ESCYPAA 3 Conference Call November 10, 2015 Members on the call: Mike R, Kelly C, Matt F, Kevin K, Rich F, Casey F, Rachel L, Jenna N, Chris C, Kyle N, Eddie L, Courtney K Open: 735pm - Apologies for being last minute but happy everyone who is on the call is here - Etiquette for conference calls explained (especially for prayers) - Matt opens up in prayer Reasoning for calling the call - Things that needed to be discussed for o Not enough time to get agenda done in the meeting at South Oaks (only have an hour and a half) ESCYPAA II had more meetings and thinks that we should try to have more meetings Need to have more meetings or 2 longer meetings - Reports o Events (Matt): had 2 conference calls, discussed future events & not having a Thanksgiving event because it is not enough time for outreach; December 12 th 430-830 in East Northport (same place as Keepin It Green) Board Game Night with speaker & meeting to follow; budget of $300 & have people bring games as well Suggestion to call it Board Games & Chill o Outreach (Casey): KCYPAA in 2 weeks with table a schedule for time slots is being filled off of Facebook a lot of help from other YPAA areas, elections was last night and filled some commitments but some are still available, slack team only for outreach was made: contact Casey to be added to that, Google calendar for events is up & color coated (looks awesome) o Web (Kelly): we have a website which is up and running, let Kelly know ASAP about what people would like on the website, STRIPE is set up and good to go just needs to have committee approval for that Would this eliminate PayPal? Or an app? o Program (Jenna): elections will be November 23 @ South Oaks 815pm o Treasurer (Chris C): have an ATM card & bank is up and running, looked into check prices, no change in the funds about $3400 o Hotels (Kyle): NO REPORT o Merchandise (Courtney): does subcommittee pick what we would want to get & only reason to be coming to the committee would be about money amount & what to order & why o Registration: not on call but no report o Graphics: NOT ON CALL, played around with the flyer but working on ideas for the logo & if anyone would like to help with that - Old Business o Conversation about having a 3 rd meeting per month
Not enough time to get agenda done in the meeting at South Oaks (only have an hour and a half) ESCYPAA II had more meetings and thinks that we should try to have more meetings Need to have more meetings or 2 longer meetings Discussion Need more time because too much to discuss & will potentially suck to meet for so long but it needs to happen Sucks to have to meet for long & still important regardless of distance Based on last meeting b/c the decision was around location & traveling far; 2 separate issues between needing a meeting & location Can we start the meeting start sooner because of the gap between the end of the AA meeting and start of ESCYPAA meeting Is it an option to add a conference call instead of having 3 face-toface meeting, seems like the conference call is going really well Seems like a lot of business at the same time but a conference call with a ton of people will be super hectic We can find a way to be more efficient & effective for our face-toface meetings, then mentioned how EACYPAA has less time then us and is doing it; iron out details & meetings move faster Could we move the business meeting based on the decision if Doin It Young decides to split? 3 rd meeting is a good idea but is it excessive & could we just meet as needed? Could we use the 2 nd Monday or another open Monday for ESCYPAA committee use instead of taking up time for other subcommittees> Could we ask South Oaks for another room? How do we centralize, it can mean something different to all members? When we were discussing splitting the meeting to bring in Nassau involvement, don t know if it would work or not but it could be worth a shot How can we be more efficient? if things are brought up in advance we would be able to allocate time better & not have so much to discuss at the 2 meetings Don t disagree that something needs to happen but also everything is new to everyone & we need to work hard and iron stuff out that all that needs to be discussed in the 2 business meetings can be done o Mike will later discuss rules behind business meetings and sub-committee meetings o Roles of Sub-Committee Meeting
Jobs as elected committee chairs is trusted servant & need to get the job done (in consideration of the group) Commitment job is to make sure that the commitment gets done but also make sure that decisions are made PRIOR to business meeting NOT FOR HASHING OUT DETAILS Questions Coming to meeting with FACTS & NUMBERS (budget) Also can come to the meeting for other things if they feel like it is necessary Does everyone have to have a business meeting, like would web need to have one? Yes & no, but changes should be called to a subcommittee for decoration purposes & details - New Business o Each time we use PayPal, they take a fee 2.7% or 3.5% if card number typed into phone & the committee has been just losing the cost o Bring up discussion about processing fees Should we up the prices for people using card or keep it the same? Remember the 7 th tradition Yes, charge the person the fee not to let the committee take the cost o With registration @ $15 the fee is $0.41 (PayPal) and $0.73 (Stripe) Charge the fee to everyone or just people who use the card? & when a motion, it will determine how it goes Is it fair to charge people on website more, wouldn t they use that for convenience? Could we default it to the customer as a service fee/convenience fee? Common sense to charge the fee, all areas of life have a fee & people are used to being charged it Falls down to what the finances look like & we are used to being charged extra fees Is the conversation based on the website only or is it for all credit card charges? o Conversation is based on ALL credit card charges Treasurer wants to research more o Since we are non-for-profit & also what was mentioned about processing fee o Treasurer & chair had talked about money collection on behalf of the committee Discussion LICYPAA came up with group conscious all money handling had to have someone with year or more just in concerns of money being taken away Major issue is that if people were collecting money & not telling the Treasurer, but if they know it is out there then better chance of
being able to track it down; wouldn t know about the money unless Treasurer was told about it If at an event, then the people collecting money from the chair & co-chair of events were present to collect, in terms of other YPAA events not sure what the protocol would be Committee chairs should be collecting money because it could get unorganized Setting a limit onto the PayPal or Stripe (would be separate conversation) Impractical to think that only an events chair or co-chair would be managing the table at every event, but only steering committee members should be holding money; doesn t make sense to prohibit people from outreaching but maybe we could have a cap which could be hard to manage (because is anything else realistic?) Must hold people accountable, can t have everyone hand in the pot, must know who is doing what, you cant control people & stuff happens & we move on but the less people the better Good idea to have chairs handling the money, but would the chair person be responsible for the money at the end of the night or would they be responsible to sit at the table the whole night o All details would need to be sorted out Honor system? Just doesn t seem realistic, don t want to call it a set up for failure but it doesn t seem like it would work out There could be an outreach coordinator for events to keep track of money or possible use of receipts? We could push registrations on the website instead of collecting cash Making a steering committee & the 7 commitments would to steer the conversation & refine it; chair, co chair, secretary, treasurer, program, events, & outreach o Recommendations from Advisory to expedite discussions & move business meeting along Treasurer & chair person are allowed to allocate money under a certain amount to give to members which would take that component out of discussion in the business meeting EACYPAA has a limit of $50 or less spent Discussion: all in favor MOTION: Accept a system that if a committee needs up to $50 they would consult Treasurer and Chair for approval, and if the Treasurer and Chair are split then the steering committee would be contacted, 2 nd Vote: unanimous This will eliminate any small financial discussions, outreach is encouraged to come up with flyer budget for the year o Discussion about checks & check prices A Treasurer meeting will probably be called o Discussion about PayPal log in
Treasurer sub-committee meeting o MOTION: hold an event called Board Games and Chill in East Northport United Methodist Church (location of Keepin It Green Dance) on December 12 th from 430-830 pm with budget for $300, 2 nd What is the budget used for? Church wants either $100-150 & other money would be used for refreshments and such What would the suggested donation be? $7 Meeting with church on November 22 nd Discussion: nothing new to add Vote: 7-0-1 o NENNYPAA looking to co-host Annual Holiday Extravaganza; with anyone who is willing & only committee to seem wiling is HVYPAA Date is December 5 th from 5pm-10pm in Albany with suggested donation of $10 & food, ugly sweater, karaoke/dance Full budget is $600 to be split & 3 other committees are interested so most would be $200 to contribute Discussion: nothing new to add MOTION: co-host event with Albany on December 5 th and allocate $200 for that Vote: 7-0-1 - Anything else? o Who would talk about raising the ESCYPAA registration prices & coming up with dates of when that should happen? Steering committee discussion & also include the registration chair Looking at time frame to bump to final price over the summer? Could be hard to set time line for the year at this point & maybe set the next increase but should be played by ear More discussion would be done separately!! o Discussion about bid committee contest for areas to get the most pre registration Should it be between program, outreach, & sub-committee Also with coordination from registration chair about idea o MOTION: to close Prayer & close @ 911pm