« Minutes-June 17, 2007 | Main | Soho 30 & ICYPAA 49 Dance »

July 14, 2007

Minutes-July 1, 2007

NYCYPAA MEETING

July 1, 2007, 4pm - 6pm

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

II. Intro and Roll call

- Present: Cory, Erin, Mandi, Vivianna, Daniel, Januz, Tim, Laura, Josh, Darren, Tiffany, Rakhel, Fran, Catya
- From SOHO: Derrick, Avataar
- Absent with notice: Brook, Brian, Daniel R.

III. Reports

A. Secretary - Erin (fill-in for Brian)
- Minutes from 6/17/07 meeting were read and accepted.

B. TREASURER - Darren
- $: $1881.37 Balance
- $80.75 Rent
- Check written out to pay Phil

C. CO-CHAIR - Josh
- YPAA outreach for support


D. EVENTS - Daniel
- Thurs events meeting, Letters to Groups. SOHO to Co-host dance

E. BID PACKAGE – (Laura and Daniel) No bid package chair:
- Laura and Daniel asked area chair to draft a letter.
- Email to chairs and members went out for service resume. Please email back.
- #8 Requirement: Statement of Purpose.

F. BID FACILITIES - Viviana
- Got Contract from Bklyn marriot. $189/night ($10 discount) $169 last year. $30,000 catering commitment. $46 banquet price.
- NYC Marriot: Want us to commit to $150,000 catering. Best rate they can do is $269 per night $60/gallon coffee $92 banquet. Proposal letter from Marriot Marquis in Times Square.
- Trying to create a dialogue with ICYPAA advisory board. advisory@icypaa.org (general email about the hard time we’re having with hotel contracts)

G. WEB - Tim
- All is up to date. Other YPAAs on it, take off dead links. YPAAs not on our list, email to Tim he’ll put them up

H. OUTREACH - Rakhel
- List of Mtgs to outreach created, distributed. Wants to keep it as outreach list to announce, pass out flyers for up-coming events. Passing around list.

I. SENY - Mandi
- Went to Brooklyn Share-a-day. She and Rakhel spoke.

J. INTERGROUP - Tiffany
- Went to Intergroup delegates meeting on the 9th. Missed last mtg. Big meeting last Sunday.
- Has treasurer’s report and forms for boroughs.
- Phone commitment Saturday the 14th. Carlos will do it. Coming back in the country the day before.

J. GRAPHICS - Cory
- Flyer for upcoming event in middle stages. (Rough draft.)
- Business cards: have some old ones left. Really fast last time (deliver within a week or two) has money to buy business cards. Go ahead and order for 21st.

K. LITERATURE - Erin
- Erin is visiting groups with letter.

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

IV. Announcements

A. ICYPAA AUGUST 30th- June 2ND. Book it now!!!

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

V. Old Business
A. July Event
- Daniel: SOHO didn’t have date or space yet. We are going to Co-host a dance with them. Ideally, we’ll have possibly 600-700 people.
- Best idea: use upstairs for main dance room with 500-600 people. Downstairs with lounge, food, chill out place.
- Tally of cost: total cost (Soho has food, DJ, decorations) Share cost and share space.
- Questions about food (how they handle that), meeting before, who picks speakers, etc. what time.
- Jan Hus meeting at 9-10. Dance 10:30-1:30.
- Derrick: upstairs at least 500. 300 people downstairs. Better to have one dance area.
- Food is more of a hassle. We get water and Red Bull. We get it wholesale. We do $8 advanced, $10 at door.
- Have SOHO speaker, and LA speaker. Minimum 2 person panel.
- SOHO could pick DJ and split responsibilities. Upstairs and down &1,960.00 (7-2am) set-up and clean-up. DJ (300-400 dollars for event).
- Keeping people off the street big concern. Ushers to keep people over to 1st Ave. Concerns about weight capacity.
- Have a unified dance. One meeting, one dance. Split cost/profit 50/50. SOHO 30th anniversary and ICYPAA 49 pump-up.
- 50/50 event. SOHO 500 people. Us: 250-300.
- Total Budget: $3100 - $3200.
- Monday night SOHO meeting. Announce this. Invite SOHO to events meetings. ICYPAA said they will make flyers. Thursdays at 7 pm events meeting.
- We need to put down a deposit on the space. We need $1960 in advance. $980 each. Can get it approved and get a check by end of week. Jan Hus lady will call tomorrow. Contract and money ASAP.
- Back-up spaces if Chapel isn’t available. We have to solidify this week.

VI. New Business
A. ICYPAA HOSPITALITY
- Would we host a couple hour time spot at ICYPAA in LA? Gave us a time slot. Hospitality: Friday night 5-7pm. Is this okay with committee?

MOTION: to fulfill commitment.
Unanimously Passed
2 abstentions

- Do we want a theme to our hospitality section? No sleep till Brooklyn.

MOTION: No Sleep til Brooklyn.
Motion Withdrawn.

- Josh will take over dealing with this man. Motion to move on. No theme.

B. Electing BCR.
- Bid Committee Representative. Familiarize with our BID Book and everyone else’s BID Book.
- And be prepared to vote for other’s BID Books. This service happens at the conference. Find someone who doesn’t hold another position. Can we hold off?

MOTION: table to next NYCYPAA mtg.
- 2 opposed. Rest in favor. Motion carries.

C. BID SKIT
- Ill, dope, fly, fresh RAP for ICYPAA. Bldgs? Bagels?
- Cory, Catya and Janusz rapping.

D. Agenda:
- CPC St.Luke’s,
- Video Project,

- Catya: BID Book Chair

- Motion to accept Catya as BID BOOK CHAIR by acclamation: UNANIMOUS!!
- Email info to her.

VII. Motion to close: Close.

Posted by brianna at July 14, 2007 01:06 PM

Site hosted by Phil R.