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6/15/2014 Minutes

CONFERENCE STARTS IN FOUR DAYS

Meeting opens @ 6:00

Reports

Shayna (Concessions) – Need as close to 100 Rockstar from Sam’s Club, will be getting stickers from Dollar Tree for decorating name tags, will have card stock cut at Kinkos for name tags,

Dan (Volunteers) – Leaving @ 8:30 for hike, transportation for thirty people (six cars have already volunteered to assist, at least 5 people have volunteered for security with Jason, Hailee has volunteered for the hospitality room,

Jonathan (Chair) – will fill some rooms with yoga, or potentially fitness group, hotel only charging us $500 for all three room flips (move chairs, move walls, clean walls), no fees or taxes on the food, lanyards have arrived (FANTASTIC DEAL), A/V gear is ordered and will be delivered, drinks are purchased (have two days worth or so), budgeted for around 400 people for attendance, will need to host advisory elections (2 primary, 3 alternates), Jonathan voted in as future SWACYPAA Advisory, Necia voted in as future SWACYPAA advisory, Dave voted in as future SWACYPAA advisory, Brian voted in as future alternate advisory SWACYPAA advisory, still need to create grab bag of topics for marathon meetings, suggestions for psuedo-panels needed,

Necia (Raffles) – Will be going around to collect raffle prizes, Sarah has the hookup on good items,

Meeting closes @ 7:15

6/8/2014 Minutes

CONFERENCE IN 11 DAYS

Meeting opens @ 6:01

Start w/moment of silence & Serenity Prayer

New Members: Cade

Reports

Pre-Registration approximately at 105-120

Hospitality – Scavenger hunt, board games, YPAA Bingo, pillow fort (please do not use hotel’s sheets/blankets/pillows), merch in hospitality room

Facilities – hotel being weird about room flips (could potentially try to charge $500 per flip), might try to charge us for refrigerator space, registration in hallways, concessions in central locations, room flips will take 3 hours???, could do it in under 2 hours if we give them enough Redbull, we must pay fees to maintain safety/fire code stuff,

Programs –  6-9 for meetings in order to make more time for dances, Sunday 10-12, dance must end at 1, casino night must end at 1, slots for 8 panels in 2 different rooms, additional panel topics will take place in some marathon meeting slots (2 speakers and then open up meeting), birthday meeting – buy chips or ask groups/members to donate, need topics for marathon meetings – probably do grab bag style, sign up sheet for marathon meeting chairs, will approach Randi H. and Christine F. for Saturday opening speaker, offering discount to treatment centers ($15 each) – have reached out to Haven, Vista, Wasatch Recovery, Ascend, Dayspring, Recovery Ways,

A/V – Missing piece of DJ gear – $150 cost, lasers would be sweet for the dance

Entertainment – karaoke $95, bunch of volunteers for drag show (Scaryoke?), hike (each car going up will need to bring $3 to pay canyon fee), yoga?, glow sticks?

Concessions – stickers and markers, paper bags and such,

Raffles – already have tickets, just need prizes, every $500 at casino night equals 1 raffle ticket, Necia and Wade will buy prizes, motion to approve $1500 budget for prizes passes,

Merch  have most shirts ordered

Gibson voted Voice of SWACYPAA

***Next week we will vote chair of meetings (Jonathan will do Saturdays), and vote for people to run sobriety countdown,

Meeting closes 7:00

 

6/1/14 Minutes

18 DAYS UNTIL CONFERENCE

Meeting Opens @ 6:06
Serenity Prayer

Reports

Shayna – got beverage pricing, Costco appears to be the cheapest (but don’t have Rockstars), might check with Sam’s Club for RS pricing, need to figure out how many to buy, 1400 total?, could run to Costco and Sam’s on Sunday, Rockstar might be more popular, basic flavors, won’t have coffee at meeting, Starbucks will be open late, need 2 days worth and restock accordingly,
Jonathan – 105 people preregistered (approx), budgeting for 400 people in attendance, hit 31% for room night booking, need 2 tablets and Squares for registration/payment, 2 for merch, 3 for concessions, schedule is complicated (sent out Google doc)
A/V – don’t have to pay $500 fee, previous fee should still stand, Skyler should be available to run boards
Wade – need permission for Karaoke system (need pricing info first), casino night Saturday, dance both nights, open talent show Friday,
Programs – one side room not being used, will be used for panels – Military, Prison, Keeping Rooms Safe, Post-secret, have 7 panelists scheduled, 7 panels, most from AZ bid city, will have marathon meetings additionally (topic from grab bag),
Activities – hike (The Living Room, Pipeline), 30 slots for sign up, Todd and Dan to figure out sign up and transportation, sweat lodge (trying to figure it out), yoga by Sammy and Aaron, 12 step yoga?,
Merch/Brian – put in order for shirts $1000 preorder, $2300 total, held off on hoodies (pretty pricey), ordered wristbands ($0.70 cost, charge $3.00), wristbands could come with registration bags?, possible contact in AZ to get cheaper hoodies, have not ordered host/volunteer shirts yet, host shirt with different colors for different people, guaranteed profit – all recordings from conference on flash drive shaped like key
Meeting closes @ 6:57

5/25/2014 Minutes

Meeting opens @ 6:09

*Open w/moment of silence & Serenity prayer

Reports

  • Dan – Volunteers have expressed interest (need volunteers for basically everything the hotel will not be doing for us) – 2/4 hour shifts, volunteers get free shirt
  • Jonathan – Met w/hotel on Tuesday, 2 dedicated hotel employees for execution of conference to help us, have allowed us to sell our own drinks/food (we will need to give them food/bev minimum in cash), can still buy food from them w/minimum, we will not have all rooms every day of conference, moved advisory/store room downstairs, clumping together advisory/host/speakers in different part of hotel, room block booking rate currently at 28% (committee members will be booking rooms this weekend/week), travel/hotels all booked for speakers, trying to PJ for Sunday morning speaker, need two openers for Sunday
  • A/V – updated bid includes solid state recorder and other items, current bid @ $1400, hotel wants to charge $500 for liaison and will price match, spending $50 to re-key store room, pretty dynamic set up, weird DJ setup
  • Wade – no one has signed up for Drag Show (considering alternates for room space),
  • Neisha – have gotten in touch w/casino night company
  • Entertainment – St Georgians will provide tag DJ set for Saturday night
  • Merch – going to order more red shirts (they will be host shirts in order to differentiate host from rest of conference shirts), 10-15 blue shirts were sold

Old Business

  • None

New Business

  • Merch/Design – Need decent amount of women’s shirts (1/3 of total), need total number of shirts to order, 1 guy requested XXXL, should be going over minimum bulk order, 50 hoodies w/logo on the black, coffee mugs!!!, delinquent saint on white shirt, addict saint on grey, can do prepayment/preorder for shirts/sizes which are sold out, $75 for screen set up which includes 4 colors, 70 mens/30 womens of each design, hats go quickly at God Camp-out, need prices on coffee mugs, need pricing on lanyards and name tags, need pricing on bracelets,
  • Jacob w/Rainbow Roundup – RR 8/15-17) would love to help SWACY in whatever they can, and would also like table at conference for registration (signage and banners), could potentially help w/Drag Show
  • Sarah – we need to get conference program ready to distribute (we already have, but not specific times)
  • Jonathan – we need name-tag identifiers for host/advisory/volunteers, company in Orem offered SWACY-branded vape juice, advisory elections happening soon (will need 3 main people and 3 alternates, 4 year commitment)

Meeting closes @ 7:10

4/27/14 Minutes

Open @ 6:06

Review Minutes from Last meeting

New Members

  • Dan – 6/1/06, GSR for Holladay group, made coffee for millions of meetings, admitted stargazer, favorite color is Blue

Reports

Robert

  • Thrift Shop Prom was success
  • Decent amount of Utah Cty folk
  • Many concessions left over – can use for Benefit Concert
  • Venue was nice in size and quality
  • Can talk about having another Game Night

Wade

  • Venue confirmed for Benefit Concert – Journey of An Alcoholic
  • A/V covered
  • Paintings are being painted, 3 pieces in total
  • Friday, May 23
  • Going after the oldies and the Carls
  • Salt Lake City Christian Center
  • Begin @ 7:30, go until 9-ish
  • More silent auction pieces would help
  • $10 entry, since all for profit (no overhead)
  • Should probably start pre-selling tix
  • Need old-timer speaker
  • Neisha will do raffle & tix
  • Most singers are confirmed, need one more female
  • May be able to get into May’s Lifeline (Jonathan)
  • Received message about possibly having famous performer at conference
  • Flagstaff wants to send panelists

Aaron

  • Soberlution flyers, in Idaho (July 25-27)
  • Soberlution people will be bringing people to SWACYPAA, and be bidding for next year
  • Might be able to have folks come down for panels
  • Getting headcounts from other states (NV, CA, AZ, etc.) – lots of folks coming
  • Outreach going very well
  • Won’t be able to attend conference – much sad, so depress, wow
  • Need Queen of SWACY contestants, preferably from bid cities (Wade)

Rich

  • We have some t-shirts, they are blue, yay (50 in total, $566.31)
  • We will charge $15 for them at next few events and conference, will have more sizes at the conference

Dave

  • Made $65 cash from Prom Event
  • Need $100 from Utah Cty
  • Need to do more accounting to get final total of proceeds
  • STILL OWE TONY $12
  • $60 in Square

New Business

Aaron

  • Square payments are expensive for us (1.5% if swiped, 3.5% if typed in)
  • Possible way to save on CC transactions through connection

Jonathan

  • Will have to pay $2500 for Food and Beverage minimum, so we will pay $4 for Red Bull and sell for loss at $3 – need to clarify with hotel how we could possibly make some of that back up or how to bring our own food
  • Need Volunteer coordinator at conference
  • Need Programs execution

Robert

  • Resigning from Activities Position
  • Activities now moves into Conference Entertainment

Dave

  • Allowing people who can’t pay/newcomers to volunteer for 1 whole day for free registration

Dan is new Volunteer Coordinator

Meeting closes at 7:06

 

4/6/14 Minutes

Meeting opens @ 6:04 (We are responsible)

Reviewed minutes, approved, and seconded

Reports

Rich – Merch

  • Need T-shirt designs, can definitely have some in time for Prom Event

Jonathan

  • Salt Lake CVB – Called, are going to give us 500 maps of downtown SLC, beehive stickers, City Creek discount cards…FO’ FREE
  • Currently @ 15% of room block, 31 room nights
  • No business meeting for Easter

Programs

  • Steve B. confirmed for Friday
  • Jack G. confirmed for Saturday

Sarah

  • Jack G. confirmed for Saturday – it was her announcement
  • Still need Spiritual speaker for Sunday
  • Hair flip

AJ

  • Clarifying price of Prom – $10/person, food not included (will be sold separately)

Robert

  • HVYPAA doing decorations
  • May Game Night?
  • Need to find out if Cirque will allow energy drink sales

Treasury

  • We have enough $$$ to cover MOST financial obligations for conference

Prom Tickets – 152 Tickets for sale (so far)

Robert – taking 20 tix

AJ – taking 60 tix

HVYPAA – taking 30 tix

Jonathan – taking 42 tix

New Business

  • Need to figure out proceeds split for Prom event
  • Committee agreed upon 60/30/10, but we’re making call to discuss

Meeting closes @ 6:45

 

 

3/20/2014 Minutes

Meeting opens @ 6:03

Open with moment of silence and serenity prayer

New members: Briana

Reviewed Minutes

Reports

Robert

Spencer from Happy Valley has been getting in touch with Cirque to get venue for 26th of April to no avail. Happy Valley wants to contribute in some way. 7-11PM. Hoping to be done with cleanup and whatnot by midnight.

AJ

Has been outreaching to Happy Valley and Davis County. Suggests pre-sale tickets to get the word out further. Arizona wants to contribute.

Wade

Venue for concert is free. $100 for sound guy. Friday May 23, 6-10PM. Christian Center on 700 E. Entertainment committee meeting on Tuesday around Noon.

Sarah

Has not heard back from Teresa. Getting in contact with Jack G. as potential speaker.

Nick

Went with Todd to Winter Fest. Handed out plenty of pre-reg flyers. Registered one.

A/V

Met with Skyler to tour hotel and configure A/V needs. Getting full quote. 50% discount. Much discount. So amaze. Wow.

Dave

$1,300 not deposited, otherwise finances have not changed since last financial report. $6,015.24 in total.

Old Business

None

New Business

Jonathan

  • Kathy M. for Thursday night speaker
  • Budget becoming issue for out-of-state speakers
  • Doc for Doctor’s Opinion confirmed and booked
  • Just tickets for Prom, not flyers

Meeting closes @ 6:35

 

3/23/14 Minutes

Meeting opens @ 6:05

Open with moment of silence

Review Minutes

Reports

Robert

  • Chris says we should be able to get Cirque on April 26 which will allow for more announcement time
  • Waiting to hear back from facility
  • Event from 7pm-11pm
  • Possible theme? “More of a lady thing” – Jonathan
  • Trying to get some people to help set up and take down
  • Possible root beer keg

New Business

Sarah

  • Wants to do away with meeting weekly due to low meeting attendance

Jonathan

  • Need panel topics to start “teasing” Facebook group members
  • Provocative topics discussed

Robert

  • Jeremy has been going to the Indian Walk-In Center

Meeting closes @ 7:01

3/17/14 Minutes

Meeting starts @ 6:15 (outside Central Office)

**Many committee members were out of town for the LVYPAA Scavenger Hunt, so meeting attendance was small and held outside Central Office due to keyholder being absent (thanks a lot, Jonathan)

Reports

Sarah

  • March Game Night netted somewhere around $80 after expenses
  • New location worked very well for event
  • Food was great (thank you, Shayna)
  • Need to bring money for events so Game Night winnings may be paid out (Sorry, Tony)
  • Dates confirmed with St George and HVYPAA for Prom event

Robert

  • We may possibly have room to store tables for events at new Game Night location
  • Cirque can be used for Prom event location (Pricing in New Business)

Tony

  • Apologizes for being away from committee for a few months
  • Asks for forgiveness
  • We like Tony, so we let him come back

Rich

  • Merchandise chair
  • Going to start investigating pricing/availability for Conference and upcoming events

New Business

Shayna new refreshments chair

Robert

  • Cirque will allow us to use their venue for Prom and another event around the same time for “Free” (Free = $300 to “refurbish” flooring after use)
  • Business tabled due to so few committee members being present to vote on expense

Meeting closes @ 6:45

3/9/14 Minutes

Meeting opens @ 6:20

Reports

Wade

  • Eddie , Rhonda, John, and Brad all sending speaker recordings
  • Rainbow Roundup would like to have table at our conference
  • Two dances, karaoke, casino night, Queen of SWAC, etc.
  • Organizing zoo trip passes

Dave

  • Paid $475 for advisory to get trustee insurance

Jason

  • We need security volunteers
  • Potentially 20

Brian

  • New designs for shirts and such
  • So saintly

Robert

  • No space at new game night location for chairs and tables, we will need to store them elsewhere

That’s it.