Meeting Minutes 5/4/2025

In attendance: Riley, Clara, Kam, Jessica, Austin, Elizabeth, Claire, Chris, James, Jonathan, Katherine, Meagan.
Opening Prayer
Reports
- Secretary’s Report: Jessica
  - Motion passes
- Treasurer’s Report:Clara
  - 4316 total balance
  - 1436 after all expenses
- Outreach’s Report:Claire
  - Did some meeting bombing and leaving flyers!!
- Events Report: Nick-absent
  - Talked with Robert about snacks and drinks for the game night event
- Culinary Jedi Report: Robert
  - Was unable to get to the store to create full food budget but is still working on getting it done to be approved soon!
- Programs’ Report: Katherine
  - PROGRAM IS DONEEEEE!!! I think it’s killer but pls relay any notes/typos so we can release it asap! (Hopefully release it tonight but Monday at the latest) New business below 🙂
- Graphics and Flyers Report: Chris
  - Make the graphics with Katherine for the program!!
- Memorabilia Report: Austin
  - If you have extra rubber bands Austin needs some donated (:
- Webmaster Report: Austin
  - Is going to update the flier when he receives it from Chris
- Registration’s Report: Meagan
  - 77 completed forms!!!!!
- Unity Report: Kam
  - Kam is making a motion for $20 budget for unity event, Clara seconds, motion passes unanimously.
- Raffle Report: Jonathan
  - Has some things that he is wanting to use for raffle !
- Volunteers Report: Elizabeth
  - Spun up a hospitality google form for people to donate items to the hospitality table.

Election of Necessary Positions
- Committee Positions= FILLED 👍
- Registration: James, Kam, and Clara can help with some of the responsibilities.
We can show up to the location by 10:00 AM planning on getting there around that time.
- They should have a projector in the small room for movies ect..
- Megan will bring some buckets filled with dirt for cigarette butts. If anyone else can bring items for that please do..
May event take over game night on Wed 5/7/35
- No updates
Budget for Conference foods updates: robert hurt his knee will have budget to finalize on thurs.
Meeting Bombing: Plan for this week!
Programs update? Any service chairing that need to be filled? Updates on actual program (poster of agenda and QR codes)
- James will lead nature walk!
  - Is Ken confirmed to do karaoke and DJ or should I reach out to him?
- planning on creating/printing QR codes for program as well as 11×17 versions of key info to hang around 🫡
  - will print 3-5 program copies to help with outreach at game night and then use at registration table
- also will create and print meeting scripts and some spreadsheets of committee member assignments!
Bring lots of FIREWOOOOODD
Fellowship bingo updates?
- No new updates
Bylaws updates 👍
- All the updates are in the groupme to look at!!
Do we want a slideshow? Plzzzz

New Business?

WACYPAA bid committee is donating 10 scholarships to Balance House for the UCYPAA conference. We are thinking they will just come up for the day but maybe want to consider if there are any bunks available if they do end up staying for the full conference.
We will do a 50/50 Raffle
Clara motions to make a budget to buy two big books for the sobriety countdown. Elizabeth seconds. Passes unanimously!!
Katherine Motions for up to $100 for programs related costs. James seconds. Passes unanimously
- Currently have an Amazon cart of $85 worth of large coloring page, bracelet supplies, cryptid party decor, and name tags stickers.
- Wiggle room for any printing costs
- Without party decor, could make it work for $50 but I think the decor will be fun and add to the epic dance vibes!!

NEXT MEETING: Thursday May 8th @ 7-8pm Location: zoomies or in your dreams 😌

UCYPAA