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June 17, 2007

Minutes-June 3, 2007

NYCYPAA MEETING

June 3, 2007, 4pm - 6pm

I. Meeting opened with Serenity Prayer, Viviana read Twelve Traditions.

II. Intro and Roll call

- In Attendance: Daniel S., Laura, Brian, Viviana, Mandi, Daniel R., Josh, Rakhel, Tim, Cory.
- Absent with notice: Brook, Erin, Fran, Kristy

III. Reports

A. SECRETARY - Brian
- Minutes from 5/20/07 meeting were read and accepted.
- Bank Information: Bank of America: $20 a month for maintenance. Bank requires Articles of Incorporation from the state. All authorized signers must show up. Open 10am-2pm Saturdays. Double signatures are only enforced internally. We can order double signature checks but the Bank cannot guarantee.

B. TREASURER - Darren
- $700 spent on Viva la Vina. $100 passed to Tiffany for decorations.
- $1311.83 in our bank.
- Not taxable as a club or organization in NYS.
- No need to be concerned about taxes or interest accounts.
- Go back to WaMu. The double signer issue is a problem, but we’ll have to be the ones to enforce them.
- No fees at WaMu.
- Recommends we stick to WaMu.
- Bank sends a 1099 with interest earnings, as long as we stay under $25,000, we are not obligated to pay taxes.

C. EVENTS - Daniel
- Events meeting Thursday, Laura’s father was present.
- Flyer is out, circulated some at Never Had a Legal Drink. Delaware, Massachusetts, Connecticutt have flyer.
- Manuel is still booked to speak. Got sober at 25, 30 now.
- Hernan from Grapevine was first choice, but he’ll not be in town.
- To fill other half of meeting, we can get someone in from out of town or have the entire meeting in Spanish.
- If we do that, we should get another Spanish speaker.
- Viviana will chair meeting in Spanish.
- Darren will be present to take money.
- Sabrina will be ushers chair, has volunteers.
- Refreshments: Cory will procure them but he won’t be in town. Rakhel will organize shifts. Thirty Red Bulls leftover from other meeting.
- Tiffany will do decorations. Janusz will put them up. Daniel has Grapevine posters at home.
- DJ Bartz must be confirmed.
- OUTREACH: Boston, Baltimore, Rhode Island, Jersey can all be outreached. Bronx and Westchester Spanish speakers can be outreached.
- SENY Grapevine Chair will bring grapevine display. We will make sure he’s got ten copies of In Your Own Words available for sale.
- We can give gift subscriptions as raffles, contest prizes. $1500 is our budget, we’re still under that. Yay.
- We have to make sure everybody knows.
- We can work on July event after this event is over.
- Spanish music might be an issue. Cultural subset of music that requires DJs who specialize in Latin music.

D. OUTREACH - Rakhel
- Rakhel will have a stack of dance flyers at all major young people’s meetings
- Color flyers could get expensive, we should make sure monochromatic copies of flyer are readable.

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

F. BID FACILITIES - Viviana
- Wants to see drafts of contracts. Has Brooklyn contract. Marriott Marquis sent an email with contract, Viviana has yet to read it. $189 is room rate for Brooklyn Contract. Previous discussions all indicated rate would be $169.
- 1330 rooms for duration from Wednesday-Sunday. 80 rooms for Wednesday, 300 for Thursday, 400 for Friday, 400 for Saturday, 150 for Sunday.
- We will get a free room for every 50 that are booked.
- 1500 capacity for events.
- Catering: The whole weekend must total combined food and beverage revenue of $30,000.
- Last year, we got $169 as a room rate with no guarantee of catering.
- We have to make 85% of our rooms by July 27th, 2008.
- This IS a preliminary contract. Lots of conversations happening re: NY hotels. There are ways of going over local Marriott heads by going National.
- Hotel Whisperer said we need to talk to the Regional Sales Manager. The way to get in touch with them should be through past hotel contracts. The past couple of hotels for ICYPAA have been Starwoods. Talk to those regional managers, show them we’re good business and they’ll get to the locals.
- We don’t know when the last convention was at a Marriott. SENY is a good connection. Dennis O. has really good connections with Marriott. They stay at Westchester Marriott for the connection. He can get us in contact with someone high up at the Marriott.
- Bid Facilities sub-committee meeting should happen.

G. WEB- Tim
- All documents are up on the web. Colored flyers are up, still has black and white offline.
- All is up to speed.

H. SENY - Mandi
- MICHAEL EMAILED BCSAD. Needs help with a special section for Young People. He wants 5-8 young people/new people together to help as catalysts.
- Daniel: Grouping young people and new people grouped together is awkward. June 23rd, 2007 to Brooklyn Share-A-Day.
- “Lunch” Young People and New People around with signs around their necks, reading “resentment” “humiliation” etc.
- We should get a more fleshed out description of their intentions. If what we’ve heard is what they intend, then we’re not okay with it.
- Darren: Violently opposed to these jobs. We should be included in a more meaningful way. We should have nothing to with this event if this is the way they’re going to play it.

I. INTERGROUP - Tiffany
- Phone commitment this Saturday at Will’s place.
- Stacey and Tiffany are in contact re: disagreement with Cynthia. By next meeting, all will be set.
- Riker’s is set.

J. GRAPHICS - Cory
- Tickets are printed out and some are already sold. Has forty tickets.
- Has the last of the NYCYPAA Business Cards.
- New Business cards will be available by next business meeting.

K. LITERATURE
- Literature Chair is home for the summer. We could handle a literature event later this summer without Literature Chair.

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

IV. Announcements

A. Brooklyn Share a Day
- June 23rd. Rakhel will be speaking.
- We have committed to having a table there.

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

C. Kudos. We’re getting a lot of positive word of mouth throughout the rest of the country.

V. Old Business
A. We need not intervene with Brooklyn group re: Flyers they gave us to scan back on April 1st.

B. ICYPAA REQUEST LETTER
- A formal response was received.
- Main Points
- Thank You.
- Suggestions will be taken into consideration.
- Business meetings will be on the program. Moot point if the business meetings happen before the conference starts.
- Now, discussion of outreaching business meetings to make sure people know the business meetings are happening.
- Darren: We should ask that a topic of creating a forum-like session as part of ICYPAA’S yearly program, adapting the Q&A into that should be brought up in Business. A second request for an adequate number of copies of financial report and minutes of business meeting from last year’s business meeting and from THAT weekend’s conference should be made. In our request, we should cite regional forums as an example of what they might do.

- MOTION: To move forward with aforementioned requests.
- 9 in favor
- None opposed
- 1 abstain.
- MOTION PASSES.

C. P.I. Video Project.
- Laura is Liz’ friend on MySpace. Progress has been made. July is the next board meeting. We have a draft of the guidelines.
- Proposed guidelines were read.
- Do we want to make any suggestions?

- The point of these videos is to make AA attractive to those who might need it. Guidelines achieve that.
- PI videos should be about what AA is and what AA isn’t. This is not what they’re asking for. If we were making a PI video, we’d be aiming them at people who have contact with other young AA’s.
- These guidelines seem to be much more about directly interfacing with potential recovering alcoholics.
- We didn’t get an answer re: these observations.
- If we wanted to make a suggestion, it should be that that be clarified.
- Suggesting animation is interesting. What’re you going to see when you hear someone discussing his experiences.
- Bullets will be emailed and if any suggestions from chairs need be made, they should reply all with them.
- We should take a meeting with these ladies and discuss what they do, also discuss video, and see if they can come up to a NYCYPAA meeting.
- If GSO makes the guidelines in a vacuum, they won’t have any way of testing them.
- We want to be useful as much as we want information. We can come from a place of service.

VI. New Business
A. St. Luke’s Hospital
- All day treatment program, not unlike inpatient rehab.
- Top of the list of useful things for them would be assembling some young sober folks with time to come in and speak with their staff to boost their morale and inform them about recovery and AA and how it helps young people.
- Their desire is to integrate AA and 12 steps into their approach.
- They are having a dance on June 15th, and have invited some of us to come and break the ice.
- Group response: This would be a great way to do service.
- Rakhel will get a list of all that they do with patients.
- There is talk of starting an AA meeting there, but that would fall under the jurisdiction of a particular AA group, not NYCYPAA.

B. Tabled for discussion at next meeting:
-BID SKIT
-ARCHIVING

VII. Motion to close: Close.

Posted by brianna at June 17, 2007 11:31 PM

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