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February 19, 2006
Minutes – February 19, 2006
ICYPAA Bid Committee
Minutes – February 19, 2006
Hodet opened the meeting at 6.10pm with the Serenity Prayer
Introductions were made and the following people were present:
- Hodet
- Max
- Viviana
- Daniel
- Darren
- Brooke
- Jared
- Max
- Laura
- Rakhel
REPORTS
Secretary's Report
• Minutes from previous meeting read and accepted
Pre-Conference Events Chair Report – Chair not present
Bid Book Chair Report – Chair not present
Outreach Report – Chair not present
Facilities Chair Report
• Jared has reached out to Megan, others with past experience on selecting a hotel/convention space for large conventions
• Has been in contact with several facilities but has been having diffculty getting estimates because of no firm details such as dates or number of attendees
• Preliminary locations:
• Downtown Marriott in Brooklyn: easily accessible to Manhattan via subway, considerable cost savings
• Darren suggests using Memorial Day, July 4 th and Labor Day weekends for more firm dates, as these are when ICYPAAs traditionally take place
• May 24 – 27, 2007
• June 28 – July 1, 2007 or July 5 – 9, 2007
• August 30 – Sept 2, 2007
• Reminds that we need 3 options to present to the ICYPAA Advisory Council that will ultimately make the final decision, and so can explore the “Brooklyn” option further
• Laura suggested trying NYU dorms
• Jared requests people email him with further ideas/suggestions
NYCYPAA Report
• NYCYPAA meeting held immediately preceeding Bid Committee meeting, thanks to all Bid Committee members who attended
• NYCYPAA will be holding its Anniversary Brunch AND having elections for all service positions on Sunday, March 5 at 2pm at the Veteren's Hospital location
• NYCYPAA now has newly ratified by-laws which shall take effect immediately
Events Report
• NYCYPAA will be holding a dance in conjunction with EACYPAA on Friday, March 24
• Speaker meeting from 7-9, followed by the dance until 1am
• Location: PS 3, 490 Hudson St. between Grove & Christopher
• Tickets are $8 in advance and $10 at the door
Graphics Chair Report
• Max has drafted several ideas for the theme of ICYPAA 49 should NYCYPAA be selected to host
• Requested more information to draft logo ideas and to begin designing the pre-registration form
OLD BUSINESS
Website space on the NYCYPAA homepage
• Hodet has attempted to contact Phil about setting up the ICYPAA Bid Committee tab and set up email addresses; has not been resolved yet but will continue to keep contacting him
• Viviana submitted a statement to be used on the ICYPAA Bid Committee tab, and it was accepted by the group with minor grammar/punctuation corrections. It will read:
Every year the International Conference of Young People in AA (ICYPAA) takes place somewhere in the world. In order for a city to be chosen to host the next year's Conference, they must present a formal Bid package at the current year's Conference.
We are the NYCYPAA Bid Committee, who intend to put together the New York Bid to host ICYPAA in 2007. We will prepare a Bid package that will be submitted to the ICYPAA Advisory Board at this year's Conference in New Orleans (June 29 – July 2, 2006).
Hodet contacted ICYPAA 48, and New York will be added to the list of Bid cities on the ICYPAA 48 website
Events ideas to outreach the Bid Committee
• Discussion of possible events that will help get the word out about the Bid Committee and generate support for ICYPAA attendance
• Discussion will continue at next Bid Committee meeting when the Outreach Chair is present
NEW BUSINESS
In event that someone on the Bid Committee relapses, Group Conscience taken to determine how to proceed.
According to NYCYPAA newly ratified by-laws:
• In the event of a relapse, the person automatically resigns the position they hold on the Committee
• New elections are to be held as soon as possible, and the person who relapsed may be re-elected by the Committee
Motion: Daniel moves to re-elect Max (Graphics Chair) by acclimation and waive 30-day sobriety requirement.
Motion passes unanimously, Max has been re-elected as Graphics Chair.
Suggestion that the Bid Committee actively participates in the NYCYPAA/EACYPAA dance wherever service is needed (set-up, clean-up, hospitality, etc)
• Set up a presence such as a table dedicated to ICYPAA Outreach
• Laura suggested decorations and signs such as a large banner
• Raffle for separate fundraising
• Sign-ups available for ICYPAA 48
• Bid Committee may wear t-shirts for Outreach purposes
• Daniel suggested going to the Events Meeting to be held Wednesday, Feb 22, time and place TBA.
• To be discussed further at next Bid Committee meeting
Darren suggests a review of the Bid Package requirements to be sure we are on track
• New NYCYPAA Treasurer to be approached after the elections to secure a letter/record of NYCYPAA's books that must be submitted with the Bid Package
• Darren volunteers to present the possible dates for ICYPAA 49 to the SENY Chair to get a letter that there will be no conflicting SENY events
7 th TRADITION $6.00
The next Bid Committee meeting will take place on March 6th, 2006 at the Veteran's Hospital Room 3036.
Time is TBA .
Motion to close and seconded.
Closed with the Serenity Prayer.
Submitted by Viviana V., Secretary 2/26/06
Posted by prose at February 19, 2006 04:00 PM
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