MINUTES
June 7th 2009

46th Annual Area 45 General Service Convention Committee Meeting

I. Welcome and Introductions
1. New Convention Committee Members
Jeannie, Kim, Fred, Naomi
2. Area 45 Panel Members and Committee Chairs
Fred E and Joey H
3. Past Convention Chairs
Stella, Jimmy S
II. Third Step Prayer (Kim D.)
III. Open with Responsibility Pledge
IV. Tradition Three
Julie W

Next month Tradition 4

V. Reading of Highlights from Minutes of May 3rd Meeting (Maryann L.)

VI. The 46th Annual Area 45 General Services Convention
a. Contact Information
Will be given out by Pat. A hard copy can be requested but email is desired.
b. Convention Meeting Dates
June 5th – Try to make it but Chairs should let Pat know if they will not attend and they should send a representative
c. Convention Guidelines
Pat read them
d. Monthly Timetable

VII. Unity (Kim D.) - Anniversaries

VIII. Reports


a. Chair (Pat)

Convention Committee Chair’s report June 7th 2009
Let me once again thank you all for being here at this meeting and for all that you do in between the meetings.
I had an opportunity to communicate with the Crowne Plaza in order to get some digital copies of some things like last year’s BEO which is the outline for the whole weekend and the hotel contract. I expect that I will meet with Will & Romina once within the next few months just to make certain that we are on the same page. If anyone has any questions, concerns or ideas regarding the hotel, please be sure to bring them to my attention.
On Friday May 15th Joanne, Debby and myself met for a long night of number crunching with Steve, Heather Anne and Joey to iron the convention budget. Thanks so much to the Area 45 Budget & Finance Committee for coming to Absecon and getting together with us. That did work out well and on Sunday, May 17th we were able to report to the assembly that the 46th convention committee budget has been approved. Thank you all.
Some of you may know that I’m a little fastidious? Well, I have just a few little details I want to get just so – like postal costs and such before I give everyone their individual budgets, but I expect that by our next meeting Debby and I will have all of the details ready for committee chairs and have their specific budgets to put into their binders.
Make no mistake, the budget is tight. So the message that I want to get across to everyone is please, know your budget and stay within your budget. In order to keep this thing in the black, we will really have to be vigilant about expenditures – not cheap, just attentive.
I’m going to give my phone number out now: 609-892-8461. Everyone, any time you have a question or suggestion or want to make me aware of something, please don’t hesitate to call. I also usually respond quickly to text messages to the same number and to email at chair@snjaaconvention.org.
Lastly I want to thank everyone who emailed your reports to me and to Maryann. That really does help to keep me informed as to how you’re doing – so thanks and keep doing that.

Thank you and God bless you,
Pat



b. Co-Chair (Joanne)

Nothing to report


c. Treasurer (Deb)

Last month I attended the "marathon" Budget meeting at Patrick's home with along with Heather Anne, Joey and Steve from Area 45. We were able to get the Budget done in one evening! I also given the Convention checkbook that had a balance of $6,384.89. I went to the Area 45's Assembly and gave a check to Joe McA for Chuck M. for last year's Audio and Visual for $109.89 and to the Area for $1544.09. We have incurred $24.34 in various fees and 1.23 in interest, giving us a balance of $4707.89. I met with Wallace and gave him all the registration supplies and the updated database. I will be meeting with him and Katie C. to go over the inventory soon. Please, you must supply me with store receipts and fill out Convention receipt forms before I can reimburse you for any monies you have spent.

Yours in service,
Debby S. Convention Treasurer


d. Program (Frank)
 CoChair is Julie W. She's reviewing female speakers and Frank is handeling male speakers. Meet end of June and select speakers. Female will be Saturday and Male Sunday. Tapes are out now and on schedule.


e. Registration (Wallace)

All registration materials were transferred from the past chair. A date will be selected for the new chair, the new co-chair, and past chair to get together and inventory the materials. During that session, the past chair will share the wealth of her experience.

A sign up sheet was passed around for volunteers to staff the registration table. Based on last years numbers, 6 to 8 volunteers will be needed for the busier of the 2 hour shifts. Four to 6 volunteers will be needed for the less busy times. By tradition, the first time slot is reserved for the area panel.


f. Hospitality (Kelly)

 Has 7 CoChairs who will each handle an area of the lobby
 The CoChairs are Karen, Tim, Helen, Mellisa, Denise, Sharyn and Maria


g. Secretary (Maryann)

 Reminded all committee chairs to please email their reports prior to the monthly meeting or at least provide me with a hard copy at the meeting.


h. Unity (Kim)

Unity Chair Report for June 2009

Anniversaries:
Anne Deptula 5-9-2006 3 yrs
Maryanne Hough 5-17-2004 5 yrs
Paul Bill 5-18-2007 2 yrs
Robbie Thornton 5-30-1995 14 yrs

Pool Party – Hammonton, NJ
July 19th – Rain or Shine - at Kim DiCinno’s house. Sign up sheets for food & supplies will be done at the July meeting. Directions will be provided at July meeting.

Bill Wilson House – East Dorset, VT
Scheduled for Friday Nov 20 to Sunday Nov 22, 2009
(Discovered Cape Atlantic Round Up is same weekend – See Old Business Below)

Room chart available for those interested in trip

Have the whole house on hold for us, but needs to know how many rooms we will be taking and pay deposit ASAP, but no later than end of August. Everything needs to be paid in full by Oct 15, 2009.

I figure at least $100/person for the rooms only.
Food is extra:
Friday night buffet – 5-7pm - $10 – no reservations
Saturday – Country Breakfast - $8; Lunch - $10; Supper - $15
Sunday – Continental Breakfast - $6 OR AA meeting (8am) usually have bagels & donuts

When making the deposit, must let them know which meals we will be taking.

Football Party – Audubon, NJ
To be held at Frank & Lisa Zimmerman’s house. Need to decide date in January 2010.

Stepping Stones – Bedford Hills, NY
Information will be available at July meeting

Respectfully submitted,
Kim D


i. Any Others

Alanon (Keith):
 Keith not present
 Helen said that Alanon had no report

Banquet (Anne):
 Awaiting theme
 Jeannie is CoChair
 Needs volunteers

Data Entry (Lindsay):
 Jenn is CoChair
 Met w/ Colleen past chair last week
 Needs volunteers

Entertainment (Marianne):
 Nothing to report on my end. Deb D will be my co-chair.

Marathon (Deborah):
 Not present
 Nothing to report

Public Information (Collen):
 Darren is CoChair

Setup (Paul):
 No report
 Needs CoChair

Sales (Joe C):
 Has sweat shirts from this year and laid the basis for coming year's shirts with his contact
 Lisa J is CoChair
 Awaiting theme

Audio/Visual (Tim K):
 Fred is CoChair
 Has one volunteer

Website:
 No report

IX. Old Business
1. Wilson House Date, Pool Party Planning, Stepping Stones? and Mid-Winter Party?

Continuing on Wilson House – last month five dates were chosen. Shortly thereafter, Wilson House advised Kim that the only date of the 5 available was 11/21 weekend.

Motion to accept 11/21 – seconded.

However, Walt stated that weekend Cape Atlantic Round Up is held. Can't do 11/21.

Maryann L. suggested we arrange with Wilson House to reserve a weekend early enough to have a choice. That was agreed.

Kim suggested also looking in April (after convention). This was not well received.

Need to check other dates and will discuss on July 5th.

Stepping Stones – tabled until future meeting

Midwinter Party – tabled until future meeting

2. Theme & Logo

“Lend A Hand” was selected after a vote.

Logo ideas will still be entertained until August 5th at convention meeting since July 5th meeting attendance is expected to be sparse.

X. Open Discussion – New Business

 Fred – Selected GSO speaker but is waiting for confirmation.

XI. Thanks to Jeannie, Lisa, Deborah for snacks today – Unity (Kim D.)

Snacks next month – Julie W, Marianne H

XII. Close with Serenity Prayer



Respectfully Submitted,
Maryann L.
Secretary


____________________________________________________________________

“The Journey Continues”

MINUTES
May 3rd 2009

46th Annual Area 45 General Service Convention Committee Meeting

Welcome and Introductions
Open with Responsibility Pledge
Invocation St Francis prayer from 12&12, Katie C.
Tradition One:
Joey
Tradition Two:
Kelly

Next month Tradition 3
Pat read excerpt from GS manual describing the convention committee

Acknowledgements
a. New Convention Committee Members
b. Area 45 Panel Members and Committee Chairs
c. Past Convention Chairs

The 46th Annual Area 45 General Services Convention
a. Contact Information
b. Convention Meeting Dates
c. Convention Guidelines
d. Steering Committee
e. Committee Chairs
f. Monthly Timetable

VII. Unity (Kim D.) - Anniversaries

VIII. Reports

a. Chair (Pat)

Thanked Joey and Joe m for his appointment. Thanked volunteers and new committee members.
- Steering comm 4/22 @ Wallace's
- Bank account transferred
- 1st mtg with hotel is this month
- Pat's phone number is 609.892.8461
- Pat's email address is Chair@snjaaconvention.org
- Remarked “An informed chair is a happy chair” and “If you're not having fun your not doing it right”.
- This year there will be no table manager position. In place is Registration Co-Chair (Katie).

b. Co-Chair (Joanne)

Area 45 Convention
Co-Chair Report
May 3, 2009

For this month, the steering committee met on April 22nd 2009. The purpose of this meeting was to select committee chairs. We did!

Several CD's were submitted to the Program Chair to begin the selection of the speakers. An updated hard copy Program Chair Guide was given to him today. Also, an electronic file for Program Chair 2009 is being completed and will be sent this week via email to him.

Thank you Patrick for asking me to be your Co-Chair. It is an honor and privilege to be of service for this convention. We have a great steering committee and I look forward to working with everyone this year! We are going to have a great convention!

Respectably submitted,
JoAnne Connor
Convention Co-Chair

c. Treasurer (Deb)

- Not present
- Pat said check book available next month
- Everyone stay within budget
- Form for reimbursement will be given out to be used when requesting reimbursement for expenses.

d. Program (Frank)

- Frank got CD's from JoAnne
- Has no Co-Chair yet – but will have by June meeting

e. Registration (Wallace)

- Thanked everyone and Katie
- Asked for volunteers to work registration table

f. Hospitality (Kelly)

- Thanked Pat
- Melissa, Denise, Sharon is her committee so for but needs more volunteers

g. Any Others

Alanon:
- Helen (last year's chair) advised that Kieth Peveil will be new Chair

Banquet:
- Chair, Anne C announced that her Co-Chair is Joanne
- Michelle is on the committee

Data Entry:
- Lindsay is Chair and Jenn is Co-Chair and need more volunteers

Entertainment:
- Marianne H is Chair
- Was not present
- Kelly is on committee

Marathon:
- Deborah looking forward to working with program chair to pick themes and needs volunteers

Public Information:
- Colleen thanked committee and no report

Setup:
- Paul thanked committee and no report

Sales:
- Thanked committee
- Co-Chair is Lisa Z.

Audio:
- Tim will be going to more meetings in NJ
- Thanked committee

Unity:
- Thanked committee
- Detailed remarks in Section XI.

Website:
- Andy is Chair
- Website is for us and the other members to post through Andy
- He will post site earlier than past year
- Although people can't register yet
- Still looking for Co-Chair

45th Convention Wrap Up

Not many negatives except:
Count down way too long
Too many thank you's
Will try to shorten, but Pat will make final decision
Some workshop Chairs felt workshop scheduled times too close together. JoAnne said that this is because Panel skits ran too long. There should be 15 minutes between workshops. Will try to find a solution.
Coffee pot in lobby and non-convention user. Pat not willing to eliminate coffee in lobby. Perhaps PI will put up a sign.
Starting Marathon meetings on the ½ hour. Julie suggested making meetings 45 minutes instead of 1 hour. Program committee will consider.
Complaints that Marathon meetings don't start till 10pm. Will not consider changing because other meetings are available before 10pm.
Not a lot of merchandise was a complaint. Open to suggestions.

Theme and Logo Discussion

- Last year's theme and logo was good for sales items
- Keep that in mind for new theme
- Avoid putting AA logos on sales items
- Pat asked for suggestions

1) Joey suggested a smiley face and “We are not a glum lot”
2) Wallace: Something along the lines of a “helping hands” so he could use hand clappers as a memento. “The Hand of AA” or “I am Responsible”
3) Karen: “More will be Revealed” - Clouds opening with sun
4) Deborah: “A Firm Bedrock” - Could use Flintstones
5) Dona – Smith and Wilson University - college logo
6) Lindsay – “From Darkness to Light”
7) Julie - “Our common Welfare”
8) “Linked in Unity” – people arm in arm
9) Melissa – “Keep it Simple” - set of lips
10) “The journey Continues” (Pat) with new logo showing different boat
11) “Pathways to a common journey”
12) Kelly – “Join the Tribe” (Big Book story 4th edition)

Elaine reminded that theme should come from conference approved literature.
Pat suggested to narrow down to 6 and we will ask for art work. Pat suggested using a concordance on Internet.

Wilson House, Pool Party, Stepping Stones and Other Events

Pool Party
- Pat asked for volunteers. Kim volunteered.
- Rain or shine @ Kim's on Sunday July 19th.
- Kim will coordinate food and supplies

Wilson House
- Suggested dates 9/11, 9/25, 10/19, 11/7 and 11/21
- Kim asked for availability from WH and is waiting to hear

Considering a get together for January (maybe February) possibly Football party.

XII. Open Discussion – New Business

- Joe C announced sweat shirts from the 45th convention will be available one time basis and can be picked up at June meeting. Taking orders at end of this meeting.
- Frank suggested asking home groups in area 45 to sponsor one person to go to the convention. There are 400 home groups in the area and would mean an additional 400 people at convention.
- Need to consider how to handle a situation where the same person is asking each year for free sponsorship.
- About “why we pay” Stella suggested we put something in the news letter and have another sign at the door.

Pat said everyone should pick an area of interest and get involved

XIII. Thanks to Frank Z. & Joey H. for snacks today – Unity (Kim D.) Snacks in June:

Snacks next month – Jeannie, Lisa, Deborah

XIV. Close with Serenity Prayer

Area 45 Assembly: Sunday May 17th @ 8:30am at Pfeifer Center, Bluebell Road, Williamstown NJ

Respectfully Submitted,
Maryann L.
Secretary