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December 05, 2008

Minutes - November 16, 2008

MINUTES
NYCYPAA Meeting
Sunday, November 16th, 2008
4:00pm – 6:00pm

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

II. Introductions / Roll Call
- Present: Laura, Kristina, Andrew, Daniel, Lauren, Teresa, Deen, Darren, Casey, Kathleen, Evan, Josh C., Jen, Alex, Erin, Joel, Alison B., Meg, Christy.
- Absent with notice: Josh S., Cory, Ali G., Courtney, Jason, Sabrina, Dustina.
- Absent without notice: Gary, Jared.

III. Committee Chair Reports
a. Secretary (Laura – proxy for Sabrina, Courtney)
- Minutes from 10/19/08 & 11/2/08 reviewed and accepted.
b. Treasurer (Kathleen)
- There is currently $2,486.43 in our bank account, and we have an additional $137.01 in petty cash.
- Treasurer’s report accepted.
c. Co-Chair (Andrew)
- Nothing to report.
d. Events (Meg, Ali)
- Format for the Traditions Ice Cream Social was discussed at the last Events meeting. There will be 3 panels with 1 speaker each discussing 2 Traditions for approximately 15 minutes. We will only be discussing Traditions 1-6 at this particular event (a Traditions Ice Cream Social Part 2 can be held in the future.)
e. Outreach (Gary)
- Absent.
- No proxy report given.
f. Graphics (Erin)
- A flyer for the Traditions Ice Cream Social is now available for distribution.
- Suggestion to change the spelling of Midnight to “Midnite.”
g. Web (Cory)
- Absent.
- No proxy report given.
h. SENY Liaison (Dustina, Jen)
- Nothing to report.
i. Inter-Group Liaison (Jason)
- Absent.
- No proxy report given.
j. C&TF (VACANT)
k. CPC/PI (VACANT)
l. Bid Book (Laura, Kristina)
- Laura will send around some of the potential graphics for this year’s Bid theme for feedback.
m. Bid Facilities (Daniel, Jared)
- Is currently working on gathering more specific numbers from ICYPAA in L.A. to discuss with the Brooklyn Marriott.
n. Literature (Darren, Alex)
- Continuing to encourage participation in the NYC-YP story compilation project.
o. Prayer (VACANT)

IV. 7th Tradition

V. Announcements
- SENY Convention Planning Meeting: November 22nd @ 2:00pm – SENY Office.
- All Co-Chair positions, except for Overall Co-Chair, are available for election during new business.
- NECYPAA: January 2nd-4th – Westbury, CT.

VI. Old Business
a. 12th Step Project.
- Jason and Daniel met last week to discuss implementation of the project.
- A blurb was drafted that could be used on the website, which explains the project in the simplest terms possible.
- Some felt the blurb was too specific, while others felt it was not specific enough to the multiple layers of service we are trying to accomplish with this project.
- Daniel will redraft another blurb for the next meeting.
- Daniel drafted a 12th Step volunteer form, which could be used to gather volunteer contact information from regular meetings.
- Suggestion that the availability section is confusing and could possibly be eliminated.
- Add lines that ask for each volunteer’s gender and location.
- It’s important that when we pitch this idea to those outside of our committee that we explain that we are not starting a YP Inter-Group, but want to provide a service that NY Inter-Group doesn’t.

b. Bylaws Amendments.
- Suggestion to edit the wording of the 2nd Amendment.
- Motion to accept both amendments with edits: PASS.

c. Letters to LICYPAA & HVYPAA.
- Daniel passed around copies of the letters (post-email circulation edits) for final approval.
- A few more edits were suggested and our Chair has been given the go-ahead to send the edited letters to LICYPAA & HVYPAA.

d. Reschedule Outreach Trip to the Bayside YP Group.
- We were ready to go on October 30th until we were informed that the YP meeting was cancelled that night due to the monthly anniversary meeting.
- Motion to reschedule for Thursday, December 11th: PASS.

VII. New Business
a. Elections.
- Darren stood for C&TF Co-Chair: accepted by acclamation.
- Lauren & Josh C. stood for Events Co-Chair.
- Motion to waive the time requirement for Josh: FAIL.
- Lauren was accepted by acclamation.
- Kathleen stood for Outreach Co-Chair.
- Courtney also stood in absentia.
- Motion to allow Courtney to stand via proxy: PASS.
- Kathleen elected by 2/3 majority.
- Deen stood for Graphics Co-Chair: accepted by acclamation.
- Alison B. stood for Web Co-Chair.
- Motion to waive the time requirement: PASS.
- Alison was accepted by acclamation.
- Casey stood for Literature Co-Chair: accepted by acclamation.
- Josh C. stood for CPC/PI Co-Chair.
- Motion to waive the time requirement: PASS.
- Josh was accepted by acclamation.

b. Events budgets.
- Traditions / Ice-cream Social.
- Should we charge for ice cream?
- Suggestion to pass a 7th Tradition basket during the panels and to place a contribution can on the ice cream table.
- Motion to allow a $225 budget for the Ice Cream Social: PASS.
- January Dance.
- The rent for Our Lady of Pompeii increased $200. Should we increase our budget by $200?
- We never use our full budget ($1,600). Increase is unnecessary.
- Suggestion that we begin using printed budgets with line items for our larger events so we know exactly where the money is going.
- Meg will bring back an outlined suggested budget on 12/7/08.

c. BCYPAA report-back.
- A few NYCYPAA members attended their 1st meeting on Sunday, October 26th.
- Seemed to be some confusion about what exactly they want to accomplish: start a YP committee / start a YP meeting.
- We offered our experience and made some suggestions.
- Everyone is still a little confused about their intent.
- Maybe we could invite Erika to check out a NYCYPAA meeting?
d. NECYPAA.
- Is NYCYPAA available to chair a marathon meeting @ NECYPAA?
- Yes!
- Meg will ask Dan if we can have an outreach table as well.
e. ICYPAA.
- Tabled.

VIII. Closing
- Serenity Prayer.
- The next NYCYPAA committee meeting will be on Sunday, December 7th @ 4:00pm.

Posted by hughnwalton at December 5, 2008 03:38 PM