Minutes from the OIAA December 03, 2022 Assembly

The Assembly was opened by the Chair, Gwen W., with the Serenity Prayer.

Gwen welcomed the attendees and thanked them for their attended. She then discussed several items relating to the agenda:

• As a membership organization, we are required to produce a record of attendance to verify that we have reached a quorum and can conduct business.
• If you are a voting member, there is a link in the chat which you should click on and fill in the necessary information. If you are a non-voting member, there is no need for you to provide this information.
• The following items will be on the agenda:
  • Review of the September Assembly minutes
  • An update on our non-profit status
  • Under new business, there will be a vote on the 2023 Budget
  • There will be a 10-minute break followed by the vote for new Officers
• Gwen made a few announcements while waiting for the determination of whether we have a quorum:
  • There will be an IGR Forum in the coming year in January. The IGR Forum committee is looking for volunteers.
  • We will also continue our Safety series next year to help groups to ensure that they can meet safely
• Mary, the Steppers chair, notified Gwen that there was a quorum present at the Assembly.

 

Acceptance of the September 10^th Assembly Minutes

• Minutes were sent out in advance of the Assembly
• Gwen reminded the attendees that only a Voting member can make a motion or second a motion
• Suzanne M., Westside Agnostics, made a motion to accept the minutes as presented and Charlotte, Alternate IGR, from the the Why Not group of Queens, New York seconded the motion.
• Gwen asked for the Voting member attendees to click the link to the ballot in the chat to vote on approving the minutes.
• The minutes were approved

 

Announcement from OIAA Secretary, Barry M.

• Barry stated that in 2018, OIAA began a project to regain our non-profit status with the State of NJ and regain our 501c3 status with the IRS.
• In November, after y years of hard work by a number of people, we received our letter of determination that these statuses had been restored. He also thanked our Pro Bono Associates, Alexander Kilduff, for her assistance.

 

Approval of the 2023 Budget – Brian R., Treasurer

• Brian R., the Treasurer, reviewed how the budget was prepared by looking at our actuals and requesting budget requests from each committee.
• The budget contains the actuals through November on the left and the 2023 budget on the right
• Brian reviewed the different components of the budget. He mentioned that the budget has been approved by both the Finance committee and the Board.
• Spencer R., the Finance chair, made a motion to accept the Budget as presented by Brian R. Doug C., an IGR, seconded the motion.
• Jon H. asked if there is an International GSO and if a 20% allocation is the only international option available to us. Brian responded that the Board is looking into this and that there is some research to be done relating to issues with our 501c3 making contributions outside the US including OFAC and money laundering which limits us.
• Michah from the Into Action group from Florida, asked if there were other ways to make contributions other than Paypal which has high fees. Brian responded that we are exploring other options including using credit cards.
• Andy from the New Leaf group asked about the planned distributions over the prudent reserve and if they were an increase would the distributions increase. Brian responded that this is correct.
• Mary Ann F. from the Maryland Better with Age asked if we were actually an international group and wanted to know about our translation expenditures. Brian responded that we are an international organization but our hands are somewhat tied about making contributions outside the US. Brian explained the use of our translation dollars.
• Shannon from the On Awakening group asked about our IRS tax liability and whether they will notify us that we are in the clear. Brian responded that we should know in the first half of next year if the IRS will come back to us but you can never tell with the IRS.
• Hugh H., IGR, mentioned that there is not International GSO, only specific country GSOs. He asked what exactly we are approving here today. Brian responded that the attendees are approving spending up to the budget amounts in the budget and that distributions would be decided by the Finance committee over time
• Chris from the Sunday Step Sister group had several questions. She wanted to know how the revenue numbers derived and how the special workers were selected. The revenue was based on covering the expense budget. Special workers were not selected by competitive bids but we look to find the best price for the service.
• Jennifer from the Recovery in the House group mentioned that the Online Intergroup runs very leanly as compared to other Intergroups and asked whether OIAA asks for a different split from the groups. Brian responded that we don’t have a point of view on what groups should be giving but we are considering when to let the groups know that we have enough money to run the organization.

• Having no additional questions from the floor, Gwen called for the vote.
• Gwen announced that the budget passed.

 

Election of Officers – Barry M., Secretary

• Barry mentioned that the election process for all 6 positions being elected will be the same. Ther person currently holding that position will read the position description followed by nominations and then a vote using the 3^rd Legacy procedure.
• The positions to be voted on include the Chair, Vice-chair, the Secretary, the Treasurer, the Technology chair and the Finance chair.
• A 2/3 majority is required for election even if only 1 person stands for a position so a vote will always be required. If no one stands for an Office, the Board will appoint someone to the position until the next election
• Only voting members can vote and there is only one vote per group. The Alternate IGR can vote only if their IGR is not present. Officers and Committee chairs can also vote.
• Candidate will self-nominate by raising their hands after the position description is read. Each nominee will have 2 minutes to provide their service resume.
• Each election will be verified in post-election process

 

Chair Election

• Gwen Mc., the current OIAA Chair, read the role and responsibilities of the OIAA Chair
• Barry asked all those willing to stand for OIAA Chair to identify themselves.
• Jane G. raised her hand to nominate herself as a candidate for the OIAA Chair. Jane provided her service resume.
• There were no other candidates.
• A vote was taken and Jane G. received 54 votes which was a greater than 2/3 majority. Jane G. will be the new OIAA Chair starting on January 1^st.

 

Vice-Chair Election

• Jane G., the current OIAA Vice Chair, read the role and responsibilities of the OIAA chair
• Barry asked all those willing to stand for OIAA Vice-Chair to identify themselves.
• There were no candidates for his position. The Board will appoint an OIAA Vice-Chair at their next meeting.

 

Secretary Election

• Barry M., the current OIAA Secretary, read the role and responsibilities of the OIAA Secretary
• Barry asked all those willing to stand for OIAA Secretary to identify themselves.
• Jeff B. raised his hand to nominate himself as a candidate for the OIAA Secretary. Jeff provided his service resume.
• There were no other candidates.
• A vote was taken and Jeff B. received greater than 2/3 majority. Jeff B. will be the new OIAA Secretary starting on January 1^st.

 

Treasurer Election

• Brian R., the current OIAA Treasurer, read the role and responsibilities of the OIAA Treasurer.
• Barry asked all those willing to stand for OIAA Treasurer to identify themselves.
• Brian R. raised his hand to nominate himself as a candidate for the OIAA Secretary. Bian provided his service resume.
• There were no other candidates.
• A vote was taken and Brian R. received greater than 2/3 majority (98.8% of the votes cast). Brian R. was re-elected as the OIAA Treasurer and he will continue in that role.

 

Technology Chair Election

• Mark M., the current OIAA Technology chair, read the role and responsibilities of the OIAA Technology chair.
• Barry asked all those willing to stand for OIAA Technology chair to identify themselves.
• Mark M. raised his hand to nominate himself as a candidate for the OIAA Technology chair. Mark provided his service resume.
• There were no other candidates.
• A vote was taken and Mark M. received greater than 2/3 majority (98.2% of the votes cast). Mark M. was re-elected as the OIAA Technology chair and he will continue in that role.

 

Finance Chair Election

• Spencer R., the current OIAA Finance chair, read the role and responsibilities of the OIAA Finance chair.
• Barry asked all those willing to stand for OIAA Finance chair to identify themselves.
• Jennifer from the Recovery in the House group raised her hand to nominate herself as a candidate for the OIAA Finance chair. Jennifer provided her service resume.
• There were no other candidates.
• A vote was taken and Jennifer received greater than 2/3 majority (100% of the votes cast). Jennifer will be the new OIAA Finance chair starting on January 1^st. Brian announced the conclusion of the Officer elections and turned the meeting back to the chair, Gwen.

 

Issue with the Finance Chair Election

• Gwen stated that she was sent a message in the chat asking whether Jennifer was qualified to stand and whether she had any experience service experience in OIAA
• Gwen asked Jennifer whether she was an IGR. Jennifer indicated that she was not but that she was the GSR for her group. She also stated that she was new to OIAA.
• When asked by Jane G. whether she had served OIAA in any capacity, Jennifer responded that she had not.
• Gwen stated that Jennifer’s election needs to be retracted as she was not eligible to stand according to our Guidelines
• Jon H., PIC chair, made a motion that we waive the eligibility requirements for Jennifer and allow her to stand as OIAA Finance chair. Lesliee seconded the motion.
• Discussion was opened on the motion. Micah read the eligibility requirements posted in the chat from our Bylaws which seemed to indicate that she was eligible. Amelia stated that she thinks this needs to be tabled because the Bylaws have the eligibility requirements. She also expressed concern that we are putting a chair of a committee as a trustee but not the other chairs of the other committees. Amelia stated that she thinks this “needs to go back to the drawing board” because during the Bylaw discussions we talked about having other trustees. Mary M., Steppers chair, stated that she disagreed with the remarks just made by Amelia because the Bylaws that were approved clearly identify the Technology chair and the Finance chair as Officers and trustees which means that it is settled. Mary said that she agreed with Jon H.’s comments. Hugh H. stated that he thought that he heard a motion to table which he seconded. Joe asked if the Jon’s motion that started this discussion took precedence over the motion to table. Gwen stopped and asked for advice. Jeff B. mentioned that the current guidelines do not have a motion to table but only a motion to postpone. The current guidelines only apply to email Assembly so he recommended that we utilize the motion to table which only requires a second, supersedes other motions and only requires a simple majority.
• Jennifer apologized for creating any controversy and requested that her name be withdrawn as Finance chair. She stated that “we cease fighting anybody or anything.” Jennifer stated that she would like to get involved and help on the Finance committee.
• Barry clarified that since we have not elected a Finance chair the Board will appoint a Finance chair.

Gwen thanked Barry for facilitating the elections and introduced the new slate of Officers. The attendees were encouraged to unmute and congratulate the Officers who were elected. Gwen closed the meeting with the Responsibility statement.

 

Motions Summary

• Suzanne M., Westside Agnostics, made a motion to accept the minutes as presented and Charlotte, Alternate IGR, from the the Why Not group of Queens, New York seconded the motion. The minutes were approved.
• Spencer R., the Finance chair, made a motion to accept the Budget as presented by Brian R. Doug C., an IGR, seconded the motion. The budget was approved.
• Jon H., PIC chair, made a motion that we waive the eligibility requirements for Jennifer and allow her to stand as OIAA Finance chair. Lesliee seconded the motion. [Note: This motion was never voted on as the Finance chair elect, Jennifer, withdrew her name from consideration.]
• [Note: It is unclear whether there was actually a motion to table Jon’s motion to waive the eligibility requirements. Amelia stated that she thought we should table Jon’s motion but never actually stated “I make a motion to table.”. It would have been useful to clarify her intentions.]