Host Committee Meeting minutes Feb. 9 2009

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Host Committee Meeting

West Islip

Feb. 9 2009

Secretary Liz H

Meeting start 7:52

Committee Reports:

Secretary Notes: No notes to accept from last meeting will get from Diane L. and post ASAP

Committee Reports:

AA Liaison: Gordon

Still needs a few speakers, Geo suggested Joan from Northport

Treasury: George

$7719 in treasury

Entertainment: Rachel and Eric

• Eric made amends about a donation

• $950 Face painter, caricaturist, magician

Hotels: Caroline

• Discussed upfront payment with hotel, we will give them some money if we have it before the convention

• Got additional hotel rooms from hotel for Fri and Sat as well as overflow rooms at a nearby hotel in case we need it

• Room rate lock in extended to Feb 23

• We have 16 volunteers for security

• Need to sell 100 additional banquet tickets to get the 2 additional rooms (Bay and Shore) for $250 if not we will have to pay the difference

Outreach: Fred

Looks like we have 4-6 cities bidding for 08

Events: Jessica and Brea

• Subcommittee meeting Feb 16, 7:00 at Starbucks in WB. Discussing last minute prom details.

• Need volunteers for cleanup and set up

• Feb 15 4-6 meditation meeting @ Phelps La

• Feb 28 Prom in Westbury

Literature and Display: Joann

• Program is done!!

• One final newsletter before convention

Merchandise: Meg

Previewed T-Shirt, bags coming on Fri, will see at next meeting

Registration: Chris and Chris

• 67 combo tix sold

• 135(40) registrants

• Will send out confirmation email to all registrants

• Stuff a day, date TBD,

PI: Not here, no report.

Programs: NA but Caroline gave report

Give Sam or John all speakers and their phone #’s so they can contact them for confirmation

Hospitality

• Committee meeting Feb 14^th 2:00 @ Dan’s house to discuss contributions, coffee pots and budgets

• Previewed stadium blanket gift for main speakers

• 31 people have signed up to help man the hospitality room, additional signup sheet to go around

New Business:

Entertainment:

Motion to accept Eric’s donation for $500 toward the balance for the magician, face painter, caricaturist donation.

• 11 for, 6 opposed, 4 abstentions

• Minority opinion changed votes – revote

• 7 for, 8 opposed

• Motion not passed

Motion to have Matt’s company provide magician, caricaturist and face painter (2 hours each) for $450

• 3 for, the rest opposed

• Heard minority opinion, did not change vote

• Motion did not pass

Motion to fill space in program that was to be filled with the magician, caricaturist and face painter and call it a ‘surprise’ so their committee can come up with something that will not cost any money and we can move forward with the printing of the program.

• 16 for, 5 opposed, 1 abstention

• Heard minority opinion, – revote

• 11 for, 9 opposed

• Motion passed

DJ Proposals:

Dom:

Will provide all karaoke stuff, speakers, dj set up, lights and Dom to DJ, does not include PA for band – $500

Jack:

Will provide lighting, DJ, MC,$695 $85 additional for 1 night of karaoke total if $780

Matt:

$295 for karaoke and DJ for Fri night, with a 50 inch TV for karaoke screen

$295 professional sound system, 2 man – dj and mc

All equipment avail for bands and speakers when not in use and lighting

Total $590

Bid goes to Jack

Motion to discuss paying speakers for transportation from NJ (50.4 cents per mile)

• 10 for, 4 opposed

• Minority opinion changed votes – revote

• 9 for, 6 opposed

• Motion passed