July 2008 minutes Area 45 Convention Committee

45th Area 45 General Service Convention July 2008


I. Welcome and Introductions
a. Area panel members
b. new convention members
II. Serenity Prayer
III. Tradition III :Stewart


a.Julie W makes a motion that the minutes be accepted by the body of the committee
motion is accepted to accept minutes as written in the hand outs.
minutes will no longer be read at meeting

IV Committee reports
Joe Mc- Chair


45th Convention Chair Report July 13, 2008

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

It’s great to see all of you here. Thanks for taking time on a summer day to be with us. Today is an important meeting as we will be considering artwork to support our theme that was selected last month, “THE JOURNEY BEGINS”. Our convention logo will come from this.

Just as our recovery is a journey for each of us as individuals ,so the process of putting together a convention is a journey for this committee; one that I am proud to be sharing with all of you.

Pat Mck. And I met with Mr. Will King of the Crown Plaza Hotel and talked Contract pricing for the rooms and the move back to the crystal ball rooms for the Red Ball meeting on Friday evening.
Dinner on Friday night will be served in the Terrace Room. As previously stated, this will save $10.00 per person. Buffets cost more because there are normally three entrees, and the price is based on the highest priced entrée.
We also talked to Mr. King about the BEO’s and received this years copy for us to browse over.



I met with our Pat, Co-chair and Frank Z. our Treasurer to finish the budget. This budget has been submitted to Steve G. the Budget and Finance Chair for the Area, for approval. We wait with baited breath.



We are looking into other ways to increase the Convention’s income.
We have an idea or two; one will be a better monitoring of the Friday and Saturday nite dances.

Putting signs up at the refreshment stands in the hotel lobby and on the Marathon meeting floor.
Many people come into the Hotel and use this service provided for the Conventions clients. While they feel that they are doing nothing wrong it is costing the Convention in a number of ways. One is that we are paying for all that coffee, and tea.

Two, the hotel takes an average of the people in the hotel for the weekend, which is how we are charged. So these free loaders increase our daily average count. This goes for the people that just walk into the hotel and walk up to the Marathon Meetings, saying that “I’m just here for a meeting.” That’s great only don’t do it on the Conventions dime.
Everything that gets taken away from the Convention means less that Area 45 has to work with. While we want everyone to enjoy themselves, our primary purpose here is to raise money for the Area.



I have started work on the Registration Flyer and the Program Flyer.


I can be reached by phone at home or on my cell (), or by email
Please get in contact with me if you need anything or if you want to talk about anything at all. If it seems important to you, it probably is. So please, call and share your thoughts with us.





Remember that the only bad question is the one that isn’t asked.
Also, the only people that don’t make mistakes are the people that don’t do anything.



I will be out of town starting Saturday the 19th until the 30th. You can still call me or use Pat McK.

Our next convention meeting is August 3rd.



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


Co Chair -Patrick M

Here is my report:



Hello every one,
Thank you all for coming out on this glorious July day; and thank you all for your service to this convention. I’m really looking forward to continued work with everyone this year.
June and the first half of July were not quite as busy as May had been nor as busy as it is soon going to be. Last month as you heard, The Chair, Treasurer and I met again as a finance committee to finish up the 45th budget. That went well and the 45th Convention budget has been submitted to the Area Budget and Finance Committee for final approval.

Hopefully today we will have some great logo ideas to vote on. After the logo is chosen, I will start getting proposals from vendors for mugs and mementos. . We have a good shot at getting some excellent quality mugs and mementos at a very reasonable nice price.
Some of the chairs have contacted me this past month. Joanne just copied me on an email to include me in the meeting to choose topics. Thanks Joanne.

Once again, 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,


during reports Julie W has questions about the persentage of what we are losing for people who do not pay for admission

Joe M answers about $1400 in estimation

Stella J wants Beo explained -Co chair Patrick explains\

Debby S Font -registration chair gives out new email

Program chair report Joanne C-met with our program cochair-Sally F on Wednesday July 9th we accomplished alot

1) sent out confirmation letters to all of our speakers

We have our host and hostess for Saturday and Sunday speakers

Chris and Laurie C and Fred E will host Andy T from GSO

2) Have to arrange a meeting with Christina and her committee to pick topics for marathon meetings we can come to you

3)we need trinkets for the speaker gift baskets 3 of any item

God bless all

Love and Service

Joanne C

Registration report-Debby S Font

Hi!

I have received the Area 44th Convention Data Base and am currently going through it to fill in any missing information....zip codes, ect.

Also, I will be using my business email address for all future Convention business.

Thanks,
Debby S.
Registration Chair
Treasurer report Frank Z

Hi everbody I am Frank an alcoholic,Treasurer report for this month,its been slow month not much to report.On June 17th Joe,Pat and myself met at my house to finalize the budget.Joe will be submitting to Joey H and Steve G for approvals.I sent the church a check for $330 for rent,I paid for the entire year.I f there are any committees who need a check for supplies please let me know after the meeting.Our checking acct balance is $4660.35 and it is balanced. All outstanding checks are in and were ready to go.In closing I want to wish everybody a safe and happy summer and dont take yourself so seriuosly:Tradition IV

Frank Z...

Secretary- Kelly Mc no report

Helen Alanon chair no report

Banquet Chair -Julie W and Linsay co chair



The Banquet Committee met on 7/10/08. We discussed the following:



1. Possibility of soft piano music for background

2. Our presentation to the committee of a logo.





Respectfully submitted,

With Love & Service,

Julie W. & Lindsey F.



Data Entry Chair Colleen

Hi!
it was really good to see you today! the data entry co-chair is Ashley
C. her h.g. is Cherry Hill Young People's Group. Her sobriety date is
8/6/07. If you need any more information just let me know.
Thanks!
Colleen.
Entertainment Chair MarianneContracted with Time Productions for Karaoke and DJ both Friday and Saturday Night.Was able to obtain $100 discount off regular prices.Contracts received and in hand - we will need $200 deposit now and $1300 balance to be paid at conclusion of Saturday night's entertainment.This is the same vendor who supplied karaoke and DJ for the 2007 convention. Since we were pleased with their services we decided to use them again.Respectfully submitted,Maryann LaSalle Marathon meeting Christina S-no report other than she announces Kelly B as her co-chair and acknowledges Joanne C's report to meet Public information Chair -Stewart-no report Set up and Security Wallace no report Table manager Tam S no report Cd Sales Chair-Deborah D not in attendance co-chair Toya reports no report Unity Chair Karen G reports Announced group anniversary celebrations and things going on in our area. Printed some flyers for whoever is interested. No June anniversaries on the new 45th convention member list. The current list is missing information. Passed a sign up sheet around to obtain updated contact information. Booked the Wilson House for January 16-18. There is room for approximately 30 people. Passed around the room selection map and price information. Will talk to Kim Di about the arrangements for the pool party on August 24. A sign up sheet will be passed around at the next meeting in August for food and drink contributions. Audio Chair- Chuck announces Scott J as co chair no report Hospitalty Chair not in attendane car trouble-report as follows:

I CALLED JOE MCANDREWS WE COULD NOT MAKE IT DOWN. OUR RIDE HAD A FLAT. SO FAR THERE IS NOTHING TO REPORT FOR HOSPITALITY. OUR TEAM CONSISTS OF ANNE CRAVEN, CAROLE LAPLANTE, DEBBIE DYSON, JEANNIE RAPPA, AND CHRISANNE. WE ARE TRYING TO RECRUIT MORE PEOPLE. AGAIN I APOLOGIZE FOR THE DELAY IN THE REPORT. SEE YOU NEXT MONTH IN AUGUST. PLEASE KEEP ME INFORMED OF ANY CHANGES JOE. BY THE TIME THE TIRE WAS CHANGED IT WAS 12:50PM. AGAIN I AM REALLY SORRY WE MISSED THE MEETING.


MARIANNE HOUGH
HOSPITALITY CHAIR

V Old business
reminder all reports must be sent to Joe M and Kelly M on or before the Friday before the convention meeting
a. Joe M asks for logos
Helen -Alanon chair suggests upside down triangle for logo and models her T shirt that shows design
Heatheranne suggests an AA symbol with the steps going up into the triangle and the spirit of the sunlight
Patrick B submits a sketch with a road on a nice path into the sun
Marianne has design she will bring next month of a sailboat on the ocean taking a journey
Chuck M asks to have this tabled until next month Marianne seconds motion accepted
Wallace states that pics can be submitted on blog
Patrick M wants logos and momentos to be done as cost effectively as possible

b.Joe M states speakers have been selected
c.Chuck wants to know who makes selctions for momentos and logos Pat M answers the convention committee
d. T shirts were brought up by Jeanie T ,Joe M says maybe for pre-registrants only
Julie W says so may people ask for the T shirts
Paul B says he can obtain t shirts
Alice W brings up that Robbie W was stuck with a bunch of T shirts from the round up
Robbie T suggests T shirts for pre reg and maybe print some extras
Christina brings up the fact that not everyone pre-registers
Scott suggests a machine to press our own shirts
Elaine M says pre reg so that next year more people will be apt to pre register
Joe M makes sugestion to dispense with moentos in pre reg envelopes
Patrick M explains the cost of the momentos ,they would like to keep it at 22cents each at 1200 people that would come to $264
Alice W talks about for the small cost it is something that everyone has always expected to receive and we should keep them
Stella wants to know what we can get for 22 cents
Patrick M says "a pen" he found on the internet that would sport the logo of this convention
Frank Z wants the subject narrowed down wants to eliminate the momentos from pre reg but still keep them available in some way
Patrick M makes a motion to have the momentos on the reg table not the packets
Stella says there was alreay a motion in place and Joe M asks for vote
All in favor to buy 1200 momentos and have them on registration table
e. Joe M will drop off Banquet suppluies to Julie W
VI Open Discussion
Alice W thanks Joe M,Patrick and Frank Z for help last year on the BEO's
Joe O announces injured friend in hospital
Tim wants the time limit on the speakers to be checked for taping purposes last year they went over the approximate time is 70 minutes and the speakers should be reminded of this.
Frank Z asks that hospitality be contatced about checking badges
Joe M says that he and Patrick M have some new ideas for the steering committee and wish to meet after this meeting with them
Joe asks Debby F to do Tradition 4 next month
Joe asks Helen and Patrick to bring snacks
we close with the Responsibility Pledge
Respectfully submiited
Kelly Mc -secretary 2008 General Service Convention