Minutes from the OIAA 29 July 2023 Assembly

The Assembly was opened by the OIAA Chair, Susan R., at 2:05 pm EST (11:05 am PT, 7:07 UK/Portugal)  with a moment of silence followed by the Serenity Prayer. She then introduced the newest Board Member, Vice-Chair, Nona C. Nona said she has a service sponsor, a sobriety date of November 15th, 1990, has a love for alcoholics anonymous and OIAA, and her home group is an online meeting.  She has served on several service committees in OIAA.

Announcement of Quorum

• Mark M, Technology Chair, announced that we had a quorum.

Minutes of

Minutes of June 17^th, 2023 Assembly

• The minutes are not available yet but the transcript is on the website.

Chair Report – Susan R., OIAA Chair

• The Chair provided her report to the Assembly. Click here for the Chair report

Treasurer’s Report –  Jennifer B., Treasurer

• 7th Tradition report 
• Balance Sheet 
• Budget Variance 

• Budget Variance. Our 7th tradition for the month was approximately half of May, a little over $4,700. A lot of groups tend to give quarterly. So, you’ll see upticks in January, April, July, and October.
• Expenses included the organizational fee, the last item. It was a registration with the New Jersey charitable registration.  Our PayPal fees are associated with the influx of income. Professional fees is our accounting system. Conference expenses were for the attendance at the National Alcoholics Anonymous Technology Workshop (NAATW). The convention costs are prorated for the upcoming 2025 international convention  which we are accruing over time.  The expense for the daily database maintenance has to do with analytics of our new website. Translation services were for our Assembly and our birthday celebration. Other technology were for our Google costs, video conferencing, a monthly Zoom fee. It allows us to have up to 500 people in this room. The largest expense is getting the website up and running.
• Net income for the month was a negative $3,000.
• On the Balance Sheet we have cash of $86,000. Thes accrued expense that has to do with that small accrual of a $143 per month for the International Convention in 2025.
• Our current earnings for the year to date is a negative $1,500 which is due to $22,000 from the prior year’s distributions which occurred in this year.
• The third report is our Contributions report. This is our contributions by groups and individuals for the month. What’s important here is  for IGRs to make sure that their group is being recognized. Sometimes when an individual sends money in, the money is for actually for their group. Please reach out to treasurer@aa-intergroup.org and this will be corrected.
• This month we had 63 different groups and individuals contribute to OIAA.
• In December, we will vote on the 2024 Budget at the Annual Meeting.  As part of the budget process, we determine what to do with funds over our Prudent Reserve and then distribute excess funds at the beginning of 2024.  We hold a year’s worth of funds for the budget and then we distribute any excess funds beyond that.  We distributed $21,209 this year.
• Regarding the Grapevine distribution, it covered 160 plus subscriptions for people who reach out to Grapevine, mostly people who are incarcerated. We contributed 20% to the International Literature Fund, their mission is to translate the Big Book into other languages. We can only contribute to 501c3 entities recognized in the United States.

New Business

A. The Treasurer presented the proposed Vendor Process as follows:

OIAA Vendor Process:

1. Determine what vendor you would like to use and have them provide a contract. If the vendor does not produce their own contract, please download our Contract form and send it to the vendor.
2. Submit the signed contract to chair@aa-intergroup.org.
3. After receiving the approval of the OIAA chair, request vendor (if it is an individual and a US citizen) to fill out https://www.irs.gov/pub/irs-pdf/fw9.pdf and have vendor send it to treasurer@aa-intergroup.org.
4. Ensure that the money that is going to be spent is already in the budget. If not, please download and submit an unbudgeted request form to treasurer@aa-intergroup.org.
5. If it is in the budget, services can be contracted. If not, the unbudgeted request may be approved by the Board if it is under $500. If it is under $500, the board has the discretion to bring the expense for an assembly vote if they believe that it needs a full group conscience. If it is over $500, it will need to go before the Assembly for approval/disapproval. After the unbudgeted expense is approved, services can be contracted.
6. After services are rendered, the vendor should send an invoice to the requester. After review, the requester forwards the invoice to treasurer@aa-intergroup.org. This lets the treasurer know that the services have been rendered and should be paid.
7. Treasurer makes payment.

The Treasurer presents any Unbudgeted expenditure requests to the Assembly for approval.

B. The Board adopted a policy that any unbudgeted expenditure exceeding $500.00 will be approved by the Assembly at its next regularly scheduled Assembly.

The Treasurer notes:

OIAA’s standing committees and general operations are currently experiencing a rapid and steep learning curve in the development of its online and international communications. The Treasurer asked OIAA’s standing committee chairs to submit ideas they have for expanding their 12-Step work.

Motion:  The motion was made and seconded that an unbudgeted request may be approved by the Board if it is under $500. If it’s over $500, it has to be approved by the Assembly.

Discussion included: Several committee chairs gave examples of requests that may come to the Membership for approval.Vote was 52 yes and 3 no.  Since there was no minority opinion expressed, the motion carried.

C. The following Unbudgeted Expense requests were submitted to the Assembly for a vote of approval:

1. Unbudgeted Funds Request- Jeff B., OIAA Secretary

This is the cost for a 2nd person to attend the ICOAA Conference in Cincinnati. This is an important annual Conference between all the local Intergroups in the US/Canada and GSO/Grapevine where many good contacts can be made to assist local Intergroups with issues relating to online groups.

Motion was made and seconded for the Secretary to attend the ICOAA Conference in Cincinnati, to cover Conference expenses of registration, airfare, accommodations and per diem for food of $1,500.

Discussion: The Chair’s attendance was part of the budget approved in December. OIAA has sent one Board member for a number of years. The Chair and the Secretary have been asked to present a workshop about OIAA. The Chair will make a report to the Membership afterwards. Jeff has developed a relationship with ICOAA, an organization that has not always been welcoming to online intergroup. The goal is to work with other Intergroups and GSO & Grapevine to provide information about issues with online groups.

Link for Unbudgeted Funds Request Form for Secretary

Vote: There were several votes including amending the motion to include Jeff B’s name. The final vote was 52 votes with 41 Yes  (76.9%) and 11 No (23.1%).

2. Unbudgeted Funds Request: Technology

Web Hosting/Management

Maintain and manage the Google Cloud environment webhosting service. Initiate and manage any support cases submitted to Google Cloud Support Services. Perform ongoing updates and modifications for: IGR Hotlist Page, Assemblies, Forums, Workshops – pre and post event (archives). Maintain and update WordPress plugins.

OIAA has not previously paid for 3rd party Website Admin/Management services. The growth of OIAA and the evolution and enhancements in its use of technology have been significant in the past year. Included in this growth is the release of a new OIAA Website, designed to provide information and increase collaboration in expanded ways. While many aspects of the website will be administered and updated by volunteers of the Technology committee and will be self-serviced by OIAA Committees themselves, the core website platform requires dedicated support and maintenance beyond the scope of volunteer work and commitments. With traffic of over 800,000 visitors a month, the OIAA website effectively serves as our Central Office, and maintaining its performance and functionality is essential. Providing for paid outside service gives OIAA the best opportunity to accomplish this goal.

This will be a recurring expense.

“$57/hr for 10 hrs a week for 17 weeks. It will start on September 1, 2023, and end on December 31, 2023.

Motion – That the total request for Technology will be $9,600 to hire an outside professional from September 1 – December 31 to maintain and manage the Google Cloud environment webhosting service.

Link for Unbudgeted Funds Request Form for Technology

Discussion: $57 is very reasonable.  Recognized the value of the website.

Vote: There were 52 votes with 51 Yes {98%} and 1 No (2%).  There was no minority opinion so the motion carried.

3. Unbudgeted Funds Request- Unity

The Unity Committee, Finance Committee and Board voted to support the OIAA sponsored event on October 13-15, the 2nd International Convention for Online Groups. The Board endorses this event for our international membership. We are committed to supporting them with finances and services. Unity requested $5,070 for translation services for this event: $65 x 2 people x 2 languages x 12 hours for $3,120 and 3 languages for the other sharing section of 5 hours: $65 x 3 languages x 2 people x 5 hours = $1950 for a total of $5,070.

Motion: To approve Unity Committees request for translation services of $5,070 total.

Link for Unbudgeted Funds Request Form for Unity

Discussion: Carlos D, Unity Committee Chair, stated that this is the second year of a 3-day convention that was organized entirely by alcoholics in recovery from Latin America, especially South America. We’ve been involved with the organizing committee (Portugal, Brazil, Argentina, Colombia, Bolivia. Honduras, and the US and Canada). We had about 900 people last year.  We have asked the Board and Membership to support the International Online Convention event including translators for three spoken languages: English, Portuguese, and Spanish. Participants will be welcome worldwide. ASL translation is difficult because each country has a different signing language

Vote: There were 47 votes with 43 Yes {91.5%)  and 4 No {8.5%}. There was no minority opinion expressed so the motion carried.

D. Bylaws Changes-presented by OIAA Treasurer

1. Motion: Remove the Finance Chairperson from the OIAA Board of Officers and change the Bylaws Section 4.01 Officers:

Section 4.01. Officers. The Voting Members shall elect the following Officers: a President (hereafter referred to as “Chairperson”), a Vice President (hereafter referred to as “Vice Chair”), Secretary, Treasurer, Finance Chairperson, and Technology Chairperson. Elections will be held annually.

Background: The reason that the Finance Chairperson should be removed from the above section is that the Treasurer already holds a position on the Board of Directors in a financial position. Having an additional Board member from Finance is unnecessary and may skew decisions from a financial perspective.Discussion: This requires a two-thirds vote. Historically, the Finance Chair is not on the Board but chairs the Finance Committee and works with other committee chairs regarding the budget.

Vote: There were 48 votes with 40 Yes (83%) and 8 No (17%). Minority opinion was heard but a Motion to Reconsider did not pass (44% Yes). The original vote stands. Therefore, this section of the Bylaws now reads:

“Section 4.01. Officers. The Voting Members shall elect the following Officers: a President (hereafter referred to as “Chairperson”), a Vice President (hereafter referred to as “Vice Chair”), Secretary, Treasurer, and Technology Chairperson. Elections will be held annually.

1. Motion: Change Bylaws subsection 4.01(d): Treasurer of the Bylaws and add: The Treasurer and Alternate Treasurer will lead the Finance Committee.

Section 4.01(d): Treasurer. The Treasurer maintains the Intergroup’s corporate financial records, tax returns, detailed accounting of receipts and disbursements; and provides summaries and reports to the Intergroup at least quarterly. The Treasurer and Alt Treasurer lead the Finance Committee. The Treasurer works with the Finance Committee to prepares the annual budget and presents it to the Member Assembly for a vote. The Treasurer receives contributions and maintains the Intergroup’s funds in an account in the name of the Intergroup. With approval of the Board, the Treasurer oversees and maintains any financial professional services.

Background:

Changing the Finance chair to the elected position of the Treasurer is in alignment with other committees within OIAA, such as the Technology Committee where the Technology Officer serves as the committee chair. It solidifies the idea that there is a definite singular point person for financial matters. The Treasurer also has the fiduciary responsibility, not the committee, to provide the budget. The Treasurer will receive input from the committee, but the budget is ultimately the Treasurer’s responsibility.

Discussion: Chairing a committee and being Treasurer is too big of a job. There is already an Alt. Treasurer keeping an eye on the finances and co-signing. Currently, all decisions of the Treasurer are reviewed by the entire Board of Trustees. Experience in AA shows more checks and balances is better. 

Motion to postpone the motion to add The Treasurer and Alt Treasurer lead the Finance Committee. The motion to postpone passed with 43 votes of which 32 voted Yes (72.1%) and 12 voted No (27.9%).

Motion to adjourn was made and seconded.  The Assembly closed at 4:14 pm EST (1:14 PT. 9:14 pm UK/Portugal)

Motions Summary

• The motion was made and seconded that an unbudgeted request may be approved by the Board if it is under $500. If it’s over $500, it has to be approved by the Assembly. The vote was 52 yes and 3 no.  There was no minority opinion so the motion carried.
• Motion was made, seconded, and approved for the Secretary to attend the ICOAA Conference in Cincinnati to cover Conference expenses of registration, airfare, accommodations and per diem for food of  $1,500.  There were several votes including amending the motion to include Jeff B’s name. The final vote was 52 votes with 41 Yes  (76.9%) and 11 No (23.1%).
• Motion was made and seconded to approve the Technology unbudgeted request for the Technology committee to hire an outside professional from September 1 – December 31 to maintain and manage the Google Cloud environment webhosting service for a total of $9,690. There were 52 votes with 51 Yes {98%} and 1 No (2%).  There was no minority opinion so the motion carried.
• Motion was made and seconded to approve the Unity Committee’s unbudgeted request for translation services of $5,070 total. There were 47 votes with 43 Yes {91.5%)  and 4 No {8.5%}. There was no minority opinion expressed so the motion carried.
• Motion made and seconded to approve a change to the Bylaws Section 4.01 Officers to remove the Finance Chairperson from the OIAA Board of Officers. The Bylaws Section 4.01 Officers now reads:
  • Section 4.01. Officers. The Voting Members shall elect the following Officers: a President (hereafter referred to as “Chairperson”), a Vice President (hereafter referred to as “Vice Chair”), Secretary, Treasurer, and Technology Chairperson. Elections will be held annually.
• There was a motion to postpone adding “The Treasurer and Alt Treasurer lead the Finance Committee” to Bylaws Section 4.01(d): Treasurer. The motion to postpone passed with 43 votes of which 32 voted Yes (72.1%) and 12 voted No (27.9%).

Humbly Submitted,
Amelia L., OIAA Alt. Secretary
Jeff B., OIAA Secretary