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San Juan Group Steering Committee Meeting Minutes
Date December 31, 2023
Start of meeting: 9:10
People present at meeting:
Adee M., Shanna S., Barbara P., Daleen M., Mike M., Jack L., Michele R., Jay T., Victor M., Randy A.
On zoom: Heather, Keith, Jane, Bill, Jason, Jessica, Shawn S., Sandy & Lenore
Chair: (Adee)
We will not have elections today. They will be held on the last Sunday of January.
Co-Chair: (Shawna S.)
No report.
Treasurers Report: (Nikki)
Nikki: Total contributions up, Dec to date is $7,889. Total expenses $3,873. Bill and I met and sent contributions to the four AA offices for a total of $4,016. I’d like to confirm the rent amount. Adee: Rent is now $2800. Lenore: Does the San Juan Group contribute to H&I monthly? Nikki: No, we contribute quarterly. James: Question, is there anything we can do to record PayPal as coming from a specific meeting? Nikki: As we have noted the last two months, the PayPal donations notes (with that info) don’t come through anymore. We don’t believe there is anything we can do about this.
Co-Treasurer: (Bill G.)
No report.
Website: (Jane H.)
Jane: We are going out of town tomorrow, and Jason will take care of anything that needs to be done during that time. Adee will message Jason about the contact info for the change in status to the meeting.
GSR: (Keith):
No meeting just a potluck. Adee: Keith is unable to continue to serve because of circumstances, and there is a volunteer to take over for next year.
Facilities: (Victor)
Victor: I’ve been working a lot out of town, and will mostly not be available. I keep losing receipts, which my wife doesn’t like. Shana: As a reminder, facilities doesn’t need to do the work, just coordinate workers. Jack: Facilities position should also keep an eye on the building. Stopping by as they can, to make sure everything is locked up, no one’s hanging around etc. Jay: Some secretaries don’t know how to lock up appropriately. Michelle: We used to have secretaries’ duties posted on the table. I have the info. Randy: It would be a good idea to add the info to each secretary’s binder. Adee will take care of both items.
Intergroup: (Open)
Commitment is open.
Grapevine Rep. (Patrick)
Patrick: I’m very impressed with the new Grapevine app. Lots of resources on there to improve your meetings.
Supplies: (Nick)
$547.13 spent on supplies for December. Mike: Requested that we need more de-icer. Nikki: Please remember that we don’t report the supplies expenses in the correct month. Michelle: My suggestion is in Jan you report the month previous, and during the Steering Committee you report a partial for the current month.
Literature: (Shawn)
Not present: Adee is in communication with Shawn, and he is keeping things stocked. Jason: Are the books in the hallway for sale? Adee: Books in the hallway on the right are for the meetings to use. Not for sale.
H&I: (Lenore)
Lenore: Intergroup monthly meeting is very active, and lots of people are looking for panels. Nikki: how does H&I work? Lenore: Panels are assigned at the monthly H & I meetings.
Secretary (Cynthia):
Cynthia: Jason and I met, and he taught me how to use Text Magic. I will print and post a list of meetings on the table to gather the new secretaries’ contact information.
CCC: (Barbara):
Barbara: Nothing new to report at this meeting. Rent has increased as mentioned earlier. We have contacted the church to start negotiations on a new multi-year lease. They have committed to leave the rent at $2800 for 2025. Shana: Will the rent go up for the Sunday 5pm meeting, an autonomous meeting? Barbara is working on a cost analysis for autonomous meetings and will present it next month.
Old Business
None.
New Business:
Nikki: (as Secretary from the Tuesday Here Here Participation meeting) This meeting wants to change from an autonomous meeting to be part of the San Juan Group. Motion made and seconded. Shana will complete a form to change the meeting’s status and the Steering Committee voted to accept.
Jack: I suggest that we read the description of duties for each position at the elections next month. Adee: Good idea, and each new volunteer will leave the meeting with a hard copy of their duties. Michelle: Per the safety and AA article on Orange County Central office website, I need to report that things are going on in the trailer before meetings that aren’t good practice and possibly illegal. First idea is to change the combination so not everyone in town has it. It used to be that only the secretary should have the combination. Randy: The room should traditionally be open 30 minutes before and 30 minutes after. Barbara: I make a motion that we set up a sub committee to discuss changing the combination as well as the safety issues brought up by Michelle. Motion amended to have the safety issues separate from lock changes. Motion seconded and passed.
Sandy: We need to stop any illegal activity asap. We don’t have to change the combination first. Adee: I will speak to the person responsible and tell them they aren’t welcome at these meetings. We can also change the locks today. I will research locks with a timer so no one can get in until a half hour before the meeting. Lenore: How will the secretaries find out the new combinations? Adee: It will be posted, and an email blast sent out.
End of meeting: 10:30 am
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San Juan Group Steering Committee November Meeting Minutes
Date: November 26, 2023
Start of meeting: 9:10
People present at meeting:
Adee M., Shanna S., Barbara P., Jeanette W., Steve G. , Patrick M., Sonya M., James S., Victor M., Lenore G., Bob M. , Jack L.
On zoom: Heather, Keith, Jane, Bill, Jason, Shawn S., Sandy
Chair: (Adee)
No report.
Co-Chair: (Shawna S.)
No report.
Treasurers Report: (Nikki)
Nikki: October 2023 Total donations: $7,194.00, Total Expenses: $3,525.00 and Donations to GSR, NY Central Office, etc: $3,669.00
November 2023 (partial) Total donations: $4752.00, Total Expenses: $3587.00 and Donations: $1165.00.
PayPal is no longer providing note visibility, so we can’t see the notes about what meeting to allocate the donation to. All PayPal donations are going into a general donation category for the financials.
November numbers are looking really good. Tuesday 5pm women’s meeting deducted $13 for copies. Per the policy, San Juan group meetings pay all the funds collected as rent. If they have additional expenses as a group, they can pass a separate collection.
Adee asked about continuing to report the financials a month behind. Nikki responded she’ll complete the financials the way Bill has it set up: so the month end will be the same as the Steering Committee meeting date.
Co-Treasurer: (Bill G.)
No report.
Website: (Jane H.)
Jason: one time $50 set up fee for TextMagic, auto texting messaging service. Jane: nothing really to report, just some background stuff on the website. In addition, Orange County central office wants to verify all in person and hybrid meetings, as these are the only meetings that will be listed in the printed directory. Lenore will provide Cynthia with the info to verify all meetings with San Juan Group.
GSR: (Keith):
Keith: attended the GSR meeting, and it was noted that most meetings hold their donations to once a quarter, which causes a cash flow problem. They would prefer donations to come in more consistently. No GSR meeting next month, there is a Canyon Club event instead. This is a potluck put on by GSR to close out the 2022 commitment panels. All are welcome, and please bring a dish.
Facilities: (Victor)
Victor: I heard someone donated paint, but don’t know who. I will continue to collect names of those willing to help with maintenance. There are rotted boards on the handicapped ramp in the back that need repaired. Jack: The new person to the commitment will facilitate repairs, not necessarily do the work. Adee: an expense receipt will be given to Nikki for key broken in the lock and repaired.
Intergroup:
Position open. Please announce at meetings.
Grapevine Rep. (Patrick)
Patrick: mobile app is up and running. Nothing else to report.
Supplies: (Nick)
(Cynthia reporting for Nick) $784.75 spent this month. This is due to $380.53 on 2000 treasurer envelopes, which will last until 2025. Otherwise, all good.
Literature: (Shawn)
Shawn: restocked literature this last week, expense was $212.27.
H&I: (Open)
Lenore is interested in taking over the position. Motion made and passed to accept her as H&I person. She is very excited to do this important service work.
Secretary (Cynthia):
Cynthia: I have updated the new secretary list; however, I am still missing Monday at 6pm, Wednesday 12noon, Thursday 7pm, and Saturday 4:30pm. I apologize for not completing the minutes from last month, will complete them asap.
CCC: (Barbara):
Barbara: As Jack mentioned last month, rent will be going up to $2800 per month. We’ll request to renegotiate the lease from the church for 2 years.
Old Business
None.
New Business:
None.
End of meeting: 9:53 am
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October San Juan Group Steering Committee Meeting Minutes
Date: October 29, 2023
Start of meeting: 9:10
People present at meeting:, Adee M., Shanna S., Barbara P., Bob M., Mike C, Jeanette W., Cynthia L., Patrick M., Steve G., Jack L.
On zoom: Jason, Andrea, Betty, Keith, Bill G, Sandy Banks, Nikki L, Jane Horlings
Chair: (Adee)
No report.
Co-Chair: (Shawna S.)
No report.
Co-Treasurer: (Bill G.)
Nikki (in her first month of service) was unable to meet and confirm the numbers with Bill, so no report this month. Bill explained that Nikki wants to report the complete months’ financials for the previous month. Currently, Bill has the financials end with each Steering Committee meeting date, which changes each month. This is approved by the group. Nikki also requested a manual of what the treasurer should do.
Treasurers Report: (Nikki)
Nikki: Explained the benefits of creating the financials for a complete month, for example a comparison of previous months is easier to see. Jane: I have written procedures that I created when I was treasurer and will share with Nikki. Motion made that Nikki will report the complete month’s financials for Oct at the next steering committee meeting. Motion passed. Adee reported she didn’t have a copy of the treasurer’s procedures. Adee and Jane will review the written procedures together and make sure they are in the Chair’s book.
Website: (Jane H.)
Jane: Nothing new to report, will work with Jason to update the website. It’s has been very time-consuming transferring all the data to a new website.
Jason: has found a platform that we can use to send out mass messaging. There was discussion aboutwho should be trained to use it. Adee and Shana volunteered. Cynthia asked to be included, since she sends out the meeting reminders, etc. Jason: Cost is .049 per message, so it will cost $30 a month or so.
GSR: (Keith):
Keith reports that he attended the Chili Cook Off in Costa Mesa. Traditions Day taking place soon. Mid Southern California Area 2023 Servathon will be taking place on the USS Iowa, November 18. It is a Carnival theme event to learn about the 12 traditions and all are welcome.
Facilities: (Victor)
Absent.
Jack: would like to see baseboards touched up with white paint and a few other things. Adee will reach out to Victor about this. John from Saturday morning meeting donated and installed 4 sets of blinds for windows. Big thanks to John. They look really nice.
Intergroup: (OPEN)
No report. Please announce the commitment is open.
Grapevine Rep. (Patrick)
Patrick: Grapevine has a mobile app, can download from Playstore. Grapevine podcast is also available there, as well as a merch store.
Supplies: (Nick)
$526.54 spent this month. No issues, all good.
Literature: (Shawn)
Absent. Adee posted a note to secretaries that literature prices have gone up, and the new pricing list is posted. No requests for Shawn.
H&I: (Open)
Please announce the commitment is open. No report.
Secretary (Cynthia):
Cynthia: I have updated the new secretary list; however I am still missing secretaries for Monday at 6pm, Wednesday 12noon, Thursday 7pm, and Saturday 4:30pm.
CCC: (Barbara):
Jack: rent goes up to $2800 a month in January. This will be our last year on the lease. When should we start to discuss additional lease? As a business owner, I would start to negotiate the new lease when the rent increases. There was some talk previous about someone else wanting the space.
Bob: Planning department isn’t user friendly. Some discussion of the conditional use permit being expired; and the church wants to leave it alone for now.
Old Business
None.
New Business:
Nikki: suggested the text blast could be used to remind secretaries to report their donations correctly. Many don’t list their meeting name, time, or day. We also need to elect a new co-treasurer.
End of meeting: 10:10 am
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September 2023 San Juan Group Steering Committee Meeting Minutes
Date: September 24, 2023
Start of meeting: 9:10
People present at meeting: Adee M., Steve, Nikki L. , Barbara P. , Bob M. , Nicole D., Shanna S.. Cynthia L., Keith B.
On zoom: Shawn S., Jason, Andrea,
Chair: (Adee)
No report.
Co-Chair: (Shawna S.)
No report.
Treasurers Report: (Bill G.)
Bill: Because Barbara was out of town, the checks weren’t brought over as often. Overall contributions are still up, possibly because attendance is up. The internet cost has gone up $20 a month. Summary of expenses: See Treasurer.
Nikki: (co-treasurer)
Nikki: I met with Bill for training and completed paperwork for signature access to the bank account. When I take over, I would prefer to report the complete financials in the following month’s meeting rather than the partial, for the same month, on the last Sunday of the month. Bill: The financials are completed as agreed per previous vote of the Steering Committee.
Website: (Jane H.)
Jane: I will continue to work on updating the website and have posted the latest minutes to the website. I will continue to update the meeting listing as requested. Jane & Jason request that the Steering Committee Secretary update Orange County Central office with changes to meeting directory.
Adee requests that Jason continues to work on mass communication platform set up; it was approved before covid. Jason commits to continue to work on finding a vendor for this.
GSR: (Keith):
Keith: Events coming up: 12 Concepts workshop on zoom, Oct 1. Secretary Commitment workshop coming up Oct 14 at Laguna United Methodist Church 24442 Moulton Pkwy, Laguna Woods, CA. He’ll post the workshop info on the bulletin board. All secretaries are encouraged to attend. See website for more details: https://msca09aa.org/events
Facilities: (Victor)
Absent. Adee has requested quotes for a couple of different types of blinds for the windows. Barbara reports that Victor added a self-closing arm on the front door.
Intergroup: (OPEN)
Please announce the commitment is open. No report.
Grapevine Rep. (Patrick)
Absent.
Supplies: (Nick)
$371.26 spent this month. No issues, all good.
Literature: (Shawn)
Absent. Adee will request he restock a little more often and post a new price list. Adee will post a notice that prices have gone up, and/or Cynthia can send an email. No formal decision made on this idea.
H&I: (Open)
Please announce the commitment is open. No report.
Secretary (Cynthia):
Cynthia: As requested, I created a flyer asking for help with maintenance for Victor and have posted it. I have updated the new secretary list; however, I am still missing Monday at 6pm, Wednesday at noon, Thursday 7pm and Saturday at 4:30pm. Barbara has made a motion that the Steering Committee add reporting changes in the meeting schedule to OC Central Office to the secretary’s duties, as discussed earlier. Vote passed.
CCC: (Barbara):
No report. The rent is the same until the end of the year.
Old Business, None.
New Business:
End of meeting: 9:56 a.m.
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San Juan Group Steering Committee Meeting Minutes
Date: August 27, 2023
Start of meeting: 9:10
People present at meeting: Adee M., Shanna S., Jeanette W. , Cynthia L., Keith B., Victor M.
On zoom: Shawn S., Jason, Andrea
Chair: (Adee)
No report.
Co-Chair: (Shawna S.)
No report.
Treasurers Report: (Bill G.)
Absent. Adee read the emailed report. Total donations $5190. Total expenses $3930.00. Supplies were paid twice this month. Since Barbara was out of town, there weren’t as many donations collected from the lock box. See Treasurer.
Nikki: (co-treasurer)
Absent.
Website: (Jane H.)
Jane is out of town. Jason reported for Jane. All information has been migrated to the new site. Cynthia: new site looks fantastic!
No updates on text messaging service. The last vendor didn’t respond to Jason’s message, so he will have to start over looking for a new vendor.
GSR: (Keith):
San Clemente Labor Day Picnic coming up on September 4 in sports park. So Cal convention coming up Sept 29 – Oct 1 City of Industry. https://www.aasocal.com/
Discussion of upcoming events dominated the meeting.
Facilities: (Victor)
Victor will talk to the church about purchasing paint for the railing and porch; as well as put the automatic door closer on main door. Cynthia will create a notice of requests for painter/building maintenance, volunteers needed. Please contact Victor at this number.
Intergroup: (OPEN)
No report.
Grapevine Rep. (Patrick)
Absent.
Supplies: (Nick)
$532.53 spent this month. No issues, all good.
Literature: (Shawn)
Expenses on literature have gone up 14%. Spent $133 last week. Will post a new price sheet as soon as possible. Shana and Adee will make a note to post on the table for secretaries about price increase.
H&I: (Open)
Please announce the commitment is open. No report.
Secretary (Cynthia):
I posted a blank list of meetings on the desk for new secretaries to fill out. I have received about half of their information.
CCC: (Barbara):
Absent: Adee talked to Sandy and nothing to report.
Old Business
None.
New Business:
Narcan donated to the group from another group to have onsite in case of an emergency. Safe and easy to use. Jason: should we have a sign posted about it? Shana and Adee will make a sign announcing and post near the defibrillator. Motion made and passed to keep it on site.
Cynthia asked about window coverings for the afternoon meetings especially, as the windows let in a lot of heat in the afternoons. Adee has seen blinds at Home Depot that can be cut to size, she will check on prices. End of meeting: 9:47 a.m.
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JULY 2023 San Juan Group Steering Committee Meeting Minutes
Date: July 30, 2023
Start of meeting: 9:10
People present at meeting:
Adee M., Shanna S.. Patrick M., Shawn S., Steve G., Barbara P., Jeanette W., Bob M., Cynthia L.
Zoom attendee:
Keith, Jane, Bill G, Jason, Heather C., Nikki L., Andrea, Leah G.
Chair: (Adee)
No report.
Co-Chair: (Shawna S.)
No report.
Treasurers Report: (Bill G.)
Bill reports there are more days this period than last. Donations are also up compared to last year for this period. Expenses are normal. Literature normal. Total expenses this month See Treasurer
Nikki: (co-treasurer)
Nikki reports she still doesn’t have access to the bank account. Nothing else to report.
Website: (Jane H.)
Jane reports we are being forced to move the website. It’s a lot of cut and paste grunt work. The web server has been purchased and we weren’t allowed to migrate over. Shaun volunteered to help if needed; he is familiar with this sort of thing.
Shana: brought up the Cox website message pop up. Jason: says to resolve, press input until you get to HTMI1. Someone was playing with the Smart TV and took
it out of HTMI1.
GSR: (Keith):
Keith reports that the DCMC took place and there was talk about changing the preamble on the website. They are looking for a place to hold the next DCMC meeting. GSR Labor Day picnic is Sept 4 at Jim Johnson Memorial.
Facilities: (Victor)
Victor will be back in two weeks.
Adee: gave a report on the air conditioner. The A/C has been serviced. To cool off a room this size it needs to be turned on sooner, ideally 45 minutes before meeting starts. Adee estimates to purchase a new system would cost at least $7,000.
Intergroup: (OPEN)
Intergroup annual Picnic in the Park will be held at Tewinkle park, Costa Mesa, on August 27, 2023.
Grapevine Rep.: (Patrick)
Patrick says there will be an app for the Grapevine available in
September 2023. Non trustee director position open for Grapevine,
requirement is 7 years of sobriety for new position.
Supplies: (Nick)
$406.71 spent this month. No issues, all good. Adee: Costs will be going up, as everything is going up.
Literature: (Shawn)
Shawn reports literature costs have gone up and the Big book is up to
$12.50. There was some discussion about keeping track of literature.
Bill: advises there isn’t an easy way to keep track of it with so many
meetings. Additionally, we haven’t had any major difficulties, so far.
HandI: (Open)
Please announce the commitment is open.
Secretary (Cynthia)
I apologize for not completing the minutes from last month and I will get both done in the next two weeks. New secretaries are slowly filling out their contact info.
CCC: (Barbara):
Rents will be going up; a letter will be sent to the steering committee in October.
Old Business
None.
New Business:
None.
End of meeting: 9:47 a.m.
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JUNE 2023 San Juan Group Steering Committee Meeting Minutes
Date: June 25, 2023
Start of meeting: 9:10
People present at meeting:
Shanna S., Barbara P.. Jeanette W., Jack L., Cynthia L.
Zoom attendees:
Bill G., Keith, Jason, Jane H., Andrea D-S., Heather C. Nikki L., Leah
G.
Chair: (Adee)
Out of town
Co-Chair: (Shawna S.)
Leading meeting. No report
Treasurers Report: (Bill G.)
See Treasurer for Report. Remainder of contributions donated to the various service offices, $1,384.00.
Website: (Jane H.)
No report. Minutes didn’t come in for this month. Jason: there has been some zoom bombing. Each zoom meeting host has the responsibility to block any zoom bombing.
Nikki: (co-treasurer)
Absent: called out of town unexpectedly
GSR: (Keith):
Keith attended the Area assembly meeting. There was some discussion about changing the 12 & 12. Coming up: July 9 Doheny picnic
Facilities: (Victor)
Absent. Headed to Alaska for a 6-week job
Members would like to have the A/C quieter. Jack: will inquire with the church to see if we should pay for maintenance on the A/C or does church pay for that. The only concern – basic call is $89 + isolators cost. Adee will follow up with Sandy regarding A/C maintenance.
Barbara: Church was contacted regarding the vandalism (A car or cars doing donuts in the gravel)
Intergroup: (OPEN)
No report. Laurie is no longer able to do the commitment. Please announce at meetings that the commitment is open. It requires 1 year sobriety and to attend Intergroup meeting in Costa Mesa once a month.
Grapevine Rep: (Patrick)
Nothing new to report.
Supplies: (Nick)
$470.26 spent this month. No issues, all good.
Literature: (Shawn)
Absent. Shanna knows he is replenishing literature as needed.
HandI: (Open)
Chris is not able to continue the commitment. Please announce at the
meetings that the commitment is open.
Secretary (Cynthia)
I will print and post a blank list for the new secretaries to fill out their contact info. I apologize for not completing the minutes from last month and I will get both done in the next two weeks.
CCC: (Sandy):
No report. Absent.
Old Business
None
New Business:
None.
End of meeting: 9:49 a.m.
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May 2023 San Juan Group Steering Committee Meeting Minutes
Date:05.28.23
Start of meeting: 9:11 am
Attendance at meeting: Adee, Shanna V., Nikki , Victor, Jeanette
Attendance on Zoom: Bill G, Cynthia L, Keith, Shawn S. Sandy Banks, Charles, Jason, Andrea, Jess
Chair: (Adee)
No report
Co-Chair: (Shawna)
No report.
Treasurers Report: (Bill)
See Treasurer for Report. . Charles reported Paypal won’t allow members to uncheck box. Bill says yes that is a permanent change. Charles also says some members can’t find where to indicate what meeting. Bill says there is a place to add notes. Additionally, as per Bill/Nikki’s report of envelopes not filled out completely, Adee will put a notice up on the secretary table to remind the treasurer to fill out the envelope correctly.
Nikki: (co-treasurer)
Nikki: She attended a training with Bill. Completely underestimated the amount of time it takes to do this. As a secretary, please put the correct date and the correct day of the week. Lots of incorrect info makes it very difficult to credit the donation to the correct meeting.
Website: (Jane H.)
No report, out of town.
GSR: (Keith)
Labor Day picnic and Beach party being discussed.
Facilities: (Victor)
Victor started repairing the ramp and removing the loose boards. He is working full time in San Diego, and as a result he doesn’t have much time available. Thanks to Keith, Ben & Gordy for their help. Jeanette mentioned the door doesn’t lock. Secretaries need to take responsibility for keeping the trailer locked after meetings. Victor will take care of the automatic door closer and submit receipt. There was discussion about A/C not working well and being loud. Sandy will talk to Fran about servicing the A/C. Victor needs volunteers to help with repairing the ramp.
Intergroup: (Laurie)
Absent. Adee will reach out again, as Laurie has missed the meeting several months in a row.
Grapevine Rep. (Patrick)
Grapevine subscription is finally being received. No other report, Patrick is out of town.
Supplies: (Nick)
We spent $449.20 on supplies. Jeanette: Some people are using two cups because the coffee is hot. Adee and Nick are looking into a double insulated cup.
Literature: (Shawn)
Shawn purchases literature on an as needed basis by keeping watch over the supply in the bookcase. When someone requests it, he picks it up. Bill: We don’t have a way to keep track of what literature is sold. Shanna: As a previous literature person for a meeting, I think it might be appropriate to remind members to report the specific book sold on the envelope.
H and I: (Chris C)
Adee will follow up to see about Chris attendance. H& I meeting is next month.
Secretary (Cynthia L.)
I added Jason’s contact info for Tuesday 8:30 meeting secretary. Sill missing Thursday 10 am Alanon and Friday noon secretaries. Emailed the secretaries to remind them to attend the monthly steering committee meeting.
CCC: (Sandy)
No report.
Old Business
None.
New Business:
None.
Meeting close at 9:41
End of meeting
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April 2023 San Juan Group Steering Committee Meeting Minutes
Date: 04.30.23
Start of meeting: 9:11 am
Attendance on Zoom:
Keith, Jane H., Jeff F., Bill G., Jason S., Betty, Charles, Bob S.
Attendance at meeting:
Adee Mc., Shanna S., Victor, Mike M, Nikki, Jeanette W., Cynthia L.
Chair: (Adee)
Co-Chair: (Shawna)
Treasurers Report: (Bill): See Treasurer for Report.
Following up from last month, Adee asked how many people have access to the account. Per Bill: Michele, Barbara, Bill, Jack, Nikki, Sandy, and Jane.
Nikki: (co-treasurer)
Nikki: attended a training with Bill. Completely underestimated the amount of time it takes to do treasurer committment. She suggests to all meeting secretaries: please put the correct date and the correct day of the week. Lots of incorrect info on the contribution envelopes makes it very difficult to credit the donation to the correct meeting.
Website: (Jane H.)
Doesn’t have any new info, please let her know of any changes to the meeting schedule, and she’s open to suggestions on updating the website.
GSR: (Keith)
PRASSA (Pacific Regional AA Service Assembly), a GSR event, and Tri State Round Up, Laughlin, NV coming up. Discussions at GSR meeting: 1) where to have the Memorial Day picnic, 2) discussion of creating a plain language big book, and 3) eliminating saying the Lord’s prayer at the GSR meeting.
Facilities: (Victor)
Attended last night’s 6pm meeting, a member had trouble getting up the ramp. Will address this asap, looking for help with doing the work. His old employer has called him back to work in San Diego, so he won’t have much time. He cleaned out the drain, so mud doesn’t flow across the sidewalk outside. Will install isolators on the A/C so it’s quieter. Suggests we request servicing on the unit; and add a smart thermostat to have the AC come on a half hour before meetings. Would also like to install a door closer, around $70, to keep air conditioning inside.
Adee: will reach out to Sandy regarding having the AC unit serviced, is that our responsibility or the church. Victor would like approval of the expenses on the thermostat, and door closer. Nikki pointed out that Victor has $150 budget already approved, so he can go ahead on the door closer. Jason: I can get a Nest thermostat heavily discounted or free.
Intergroup: (Laurie)
Absent. Adee will reach out, Laurie has missed meeting for several months.
Grapevine Rep. (Patrick)
No report.
Supplies: (Nick)
We spent $576.00 on supplies this month. We are stocked up on everything except cups and Nick will purchase once committee has voted. Committee voted on paper vs. Styrofoam cups, paper approved. Jeanine asked about lids, not included in the price. Nick has purchased some lids, but they are plastic. He will go ahead and put some out. Generally, the lids aren’t used, so hopefully that is ok. He did try to get paper lids or compostable ones, but they didn’t fit.
Literature: (Shawn)
Shawn was absent. We are running low on literature, and Adee will follow up.
H and I: (Chris C)
Not present.
Secretary (Cynthia L.)
Emailed and texted the secretaries to remind them to attend the monthly steering committee meeting.
Missing only a few more secretaries’ contact info: Tuesday 8:30 Life is Good, Thursday 10 am Alanon and Friday noon discussion. Please send me that info if you can.
CCC: (Sandy)
Absent: No report.
Old Business
Cups Vote. See Supplies report.
New Business:
None.
Meeting close at 9:39
End of meeting
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March 2023 San Juan Group Steering Committee Meeting Minutes
Date: 03.26.23
Start of meeting: 9:11 am
Attendance at meeting: Shanna S. Jason S., Kathy C., Andrea D., Jeff F., Charles, Shawn S., Cyndi G., Mercedes W., Keith B., Chris C., Brenda V., Jeanette W.
Attendance on Zoom: Bill G., Betty, Barbara P., Kellen, Caitlin O., Jess, Sandy B.
Chair: (Adee)
No report
Co-Chair: (Shawna)
Introduced Kellen to the group.
Treasurers Report: (Bill)
See Treasurer for Report.
member)
Nikki: (co-treasurer)
Absent
Website: (Jane H.)
Absent, Traveling. Jason: schedule and website up to date. Adee: last I checked meeting schedule was up to date.
GSR: (Keith)
Convention at the Hilton Costa Mesa coming up. PRASSA is also coming up, a GSR event; I can’t attend this year. If
there is anything important decided I will be sure to report back. Literature prices to go up next month.
Facilities: (Victor)
Victor absent. Adee: We put up a new railing and anti-skid on the steps. Jack: The goal is to do our best to keep up trailer
without involving the church. Victor will look under the trailer to assess the soft spot in the floor.
The heater is loud. Victor could replace the rubber isolators. Will get the cost and bring it to the next meeting.
Cynthia: can we replace the old heater/cooler with a mini split to be more efficient? Nikki suggests we must have the
electricity cost from the church to compare to a newer system that might be more cost effective to run. Adee: Will
investigate putting in a new heating/cooling unit.
Intergroup: (Laurie)
Absent.
Grapevine Rep. (Patrick)
Absent. Adee: purchased a 3-year subscription for the group and when it arrives, she’ll put it in the grapevine meeting’s
folder.
Supplies: (Nick)
We spent $395.82 on supplies this month. Cost analysis on paper vs. Styrofoam cups is as follows: based on an average
month, Styrofoam would cost $51.12, and paper would cost $107.74, resulting in an increase over a year of $678.24.
Chris: Bottom line Styrofoam never ever breaks down. Discussion is tabled until May meeting.
Literature: (Shawn)
Prices have already been increased. Literature overstock is generally available in the locked cabinet outside the
restrooms. Adee asked about a new pricing sheet, and Shawn will pick one up.
H and I: (Chris C)
Chris has picked up a panel, and will attend H& I meeting next month.
Secretary (Cynthia L.)
Emailed and texted the secretaries to remind them to attend the monthly steering committee meeting. Missing contact info
on the following secretaries: Tuesday 8:30 am Life is good meeting, Wednesday 6pm 11 th Step meeting, Thursday 10am
Alanon, Friday 12 noon Open discussion meeting, Saturday 4:30pm Living Sober and Saturday 6pm Around 40’s
meeting.
CCC: (Sandy)
No report. Adee: Victor is continuing to work on the ramp. Church is happy.
Old Business
Cleaning supplies have been moved next to the refrigerator for easier access. Grapevine meeting has been added to the
schedule. Women’s restroom has a new sign to encourage men to put down the seat.
New Business:
None.
Meeting close at 9:39
End of meeting
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February 2023 San Juan Group Steering Committee Meeting Minutes
Date: 02.26.23 Start of meeting: 9:11 am
People present at meeting:
Jeff, Bill G, Scot R., Jason, Charles Keith, Barbara P.,, James, Caitlin O, Sandy Banks, Andrea DS, Kathy C, Chris Cornell, Shanna S., Adee M, Michele R, Victor M, Jess S., Cynthia L, Nikki L, Jeanette W., Mercedes W, Jack L
Chair: (Adee)
Keegan will be here to introduce the new Saturday meeting to the group. (He didn’t make it)
Since Kenny has passed away, we will entertain a motion to vote Victor in as Facilities. Jack made a motion, motion 2nd by _________, voted and motion passed.
Co-Chair: (Shawna)
No report
Treasurers Report: (Bill)
See Treasurer for amounts.
Charles: Can we change the budget line about zoom misc to internet and zoom. Voted and approved.
Jack: how many people have access to the accounts? 3 including Barbara (as a CCC member)
Nikki: (co-treasurer)
Nikki will be training with Bill in the near future, and eventually made a signer on the bank account also.
Website: (Jane H.)
Absent,traveling. Jason: schedule and website up to date
GSR: (Keith)
There is an option for each group to sponsor a plastic wrap of literature for $15. They can decide what literature goes into it. Will post GSR minutes to the website with Jason’s assistance.
Costa Mesa is putting on a St. Patrick’s event, March 17. There is a dance, meeting, pizza etc.
Facilities: (Victor)
Brian took care of the burnt outlet under the cabinets last week. Victor wanted to know who would I email issues to? Jack: email Sandy. Victor reported someone else painted the stairs, didn’t know who. He had roughed up the steps and the paint made it slippery again. Betty had requested a better handrail. Victor is looking into it. Will send pictures of options to Sandy and Adee.
Jack: The goal is to do our best to keep up trailer without involving the church.
Victor will look under the trailer to assess the soft spot in the floor.
Heater is loud. Victor could replace the rubber isolators. Will get the cost and bring it to the next meeting.
Cynthia asked if we could replace the old heater/cooler with a mini split to be more efficient. Nikki suggests we must have the electricity cost from the church to compare to a newer system that might be more cost effective to run.
Intergroup: (Laurie)
Absent.
Grapevine Rep. (Patrick)
Absent, unable to log in. Shanna gave report for him: AA grapevine has a half hour variety podcast. New ones released on Mondays. Michele says it’s very good.
Supplies: (Nick)
Absent. Nick sent his report to Adee: we spent $738.10 on supplies this month of which $383.70 was for coffee. Coffee consumption has been increasing due to the addition of some meetings, and increased attendance. We are currently stocked up with no pressing issues. Will ask Nick to not purchase any additional cups until we review the type of cups again in May.
Information added from Nick: Regarding cups cost: (1000) of 8 oz. paper cups cost $83.80 at Smart and Final while a case of styrofoam only costs $39.80. Nick will provide figures on how many cups we use in a month at the next steering committee meeting. He also suggests we could purchase ceramic cups at Dollar Tree, a cost of approx. $50. This wouldn’t add to landfill and provide a service position to wash the cups.
Literature: (Shawn)
Absent. Had to work.
Report via email: no updates for February and will inventory our literature this coming month.
Chris C. wants to revisit coffee cups to switch to paper as Styrofoam cups are ecologically damaging (never goes away).
Revisit issue in 3 months. Request secretaries announce for members to bring their own cups.
H and I: (Chris C)
Will attend H and I meeting next month.
Secretary (Cynthia L.)
Emailed and texted the secretaries to remind them to attend the monthly steering committee meeting. Missing a few of the secretaries.
CCC: (Sandy)
The CCC is open to us repairing the ramp. Victor has researched the repairs. Not too much in cost, except for paint. Church is very happy with us 😊
Chis C suggests we pay Victor, he can’t do all this for free. Victor disagreed and is good with donating his services for now.
Old Business
Paper cups are twice the cost. Will discuss again in 3 months once current supply is used up. (May 2023)
More old business: working on moving cleaning supplies so they are more accessible.
New Business:
Jeff: Grapevine meeting needs to be added to the meeting list online. Jason will assist with that. He also wanted to know if the group has a Grapevine subscription. Yes, per Michele.
Shawna: It’s announced at meetings that people can borrow the grapevine copies.
CCC says we can put up temporary signs for saving close spaces for those who need to park closer. Adee was given info on something we can buy and will move ahead with that.
Michele is looking up California law to see if we can restrict only women to use the women’s restroom. There is frustration with men who leave the seat up.
Meeting close at 10:09
End of meeting
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January 2023 San Juan Group Steering Committee Meeting Minutes
Date: 01.29.23
Start of meeting: 9:10
People present at meeting:
Adee, Shawna, Bill, Niki L, Cynthia, Sean, Jane H, Patrick, Keith, Kathy, Charles, Barbara, Andrea D, Jason, Betty, Victoria, John, Kaitlin O, Jeanette, Mercedes, Cindy, Nikki
Chair: (Adee)
No report
Co-Chair: (Shawna)
Request for a new meeting: Saturday 7:30 – 8:30pm, Beginner with Speaker, part of the group, don’t know yet if they are closed or open, mixed meeting
Next time group will request the person attend the Steering Committee in person
Adee made the motion, Halley 2nd, New meeting Approved.
Sean moved, Patrick 2nd : person who wants to start a new meeting, must attend the Steering Committee meeting. Approved
Treasurers Report: (Bill)
Increased prudent reserve 😊
Rent went up. See Treasurer for Report.
Motion made by Halley to switch to paper cups and lids. Cynthia 2nd. Motion tabled and Jason suggested we research and bring back information. Mercedes will research.
Alanon meeting Thursday 5pm has been paying less rent; CCC will follow up and report back.
Website: (Jane H.)
No report.
GSR: (Keith)
Will attend upcoming meeting and report back.
Facilities: (Victor)
Issue with flooring in trailer, also burnt outlet could cause fire issue. He will paint the steps, and rough up the steps to prevent slippage.
Victor will also work on the handicapped ramp. Adee researched older minutes, noting that the church is responsible for maintaining the outside. Jason says that the church wanted to be responsible.
Kenny is in the hospital; Victor informally voted in. Jack suggested we approve this change in the meeting. Jack also suggests Victor needs to give an estimate to Sandy and then bring a cost total to the group for approval for all work.
Betty would like to see more handicapped parking, as well as an easier way to hold the railing at the stairs. Jason suggested we put up some signs regarding parking farther away if you can easily walk, leaving up close spots for those that need them. Jack suggests we ask Sandy to ask the church if it’s ok for us to put up unofficial handicapped signs up.
Victor responds to the handrail question: would like to bring it up to code.
Intergroup: (Laurie)
Absent: no report
Grapevine Rep: (Patrick)
Grapevine is seeking stories from veterans, submit by Feb 15
Supplies: (Nick)
Absent. See report above under Treasury
Literature: (Shawn)
Will watch literature trends and order as needed.
H&I: (Steven B.)
Absent. H& I meeting is first Wed 7pm at Canyon Club
Secretary (Cynthia L)
Jason will meet with the text message service and put it in place, since it is already approved. This allows the secretary and chair to send information out on meetings (without using their personal phone, correct?)
CCC: (Barbara)
First year rent 2300, second year 2800
Old Business
None
New Business:
Saturday new meeting will come to steering committee to introduce themselves. Jack to discuss with Sandy regarding new meeting and procedure.
Cups motion
Barbara: trailer access code not working.
Halley says it works sometimes and not others; Jack tested it, seems to work.
Victor cleaned out corrosion last time he changed the batteries, batteries to be purchased by Victor and receipts submitted.
Jack: Requests last meeting of the night should sweep and mop, take out trash. He’s spoken to Thursday night meeting. Shawna says the new Saturday meeting knows they have to clean up after the meeting. Steering committee holds secretary responsible for cleaning up, secretary should request as much help as they need. Jack will maybe move cleaning supplies from men’s restroom to a more accessible area.
Victor asked about the heater, and who is in charge of turning it off/on. Adee says secretary is in charge of each meeting, and it’s an individual meeting issue, not for the steering committee.
End of meeting
Serenity prayer
Meeting ended 9:56
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December 2022 (January 8th) San Juan Group Steering Committee Meeting Minutes
Date: Jan. 8, 2022
Start of meeting:
People present at meeting:
Bill, Halley, Shanna S., Betty, Jason , James, Mike M., Chris C., Jack, Adee, Michele, Laurie, Charles , Andrea, Barbara Petty, Becca Bristow
Chair: (Mike M.)
• Rent & Lease for Trailer: Past rent was $1800; rent increase to $2300 acceptable and Church offered second year lease to raise rent to $2800 in 2nd year. Before COVID, rent was $3200+.
o Does not appear rent is based on number of meetings.
o 1 year option in contract with notification 60 days prior to end of lease (Dec. 31, 2023) & church reserves option to use the facility if necessary.
o Chris suggests 4-5 year lease at $2500/month – but Jack was at meeting and church not comfortable with more than 2 year lease.
o Mike M. moves to accept 2 year lease; seconded and motion approved. 2 year lease
• Prudent Reserve & Cash Account: See Treasurer for Report. . Issue is whether we expand the prudent reserve to include that money and what to do with the extra cash.
o Separate issue of separate bank account.
See Treasurer for Report.
o Motion to increase prudent reserve to $21k, approved and passed.
o Cash reserve account now has $4k; discussion of whether this is too much. Motion to keep $2000 in cash reserve, approved and motion passed.
• 7th Tradition & New Meetings: Issue of whether new meetings should be allowed to have time to ramp up; suggested $25 – first month, $50 – second month; $75 – third month; $100 – fourth month and thereafter, $100/month.
o SJG meetings have had the goal of having $100/month 7th tradition, never stopped a meeting just bc they couldn’t continue.
o PayPal issues and small meetings that can’t make $100 threshold; however, each meeting should be fully self-sufficient so meetings should have requirement of $100/month.
o Motion as to whether we should have any ramp up meeting again, no second, motion fails.
Co-Chair: (Adee)
Nothing new to report.
Treasurers Report: (Bill G.)
Month and half since last meeting so many contributions this last period.
Expenses were fine.
Al-Anon meeting Thursday, at 5:30pm – attendance getting lower and lower; report to CCC, not SJG.
Sandy and Barbara from CCC
Website: (Jane H.) Absent
GSR: (Open position)
Facilities: (Skip R.). – Kenny filling in.
Nothing new to report.
Intergroup: (Laurie)
Nothing new to report.
Grapevine Rep.: (Becca B.)
Non-trustee director position open for Grapevine.
Supplies: (Halley)
$892.22 was spent on supplies since last meeting. $407.70 was for coffee and $273.12 was for 1500 secretary/treasurer envelopes which will last until the end of the year.
Literature: (Fred) Absent
H&I: (Chris C) Absent
Application still not approved. Will start and trying to get into institutions.
Secretary (Halley)
Nothing new to report.
CCC: (Jack in for Sandy):
Going to get Lease back to church, Sandy and Barbara going to
0 complaints from Church & love having us here
Old Business
None
New Business:
Elections
• Chair: Adee
• Co-Chair: Shanna S.
• Treasurer: Bill
• Co-Treasurer: **expressed interest at meeting: Nikki
• Secretary: Halley, until filled **expressed interest at meeting: Cynthia
• GSR: vacant
o Note: Jaywalker meeting felt left out for not getting a GSR representative; Secretary or another rep from the meeting supposed to attend Steering Committee meeting and get the report; Betty going to relay that back.
• Website: Jane
• Facilities: Kenny
• Intergroup: Laurie
• Grapevine: Laurie
• Supplies: Nick
• Literature: Nick
• H&I: Chris
• CCC: Sandy B.
Group text service approved.
End of meeting: 9:55 a.m. (Halley had to leave, received information from Adee to complete minutes.)
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