minutes – Jan 2024 – Online Intergroup of Alcoholics Anonymous

Minutes for 14 Jan 2024

3Attendees:

Beth A., International Trustee

Jeff B., Secretary

Jennifer B., Treasurer

Nona C., Vice Chair

Amelia L, Alternate Secretary

Sean L., OG Bad Brains, IGR, Hawaii group

Mark M., Technology Chair

Susan R., Chair

 

Susan R., the Chair, called the meeting to order and opened the meeting with the Serenity Prayer at 2:02 pm EST.  

 

Review of Officer Board minutes – Jeff B., Secretary

  • Jeff reviewed the minutes from the 11/16 Officer Board meeting.  There were no corrections.  Mark M. made a motion to accept the minutes as presented which was seconded by Nona C. The 11/16 minutes were approved unanimously.
  • Jeff then reviewed the minutes from the 12/10 Officer Board meeting. Susan commented that there was a consensus of 4 of the 5 Officers on the handling of Barry M.’s email to the Board.  Jeff stated that he will make that correction. Mark M. made a motion to accept the minutes as amended which was seconded by Jennifer B. The 12/10 minutes were approved unanimously.

 

Treasurer’s Report – Jennifer B., Treasurer

  • Jennifer reported that the December reports were presented at yesterday’s Finance committee meeting.  She stated that several accruals were made on the revenue and expense sides for the end of 2023.
  • She stated that the Finance committee decided to modify the Contribution report to combine all the individual contributions into a single line. 
  • Jennifer mentioned that she has begun the process of applying for a Stripe account as an alternate payment method in addition to PayPal. She stated that this should not be a lot of additional work because Stripe has a feed in Mercury similar to the one from PayPal. 
  • She asked the Board whether we are good with using Stripe as an alternative payment method. Beth A. noted that Stripe supports over 135 currencies and a number of payment methods from different countries. Both Jeff and Mark commented that they are not familiar with Stripe but are supportive based on Beth’s comments.
  • Nona C. made a motion that Jennifer B. continue with the application process for Stripe which was seconded by Jeff B. The Board voted unanimously to approve the motion.
  • Jennifer B. reported that there is a ticket submitted that will remove us from the PayPal Giving fund, She stated that if we receive any funds from the PayPal Giving fund, they will be returned.
  • The Finance committee discussed whether to charge for the planned OIAA International convention and decided that we should not charge for this event. She stated that she referred to the pamphlet on Conferences and Conventions (MG-04) and the pamphlet for Intergroup events (MG-02).  Beth A. reported that there were concerns that the membership was not involved in making the decision to have an international convention.

 

Board Approval of the PIC and CPC – Susan R., Chair 

  • Susan stated that Mary M. has volunteered to be the PIC chair and Gwen Mc, volunteered to be the CPC chair.
  • Susan asked for approval of Mary M. as the PIC chair.  Mark M. asked whether Mary would continue as the Registrar and Susan stated that she would.  Mark asked the Board how we feel about her holding both positions as he was not in favor of that.  Jeff B. stated that he felt that someone should not hold two positions at this level and that if she was going to be a committee chair that she should concentrate on running the committee. Nona pointed out that in her previous role Mary was doing both jobs as the Steppers chair and the Registrar. Nona pointed out that the Registrar is a non-voting position.
  • Susan called for a vote for Mary M. as the PIC chair.  The vote was 4 to 1 and there was no minority opinion.
  • Jennifer B. made a motion to accept Gwen Mc. as the CPC chair which was seconded by Nona C. The Board voted unanimously to approve the motion.

 

Vice-Chair Report – Nona C., Vice-Chair

  • Nona stated that the IGR Forum is ready to proceed.  She reported that there will only be one committee, the Communication committee, presenting because there is a great deal of information on their committee to present. The video, the Role of the IGR, will also be shown.
  • She reported that she will continue her investigation of DeepL now that the holidays are over.
  • Nona also mentioned that she will be focusing on the mission statement.

 

Guideline Review – Jeff B., Secretary

  • Susan stated that the Guidelines are complete with the exception of the Archivist and Registrar role descriptions.  She felt that we could approve the Guidelines with placeholders for these two positions.
  • Jeff reported that he has received a document back from the Communication committee with the margins corrected which Jeff had been unable to do.
  • Jeff reported that Lesliee, the Communications chair, expressed concern that the 3rd legacy process is the intellectual property of GSO and that we should modify our version of the 3rd legacy process. Jeff let Lesliee know that the 3rd legacy process is used throughout AA by Districts and Areas and that we should not modify the process.  He stated that there is no trademark or service mark for the process itself. 
  • Susan mentioned that in doing some research she encountered the 3rd legacy chart in a variety of places. Jennifer stated that it was her understanding that AA groups and entities could use copyrighted materials from GSO and that she saw no reason for us not to use the 3rd legacy chart from the Service Manual.  Susan agreed and stated that we should be able to do that as long as we give the proper attribution to the source.
  • Jennifer B. made a motion to approve the Guidelines with the inclusion of the 3rd legacy chart, citing GSO as the source, and placeholders for the Registrar and Archivist roles to be included when those role descriptions are complete. Jeff B. seconded the motion and the Board unanimously approved the motion.

 

Secretary report – Jeff B., Secretary

  • Jeff reported that the Annual report for the State of NJ is due every year by the end of January. He stated that this report has been submitted and we are all set for 2024.  Jeff reported that he paid the $33 fee with a personal credit card for this year but that this fee should be paid with a Mercury credit card next year.  He reported that the Annual report has been uploaded to the Board Book.
  • Jeff reported that we have made good progress in creating our Board Book.  He stated that the Board Book is currently a little over 60% complete with 4 in progress tasks that will bring us to 75% complete when they are finished.  He mentioned that there are two documents for the Board Book that he feels the Board should focus on: a Mission statement and a Strategic plan. Jeff mentioned that he feels that the Board should consider doing some strategic planning later this year after the Guidelines are passed. Jeff thanked Jennifer B. for uploading the financial documents for the Board Book and Nona C. for ensuring that we create a Board book.
  • Jeff stated that the decision to extend the Membership poll from 1/1 through today was a good decision as we received a number of additional votes.  Mark M. reported that we have received 210 responses, of which 38 were duplicates.  This results in 172 valid responses and 172 x .25 = 43. For Assembly voting this year, the quorum will be 43. Jeff expressed his intention to conduct another membership poll in June and felt that we should conduct the annual membership poll in June going forward.
  • Nona C. made a motion that we conduct our annual membership poll in June this year and going forward each June. The motion was seconded by Jennifer B. and the motion was approved unanimously.
  • Jeff reported that he has reached out to several insurance companies for a quote for liability insurance.  This policy would be in addition to our D&O (Directors and Officers) policy, which is currently through USLI, the largest insurer of this type of policy.  Jeff stated that he would like to keep this policy which was $549 last year and might have a slight increase for this year, Jeff stated that he has been working through a broker from GMI Life, Larissa Orifici, that has sent us a quote for a liability policy for $495 with $1MM per incident and $2MM total annually.
  • Mark M. made a motion that we purchase the liability policy from GMI Life for $495.  The motion was seconded by Nona C. and the Board approved the motion unanimously.
  • Jeff reported that he has begun documenting the duties of the Secretary in what is being called the Secretary Handbook which will help the next OIAA Secretary come up-to-speed.

 

Technology Report – Mark M., Technology Chair

  • Mark stated that he had previously had two companies respond to our RFP for website support and has asked both of them for references.  He expressed concern that he has not heard back from these companies and he will follow up with them.
  • Mark reported that Melinda F. has decided not to submit a bid for the position and that he will continue to use Melinda’s service until the end of the month.
  • Mark reported that he thought that we would need to purchase 10 Zoom licenses but we should only need 2 or 3.
  • Mark reported that we have $10,000 in the budget for revising our Registrar process as we do not currently have a Membership directory.
  • Mark reported that the Cloud Admin team is working on a process for migrating emails when a position rotates.

 

International Trustee Report – Beth A., International Trustee

  • Beth A. reported the planning for the OIAA International convention is going well.  She mentioned that the convention will be a 3 day event.  The first day will be from groups from Asia, China, Japan and other Oceania countries. The second day will be for groups from North and South America while the 3rd day will be for groups from Europe, Africa, the Middle East and India.  She stated that groups will decide on the format of their meeting but will be advised to stay away from politics and controversial issues. 
  • Beth will be working with Tech 12 on an on-going basis. She stated that we will have 7 hours a day and 4 different Zoom rooms.  This will result in 24 time slots each day.
  • Beth stated that groups from Iran, Brazil, Spain, Portugal and France have already indicated that they are interested in participating.  She is expecting to have the information from the groups by 4/1 so that we can begin to publicize the event with some details.

 

The meeting closed at 4:04 pm EST when the Board went into Executive session.

 

Motions Summary

The following motions were voted on by the Board at this meeting:

 

    1. Mark M. made a motion to accept the minutes as presented which was seconded by Nona C. The 11/16 minutes were approved unanimously.
    2. Mark M. made a motion to accept the 12/10 minutes as amended which was seconded by Jennifer B. The minutes were approved unanimously.
  • Susan called for a vote for Mary M. as the PIC chair.  The vote was 4 to 1 in favor and there was no minority opinion.
  • Jennifer B. made a motion to accept Gwen Mc. as the CPC chair which was seconded by Nona C.  The Board voted unanimously to approve the motion.
  1. Jennifer B. made a motion to approve the Guidelines with the inclusion of the 3rd legacy chart, citing GSO as the source, and placeholders for the Registrar and Archivist role descriptions to be included when those role descriptions are complete. Jeff B. seconded the motion and the Board unanimously approved the motion.
  2. Mark M. made a motion that we purchase the liability policy from GMI Life for $495.  The motion was seconded by Nona C. and the Board approved the motion unanimously.
  3. Nona C. made a motion that Jennifer B. continue with the application process for Stripe which was seconded by Jeff B. The Board voted unanimously to approve the motion.

 

Humbly submitted,

Jeff Bernknopf

OIAA Secretary

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