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January 08, 2006
Minutes – Special Elections Meeting – January 8, 2006
ICYPAA Bid Committee
ICYPAA Bid Committee Minutes – Special Elections Meeting – January 8, 2006 Hodet opened the meeting at 4.15pm with the Serenity Prayer • Explained the purpose of the meeting: to elect Chairs for various committees required to put together the New York Bid for the International Conference of Young People in Alcoholics Anonymous (ICYPAA) to be held in 2007. Introductions were made and the following people were present: Megan gave background information based on her past experience serving on the ICYPAA Advisory Board and on the Portland Bid Committee Chair positions were identified and duties and responsibilities for each were shared with the group. SECRETARY (Time req: 6 months) • Must be present at all Bid Committee meetings • Record the minutes of all Bid Committee meetings • Report minutes to ICYPAA via email • Possibly posting minutes to ICYPAA section of the NYCYPAA (TBD) FACILITES CHAIR (formerly known as Hotel Chair) (Time req: 1 year) • Serve as primary contact with sales managers (or equivalent) with hotels and/or other possible venues at which to hold the Conference • Coordinate with venue managers to produce a contract proposal addressing the needs of the Conference • Availability, room rates, space, set-up, catering • Required to have at least two separate venue proposals BID BOOK CHAIR (Time req: 6 months) • Gather all information required to submit to the ICYPAA Advisory Council and organize it in a presentable format • Responsible for all technical aspects of producing the book (layout, printing, etc) • Create final “Statement” stating reasons why NYCYPAA is putting in a bid to hold the Conference GRAPHICS CHAIR (Time req: 30 days) • Creating all Bid-related graphics including a cover • Possible creation of a NYCYPAA-ICYPAA Bid logo (TBD) • Coordinate with Bid Book Chair for all related needs PRE-CONFERENCE EVENTS CHAIR (No time requirement) • Plan all aspects of the pre-conference event, usually held on the Thursday immediately preceeding the Conference • Usually highlights a local site/activity PRAYER CHAIR (No time requirement) • Provide Spiritual Support at all meetings which s/he is present • Call for Serenity Prayer as needed ELECTIONS SECRETARY • Viviana elected • Brooke FACILITES CHAIR • Jared elected • Brooke FACILITIES CO-CHAIR • Rob (by proxy) elected • Ashley BID BOOK CHAIR • Samson elected • Mandi • Dana GRAPHICS • Max elected • Corey PRE-CONFERENCE EVENTS CHAIR • Dana elected • Ashley PRAYER CHAIR • Mandi (elected by acclimation) PRE-CONFERENCE EVENTS CO-CHAIR • Ashley (elected by acclimation) OVERALL BID COMMITTEE CO-CHAIR • Brook (elected by acclimation) OVERALL BID COMMITTEE GREETER • Morris (elected by acclimation) 7 th Tradition: $12.25 Announcement: NYCYPAA's 5 th Sunday Fellowship will be held on Sunday, January 29 th . Details will be announced. The next Bid Committee meeting will be Sunday, January 22, 2005 at the Veteran's Hospital Room 3036 at 4pm. Motion to close and seconded. Closed with the Serenity Prayer. Submitted by Viviana V., Secretary 1/8/05
Hodet opened the meeting at 4.15pm with the Serenity Prayer
• Explained the purpose of the meeting: to elect Chairs for various committees required to put together the New York Bid for the International Conference of Young People in Alcoholics Anonymous (ICYPAA) to be held in 2007.
Introductions were made and the following people were present:
- Hodet
- Januz
- Megan
- Corey
- Max
- Samson
- Jared
- Dana
- Brooke
- Joanne
- Mandi
- Ashley
- Viviana
- Raquelle
- Morris
- Jake
Megan gave background information based on her past experience serving on the ICYPAA Advisory Board and on the Portland Bid Committee
Chair positions were identified and duties and responsibilities for each were shared with the group.
SECRETARY (Time req: 6 months)
• Must be present at all Bid Committee meetings
• Record the minutes of all Bid Committee meetings
• Report minutes to ICYPAA via email
• Possibly posting minutes to ICYPAA section of the NYCYPAA (TBD)
FACILITES CHAIR (formerly known as Hotel Chair) (Time req: 1 year)
• Serve as primary contact with sales managers (or equivalent) with hotels and/or other possible venues at which to hold the Conference
• Coordinate with venue managers to produce a contract proposal addressing the needs of the Conference
• Availability, room rates, space, set-up, catering
• Required to have at least two separate venue proposals
BID BOOK CHAIR (Time req: 6 months)
• Gather all information required to submit to the ICYPAA Advisory Council and organize it in a presentable format
• Responsible for all technical aspects of producing the book (layout, printing, etc)
• Create final “Statement” stating reasons why NYCYPAA is putting in a bid to hold the Conference
GRAPHICS CHAIR (Time req: 30 days)
• Creating all Bid-related graphics including a cover
• Possible creation of a NYCYPAA-ICYPAA Bid logo (TBD)
• Coordinate with Bid Book Chair for all related needs
PRE-CONFERENCE EVENTS CHAIR (No time requirement)
• Plan all aspects of the pre-conference event, usually held on the Thursday immediately preceeding the Conference
• Usually highlights a local site/activity
PRAYER CHAIR (No time requirement)
• Provide Spiritual Support at all meetings which s/he is present
• Call for Serenity Prayer as needed
ELECTIONS
SECRETARY
• Viviana elected
• Brooke
FACILITES CHAIR
• Jared elected
• Brooke
FACILITIES CO-CHAIR
• Rob (by proxy) elected
• Ashley
BID BOOK CHAIR
• Samson elected
• Mandi
• Dana
GRAPHICS
• Max elected
• Corey
PRE-CONFERENCE EVENTS CHAIR
• Dana elected
• Ashley
PRAYER CHAIR
• Mandi (elected by acclimation)
PRE-CONFERENCE EVENTS CO-CHAIR
• Ashley (elected by acclimation)
OVERALL BID COMMITTEE CO-CHAIR
• Brook (elected by acclimation)
OVERALL BID COMMITTEE GREETER
• Morris (elected by acclimation)
7 th Tradition: $12.25
Announcement: NYCYPAA's 5 th Sunday Fellowship will be held on Sunday,
January 29 th . Details will be announced.
The next Bid Committee meeting will be Sunday, January 22, 2005 at the Veteran's Hospital Room 3036 at 4pm.
Motion to close and seconded.
Closed with the Serenity Prayer.
Submitted by Viviana V., Secretary 1/8/05
Posted by prose at January 8, 2006 04:00 PM
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