“Lend A Hand”

MINUTES

August 2nd 2009

46th Annual Area 45 General Service Convention Committee Meeting

I. Welcome and Introductions
1. New Convention Committee Members
2. Area 45 Panel Members and Committee Chairs
3. Past Convention Chairs
II. Open with Responsibility Pledge
III. Page 86, on Meditation
IV. Tradition Five
Angela R.

Next month Tradition 6

V. Reading of Highlights from Minutes of July 5th Meeting (Secretary)

VI. The 46th Annual Area 45 General Services Convention
a. Contact Information
b. Convention Meeting Dates

VII. Unity (Kim D.) - Anniversaries

VIII. Reports


a. Chair (Pat)

Convention Committee Chair’s report Aug 2nd 2009

Did any else have a really great time at the pool party? Thank you again Kim and please say thanks again to Tony. It was a beautiful day, thank God. And thank you all for coming and for bringing great food. And if you missed it, that’s OK; there’s lots more like the Wilson House trip. I hope we pack that house to overflowing.
Also this month we got an early registration flyer into the Fourth Dimension and we have a draft for a two page flyer that will be printed as soon as we finalize the logo. I also know that the Website committee is working on the on-line registration and we have our secure certificate for the site; so that should be live very soon too. This past week, there was some communication and buzz about the taper and audio/visual for the convention. That issue will be brought up later. I had an opportunity to talk with a few of you and, as the convention nears, you will be hearing from me even more frequently.
Does anyone know how many days it is until the 46th Convention? Now I know who reads to the very bottom of the email I send out. It’s 236 days, which is about 8 months; watch to see how fast that goes by.
Committee chairs please be sure that your reports are sent to the secretary and myself. It’s important to keep the committee informed. So if any Chair is unable to attend this or any meeting it is important that you have someone give your report or send a “no report” report to Maryann and I. And I want to thank everyone who emailed your reports. Thank you so much for that.
Next week is the Area 45 Summer Assembly. I have to work that day, so our Co-chair , Joanne has been kind enough to agree to go up and give our report.
I think that you all have your budgets now. Is that right? I just want to remind all committee chairs that the budget is very tight; therefore it’s real important that we all stay within our budgets. If there are areas where money can be saved, by all means let’s save it. We will really have to be vigilant about expenditures – not cheap, just attentive.
I will be meeting with the Crowne Plaza Hotel this month. It will likely be my last meeting with them until we are much closer to the convention, so if anyone has anything they need me to inquire about, please let me know.
I’m going to give my phone number out again: 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.
That’s my report.
Thank you and God bless you,
Pat


b. Co-Chair (Joanne)

The Committee performed an Internet search for novelty items for the 2009 convention. The search yielded two different web based companies for clapping hands. Rinovelty and Century Novelty. Century Novelty proved to be the best choice based on price comparison. Rinovelty was offering clapping hands for $3.50 per dozen whereas, Century Novelty is $0.50 a piece for 12-35 hands or $0.30 for 288 plus.
Samples from Century Novelty have been ordered. They will be available for the next meeting in September.
Respectfully Submitted
JoAnne C


c. Treasurer (Deb)

I first want to thank Kim for hosting the great pool party. Everyone had a blast. Thanks!
I went to Wallace's house along with Katie C. for registration inventory.
I opened a PO Box in Sicklerville for registrations. We are paid for a year.
I met with Janet Whitaker from Heartland which is our credit card merchant and signed a one year contract.
On 6/05, we had a balance of $4,707.89. I wrote a check to Frank and to Kim for supplies totaling $84.45. We had $24.14 in fees and interest of $1.03, bringing our balance to $4,599.38.
Yours In Service,
Debby S.


d. Program (Frank)

We had a busy month, first order of business was to finalize our speakers which we did. Our committee met at my house on the 24th to pick the 2 speakers. The male speaker is Adam T from California and the female speaker is Linda P from Lack Balboa California. Linda P confirmed already and still waiting on Adam T. I spoke with my co-chair and she and Deborah picked the topics for the marathon meeting. I also have a chair for the old timers meeting – Larry G with 26 years. I started cleaning up the program from last year using it as a template for this year. Trying to improve the flow and allow time for coffee breaks, etc. between presentations.
As your program chair we are on schedule so far.
Thanks
Frank Z.


e. Registration (Wallace)

The only thing to report is that we did our inventory and know what we need to order.


f. Hospitality (Kelly)

No Report


g. Secretary (Maryann)

Everyone please e-mail your reports even if it is after the meeting.


h. Unity (Kim)

Unity Chair Report for August 2009

Anniversaries:

Joey H 7-2-2001 8 yrs
Chuck M 7-21-2001 8 yrs
Darin D 7-26-08 1 yr

Not sure if still on convention committee: Marge K 7-6-2002 7 yrs; Frank N 7-22-06 3 yrs

Pool Party – It was a FANTASTIC day!!!! Thanks to everyone who participated. It was all of you who made it such a success.

Bill Wilson House – East Dorset, VT
Jan 15 & 16, 2010

Room chart is available for those interested in the trip. Rooms will be reserved on a first-come, first-served basis.

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

Stepping Stones – Bedford Hills, NY
Approx 3 hour drive from Hammonton
Day, Overnight or Weekend??
When would we like to go? Sept, Oct, Nov??

Respectfully submitted,
Kim D


i. Any Others

Alanon (Keith):
 Jane has been selected as Co-chair. She asked whether Alanon will have the same number of rooms as last year. Asked if they could have a room all day Saturday to use as a hospitality room.
 Frank suggested Alanon is welcome to use our hospitality suite for committee members, etc.

Banquet (Anne):
 No Report

Data Entry (Lindsay):
 No Report

Entertainment (Marianne):
 I did get in touch with the DJ and entertainment company we had last year. I will know more tomorrow after I compare prices as we have previously discussed at the pool party. If its cheaper to have the DJ and karaoke both nights versus DJ Saturday night with karaoke both nights and Soulfire recovery band Friday night. We have decided to go with what ever is cost effective. I will know more by Friday 7/31/09. I will then need a check to secure the entertainment once its official. I will let Frank know what I need for a deposit. etc.
 I will need a check for the deposit of $150.00 for Time Productions Entertainment as soon as I get the official agreement I will sign it and send the money. We decided to go with the DJ Saturday night, Soulfire Friday night (the band), karaoke both nights for a total of $1,600.
 I just sent the dated check to Time Productions. Chuck from Soulfire agreed to do Friday night so the entertainment is booked for March 2010 convention. I made copies and can send the copies of the contract to deb.
 I will not be able to attend the September meeting.


Marathon (Donna / Deborah [Co-chair]):
 Donna is new Chair. Deborah stepped down and will be Co-chair.

Public Information (Colleen):

 Regrettably, I will not be at the meeting this Sunday, as I am attending another AA function, so my Co-Chair will be submitting my report. We have received the fliers used for last year's convention from the past Public Information Chair. We have also looked into the submission dates for Box 459, the Grapevine, and the 4th Dimension and will be submitting those shortly. As our past PI Chair lives in Delaware, we will need to schedule a pick-up date for the other materials he has within the next few months.
Respectfully Submitted,
Colleen T. & Darin D.

Setup (Paul):
 No Report

Sales (Joe C):

 I will try this month and talk to the vendor about product and some pricing.
Thank You for all your service.
Joe C

Audio/Visual (Tim K):
 No Report

Website:
 No Report


IX. Monthly Timetable

Monthly Timetable (from July) :
a) Submit rough draft of Flyer
b) Logo finalized if not already done
c) Confirm Hotel room prices
d) Discuss memento’s
e) Program: Speakers finalized & booked
f) Workshop chairs selected
g) Marathon Meeting Topics selected
h) Banquet & Entertainment Chairs start planning
i) Public information: Draft letters for Box 459, grapevine, and 4th Dimension newsletter

Monthly Timetable for August :
a) Flyer finalized
b) Web page designed
c) Distribute Marathon Meeting cards at assembly
d) Workshop Topics selected and written expectations given to workshop chairs

X. Old Business

a) Select Logo

 Before vote – Kelly said Hospitality wanted to put up scrolls of paper and paint so each person at convention can use this to place their hand print and name on the scrolls. The scrolls will be posted in the main ballroom during Saturday's main event. Everyone liked the idea.

 Only two choices – from #1 Wallace (globe with 3 hand prints) and #2 Patrick (2 hands reaching)
Vote #1 16
#2 22

 Patrick said we are using one of these two logos because we must move forward with program, etc. If another idea for a merchandise logo that features two reaching hands is presented it could be considered since we have more time to come up with logo for merchandise.

b) Wilson House is scheduled for January 15th through 17th; reservations are first come, first serve.

XI. Open Discussion – New Business

a) Taper Question

 Question to committee:
 Is the opinion of the committee that we should be open to using another taper?
 5 minutes of discussion preceded vote.
 Committee votes unanimously to entertain the possibility of using a different taper.

b) September committee meeting moved to September 13th.

c) February meeting is moved to 12:00 noon due to the Super Bowl.

d) This year we might distribute the mementos on the Chairs on Saturday night instead of putting them in the packets.

XII. Thanks to Jen T. & Fred D. for snacks today – Unity (Kim D.)

Snacks next month – Debbie and Sharon

XIII. Close with Serenity Prayer



Respectfully Submitted,
Maryann L.
Secretary