the last month as Co-Chair I continued
serving the Bid Committee as acting Secretary and acting Webmaster. I am
hopeful that the need for an "acting Secretary" will disappear
with the meeting today, and that someone will stand for Secretary and will
be able to experience the opportunity of serving the Bid Committee in this
important service position. Thanks to Sean who is acting as Secretary today
in my absence while I attend the Southwest Regional Forum. Besides preparing
minutes, this month I had the opportunity to chair an Events Committee meeting
due to Brian's unexpected illness. I'm happy to report that FESTIVUS planning
is going well, despite seemingly little interest from the Bid Committee
as a whole (4 or less in attendance at that and the last planning meeting).
Hopefully more of you as well as new Bid Committee service workers will
get involved and volunteer as we approach the event (December 23rd). If
you don't have tickets yet to sell, please pick some up. Flyers are on the
webpage for downloading. Aside from the foregoing, I've been talking up
SMICYPAA whenever possible, including at the Spiritual Homecoming where
I made a connection with a gentleman from Cape Girardau who indicated a
desire to help us get some activity going in his city. Finally, I'm happy
to report that I have secured a hotel room for ICYPAA, next May, and secured
the use of my family's timeshare condo, located next door to the hotel,
beginning the Saturday of ICYPAA, and continuing the week after; therefore,
I'll be hosting a party (win or lose) on the night ICYPAA closes (Sunday),
and all are invited. Thanks for the opportunity to be of service.
Presented by Travis W. for Ian S.
Bid Book Committee: Nothing to report.
Susan Mc.
Outreach Committee: Nothing much to report. Have been busy spreading the
word about Festivus. It seems as if people have been responding well to
the event. Spoke with K. C. Rob about general information. Still looking
for a treatment chair.
Jason B.
Hotels / Facilities Committee: Important activities since the last meeting
include: We have communicated the great news of the new dates for ICYPAA
48 with the Renaissance. The Renaissance and the Millennium are looking
into the dates for Memorial Day weekend, 2007 for ICYPAA 49. The SMICYPAA
table at the Spiritual Homecoming was a great success! A lot of Festivus
flyers were taken, about a dozen people signed up for our Email info contact
corresponding list, and two different contacts (one in northern Arkansas
and one in Cape Girardeau) asked us to provide speakers. The board we displayed
is decent but it could use some work before the New Year's event if somebody
with some Marketing talent could help it would be great. Right now I'm at
the Southwest Regional Forum in Rogers, AR. We are going to get some Festivus
flyers set out on the flyer table. The following goals are set: Make sure
the big three hotels are tentatively holding the Memorial Day weekend, 2007
for ICYPAA 49.
Presented by Travis W. for Mike P.
Events: Held meeting to iron out issues concerning Festivus, but was unable
to attend due to illness. Help is needed making food the day of the event.
Table clothes are also needed. Tom C. will be speaking. Flyers went out
in the Central Service mailing. Most of the loose ends are tied up in regards
to the event. There will be a final meeting for the Festivus on Wednesday,
12/14/05 at 7:00 p.m.
Brian L.
Merchandise: Not too much to report. Shirts are still on sale.
Dan H.
Group Communications Committee: Nothing to report.
Chelsea H.
Corresponding Secretary: Josh S. steps down. However is willing to help
out with position until it’s filled. An email will be sent to the
updated committee list concerning Festivus event.
Josh S.
Old Business: None.
Open Positions:
Recording secretary: Ryan G. stands; Ryan G. elected by acclamation.
Corresponding Secretary: Adam W. stands; Adam W. elected by acclamation.
Bid Book Co-Chair: Lisa E. stands; Lisa E. elected by acclamation.
New Business:
Discussion was held regarding incorporating a fiscal year. Treasurer Sean K. brought up the need for the fiscal year ended for the following reasons: budgetary implications, closure of financial statements, and 501C(3) status.
Motion was made to incorporate a fiscal year of September 30th
(Sean K.) – MMSPU
Discussion was held regarding the budget for 2005 / 2006 year. Due to not having SMICYPAA in September the budgets need to be revisited. Bill P. suggested using the same budgets as last year. Sean K. explained that Events Committee and Outreach Committee budgets were off last year, and need to be revised for this upcoming year. SMICYPAA Treasurer Sean K. will speak with committee chairs separately, and produce a purposed budget for the next meeting.
Lisa E. event chair person for Group #569 brought up issue of booth at the New Year’s Eve dance. She explained that soda has been donated, but asks that SMICYPAA run the soda booth and also use the space to promote SMICYPAA. Discussion about charging for the booth was brought up, but the service of maintaining the booth was payment (through services). Travis W. explained that the issue falls under the discretion of the Outreach Committee.
General sharing, questions, and suggestions:
An explanation about what ICYPAA and SMICYPAA is for the benefit of the new persons in attendance.
Motion to close.
(Dan H.) – MMSPU
Motion was closed in the usual manner.
Respectfully Submitted,
Sean K., Bid Committee Treasurer
(acting as SMICYPAA Recording Secretary)
** NEXT MEETING: SATURDAY, JANUARY 7, 2006, 4:00 P.M. at A LOCATION TO
BE ANNOUNCED **