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March 12, 2006
Minutes – March 12, 2006
ICYPAA Bid Committee
Minutes – March 12, 2006
Hodet opened the meeting at 4.10pm with the Serenity Prayer.
Introductions were made and the following people were present:
- Hodet
- Mandi
- Ashley
- Brook
- Laura
- Joanne
- Daniel
- Jared
- Janusz
- Viviana
REPORTS
Secretary's Report
• Minutes from previous meeting read and accepted
Treasurer's Report – not present
Pre-Conference Events Chair Report – Chair not present
Bid Book Chair Report – Chair not present
Graphics Chair Report – Chair not present
Pre-Conference Events Chair Report – Chair not present
NYCYPAA Report – nothing to report
NYCYPAA Outreach – nothing to report
Facilities Chair Report
• Jared reports that the new information he's presented to the hotels such as attendance figures and possible dates of when the convention will take place have limited the options that were presented last meeting
• Possible dates are July 4 th , Memorial Day and Labor Day weekends
• Possible attendance is approx. 3000 people
• Downtown Marriott in Brooklyn has been unresponsive, but perhaps with more contact and more solid information may still be an option
• Hotel Pennsylvania remains the most accommodating, financially-speaking and most willing to cooperate
• July 4 th weekend is the most expensive option among the three possible dates, with estimated rate of $150/night.
• Labor Day and Memorial Day weekend have lower rates than that, respectively.
• Ashley suggested contacting the Hilton on 6 th Ave that is hosting the Bill W. Dinner Dance, which has experience with AA-related events
• Jared has also contacted the W Hotels locations, but they have been unresponsive thus far
• Willing to explore university/campus dorms option; has asked for help from the Committee to do this
• List has been created that contain the schools in the area with dorm facilities:
• NYU
• Fordham
• Hunter College
• New School
• Marymount Manhattan
• Parsons
• Also, has been in contact with Corey's mother, who is a manager of an area hotel; will seek help from her in contacting other hotels/facilities in the area
• For future Bid Committee meetings, will bring written record of hotels contacted and relevant information such as dates, contact information, prices/rates quoted, etc.
Events Report
• NYCYPAA/EACYPAA dance location has been changed to Jan Hus Church location (74 th & 1 st )
Outreach Report
• Hodet spoke to Carlston, Chair for the ICYPAA 48 Host Committee, about the importance of making a “New York” bid, versus a “Manhattan/New York City” bid (cited example of “Louisiana” bid versus a “New Orleans” bid)
• As a group, going to other young people meetings all over NY to outreach together
• Manhattan Share-A-Day presence
• Suggested that all members outreach the Bid Committee and ICYPAA there
• SENY Convention presence
• Members will also outreach there
• To discuss in Old Business
• NYCYPAA/EACYPAA Dance presence
• Lack of literature or Bid Committee-specific materials to help outreach
• How to outreach to other young people's meeting around the state
OLD BUSINESS
Hodet will continue to contact Phil & Brianna re: Bid Committee's tab on the NYCYPAA website.
Outreach at Manhattan Share-A-Day and the NYCYPAA/EACYPAA dance
• Laura suggested stepping up production of a flyer, or any materials that we can to outreach the Bid Committee and ICYPAA 48
Motion (Janusz): Get a flyer ready to represent the NYCYPAA Bid Committee ready for Manhattan Share-A-Day (March 18, 2006).
Motion passes unanimously.
Discussion of information that should be included in flyer
• Logo
• NYCYPAA logo with “Bid Committee” text/words near or around it
• Bid Committee meeting details
• Who, What, Where, When
• Mission statement
• Small text, so as not to print double-sided flyers
Motion (Mandi): To keep the NYCYPAA mission statement flyer format, and include “Bid Committee” text and information.
• May cause confusion since it would be so similar to the original NYCYPAA flyer that will already be available
In favor-Opposed-Abstentions: 0-4-2
Motion does not pass.
Motion (Viviana): Hodet to contact Max and Corey ASAP to prepare this flyer.
If Max or Corey cannot complete this in time, Hodet will prepare this flyer in time for Manhattan Share-A-Day.
• Flyer should include previously discussed items:
• NYCYPAA logo with “Bid Committee” text
• Website address
• Bid Committee meeting details
• Bid Committee mission statement
Motion passes unanimously.
Jared suggests we have stickers made up to hand out/give away at the NYCYPAA/EACYPAA dance
• Simple design
• Can be printed for $20-25 per 400 stickers from StickerJunkie.com
Motion (Viviana): Viviana to donate cost of producing stickers for distribution at the NYCYPAA/EACYPAA dance.
• Daniel reminds of AA group conscious that individuals may donate up to $2000 per year to AA
In favor-Opposed-Abstentions: 3-2-1
Motion passes.
Outreaching Bid Committee to other young people's meeting throughout New York state
• Buffalo YPAA is bidding for ICYPAA 50.
• Can be contacted to share information/suggestions for bidding on a convention
• Will be present at NYCYPAA/EACYPAA dance
• Hodet suggested bringing flyers, information to other meetings and outreaching as a group
• Ashley volunteers to look up contact information from NY Intergroup (phone numbers, fax numbers, email addresses, etc) to send materials to
• Road trips suggested a possible group activity
NEW BUSINESS
Samson has resigned as Bid Book Chair
• Committee to outreach availability of Bid Book Chair position
• Will hold elections at the next Bid Committee meeting
Motion (Ashley): Jared as NYCYPAA Outreach Chair to outreach ICYPAA 48 in his announcements as well.
• Laura reminds that this is a trusted servant issue, no need to make a motion.
Motion withdrawn.
Attendance at meetings
• Bid Committee is subject to the NYCYPAA by-laws regarding elected positions attendance policy
• Hodet and Viviana to collaborate on an email to be sent to NYCYPAA and Bid Committee contact lists reminding them of attendance policy
7 th TRADITION $6.00
The next Bid Committee meeting will take place on March 26th, 2006 at the Veteran's Hospital Room 3036 at 4pm.
Motion to close and seconded.
Closed with the Serenity Prayer.
Submitted by Viviana V., Secretary 3/12/06
Posted by prose at March 12, 2006 04:00 PM
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