Attendees: 21
Opening of Meeting:
Mike P. opened with the Serenity Prayer
Declaration of Unity (Service Manual, reverse of title page) read by Evan W.
ICYPAA’s Bidding Requirements read by Hal F.
Introductions around the room
Mike P. – chair
Hal F. – co-hair for activities
Ashley S. – perhaps write a letter about our purpose
Evan W. – to fill open positions and be of service
Chelsea H. – co-chair
Travis w. - hotel/facilities chair
Brandon M. – website chair
Dan G. – bid book committee chair
Matt N. – treasurer
Aaron A – to help
Jen L. – events chair
Joe – here to help
Mark – here to help
Ian S. – Legal Permits/Tax Law Chair
Emily K. – theme chair
Brian D. – hotel co-chair
Josh S. - secretary
(4 others arrive late)
Presentation of Minutes by Josh S.
MOTION – to accept minutes as read (Brandon M.), seconded (Hal F.) – majority less one
MINORITY OPINION
Dan G. – unapproved minutes can be distributed by email and responsibility would fall to members to read them before the meeting.
MOTION – to dispense with the discussion in the minutes and read only motions and votes and highlights (Ian H., seconded (Brandon M.) - unanimous
MOTION – to accept the minutes (Chelsea H.), seconded (Matt R.) - unanimous
Secretary Report presented by Josh S.
Come see me if you would like to be on the phone list.
Treasurer’s Report presented by Matt N.
See Flier
Budget meeting was cancelled
We want to put together a solid budget proposal to be approved next month
Come to me with budget needs so we can put them together
MOTION – to accept the Treasurer’s Report (Chelsea H.), seconded (Joe E.) – unanimous
Matt needs a signature by President (Mike P.) to take to the bank
Should I include the Trivia Night expenditure accounting in next month’s budget report or should it be separate
MOTION – to include the net income from the event in the general report and specific details in a separate detailed report (Brian D.), seconded (Emily K.) - unanimous
Chair’s Report presented by Mike P.
Fun attending meetings and networking
Has been relying a lot on Ian S. for ICYPAA information
Did not get registered for the 2004 ICYPAA
Josh S. asked that chairs submit their reports in writing if they want it included in them in the minutes
Co-Chair’s Report presented by Chelsea H.
Meeting for themes – she’ll discuss later
Attended d2 meeting with Emily and joe to outreach
Attended IR meeting in November to outreach and spread the word to IRs
Outreaching and selling tickets to trivia night
Things are coming together and she has seen opportunities for growth (i.e. communication between chairs).
OLD BUSINESS:
Theme Proposal by Emily K.
Possible Themes:
1.
More Will Be Revealed
2.
Look No Further for Utopia
3.
Faith Has to Work 24 Hours a Day
Mike P. – the bidding requirement requires us to have three potential themes, one primary. So, we need to approve or not the three themes and then by third legacy approve the primary
MOTION – to accept the three proposed themes (Chelsea H.), seconded (Chelsea H.) – all those voting less two members - carries
MINORITY OPINION
Matt R. – I did not receive an invite to the theme proposal meeting
Emily K. – this theme will probably not be the theme of the conference
Mike P. – does this change anyone’s vote? (no)
Motion passes
Third Legacy Election of Theme as Primary Theme
18 voting members; 12 is 2/3
12 in support of “More will be revealed”
Web Site Proposal presented by Brandon M.
Mike P. - Made last month and it is struck from the agenda
Nominations for new committee positions:
Reasons Statement Chair: Bidding Requirement #8
To produce a concise statement, illustrating their reasons for the committee’s submission
Ashley S. - 5 years sober; GSR for home group for one year; read the service manual; knows enough to follow the concepts and the traditions; time available over the next month;
Travis W. – you might survey those on the committee to see why everyone would like St. Louis to have it
Unanimous vote confirms Ashley as Reasons Statement Chair
Open Positions:
Supporting Statements Chair, Prayer Chair, Treatment Chair, etc.
Dan G. – Prayer Chair sounds Christian
Brandon M. – excessive chair positions may be counter-productive
Joe and Aaron are nominated to become Prayer Chair
Aaron A. – 2.5 years sober; home group; sponsor; new to AA
Joe S. – home group; sponsor; 47 days sober; new to prayer
Aaron A. – 1
Joe – 12
Joe S. gets 2/3 and becomes the Prayer Chair
NEW BUSINESS:
Forming an ad hoc committee to write a Procedures manual and statement of purpose:
MOTION – to form ad hoc committee to write procedures manual (Ian S.), seconded (Emily K.) – all less one
MINORITY OPINION
Hal F. – why do we need a procedures manual? Why can’t we make it as we long go along
MOTION passes
Mike P. – people would be happy to inform you about why a procedures manual is good during the break or after the meeting
Ian S. – nominates himself and is confirmed unanimously as Chair for the ad hoc committee
Discussion: Outreach at New Year’s Eve Events
Postponed until Joe gets back
Dan G. – I will pass around a list for chairs to sign so we can get out a phone list
Brain D. – asks for a sense of the meeting on when the conference would be
Joe E. – brings up concern about other events around the conference
Discussion: Outreach at New Year’s Eve Events
Contacts made in KC and Columbia
Has contacted every InterGroup in the state
National conference call was cool
Florida won the bid by involving the state
Atlanta bid committee asked if we wanted to do something with them in Louisville before Florida conference
Joe needs help in outreaching!
Matt R. is now the Co-Chair
Outreach chair
New Year’s Eve Events:
District 52 Alcathon
St. Charles Alcathon
Group 569 Open Mic and Dance
BREAK
Committee Chair Reports:
Event/Promotions Chair
Jen L. – Thank you; will email about the next meeting, next Monday at the Lindell Club
Bid Book Chair
Dan G. – not much progress; next month I will provide sample templates; still looking for digital camera; will inquire about stock photography and relevant copyright laws; we don’t have a logo yet; I will try to create a logo by next month;
Sub-committee meeting tentatively Monday, December 29th at his apartment
Website Chair
Brandon M. – missing the logo; working on guest book; events page, statement of purpose, approved minutes, AA-related web based games; monthly cost is cut out; will be 32 dollars for two years; I am technical, not creative so please give me suggestions
Mike P. – be careful about email addresses on web page
MOTION – to make www.smicypaa.org our domain name (Brandon M.), seconded by Brian D. - carries
Hotel/Facilities Chair
Travis W. - Has a co-chair; Marriot contact in the works; contact with St. Louis Events and Conventions Bureau officer; forming allies all over the place
Brian D. – two hotels who could accommodate our numbers - Four Points Sheraton and the Adams Mark
Legal Permits/Tax Law Chair
Ian S. – no work yet and working out where needed; available for all questions/concerns
Brandon M. – we should follow the letter of the law
Ian S. – I will look into it for next month
Flyer Chair:
Andrea B. – $39.23 for 750 half-sheet copies will be covered by individual; will look for cheaper rates
Outreach Chair:
Already presented by Joe E. above
Addition – does anyone know a Spanish or Gay/Lesbian outreach coordinator?
Theme Chair:
Emily K. – everything covered earlier
General Sharing
Mike P. – Ask-it-basket not passed; other questions?
Matt R. – LA bid committee’s web site is nice
Mike P. nominates for Melissa as Treatment Chair
Melissa – 2.5 years sober; new to AA; excited to serve
Ian S. nominates Evan W.
Evan W. – 32 months sober; new to AA; sponsor; home group
Dan G. – we might need a man and woman for treatment outreach
MOTION – to make male and female treatment chairs separate as positions (Emily K.), seconded (Brandon M.) – unanimous
Melissa and Evan W. confirmed as treatment chairs, unanimously
MOTION – to close (Brian D.), seconded (Hal F.) – unanimous
CLOSING:
The meeting closed with the Responsibility Statement at 5:15PM
Respectfully Submitted,
Joshua S.
Secretary, SMICYPAA Bid Committee