UCYPAA Host Committee Business Meeting Notes

6:30pm-8pm 12.7.25

Sunday Meeting Signup UCYPAA Master Calendar UCYPAA Shared Documents UCYPAA Bylaws

Opening Prayer – Cameron

Attendance – Jessica, Clara, Riley, Sami, Nick, Robert, Josh, Devorah, Cameron, Elizabeth, James, Kate, Tony, Katherine, Blake, Kevin, Megan.

Reports

• Secretary – Katherine
  • Last meeting’s minutes read. 
  • Motion to accept the secretary’s report, seconded, passed.
• Treasurer – Jessica
  • Total balance: $2,890.56
  • Checking: $2,721.48, savings $119.08, cash $50.
  • We have earned $550 between meetings from our YOGYPAA event, Reggies and merch. 
  • Motion to accept, seconded, motion passed.
• Chair – Clara
  • THANK YOU to all who participated in the group inventory!!!
• Co-Chair – Garrett (excused)
  • Nothing to report.
• Outreach – Josh
  • WACYPAA January 29th-February 1st
  • UCYPAA invited to speak and participate in SWACYPAA game night!
    • January 9th in Denver
    • Clara will be going!
• Inreach – OPEN
  • Lydia stepped down. Tyson is currently the co-chair.
  • Officers will brainstorm how we can meet the need without a SLC inreach person.
• Facilities – Kate
  • Nothing to report.
• Programs – Nick
  • Secured a speaker for the holiday event. Thank you Riley!!! 
  • Get in the sub committee chat for program ideas!!
• Volunteer Coordinator – Devorah
  • Nothing to report.
• Events – Devorah
  • Date changed to Dec 13th for holiday party.
  • Make sure to pass out flyers!! 
• Culinary Jedi – Blake
  • Thinking of having everyone make your favorite holiday treat, or make a proposal for a budget to handle the food for the holiday party.       
• Registration – Elizabeth F
  • There will be a registrations subcommittee in the GroupMe if you have anything to chat about! 
  • We have 5 new registrations!
• Merchandise – James
  • New business.
• Graphics – Keeley (absent)
  • Nothing to report.
• Website Master – Cameron.
  • Nothing to report.
• Unity – Megan
  • Dec 20th crashing Jokes and Jams event at Fellowship Hall!
• Tickets and Raffle – OPEN

Old Business

• OPEN POSITIONS
  • Volunteer Coordinator
  • Prayer Chair
  • Tickets & Raffles
  • Inreach
  • Co-Registration
• Business Cards – Keeley
  • Does it make sense to print them out this late in the year? Smaller amount?
  • Add venmo code so they can pay and register?
  • More general business card we can use for multiple years? Link to the website?
  • New design? Current design leaves something to be desired.
  • Discussion about if the work of graphics is being done adequately. Officers will continue this conversation outside of the business meeting. 
• Stickers – James
  • We have them! $3 each or all 4 for $10?
  • Motion to sell them for $3, all for $10. Friendly amendment to add a 2 for $5 option. Seconded. Passed.
• Registration- Elizabeth
  • Registration status → 39 (29 form responses / 10 paid no form)
    • Need to figure out what to do about those who paid but haven’t completed the form. Comment on the venmo transaction “our records indicate…”
  • “Paid” status → 5 unpaids (reconcile?)
    • Reach out to them and ask what their plan is / if they need a scholarship.
  • Almost $200 in scholarships!!
  • SOP for getting in contact with people who register and say they want to help with outreach/join the committee? Connect them to Josh!
• Unity Events – Megan
  • December 20th Fellowship Hall Event! Will make an event in the GroupMe.
• Holiday Party – Devorah
  • Outreach, outreach, outreach!!!
  • Food for the holiday party?
    • Motion for up to $150 for food (and food-related things) for the holiday party, seconded. Passed. 
    • In previous years, we’ve done a baked ziti (made off-site and heated up there) that’s been popular.
    • Sign up to bring desserts!! Blake will make a sign-up sheet.
  • Order of events – speaker meetings, dinner / fellowshipping / games, White Elephant towards the end.
  • Get there at 7pm to set up!!
  • White Elephant – delegated to Katherine
    • Josh and Jessica both offered to grab some extra gifts (instead of desserts) so those who don’t bring gifts can still participate!
  • Bring your dessert, games, xmas decorations!!
• Karaoke Bid-Off – Devorah
  • Sat Jan 17th 8pm at Fellowship Hall, $10 entry fee.
  • Save the date in your calendar!!
  • Will discuss details in subcommittee!
  • Get excited for a chili cookoff event in February! Will bring to the group when more details are finalized!

New Business!

• Group Inventory Recap – Katherine
  • Full notes available in Google Drive, in the third legacy folder. Distilled things we discussed into five “want” statements / action items.
  • Want to lower the barrier of entry to the committee!
    • Continue to announce at meetings that we have open positions / people can get involved with the host committee. 
    • People can come to a meeting just to check it out / don’t have to get a position right away.
    • Want to make flyers of upcoming meetings with the zoom link (QR code) and share/post widely.
    • Idea of “tech outreach” position that could be in charge of social media.
  • Want to increase knowledge of UCYPAA (and perhaps YPAA in general) in the larger SLC recovery community.
    • Meeting bombs have been really successful and awesome for extending our reach! Let’s keep it up!
    • Continue/extend our presence and involvement at Central Office and Area, keep showing up to their things.
    • Get involved with things like Recovery Days? USARA, FTR, VOA, etc?
  • Want to connect with professionals in the community!
    • Seems like there’s a lot of groups working on treatment centers and corrections, our focus could be professionals!
    • Could table at a mental health professional conference? Email blast to therapists working in the area?
    • Do it in collaboration with SLYP as it seems therapists typically refer clients to a meeting (vs a committee)?
    • Reach out to Central Office? Have a working with professional liaison.
  • Want to fine tune our bylaws!
    • Unity new responsibility of welcoming new committee members and ensuring they feel included and supported.
    • Create a safety net around voting. Currently anybody who attends a meeting can vote but we’re not sure this is best.
    • Had a large discussion about what to do when people are not fulfilling their position expectations. Currently officers (Clara, Jessica, Katherine) check on people but want it more formalized in bylaws.
  • Want to be intentional about how we communicate!
    • Consistently utilize GroupMe calendar events for every group happening (unity, events, meetings, etc) so it’s all in one place
    • Be welcoming and inclusive at events/meetings. Can occasionally get a little cliquey (we’re friends, it happens!) but want to work on this.
    • Work on keeping business meetings for business, leave the friend stuff for friend hangs. Allows business to feel more welcoming for new people.
    • Generally be thoughtful about how we talk about UCYPAA and the things we do as a group! Let’s make it sound like the best thing ever (bc it is!!)
• Motion to add new committee member welcoming to Unity responsibilities, seconded, passed.
  • Megan will draft the new language for the bylaws and bring to group for approval.
• Motion to create a bylaws subcommittee, chaired by Katherine, seconded. Passed.
  • Add an ongoing bylaws chair?? SNOWYPAA has one?
• When making outreach announcements and defining who is a young person, don’t do the “anyone but [BLANK].” While a funny joke, newcomers might not understand.
  • Has previously been discussed at the SLYP business meetings but just a reminder!!
• Merch – do we want to reorder more la croix hoodies? Only have two left!
  • YES, motion in the GroupMe!!
• How do we ensure events are all getting made in the GroupMe?
  • Make it the secretary’s responsibilities! One person does all of them!
  • Let Katherine know deets if you need an event made!
  • Will add to official bylaw position requirements

• Registration – Elizabeth [tabled for next meeting]
  • “Pre Reg Bundle” $45 total price that includes
    • Registration (discounted at $20)
    • 3 pack of stickers (discounted at $5)
    • 1 t-shirt (discounted at $20) 

NEXT MEETING: Thursday December 18th 7-8pm on Zoom only