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June 08, 2009

Minutes - June 7, 2009

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

II. Introductions / Roll Call
- NYCYPAA Committee members present: Josh S., Cory, Jason, Hugh, Laura, Dan, Daniel, Joel, Sloan, Andrew, Darren, Casey, Kathleen, Meg, & Jen.
- Others present: Janusz, Chris, Tiffany, Susan, Pamela, Stosh, Billy, John, Amanda, Keith, Shane, Jamie, Mikey Cigars, Mike, Christina, Megan, Tom, Chuck, Vinnie, Jesse, Eric, Steve, Jon, Dayton, Tim, Shelly, + others who arrived after introductions.
- Absent with notice: Deen.
- Absent without notice: Kristina, Evan, & Alex.

III. Committee Chair Reports
Secretary
- Minutes from 5/17/09 reviewed and accepted.

Treasurer
- Since our last NYCYPAA meeting we have deposited $1060.00 from the 5/16 dance, $546.16 from selling t-shirts minus the expense for purchasing two ceramic coffee mugs, & $15.75 in 7th Tradition collection, to our bank account, which contained $967.28.
- Totals: $2589.19 in bank + $240.05 in petty cash = $2829.24.
- Outgoing payments pending:
- Northside: $320.42.
- Our Lady of Mt. Carmel Church: $100.00.
- After these are paid we should have $2408.82 remaining.
- Report accepted.

Co-Chair
- Vacant.

Events
- Joel plans to find out what dates Our Lady of Pompeii Church is available throughout the next year. He also plans to research information about the Circle Line, a Day in the Park, and the second half of our Traditions Workshop.
- Should we make deposits to secure dates/spaces the future Host Committee could potentially use for events?
- Will be discussed in New Business.

Outreach
- There was an Outreach Trip to the Bayside YP Group last month.
- Will begin outreaching Host Committee Elections once a flyer is produced.
- Planning an Outreach Trip to NJ on Saturday, June 13th.

Graphics
- Absent, will make a flyer upon request.

Web
- Website has been updated with blurb announcing that we were awarded ICYPAA.
- Minutes page needs to be updated.

SENY
- Nothing to report.

Intergroup
- Answering phones next Saturday at Andrew’s place in BK.

C&TF
- We still need young guys to take meetings into Rikers.

CPC/PI
- Doctor’s Program suspended during the summer months, continues again in September.

Bid Facilities
- We’re working on negotiating with hotels and getting finalized contracts for Advisory to potentially sign.
- We’ve been asked to keep mum about the negotiation details since our minutes our published on a public website. We want to avoid calls or visits from the public to hotels that we are still in the negotiating process with.

Bid Book
- We were awarded ICYPAA!
- We have extra commemorative cups and stickers from the bid that were passed around.
- Pre-Registration flyers were also passed around.
- Please encourage people to send registrations to our P.O. Box. Since we are just an Interim Host Committee at this point, it could get sketchy if we start collecting cash without any funds-surrendering process in place.
- We donated a Bid Book to the SENY Archives.

Literature
- Nothing to report.

Prayer
- Vacant.

IV. Announcements
- Vacant positions.
- Garden State YP Dance.
- NECYPAA trip to the Bill Wilson House.
- NERF: June 26-28, Somerset, NJ.
- BCSAD: June 27.
- SISAD: July 11.

V. 7th Tradition ($43.30 collected)

VI. New Business
Brooklyn County Share-A-Day
Have we been officially asked to participate?
Josh will contact Yumi again to confirm if there are any meetings we’re expected to cover / whether or not we will have an Outreach Table at BCSAD.

Staten Island Share-A-Day
We’ve been asked to participate by covering a few YP meetings and manning an Outreach Table.

ICYPAA Host Committee
Transparency
- Concern voiced about meetings held that were not properly outreached to the widest pool of people who may have been interested in attending.
- Last week there was an informal meeting in the park where several NYCYPAA members discussed looking into potential dates and locations for Host Committee Elections. No business or actions were taken, just research. Host Committee Guidelines were also briefly talked about and a meeting was held at 3:00pm today to discuss some details. In light of new information presented from the GA Host Committee, low attendance, and general confusion, nothing was accomplished. Although it was not NYCYPAA’s intention to take any actions behind closed doors before a Host Committee was formed, and the general feeling is that NYCYPAA did nothing wrong at these meetings, the concern is valid. From now on, all meetings will be properly outreached or cancelled if not done so.
- Concern voiced from within NYCYPAA about Advisory asking specific NYCYPAA members to take actions on behalf of NYCYPAA/Host Committee.
- It was explained that this is general practice, and there are certain tasks that need to be accomplished right away. Advisory will contact someone they know they can trust from the Bid Committee to take some of these actions, particularly regarding the set-up of a bank account, negotiating with hotels, and website set-up. In doing so, it is not the -intention of Advisory to hand-pick or influence who is elected to what on the Host Committee.

Money
- A bank account was opened for the 52nd ICYPAA.
- We currently have $4,375.00 in pre-registrations + $333.43 in scholarship donations, + $2,000.00 seed money from the Advisory Council.
- Total: $6,708.43.

Elections
- There are currently two spaces that can accommodate our elections.
- VA Hospital, Atriums A&B, Sunday, July 19th.
- Our Lady of Mt. Carmel, Saturday, July 26th.
- Discussion included weighing the pros and cons of each space: Manhattan vs. Brooklyn, Saturday vs. Sunday, time constraints, need for a PA system, etc. There seemed to be some confusion about the availability at Our Lady of Mt. Carmel. Should we wait and do more research, or jump for the date available at the VA and start outreaching immediately?
- Motion to hold Host Committee Elections at the VA Hospital on Sunday July 19th from 9:00am-5:00pm.
- Motion passes: 23 – 3 – 0.

- Motion to produce a preliminary “Save the Date” flyer for Host Committee Elections that does not include information about the positions we’ll be electing.
- Motion passes: 22 – 0 – 1.

Guidelines, Elections Procedure, and Position Descriptions
- At today’s 3:00pm meeting, those in attendance suggested meeting next Sunday to continue discussing the guidelines, which would be prepared by one of the members present.
- Discussion included thoughts that this process could be accomplished via email and should be discussed in full committee, rather than a sub-committee. Also, since the 3:00pm meeting was not properly outreached, any suggestions made should be moot.

- Motion to extend the meeting.
Motion passes: 13 – 3 – 4.

- Motion to form an Ad-hoc committee to discuss Host Committee Guidelines, position descriptions and requirements, & which core positions should be elected at the first elections meeting. This Ad-hoc committee will meet or discuss via email and report back to the full committee at the next regular committee meeting.
- Discussion included the sentiment that this process could take place via email among the full committee, and a separate Ad-Hoc committee is unnecessary. Some felt that it is too much detail to be hashed out among the full committee.
- Motion fails: 1 – 18 – 5.

- A volunteer from NYCYPAA will compile as much information as possible and email to the full committee for review and feedback. A sheet was passed around to collect email addresses of those in attendance. This item will be discussed in Old Business at the next meeting.

All other New Business items tabled until the next committee meeting.

VII. Closing
- Closed with Serenity Prayer.
- The next NYCYPAA committee meeting will be on Sunday, June 21st @ 4:00pm.

Posted by hughnwalton at June 8, 2009 03:40 PM