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August 24, 2007

Minutes-August 19, 2007

NYCYPAA Meeting
August 19, 2007, 4pm - 6pm

I. Meeting opened with Serenity Prayer, Laura read of the Twelve Traditions

II. Intro and Roll Call:
- Attendance: Laura, Daniel, Darren, Shelly, Fran, Sabrina, Brian, Josh, Mandi, Rakhel, Erin, Patrick, Kristy.
- Absent with notice: Catya, Tiffany, Cory.
- Absent without notice: Tim

III. Reports:
A. SECRETARY - Brian
- 08/12/07 minutes are read and accepted.
- Brian gave Sabrina a disk with all previous minutes and contact lists.

B. TREASURER - Darren
- $2093.90
- Daniel paid back expenses for dance.
- $300 made on dance. Lots of water left over, half of which is ours.
- Darren now has spreadsheet capabilities for his portion of the bid book.
- Dance attendance: 27 prepaid, 377 at the door.

C - CO-CHAIR/YPAA LIAISON - Josh
- Letters of support for ICYPAA: Garden State is most likely to come through with a letter. Lots of emails have gone out without responses.

D. EVENTS - Daniel
-Nothing to report.

E. OUTREACH - Rakhel
- Has a list of members and meetings they’ve signed up to hit with outreach.

F. BID PACKAGE – Catya
- Catya will not be in California next week, she will be here with a presentation of the bid book.

G. BID FACILITIES - Darren
- Brooklyn Marriot rep sent us a video, “We can’t get the price down, we have to sell NYC to ICYPAA.” $169 is possible, but tons of other things would have to fall into place for that to work out in their favor.
- Starwood Hotels were contacted by the LA Facilities guy and we got back a sallow offer of 50 rooms for $279/night.
- Hotel Pennsylvania was called, they may not be able to accommodate us.
- Location is key, but their conference spaces aren’t exactly accommodating.
- US Open happening week of our proposed conference dates, this is bad news.
- Have we completely ruled out a dorm option? They have room capacity and facilities.
- Docked cruise ship might be the way to go also, nothing is ruled out.

H. WEB - Tim
- Nothing to report.

I. SENY - Mandi
- Nothing to report.

J. INTERGROUP - Tiffany
- Corrections meeting: Blaine is co-chair, if anyone is interested in taking the commitment, they should talk to him. If they can’t take the Ryker’s commitment specifically, there are other commitments available. Still unclear as to what the status of the commitment is.
- There are actually two units where meetings take place every Tuesday at Ryker’s, we’ve not been covering three of the four Tuesdays of the month in the second unit. We need to find folks who can take care of the other three meetings.

K . GRAPHICS - Cory (Absent)
- Cory is in Italy. We’ll see his Pre-Reg flyer when he gets back.

L. LITERATURE - Erin
- Nothing to report.

M. PRAYER - Kristy
- Nothing to report.

IV. Announcements:
- ICYPAA will be held August 30th – September 2nd in LA, California.
- SENY is going to host the NYS AA CONVENTION. Kick off meeting is September 22nd at 1pm in the Bronx. We should participate.

V. OLD BUSINESS
- Hospitality Suite
- NY STATE OF MIND is our theme.
- Apple pins are too expensive.
- Dollar store apple stickers so people can put them on their badges in support of NY.
- We are not allowed to bring our own food.
- Foam chachkis- some check on them.
- A mural could be created using different iconic stuff from around the city.
- Subway maps, Broadway brochures, NYC condoms, etc.
- Group agrees.

B. T Shirts
- Last week, we voted to allocate $600 for 100 t-shirts. Those numbers are out of date. 96 t-shirts for $800. T Shirts have not been ordered, even if we ordered them today, there’d be no guarantee that we’d have them for ICYPAA.
- Rush order t-shirt place is available.
- One member feels we shouldn’t be spending money on these T-shirts.
- Part of the reason we voted for T shirts was so that we could all wear them for the bid.
- Provided we can get 50 t shirts for $400 before Wednesday of next week, Daniel would be for T-shirts.
- The point of the T Shirts and the Chachkis is to put in attendees minds’ a positive view of our bid. In that context, T shirts are worth it.
- I Heart NY T shirts are available outside Fran’s office for 10 for $10.
- Brian volunteers to head up the NYCYPAA T shirt movement.
- An afternoon, a few cans of spraypaint, stencils and a well ventilated area are all we need.
- We’d have to buy the T Shirts and Fran can provide spraypaint and stenciling materials.
- For next year, we can look outside the city and they will be able to ship to the conference for much cheaper.
- Shirts could help bring more people on stage when we do performance.

- MOTION: Daniel motions that we change the amount of money allocated for t shirts from $600 to $200. Motion seconded.
-10 in favor
- 1 abstaining.
- MOTION PASSES.

C. BID REQUIREMENT #7
- Passed around to be signed.

D. BID REQUIREMENT #8
- Discussion commenced regarding the group chair’s participation in matters regarding the bid book. It was decided by group conscience that no bylaws are broken if the group chair participates in subcommittee discussions, feedback sessions and brainstorming if he or she is not in fact the chair of said subcommittee.
- We have three drafts up for vote today. One has the mission statement at the top, two do not.
- Bid Requirement #8. Bidders must present a concise statement with their Reason for bidding.
- VERSION A is read.
- VERSION B is read.
- VERSION C is read.
- Fran: A certain amount of issue is taken with the wording that might seem as though we’re speaking for all young people in AA of NY, as opposed to speaking for our committee, NYCYPAA. A big part of why we wanted to do this was to create service opportunities on all levels. “50th ICYPAA” need not be included
- Rahkel: In Fran’s email, it was mentioned that we shouldn’t be bragging about the service that we’ve done. In mentioning what we’ve done, we’re explaining what we mean by general service and what we do extending past being GSR’s. The mission statement is cool on top.
- Brian: “If we include the mission statement in Version B, I am good to go. That’s all I’ve got to say.”
- The group moves to comb through document portion by portion and approve each section by vote, we’ll be good to go.
- Kristy calls a serenity prayer in “we” format.

E. GENERAL SERVICE RESUME: Should it be included in our reason for bidding?
- Rakhel: We should cite three examples in our reason for bidding of what we’ve done in General Service.
- Josh: We should have the General Service Resume in an appendix and put a footnote pointing out the existence of an appendix in Reason for Bidding.

F. MOTION: Include an elaborate footnote directing reader to our service resume in our “Reason for Bidding”!
- Motion seconded.
- 8 in favor, 2 abstaining.
- MOTION PASSES.

- MOTION: Categorize the resume.
- 8 in favor, 2 abstaining.
- MOTION PASSES.

- Kristy: We should add “Our” to “Mission Statement”.
- Brian: “I concur.”
- Darren: We should make the mission statement our cover page instead of putting it in the Bid Requirement.

- MOTION: Exclude the mission statement from our bid book.
- All opposed.
- MOTION FAILS.

- MOTION: Include it in the front of the bid book and in the Bid Requirement #8.
- 2 in favor.
- MOTION FAILS.

- MOTION: Include the mission statement at the front of our Bid Book Only.
- 7 in favor.
- MOTION PASSES.

G. MOTION: We vote on a version of the bid requirement statement with knowledge that we can tweak it.
- Version A: 1 IN FAVOR.
- Version B: 7 IN FAVOR.
- Version C: 0 IN FAVOR.
- 2 abstaining.
- VERSION B is chosen as our base. It is read aloud by Darren.

H. First paragraph read.
- NYCYPAA instead of having the committee name spelled out.
- Patrick: The committee should appoint someone as the writer of this bid requirement and let him or her run with it.
- Rakhel volunteers to write the bid requirement.
- Mandi and Josh volunteer to help her.

- MOTION: Rakhel, Mandi and Josh the final draft committee of Bid Requirement #8.
- 9 in favor, 1 abstaining.
- MOTION PASSES: Mandi, Rakhel and Josh will head up the final draft committee.

I. Bid Skit Budget.
- If members of the skit committee want to spend money out of their own pockets for this, they should feel free but we shouldn’t allocate funds for it.
- JOSH: Likes the idea of reading the bid requirement and then leading it into the rap.

- MOTION: Deny extraneous budget.
- 6 in favor, 1 Opposed, 4 abstaining.
- MINORITY OPINION: Shelly: If they come to us with something that costs a bit more than $20, we should be up for reimbursing them.
- One member changes their vote: Twenty Dollars is not enough.
- Group denies a re-vote.
- MOTION PASSES.

- MOTION: We extend our meeting until 6:15.
- 8 in favor, 1 opposed.
- MOTION PASSES.

- Daniel S: Last year, the BCR read the reason for bidding, a slideshow was played, and then we opened it up for questions. We could keep it as short as possible.
- Kristy: We can have people representing different archetypal New Yorkers in the skit so that when people look up at that stage, they can see New York in all it’s filthy glory. Committee generally agrees.

VI. Motion to close. Meeting closed.

Posted by brianna at August 24, 2007 02:35 PM

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