June 2008 45th Convention Committee Meeting Minutes

45th Area 45 General Service Convention Committee Minutes June 2008

I. Welcome and

Introductions

a. Area 45 Panel members

b. New Convention Committee Members

II. Serenity Prayer

III. Traditon Two

Maryanne L

IV. Reading of the May 14th meeting

V. a. Chair gave contact info

b. Convention meeting dates

c. Review of Convention Guide Lines

d. Monthly timetable-database still in suspension

1st Budget meeting held

e. Committee Reports

i. Chair-Joe M-

45th Convention Chair Report June 1, 2008

Good Afternoon ;

I’m a Alcoholic, my name is Joe, Area 45’s, 45th Convention Chair.

We were lucky in catching an error in the new computer generated bill from Word Cassettes and received those
monies back. This of course was credited to the 44th Convention.

On May 18th I attended the Area 45 Assembly in Williamstown at the Pffiefer Center.

I met with Mr. Will King of the Crown Plaza Hotel and talked about food prices and rooms.
In one case we will try a served Dinner on Friday night. This is will save $10.00 per person. Buffets cost more
because there is normally three entrees, and the price is based on the highest priced entrée.
I will be talking to Mr. King again about having items like oatmeal served at breakfast and salads served during lunch.

I met with our Co-chair and treasurer twice to work on the budget. While we had hoped to put this issue to
bed early this year, it does not appear to be the case.
With rising costs on everything from travel to food it is going to be a little more complicated to reach a balanced budget this year, but I am confident we will accomplish that..
Hotel costs for food are 10% and above what they were last year. Rooms are up 4% which also increases the 8% occupancy tax.
We need to keep in mind that we are being charged $22.50 per person for the refreshment stations and that we
have to pay $31,000.00 dollars between food and the refreshments.
The two biggest income producers are,
1. To bring as many people as we can into our convention. (our Registration Fee)
2. A huge Saturday night Banquet is what we need to push us over that $31,000.00 dollar hurdle. Sounds easy, try setting up the Banquet on a $650.00 dollar expense account, while thinking about the plate per-person cost.
We will keep working on the budget until we can hand in the most cost effective one.

I know that a lot of the committee chairs have found co-chairs and I will let them tell you about that. I want to thank those of you who sent your reports in to Kelly and myself before todays meeting. I want to remind the rest of you that it is imperative that you get your reports in to us by the Friday before each meeting.
I am required to report to the Area Chair before this meeting; I cannot do that unless I have your reports.
Fred E. our Delegate has a Friday night speaker and I won’t spoil his surprise.

Lastly I want to let everyone know that I’m here to help in any way that I can. At any time; you can call Pat or myself. Everyone is new to their jobs this year, and you aren’t expected to know everything. .
We all need to work together to pull this together.
I can be reached by phone at home or on my cell My email is easy it’s
fonzie1@verizon.net

I will be out of town starting Tuesday the 3rd until the 10th or so. Our next convention meeting is July 13th.

Thank You for letting me serve you as your 45th Convention Chair.

Till We Meet Again
Yours in Service

Joe

Joseph Mc

Committee Chair, 45th Annual

Southern New Jersey Area 45

General Service Convention

ii.Co Chair's report Pat M-Thanks Joe Mc for appointing him co-chair of convention.

Hello every one,
Thank you all for coming out today and thank you all for your service to this convention. I’m really looking forward to working with everyone this year.
May was a busy month. Last month I attended the May assembly in Williamstown. The Chair, Treasurer and I met on two Tuesday nights to work out the 45th budget. That went well. I’m certain you will hear a lot of those findings in the further reports.
I had an opportunity to do some preliminary research into the mementos as well as on the mugs and travel mugs. I’m very happy with what we’ve found. We have been able to reduce the cost of the memento this year and the best selection is a logo pen that comes in at around 22¢ to 23¢ each. We have a good shot at getting some excellent quality mugs at a nice price too. Obviously we’ll know more after the theme and logo have been chosen.
Our program chair has been in contact with me several times and I know has some exciting news of her own to share with you.
I do want every chair to know that I am at your disposal for any assistance that you may need, not only now, but throughout the entire year and with anything. So please don’t hesitate to contact me if there is any way at all that I can help out. My phone number and email are on the contact list.
Thanks & God bless,
Pat

iii.Program Chair-Joanne

We have selected our speakers ,thank you to the listening committee for your ears.The Grapevine director from GSO Andy T will be speaking on Friday night Thank you Fred ,the Staurday night speaker Karl M from Covina Ca and the Sunday speaker Sharon B from Los Angeles Ca God Bless you all JoJo p.s will be sending confirmation letters out this month for all 3 speakers

iv.Treasurer report Frank Z-

I received the check for $1594 from the taper due to an overcharging error,therefore Alice will be returning $1774.00 to the Area and that tha convention will ultimately be starting with the $5000 that is the seed money from 44th. Alice paid the church for May and I will be paying the church for the rest of the year and also if anyone has any outstanding receipts from the 44th Convention they have to turn them into me by June meeting and there is some money currently available if committees need some supplies or whatever..I received the check book and all cash boxes from Joe @ BBQ.Our balance in the checking acct is $5000 it looks like all checks are in. My plans as your treasurer this year is to get the credit card program up and running so people can use their debit card or credit card at the registration table.May 13th Pat Joe and myself met at Joe's house to start the budget,then we met again at Pats house on the 28th to finalize it.In closing I would like to thank Alice for her service as our past convention chair and thanks for letting me serve as your 45th convention treasurer. Frank Z

v.Registration Chair-Debby S.F.-

The only thing I have to report at this time is that I picked a co-chair and it is Joe C.

See you on Sunday!

Debby S.
Registration Chair
vi.Hospitality Marianne H-
HOSPITALITY REPORT 5/27/08

My co-chair is Carol L. Several of my girls on the committee will not be there this Sunday June 1'st due to family obligations. I will be present as well as my co-chair and any of the other girls who can make it. July's meeting we will be bringing more people down to join. See you at the meeting. Hope you had a great holiday.

Respectfully submitted Marianne H
vii.Secretary-KellyMc-
Having problem getting onto blog on the website Made phone calls to Co-chair Thank you for sending me your reports again I would like to give my email --- please try and have the reports to me by Friday before the meeting Sunday In love and service Kelly M
viii.Alanon-Helen no report
ix.Banquet Julie W-
AREA 45 GENERAL SERVICE CONVENTION

BANQUET COMMITTEE REPORT JUNE 2008

The Banquet Committee met on 5/29/08. We considered the following agenda items understanding that we will have no definite plans until the Convention theme is selected AND, we see our budget!

1. Contact prior Banquet Chair to obtain Hotel Contact info.

2. Color Schemes

3. Centerpieces

4. Music

5. Layout

6. Menu selections

7. Possible Entertainment

We hope to keep the banquet simple, but elegant.

Respectfully submitted,

With Love & Service,

Julie W. & Lindsey F.

x.Data entry Colleen -no report still looking for co-chair

xi.Entertainment Marianne L-

I have appointed a Co-Chair for the Entertainment Committee. It is Robbie T.
Other than that I have nothing to report at this time.

Respectfully submitted,
Maryann LaSalle
xiii,Marathon meeting Christina no report
xiv.Public information -Stewart no report still looking for co-chair
xv.Set up and security- Wallace no report Co-chair-Paul Billxvi. Table manager _Tam S no report announced Co-chair-Kim
xvii.Sales Deborah-no reportUnity Chiar Karen no report
xviii.Audio Chuck Hi Joe & Kelly, I thought I got this to you earlier, but I must have done something wrong, again! I'm happy to report that I've a member willing to assist me, as alternate audio chair. His name is Scott Jones,he's a member of my home group and will be attending Sundays meeting. Scott is well aquainted with the application of the equipment we'll be using, and is enthusiastic to become involved in service work. Jeanne wants to be available to whatever committee needs help,(She's concerned I may not have enough for her to do, a reasonable concern.) Another member, Toya, is interested in helping out she'll be coming with us. See you Sunday, Chuck
VI.Old business a.Friday night speaker taken care of by Fred E
b.Theme for the 45th Convention
i.Discussion on the theme and momentos,ideas for Banquet center peices etc.Debby S suggestion "The Journey Begins"-it was said that this does not appear in the Big Book Stella J states that the words are there.
Pat M then suggests that the mugs have less refernce to AA on them
Alanon-Helen suggests an upside down triangle in a circle saw it at a booth where t-shirts were sold
Chuck asks about the artwork for Logo Debby S suggests group conscience
Tam S suggests "The journey Begins"Alice suggests people holding hands on mugsJulie suggests "Changes Overtime" an hourglass changing into timepiece magicians at Banquet walking around performingKaren suggests "Our Common Welfare"
Debby suggests footprints in sand words in the grass for Logo
Kelly Mc suggests a seed then a sapling then a Joshua Tree (the tree of life) on mugs or for logoVote is as follows for at least the Theme of 45th Convention "The Journey Begins"-22"changes Overtime"-5"Our Common Welfare"-6 Theme of the 45th Convention-"The Journey Begins"
VII Wilson House and other eventsi.
Joe Mc asks about swim party
Kim suggests first Sunday in August cannot the Area Assembly is held that day after discussion Aug 24th a Sunday was chosen for the Pool Party
VIII.Open discussion
Joey H-Area Chair suggests that the skits still be in program
Tam suggests that more people be involved with the skits/new people
Alice-states that the workshop chairs pick the cast for the skits -not the committeeJoe Mc suggets that we not tape the skitsVolunteers for snacks Maryanne ,Chris ann Wallace
Joe Mc asks Stewart to read someting on Traditon three next meeting
Joe Mc closes with repsonsibility pledge.
Respectfully submitted Kelly Mc -secretary 45th Convention