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June 27, 2007

Minutes-June 17, 2007

NYCYPAA MEETING

June 17, 2007, 4pm - 6pm

I. Meeting opened with Serenity Prayer, Daniel S. read Twelve Traditions.

II. Intro and Roll Call
- In Attendance: Daniel S., Laura, Brian, Tim, Erin, Janusz, Mandi, Danielle, Megan, Darren, Kristy.
- Absent with notice: Brook, Josh, Rakhel, Viviana, Fran, Cory, Tiffany.
- Absent w/o notice: Daniel R.

III. Reports
A. SECRETARY - Brian
- Minutes from 6/3/07 meeting were read and accepted.

B. TREASURER - Darren
- $1888 in bank.
- Before last event, we had $2145. Minus $735 for space, $300 for DJ, $50 for beverages, $75 for decorations. $250 loss.
- 95 people total. 15 paid less than ten.
- Phil to be paid.
- 7 $18 subscriptions included in our loss.

C. EVENTS - Daniel
- La Vina went well, 40 at meeting. SENY Delegate, Grapevine and trustees were all there.
- Next event will be a basic Pre-ICYPAA bash.
- This Thursday before Legal there will be an Events meeting.
- Contract from Jan Hus pending.

D. OUTREACH - Rakhel: Absent.

E. BID PACKAGE – No bid package chair.
- Archiving can be brought up in new business.

F. BID FACILITIES - Viviana: Absent.
- Dennis O. is helping to negotiate down with Marriot.

G. WEB- Tim
- All is up to date.

H. SENY - Mandi
- We’ll just have a NYCYPAA table at the Brooklyn County Share-A-Day. No humiliating signs. Thank you, Mandi.

I. INTERGROUP - Tiffany: Absent
- A new packet was received.

J. GRAPHICS - Cory
- Nothing to report.

K. LITERATURE - Erin
- Sat in on a TXYPAA (Texas Young People in AA) meeting. Good times.

L. PRAYER - Kristy
- All is well, no need for a prayer.

IV. Announcements

A. Brooklyn Share a Day
- We will have a table.

B. Vacant Chair and Co-Chair positions.
- We need a bid book chair and other co-chairs.

V. Visit from ICYPAA Advisory Council Secretary Megan:
1. Facts, Aims and Purposes For ICYPAA and ICYPAA Advisory Council.
- Part of ICYPAA’s informal responsibility is to have reps at local Bid Committee meetings a couple times a year to figure out what goes on.
- Most of our Archives are housed at GSO.
2. Unspoken requirement that Advisory Council gets to know the people at the bid city tables at Conferences.
- By laws, past minutes, financial reports are available at ICYPAA. Advisory Council chair makes announcement about major actions and motions at Saturday night speaker meeting.
3. Email the minutes to those on the ICYPAA mailing list?
- The business meeting will be in the program and that a note attached to business meeting inviting anyone to attend. Whenever the meeting gets closed is when there is a personal issue.
4. How would you suggest we propose a change that would bring about availablility of minutes and other documents?
- Financial report can be made available prior to meeting.
- The suggestions we proposed are coming into the council. The chair will set the agenda.
- Spiritual Commitment in GSO by-laws to honor suggestions. Not so for ICYPAA, the comparison isn’t spot-on.
- In our bylaws, we took a spiritual commitment to be responsible for young people in the 5 boroughs.
5. Who does ICYPAA serve?
- Our suggestions were taken seriously by ICYPAA Advisory Council. ICYPAA serves the people who attend the conference. ICYPAA does not aim to represent young people in AA as a whole. On one hand, we serve attendees, on the other, we try to keep the Conference going.
- In the initial response to our letter, the chair wasn’t following ICYPAA protocol. We’re nervous.
- Protocol: Email comes in, every council member sees it, and secretary (Megan) responds. This is the first time all year that someone jumped over that and responded. A long discussion has been held about that particular incident. There was no response like that from any other council member.
6. How do we move forward when handling ICYPAA business after this initial response? Do we ignore it?
- Let it go. Most council members haven’t given it much weight, no one formed an opinion about us as a committee based on that dialogue. There will be constant emails back and forth when the council is upset about something. That didn’t happen after this dialogue.
- Letters have been sent by committees or individuals all across the country requesting additions in the agenda. Our letter is counted among them and won’t hinder our chances of scoring the bid at ICYPAA 49.
7. Consciously refocus on making information available and transparent. If there’s transparency, there needn’t be attendance at business meetings.
- Five years ago, motions were made in a big sweep to make the business machinations open. Progress is happening in that direction.
- Bid committee meeting minutes get sent to the council monthly. Not required but some bid cities do it.
- A packet is being put together with guidelines, suggestions and information for HOTEL issues.

VI. Old Business
A. CPC Project at St. Luke’s
- Rakhel is absent, tabled discussion.

B. ICYPAA Request Letter
- They have our request, they’re taking it into consideration, we should move on to discussing our bid.
- Several members of the committee feel that we should just “let go” and not force our request any further.
- We should feel comfortable with what we’ve already done, regardless of the outcome.
- The conscience of the committee is to take no further action with the ICYPAA request letter.

C. P.I. Video Project
- Guidelines were sent out.
- Laura hasn’t had a chance to check out the guidelines.

VII. New Business
A. July Event
- $1500 budget, Weekend of July 21st.
1. We should get other cities in, although other cities are having events of their own. We can invite Jersey, Connecticut, Baltimore, Westchester, Long Island, Upstate.
- Events meeting to happen on Thursday, hopefully a flyer can go out before the end of the month.
- Josh can send out stuff for other YPAA’s. Three or four speaker meeting.
- Circle Line: $1500 deposit for Circle Line Dance. Why wouldn’t we do it in coordination with SoHo?
- Circle line would be good for when we’ve got solid cash and enough time to Outreach it. If SoHo dance is that weekend, we could ask if we can have an ICYPAA table and have that be the extent of our joint involve in.
- SoHo has this long-standing event that they may not want to co-host.
- We can draft a letter that we could send to tons of groups, saying “ICYPAA asked us to host this event, we need good relationships with AA groups. Can u come and participate? Include schedule of events meetings and invite them to participate from the ground floor.” Offer support if they are hosting a conflicting event. There are tons of strong AA groups that don’t come to our events by default.” If we were to host ICYPAA, we need those communities with us.

2. MOTION: $1500 budget.
- Discussion: The motion seems rushed.
- Amendment: We wait two weeks until we figure out what’s happening with the other groups.
- Amendment not accepted.
- In favor: 7
- Abstaining: 1

3. Circle Line? Not yet. We should be constantly energetically outreaching to different communities. We had no idea about the Midnight group’s event last night. We had a 260 people event, a 150 people at the one before, 100 for karaoke and 95 for a Spanish-speaking meeting. If we threw a successful dance we could make some money and be set. If we throw a Circle Line event and don’t swing it, yikes.

B. ICYPAA BID SKIT
1. Instrumental version of “No Sleep ‘Til Brooklyn” skit is out there.
- Split creative process into two parts, audio and video.
- Video can be comprised mainly of still images.
- We should keep the video as a collaborative effort. An external crew would be required, subcommittee should be taken care of.
- Some members of the committee feel we should create a sub-committee for it. Do we go to our outreach list to form a subcommittee? Something general.
- Whatever we do, we have two months left to do it. Whatever video and sound stuff we’ll want for ICYPAA should be ready by mid-August.
- Does anyone want to volunteer to be the head of the production crew and audio crew?
- Janusz volunteers for the performance.
- Daniel will be heading up the production crew. Will have stuff to come back in two weeks.
2. Bidding requirements
- We need to elect a BCR.
- We need to get a letter from Roberto saying there won’t be another large scale AA event within 30 days of that Labor Day Weekend.
- We should have our tax info ready.
- We have to read and agree to the requirements of the Host Committee Responsibilities.
- We need a bid package chair. Laura will take up the slack there. Has the digital bid book.
- Viviana should email contracts tonight.
- We should email back and forth our statement of purpose suggestions and figure out what we’re going to include.
- It was stated that the statement should be about what would be best for the conference, and not necessarily for the area, ALTHOUGH the need of the area is important and taken into account.
- We need to demonstrate our ability to turn people out for events if we’re going to get a conference.
- We will continue outreaching.

VII. Motion to close: Close.

Posted by brianna at June 27, 2007 11:02 PM

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