Host Committee Meeting MinutesFeb. 17 2009

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Host Committee Meeting

West Islip

Feb. 17 2009

Secretary Liz H

Start 6:23

Extra meeting to review loose ends, no committee reports.

Mileage:

Discussion 1:

Discussed amount we give to speakers. The IRS allowance is $.50.4 cents per mile, Dan brought up that SENY pays their speakers less per mile; Geo confirming. Will table until later in the meeting or next meeting when we get SENY confirmation.

Discussion 2:

Discussed giving our committee members money for past outreach trips (i.e Oklahoma, Ohio) and hotel trips (Caroline driving all over to find us a hotel)– retroactive.

Motion – No reimbursement for ANY driving, flying, transportation to and from outreach events, hotel go-sees, anything that has to do with this convention.

Motion passed

Minority opinion changed vote

Revote: motion didn’t carry

New motion – table discussion until after convention (during 1^st wrap-up meeting).

Motion passed

Coffee:

Discussed having coffee provided by the hotel, if at not for the whole convention, at least during peak times.

Motion to have hotel provide coffee as follows (knowing that we will still make coffee in hospitality):

Sat morning and evening (8 pots during each session)

Sun morning (8 pots)

Total spend – $1200 (money to hotel)

Discretion of hotel chairperson to use their trusted servant status on ordering additional pots as needed, as well as scheduling out the times coffee will be served.

Motion passed

PI Commitment:

Motion to not actively pursue a PI outreach from this point on due to the lack of a committee and due to the fact that we have already contacted many facilities.

Motion not passed

Motion to draft a letter to rehabs letting them know that they are all invited to attend on Sat from 7-11. Alerting them to the fact that Redbull and coffee will be served and they need to prove chaperones for their attendees. They will also need to alert the committee on how many people they are bringing.

Motion passed

Heard minority opinion, vote changed

Motion not carried – will not do any additional PI

Miscellaneous Info/motions:

LC urging all host members to attend pre-conference event on Thurs. and hel pout with whatever is needed for that night.

All members are urged to help out with committees that are active convention weekend – reg, hospitality, hotels.

Motion putting together a list to reserve t-shirts before convention so committee members are guaranteed one.

Motion passed, minority opinion changed vote, position not passed

Entertainment brought up request from band for committee to cover their registration fee. So we would pay them to play and waive their reg. fee. Motion that if any entertainment wants to stay for the weekend they must pay. Motion approved.

Budgets:

Registration: proposed budget for name tags/hanging badges $76.05, tags for bags $52.62, stickers and markers $50, and assorted ‘just in case’ miscellaneous $25. Total budget is $200.

Motion amended to not include tags for bags but keep budget at $200.

Budget approved

Hospitality: already spend $1200 on coffee and $88 for speaker gifts. Original budget is $2000. Also have a bunch of contributions from other groups. Will vote on his budget at next meeting.

Merchandise: Need to allocate additional monies to their budget (which was approved at $1000, they have $70 left). Motion to approve $100 to cover identification ribbons.

Budget approved

Entertainment: Total $1365. Approved (note – original budget was $1500, this vote was to clarify their budget after the confusion over the magician ect from last meeting).

Discussion for next meeting:

• How to handle security – should they be patrolling for bandits at each meeting

• Reg. packets – possibly include a ‘why we pay’ sheet, local attractions, grapevines, responsibility statement cards

• Signup sheet for registration table, need to decide what time we open and close reg. table.

• Having BB’s at the door for people to sign to give out during Sat countdown

• Need to decide what readings we want before each meeting

• Decide which version of how it works we read (original or current)

• Do we want to discuss something for the committee to do on the Monday immediately following convention? Help to prevent the ‘black Monday’ that NECYPAA advisory spoke about

Motion to close 10:00