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June 02, 2008

Minutes - April 20, 2008

NYCYPAA MEETING
April 20th, 2008
4-6 PM

I. Opening
-Opened with the Serenity Prayer.
-Reading of the Twelve Traditions.

II. 8th Tradition Discussion

III. Introductions / Roll Call
-Present: Josh, Jason, Barrett, Daniel, Cory, Meg, Kristina, Laura, Erin, Kathleen Darren
-Absent with notice: Dustina, Sabrina
-Absent without notice: David

IV. Committee Chair Reports
a. Secretary (Sabrina absent- Erin Proxies)
-Minutes from 4/6/08 reviewed and accepted.
b. Treasurer (Kathleen)
- In Account: 4,238.02
-paid $500 for dance space, $217 for speakers, $75 for cleanup to guy at dance
-$2,648 Dance profit.
- Petty cash: 139.28
c. Co-Chair (VACANT)
d. Events (Meg)
-Dance Duscussion
-against letting someone do it for free
- need someone to bring all equipment, get there early to set up and test
- a lot of attendance from non-manhattan people
- Oklahoma show down, events meeting soon
Outreach (VACANT)
e. Bid Book (Laura)
-Archives paragraph: we need to draft by June 30th. Laura will work on it after graduation, she has detailed outline prepared.
-By-Laws: yet to be looked at til end of may
-Bid Book Requirements:
1. Laura has gotten many responses, needs few more
2. Bid Facilities
3. Pre-Reg Flyer (Graphics Chair)
4. Letter from Chair, waiting
5. Our consice treasurer’s report
6. Tax stuff- went through and made sure all dates and numbers are correct. Josh signed it.
7. Host Committee Responsibilities (to be signed today)
8. Concise statement, our reason for bidding- last year’s was good (similar)
*other things to include in Book: airfare savings, map showing radii of where ICYPAA has been lately, move forward with Pizza Box idea
f. Bid Facilities (Daniel, Jared)
-Bklyn Marriot- Darren spoke with, will have contracts in couple of weeks. Hotel Penn- wanted list of our “dream” (what we wanted- $159/night)
g. Web (Cory)
-Found link to Phill’s page and removed it (let him know if it pops up)
- Got all flyers and minutes up
h. SENY Liaison (Dustina)
- Post-Conference Assembly May 18th Bronx. GSRs attend!
- NYS Convention May 25-27, rooms selling out fast. Westchester Marriot. AASENY.org for flyer and info
i. Intergroup Liaison (Jason)
-left Dorothy message re: doctor’s program
- co-ordinating phones, hosted last weekend at laura and daniels
- next phone commitment: May 10th 3ppl have expressed interest
j. Graphics (Erin)
-will get started on pre-reg flyer
k. Literature (Darren)
-newcomer packets given out
- didn’t go to Bonfire- they didn’t get back to us
- Dance #s: total attendance- 273, 194 paid full price @ door, 33 paid $5, 14 free, 1 refund.
-$486 refreshments not including what we sent. Need decorations, refreshments receips
-gave out $116 in form of 5 grapevine on-year subscriptions. Gave 2 young peoples’ books out.
- all in all, about $2,746.00 taken in at dance, $1,108.00 went out, expecting $1300.00 profit.
-Motion: to cut $200.00 check to LICYPAA
10;for 1;abstain
*motion passes
-Kathleen needs receipts ASAP

V. 7th Tradition

VI. Announcements
-Vacant Chair & Co-Chair positions.
-BCCYPAA: 11/7-11/10 – Darren will speak
-Health fair- May 1st Bayside Brooklyn, Meg. Literature? Ask Sabrina.

VII. Old Business
a. YPAA Video:
• No further developments.
b. ICYPAA
• “No Sleep ‘til Brooklyn” recording to take place next Sunday
• Thumbs up to another rap skit
c. Bid Book Theme
• Need to elect BCR (Bid-Committee Rep: vote to select next city to hold ICYPAA, early orientation, read all BID packages, ask ?s, participate in deliberations
• Laura and Barret stand for position
• Laura voted in, 6-3
VIII. New Business
a. EACYPAA- Dareen, Meg and Daniel attending. Maybe Jason. Hotel is booked. Daniel will get car. We have presentation with video project. Need copies of report, letter, video, projector and laptop to show how to submit videos

b. Bid Package co-chair
• Motion to accept Kristina by acclamation
• Motion passed unanimously
c. Outreach chair
• Motion to accept Barrett by acclamation
• Motion passed unanimously

d. Motion to have an outdoor event on Monday, May 26th (holiday)
*passed unanimously
e. Work on dance for ICYPAA ASAP. Contact Our Lady of Pompeii: June 20th or 27th
f. Bid Skit

IX. Closing
-Serenity Prayer.

Posted by brianna at June 2, 2008 02:23 PM