NOTE: Recording was not functional for minutes, the notes of the July 11, 2023, Officers Meeting originate from the OIAA Board Chair, Susan. Therefore, the structure of the minutes may not align with other minutes.

Attendees:

Susan R., Chair

Vacant, Vice Chair

Jennifer B., Treasurer

Mark M., Technology Chair

Topics of Discussion:

1. Vice Chair Candidate: Nona’s resume was presented and discussed. Motion made to accept, seconded and passed.

Comments and Questions: None at this time.

2. Legal Documents: The Whistleblower, Conflict of Interest and Record Retention policies were discussed. A motion to approve them was made, seconded and passed.

Action: Mark was tasked with distributing them for signature, return and storage

Comments and Questions:

It was further discussed whether to distribute the policies to the steering team and that was done as well. We discussed whether to include alternate chairs.

Further discussion regarding a conflict of interest with the alt tech chair as a paid special worker. Mark said he did not think Melinda intended to be the tech chair in the future and that the committee would discuss and find a new alt tech chair.

The Alternate Treasurer asked whether he needed to discuss his position as alt treasurer with his employer.

3. Discussion of the Open-Door Process: The BOT agreed to eliminate the description of establishing a Standing Ethics committee composed of Trustee, Committee Chairs and IGRs. The discussion included liability insurance. It was agreed a generally defined process needed to be developed.
4. Expanding the BOT: Discussion ensued regarding expansion of the BOT by two international representatives and Trustee at Large. It was agreed that descriptions would be presented and announced at the September 16, 2023 Assembly.
5. Unity Committee Request: The Committee asked the BOT to facilitate the 2nd International Convention of Online Groups, Oct 13-15, in keeping with the mission of the Unity Committee to foster relations with online groups across the globe. They forwarded background back to Nov 8, 2022. They included a proposed agenda. There was a request for financial support of $1, 550 of unbudgeted funds for interpretive services in addition to the use of the OIAA Zoom account and tech support. The request went to the finance committee initially, which approved, and the financial support was increased to $3,120.

Further discussion continued as to whether this would be considered an OIAA event. If that was the case, the BOT agreed it would support the event with funds and services.

The BOT members asked that the sessions take place on Saturday afternoon, designed with breakout rooms with one language, and include interpreters. This adjustment to the Convention structure increased  the financial support to$5,070.

A motion was made and seconded to approve this as an OIAA sponsored event, passed unanimously. It will be forwarded to the July 29 assembly for approval.

Motions Summary

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

1. Vice-Chair Candidate: Resume of Nona C was presented.

Motion made and seconded and approved unanimously by the board of Trustees (BOT).

2. Whistleblower, Conflict of Interest (COI) and Record Retention policies were discussed.

Motion to approve them all was made, seconded and passed by the BOT.

3. 2^nd International Convention of Online Groups, October 13-15, 2023 Motion made for this to be sponsored as an OIAA event to include the use of the OIAA Zoom account, OIAA tech support and funds in the amount of $5,070. The motion was seconded and unanimously approved by the BOT.

Respectfully submitted,

Anita M

OIAA Alternate Secretary