5x8-inch color poster of our mission statement

If you would like to be contacted by an A.A. member, email us here

Opened meeting at 4pm with Serenity Prayer
Read the 12 Traditions
Present and accounted for Darren F, Laura S, Daniel S, Micah S, Shelly, Dan, Fran, Hugh, Andrew, Kathleen, Jason, Jesse, Susan, Janusz, Mike, Meg
Absent with notice Sloan, Jen, Evan, Christina, Deen,
W/o Joel, Alex, Casey,
Reports
Secretary
Treasurer 2452.12 Total 2469.12
Co Chair Vacant
Events Absent
Outreach Kathleen Attended Staten Island Share-a-day
Graphics Absent
Web Hugh – Website fine, nothing has changed.
Seny Liasion Dan
Corrections and Treatment – Jen. We now currently have one person going in every month.
CPC/PI Daniel – There is a NAACP is having something at the Hilton this week. Some volunteers are needed to man an AA booth Wednesday Afternoon.
Bid Facilities Jason – Advisory has taken over working on the contracts. We should have a hotel in another month or so.
Literature Vacant
Prayer
Intergroup – Andrew – Phones went well, got some weird phone calls.

Old Business
Review of Upcoming NYCYPAA Commitments Queens Share a Day 9,10,3,4

New Business
Host Committee Standard Practices and By-Laws. Do we want to create this document. Laura wants to create a document to draft to ICYPAA host to help them create their bylaws.
Motion to let Laura create this document
8 In favor
0 Opposed
4 Abstained
Motion Passes

There will be no scheduled breaks, nor will there be coffee or snacks served at the 8hour elections meeting.

PA system for elections is seemingly okay.

When NYCYPAA goes dormant, the website will read as such. The 12th step portion will remain and the rest will be linked to icypaahost.org. There was a lot of discussion on the practical functionality of the NYCYPAA Chair.

Request to link Ypaa.info
We as NYCYPAA committee feels that it would be better if we waited until the site was fully functioning in order to consider linking our site to theirs.

Roll Call
Josh, Hugh, Janusz, Dan C., Laura S, Daniel S, John k, Sloan, Stosh, John D, Dayton, Jesse, Susan F, Darren F, Kathleen, Andrew

Absent With notice Joel, Meg, Christina

Absent without notice Evan, Deen, Jen, Jason, Alex, Casey,

Reports
Secretary Josh read minutes from last month, a motion was made to accept the minutes and passed
Treasurer Did pay 100 to our lady of Mt. Carmel. Took in 43.30 at last meeting. We still owe Northside 320.42 A total of 2,452.12 remains in the NYCPAA treasury. A motion was made to accept the treasurer’s report and it was passed
Co-Chair VACANT
Events We are ok to have to elections in the VA but we do need to be out of the space by 5:00pm strict. The PA systems are in order
Outreach Not in attendance. Out reach trip to SJYPAA 80’s Dance. Flyers for elections were distributed to 6 clubhouses and Intergroup. Announcements were made at various meetings.
Graphics Not in Attendance
Web Website has been updated pretty consistently. The ICYPAA election flyer and the LICYPAA Luau flyer are posted. And minutes have been updated.
Laura Suggested that we pay for the remainder of the year for the Server for NYCYPAA.com
SENY Liaison Will reach out to Yumi for confirmation about BSAD
Intergroup Liaison Phones did happen. Got several phone calls throughout the night. Next commitment is July 11th
C&TF Working on Rikers Island commitment. Trying to get people, mostly young men. Intestested enough to consider doing it on a regular Basis. Takes about 3 hours to go there, get in, do the commitment and leave.
CPC/PI Nothing to report
Bid Facilities Went another hotel. They gave us a good rate verbally, wants to meet, go over needs, and show us the space. Wednesday a number of people had a conference call to make sure that everyone was on the same page, Tom suggested that we get something in writing from certain hotels
Bid Book NO MORE BIDDING!
Literature No report
Prayer VACANT

Announcements
NYS Convention is July 24th in Grand Island.
NERF is next weekend in Somerset NJ
52nd ICYPAA host committee elections will be held July 19th

17 dollars was collected in the 7th tradition gift bag

NEW BUSINESS
A. Review of election procedures and Position Descriptions
i) Officer Positions – Do we have the right to define officers and non officers? We should consider adopting sub committee routines.

ii) Order of elections Should we elect All Chairs first and then Alternate Chairs, Or should we go Chair, Alternate, Chair Alternate. Motion was made to accept the order of elections laid out in the document.

In Favor 14
Opposed 0
Abstained 0

iii) Waiving Sobriety requirements Laura read some discussion that took place via email about both sides of waiving and and sticking hard fast to sobriety requirements.
Motion to Insert the word “Suggested” to Sobriety Requirement, and keep the same numbers.
Amendment Suggested minimum length of Sobriety.
In Favor 14
Opposed 0
Abstained 0

iv) Automatic rotation of Alternates into a vacated chair Position (tabled)

v) Advertisement of positions to be elected on July 19th

Motion to Amend flyer to include titles of all positions.
In Favor 11
Opposed 0
Abstained 1
Motion to postpone meeting from July 5th to July 12th

II. Introductions / Roll Call
- NYCYPAA Committee members present: Josh S., Cory, Jason, Hugh, Laura, Dan, Daniel, Joel, Sloan, Andrew, Darren, Casey, Kathleen, Meg, & Jen.
- Others present: Janusz, Chris, Tiffany, Susan, Pamela, Stosh, Billy, John, Amanda, Keith, Shane, Jamie, Mikey Cigars, Mike, Christina, Megan, Tom, Chuck, Vinnie, Jesse, Eric, Steve, Jon, Dayton, Tim, Shelly, + others who arrived after introductions.
- Absent with notice: Deen.
- Absent without notice: Kristina, Evan, & Alex.

III. Committee Chair Reports
Secretary
- Minutes from 5/17/09 reviewed and accepted.

Treasurer
- Since our last NYCYPAA meeting we have deposited $1060.00 from the 5/16 dance, $546.16 from selling t-shirts minus the expense for purchasing two ceramic coffee mugs, & $15.75 in 7th Tradition collection, to our bank account, which contained $967.28.
- Totals: $2589.19 in bank + $240.05 in petty cash = $2829.24.
- Outgoing payments pending:
- Northside: $320.42.
- Our Lady of Mt. Carmel Church: $100.00.
- After these are paid we should have $2408.82 remaining.
- Report accepted.

Co-Chair
- Vacant.

Events
- Joel plans to find out what dates Our Lady of Pompeii Church is available throughout the next year. He also plans to research information about the Circle Line, a Day in the Park, and the second half of our Traditions Workshop.
- Should we make deposits to secure dates/spaces the future Host Committee could potentially use for events?
- Will be discussed in New Business.

Outreach
- There was an Outreach Trip to the Bayside YP Group last month.
- Will begin outreaching Host Committee Elections once a flyer is produced.
- Planning an Outreach Trip to NJ on Saturday, June 13th.

Graphics
- Absent, will make a flyer upon request.

Web
- Website has been updated with blurb announcing that we were awarded ICYPAA.
- Minutes page needs to be updated.

SENY
- Nothing to report.

Intergroup
- Answering phones next Saturday at Andrew’s place in BK.

C&TF
- We still need young guys to take meetings into Rikers.

CPC/PI
- Doctor’s Program suspended during the summer months, continues again in September.

Bid Facilities
- We’re working on negotiating with hotels and getting finalized contracts for Advisory to potentially sign.
- We’ve been asked to keep mum about the negotiation details since our minutes our published on a public website. We want to avoid calls or visits from the public to hotels that we are still in the negotiating process with.

Bid Book
- We were awarded ICYPAA!
- We have extra commemorative cups and stickers from the bid that were passed around.
- Pre-Registration flyers were also passed around.
- Please encourage people to send registrations to our P.O. Box. Since we are just an Interim Host Committee at this point, it could get sketchy if we start collecting cash without any funds-surrendering process in place.
- We donated a Bid Book to the SENY Archives.

Literature
- Nothing to report.

Prayer
- Vacant.

IV. Announcements
- Vacant positions.
- Garden State YP Dance.
- NECYPAA trip to the Bill Wilson House.
- NERF: June 26-28, Somerset, NJ.
- BCSAD: June 27.
- SISAD: July 11.

V. 7th Tradition ($43.30 collected)

VI. New Business
Brooklyn County Share-A-Day
Have we been officially asked to participate?
Josh will contact Yumi again to confirm if there are any meetings we’re expected to cover / whether or not we will have an Outreach Table at BCSAD.

Staten Island Share-A-Day
We’ve been asked to participate by covering a few YP meetings and manning an Outreach Table.

ICYPAA Host Committee
Transparency
- Concern voiced about meetings held that were not properly outreached to the widest pool of people who may have been interested in attending.
- Last week there was an informal meeting in the park where several NYCYPAA members discussed looking into potential dates and locations for Host Committee Elections. No business or actions were taken, just research. Host Committee Guidelines were also briefly talked about and a meeting was held at 3:00pm today to discuss some details. In light of new information presented from the GA Host Committee, low attendance, and general confusion, nothing was accomplished. Although it was not NYCYPAA’s intention to take any actions behind closed doors before a Host Committee was formed, and the general feeling is that NYCYPAA did nothing wrong at these meetings, the concern is valid. From now on, all meetings will be properly outreached or cancelled if not done so.
- Concern voiced from within NYCYPAA about Advisory asking specific NYCYPAA members to take actions on behalf of NYCYPAA/Host Committee.
- It was explained that this is general practice, and there are certain tasks that need to be accomplished right away. Advisory will contact someone they know they can trust from the Bid Committee to take some of these actions, particularly regarding the set-up of a bank account, negotiating with hotels, and website set-up. In doing so, it is not the -intention of Advisory to hand-pick or influence who is elected to what on the Host Committee.

Money
- A bank account was opened for the 52nd ICYPAA.
- We currently have $4,375.00 in pre-registrations + $333.43 in scholarship donations, + $2,000.00 seed money from the Advisory Council.
- Total: $6,708.43.

Elections
- There are currently two spaces that can accommodate our elections.
- VA Hospital, Atriums A&B, Sunday, July 19th.
- Our Lady of Mt. Carmel, Saturday, July 26th.
- Discussion included weighing the pros and cons of each space: Manhattan vs. Brooklyn, Saturday vs. Sunday, time constraints, need for a PA system, etc. There seemed to be some confusion about the availability at Our Lady of Mt. Carmel. Should we wait and do more research, or jump for the date available at the VA and start outreaching immediately?
- Motion to hold Host Committee Elections at the VA Hospital on Sunday July 19th from 9:00am-5:00pm.
- Motion passes: 23 – 3 – 0.

- Motion to produce a preliminary “Save the Date” flyer for Host Committee Elections that does not include information about the positions we’ll be electing.
- Motion passes: 22 – 0 – 1.

Guidelines, Elections Procedure, and Position Descriptions
- At today’s 3:00pm meeting, those in attendance suggested meeting next Sunday to continue discussing the guidelines, which would be prepared by one of the members present.
- Discussion included thoughts that this process could be accomplished via email and should be discussed in full committee, rather than a sub-committee. Also, since the 3:00pm meeting was not properly outreached, any suggestions made should be moot.

- Motion to extend the meeting.
Motion passes: 13 – 3 – 4.

- Motion to form an Ad-hoc committee to discuss Host Committee Guidelines, position descriptions and requirements, & which core positions should be elected at the first elections meeting. This Ad-hoc committee will meet or discuss via email and report back to the full committee at the next regular committee meeting.
- Discussion included the sentiment that this process could take place via email among the full committee, and a separate Ad-Hoc committee is unnecessary. Some felt that it is too much detail to be hashed out among the full committee.
- Motion fails: 1 – 18 – 5.

- A volunteer from NYCYPAA will compile as much information as possible and email to the full committee for review and feedback. A sheet was passed around to collect email addresses of those in attendance. This item will be discussed in Old Business at the next meeting.

All other New Business items tabled until the next committee meeting.

VII. Closing
- Closed with Serenity Prayer.
- The next NYCYPAA committee meeting will be on Sunday, June 21st @ 4:00pm.

II. Introductions / Roll Call
- Present: Josh S., Cory, Alex, Janusz, Jason, Hugh, Evan, Jen, Laura, Dan, Daniel, Kristina, Joel, Sloan, Barry, Tiffany, Meg, 2 visitors.
- Absent with notice: Kathleen, Darren
- Absent without notice: Deen, Evan, Andrew, Casey

III. Committee Chair Reports
Secretary
- Minutes from 5/03/09 reviewed and accepted.

Treasurer
- Same as last week plus revenue from dance, which was $1,362 (before costs). After costs: $640.84 from door – 50% of that for Northside + $20 from shirts + $98.64 for beverages = $439.06
Motion to pay $200 to Joel and $100 to church: Passed 7 -1 – 4
- $1,075.35 cash on hand from the dance is in Josh’s house ($15.87 of which we don’t know where it came from).
- Total NYCYPAA cash: $3,355.99
-Report accepted.
- Courtney may stand for treasurer next week to replace Ali.

Co-Chair
- Vacant

Events
- Dance went well.
- Next time we’ll probably go back to Manhattan.

Outreach
- Nothing to report.

Graphics
- Nothing to report.

Web
- Everything’s up to date.
- More 12th Step contacts
- YP Meeting List is still up but not linked to, needs to be removed.

SENY
- Went to SENY thing yesterday.
- New videos are coming; Spanish-speaking videos are needed
- Writer/playwright wants to go to an open AA meeting, meet with some youngish AAs, possibly record some conversations (audio only, anonymous).

Intergroup
- The last two phone answering sessions haven’t worked out, once because we didn’t have anyone with a NYC area code. Perhaps we need to examine how we’re handling the commitment and how seriously we take it.

C&TF
- We still need young guys to take meetings into Rikers.

CPC/PI
- Nothing to report.

Bid Facilities
- We went and talked to Brooklyn and Marquis, made significant progress on both of them. At the Marriot Marquis we got the best hospitality suite, we got the food and beverage minimum lowered, we got $199/night for single through triples, $209 for quads. BK Marriot gave us $159/night for quads. Everything got in by the deadline.

Bid Book
- Done!
- $70 in T-shirt sales.

Literature
- Nothing to report.

Prayer
- Vacant.

IV. Announcements
- Vacant positions.
- ICYPAA!
- Laura is SENY convention chair next year!

V. 7th Tradition ($15.75)

VI. Old Business
Talk about bid skit

VII. New Business
Ceramic coffee cups
- Daniel makes motion to allocate $40 (max) to buy two ceramic coffee cups in the style of our bid table coffee cups and raffle them off to people at the bid table.
- Motion passes

Outreach
- Suggestion to change graphics chair’s responsibilities to include printing out copies of flyers to help out outreach & events chairs.

VIII. Closing
- Closed with Serenity Prayer.
- The next NYCYPAA committee meeting will be on Sunday, June 7th @ 4:00pm.

II. Introductions / Roll Call
- Present: Josh S., Cory, Andrew, Daniel, Hugh, Meg, Sloan, Laura, Ali, Kathleen, Alex, Kristina, Casey, Evan.
- Absent with notice: Joel, Darren, Jen, Dan.
- Absent without notice: Deen, Josh C., Casey.

III. Committee Chair Reports
Secretary
- Minutes from4/19/09 reviewed and accepted.

Treasurer
- $2.280.64; $120 of this is petty cash.
- Ali can’t go to ICYPAA and will have to step down from her position. She will stay on until ICYPAA or until we find a replacement, whichever comes first.
- Treasurer’s report accepted.

Co-Chair
- Vacant

Events
- We went to look at the space for the dance in Brooklyn; it was awesome. We need to take care of decorations (volunteers and budget).
- Sound guy who did last dance wants to be paid more (maybe $340 instead of $300).
- We need to figure out what kind of donation to make to the church. Also, if someone from the church is setting up or cleaning up we should give them a tip.
- Motion to set a budget of $1,000 for the dance.
- Northside getting a percentage of the profits?

Outreach
- We went up to Vermont
- We’re planning an outreach mission!

Graphics
- Flyer done!

Web
- Daniel showed Hugh how to do the web stuff.
- We got another 12th step contact through the website. Sweet!

SENY
- Nada.

Intergroup
Answering phones at Andrew’s place on Saturday.

C&TF
- Absent

CPC/PI
- Nothing new to report.

Bid Facilities
- Trying to set up another meeting with the Marquis

Bid Book
- T-shirts!
- Stickers!
- Cups!
- Sent a preliminary copy of bid book to advisory.
- Working on Spanish and French translations of the pre-reg flyer.
- Almost done!

Literature
- Nothing.

Prayer
- Vacant.

IV. Announcements
- Vacant positions.
- ICYPAA!

V. 7th Tradition ($14.75)

VI. New Business
Closing prayer
- Motion to close with Responsibility Statement instead of serenity prayer.
- Motion withdrawn.
Outreach
- There seems to be a major lack of communication between different YPAA groups. The outreach folks thought of creating a private Google group for communication between YPAAs.
- A lot of people seem to prefer using the SENY bulletin board.

VII. Old Business

a. Dance
- We apparently have committed to splitting the profits from the dance with Northside 50/50. The group is uncomfortable with this because we have done most of the work and taken most of the investment risk.
- The group conscience is split: some want to just go with whatever Joel told Northside, some want to talk to them to see if we can work out something else.
- Joel didn’t specifically tell them 50/50, and he did say that we would keep the profits from drink sales.
- Motion to split door sales 50/50, as long as we get reimbursed for our expenses and we get our drink sales profits.
- Motion passes 10 – 1 – 1.

VIII. Closing
- Closed with Responsibility Statement.
- The next NYCYPAA committee meeting will be on Sunday, May 17th @ 4:00pm.