- 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.
- Business meeting 3/2/2014
Meeting opens at 6:05
- Open w/Serenity Prayer and a moment of “silence”
- *Now meeting weekly
- Really need to start forming manpower for security
- Reviewed last meeting’s minutes
○ Motion to approve minutes: Robert/passes
- New Committee Members
○ Jeremy
Reports:
○ Robert
■ Broomball would be difficult (too expensive), checked out four locations
■ Jake will check with Maverik Center’s VP to see if there’s something we could work out
■ Game night can continue at same business
○ Sarah
■ Reaching out to people with prior YPAA “stuff” for speakers and whatnot – Teresa F potential speaker, advised committee to look up her speaker tapes
■ DJ Mikalis(?) available to DJ for our event
■ Probably not enough time to get a speaker tape listening group together before booking speakers, will mostly need to listen on our own
○ Wade
■ Conference entertainment subcommittee meeting at Wade’s house
○ Johnathan
■ Need to get $425 to Advisory for bank account and other expenses
- Potential smaller cost later on
■ Asked Steve B to speak Friday night for conference
- Founder of WACYPAA
- Not confirmed yet
■ Panel “A Doctor’s Opinion”
- Dr Laudet to potentially speak and talk with us throughout conference
- Saturday at 10am
■ Cathy M to potentially speak on Thursday
■ Valerie stepping down
■ Tara stepping down
■ Need more Pre-Reg
■ Need more room purchases
■ Card readers. Such free. So amaze. Wow.
■ Three folks from HVYPAA won a free SWAC registration from scavenger hunt event (great event, BTW)
- FUNDARSHIT
○ $15.50
- Old Business
○ Getting more t-shirts
■ Just for current events
○ HVYPAA Wanting to Help with next event
■ Separate meeting for events
○ Move date for March event
■ March Madness Basketball Tourney?
- Need to find location open on Sundays
○ We have ALL the conference space we need – woot woot
■ Six rooms total
○ Are we in-reaching?
■ Getting the word out about the actual conference
- New Business
○ Jeremy – In-reach
■ Liaison for various communities (LGBTQ), Native American, etc.
○ HVYPAA and Four Corners in the house!
■ Printing out pre-reg flyers for events
■ Co-host event?
- Statewide Prom?!?!
○ “SHIT ASS COOL” – Wade
- Dates to be determined
○ Vegas event accidentally co-hosted by SWAC
■ Scavenger Hunt
■ March 15
■ Big outreach opportunity
○ Should have table and people for SWAC at Winter Fest
■ March 28-30
○ Only opportunity for SWAC March event would be 22nd or 23rd
○ Nick
■ From Co-Secretary to Secretary
○ Jeremy
■ Native American and Gay and Lesbian Liaison
■ H&I Co-Chair
○ Kyler
■ Greeter for events (Volun-told)
- Wade will pick him up for committee meetings
Meeting closes at 6:55pm
- SWACYPAA Business Meeting 2/16/2014
Meeting starts at 6:25
Reviewed last meeting’s minutes Wade makes motion to approve, motion passes
Open with Serenity prayerReports
Dave Better response with registration table at front door, $1200 made approximately
(Jonathan Should put us around $6-7k)
Jake Rough draft of conference schedule made
Questions about marathon meeting start times, most of committee thinks 11pm would be
best
Marathons mixed in with panels? 50 minute panels? 75 minute panels? 15 minutes
between each panel?Entertainment
Wade Concert needs to be held off for another month, cheaper $500 deposit, May would be
best, motion to hold in May passes
Two rooms, two dances per night, Hip Hop room and other music room, Karaoke can go
in Hospitality room
Entertaiment subcomittee meeting next Sunday
Jonathan Sweat lodge possible
Sarah DJ from LA possibilityJonathan ACYPAA had mechanical bull and Alcoholic Ninja Warrior
New Business
Need more merchandise, not only for conference, but for upcoming events, too
Sarah Vote for new round of t-shirtsEvents
Robert Determining date night from date auction at last event, doing two nights (Fri & Sat)
March Broomball? March 8thOther Business
Nate, Mike, Chris, Josh here from HVYPAA wanting to be of service and and get experience for bidding for UCYPAA
UCYPAA happening in September
Potentially join up with Alano club for future events? (Maybe SALTYPAA in the future)
Meeting closed at 7:20pm - SWACYPAA Business Meeting 2/2/2014
Started @ 6:00
Open with Serenity PrayerPresent
Wade, Sarah, Nick, Kalon, Tommy, Robert, Jake, Gibson, Jonathan, Neisha, Dave, Sam
Reports
Programs – Ben stepping down as Programs, but will still get speakers. Jake still Programs co-chair
Merchandise
Cherokee has baseball tees $4.98 each
Waiting for other optionsEvents
Robert People signed up for date auction, need to figure out dates,
Wade makes motion to approve $200 for date budget, passes
Is event a dance? No, too much for one eventConference Facility
Dave – Rooms reserved, need one or two more, Wade and Jonathan need to do walk through
Wade - how many are actually registered?
Necia – At least 50 or more
Jonathan - We need more merchandise, outreach ambassadors needed, SWACY phone
number soon, suggested blackjack for game night, volunteer/security coordinator,
communications, and tickets and raffles,Entertainment
Wade - conference entertainment contacting cities for queen drag competition, karaoke room, recruiting subcommittee for entertainment
Close @ 6:31