Record of Minutes

Saturday, January 11,2025
9:00 AM HDT | 

11:00 AM PDT | 

2:00 PM EDT

 

Attendees:
Jennifer – OIAA Treasurer
Barry – Finance Committee Member and Vancouver Convention Chair

Felix – Alternate Treasurer

Beth – OIAA International Trustee

Cam – IGR for Life on Life’s Terms

Susan – OIAAA Chair

Mark –  OIAA member – Tech

Kevin – Member of the Finance Committee

Nicky – Secretary

Matt – Tech Committee

Ken B – Atlanta – Board Member

 

Jennifer puts the Agenda on the screen and asks if anyone would like to propose any changes. There are no responses. She then leads the Serenity Prayer. Afterward, Jennifer takes attendance and introduces herself as the OIAA Treasurer. Barry introduces himself as a longtime Finance Committee Member and currently the Vancouver Convention Chair. Felix introduces himself as the Alternate Treasurer. Beth introduces herself as the International Trustee for OIAA. Cam introduces herself as IGR for Life on Life’s Terms. Susan is the OIAA Chair. Mark works with Technology, Kevin is a member of the Finance Committee, Nicky is the Secretary, and Matt is visiting from the Tech Committee.

Approval of Minutes
Jennifer reviews the agenda and moves on to the approval of the minutes. She reminds everyone that the change in the charter is effective, and voting in the Finance Committee now establishes their voting preferences. Jennifer took attendance for the past year to determine who is allowed to vote in today’s meeting. She reiterates that the requirement is attendance at three consecutive Finance Committee meetings. If you miss three consecutive meetings, the attendance requirement resets. She states that the voting rights will go to the Board tomorrow, but since the Finance Committee already voted on this, it goes into effect immediately.

Jennifer asks Susan about the voting rights for ex-Committee members. Susan responds that, as an ex-officio of all committees, she has no vote. Jennifer mentions that she wasn’t sure, as she had voted in the Finance Committee previously.

Jennifer states that as of this meeting, the voting members are Barry, Felix, Nicky, Kevin, and herself. She asks if anyone contests the attendance status. Cam inquires if these guidelines were approved as an operational change by the Board. Jennifer replies that it’s in the charter and doesn’t require Board approval to be used internally within the Finance Committee since it was already presented and voted on in November.

Jennifer asks if anyone has amendments to the November minutes. No one has any additions, so Jennifer calls for a motion to accept the minutes. Barry moves to accept, and Felix seconds the motion. The minutes are unanimously accepted.

November Minutes Approved

Nicky informs the group that the December Minutes are still being worked on and will not be completed today. Jennifer asks if Nicky can send the minutes to her so she can keep attendance records for voting.

Contributions Review
Jennifer mentions that this is the highest Contribution to date for OIAA and is comparable to November by $30, but December is now the highest record in OIAA history, totaling $12,566. The Mailing and Postage costs were due to a check that both Jennifer and Felix tried to deposit. Since they couldn’t deposit it, it had to be sent to Jennifer’s house, incurring a small charge. She says that despite trying everything, it couldn’t be deposited into OIAA’s Mercury account, so they offered alternative contribution methods via Stripe or PayPal. Jennifer explains that PayPal and Stripe fees are included in the Revenue section.

Jennifer shares that the Professional Fees listed are monthly charges for the Accounting System. She mentions that under the Convention line item, the amount was for the Final Report. The Convention also had Interpretation Services, and this was the final expense for the Convention. She notes that there was a $410 remainder in the projected Budget, which was well-budgeted for.

The Tech Special Worker did extra work for the Convention beyond her standard Website Maintenance, and that cost is included. Translation for the Assembly and Board was for the December Assembly’s Interpretation Services. Jennifer believes the Translation was provided for the Malayalam group for Tech Services. Other Technologies listed include the Wild Apricot program costs. Carrie also worked on the Special Project for the month. Jennifer confirms that Website Hosting and Management include Google Cloud and SiteGround.

She asks if anyone has any questions about the budget.

Barry mentions he noticed Individual Donations over $1,000 and asks if this is a new record. Jennifer says it’s difficult to determine since, prior to her tenure, a lot of Group Contributions were recorded under Individual names. Barry clarifies that he’s referring to after they started separating Individual and Group contributions. He notes that $1,000 seems to be the largest Individual Contribution recently. Jennifer agrees and says there was one Individual Contribution of $500. Barry feels this may be where the boost came from.

Jennifer confirms that anyone who contributes more than $250 to OIAA will receive a letter acknowledging their donation, which is recommended for 501(c)(3) organizations. She will identify these individuals throughout the year and send them the letters for tax purposes.

No Questions or Concerns

 

Financial Statements Review

Jennifer proceeds to review the Balance Sheet. She mentions that the end-of-year cash balance is just under $144,000, of which $5,150 is earmarked for the International Convention suite in Vancouver, leaving unearmarked revenues of $138,800. The budget for expenses is $139,540. Jennifer states that the requirement to distribute excess funds has been met. She asks if there are any questions about the Balance Sheet.

Barry comments that they are still within the filing boundaries for the 990 tax form. Jennifer corrects him, saying they file the 990-EZ form because their revenue exceeds $50,000, and they’ve been using the 990-EZ for the third year.

Jennifer mentions that the largest Contributions at the moment are from the Just for Today group, the Sober in China group, and the Zoo Crew. The total Contributions amount to $12,566. She asks if there are any questions regarding the Contributions or Balance Sheet.

No Questions or Concerns

 

2025 Budget Discussion

Jennifer informs the Group that the Assembly has approved the 2025 budget, with one modification in the Other Technology category. The original budget was $12,200, but it was increased to $25,000 for a Tech Project, which is still to be determined. She mentions that the site needs substantial translation work, and the Tech team could use these funds for that purpose. She asks if there are any questions about the approved budget. There are no responses.

 

Internal Financial Review Discussion
Jennifer turns to Kevin for updates on the Internal Financial Review. Kevin reports that he gained access to the accounts and is now involved in deposits and withdrawals. One key observation was that the system is mostly hands-off, but he had concerns about internal controls within OIAA and the external organizations providing services. He reviewed PayPal’s process and feels comfortable with it. Kevin mentions that all external organizations audited by large firms have solid internal controls, so he feels confident in the process.

Kevin says he has downloaded all necessary information and has begun analysis, finding that the system looks clean so far. He expects to present his findings at the next Board or Finance Committee meeting, which is scheduled for February 8th.

Jennifer mentions that Susan, Kevin, and herself spoke before the meeting and agrees that Kevin should be on the Agenda for February 9th to present his report to the Board. She also suggests adding this to the March Assembly Agenda.

Ken B – Atlanta joins the meeting

Jennifer speaks to Kevin and informs him that he will need to present the report three times. Kevin agrees but mentions that he will need some assistance when presenting. He suggests it would be helpful if everyone on the Finance Committee, the Board, and possibly the Assembly could have access to the report prior to the meetings. Jennifer responds that once the report is completed, Kevin can send it to the Finance Committee via email and then to the Board. She specifies that Kevin should send the report directly to them so that everyone has it on hand. She adds that she does not want to be involved in any way to avoid any perception of influence on the report. She wants everyone to see it directly from Kevin. Kevin acknowledges this but expresses that he hopes the audience will also have access to the report when he is presenting.

Jennifer then brings up a topic that was raised in the Assembly and would like to discuss it with the Finance Committee. She says she would like to get their thoughts in order to provide a recommendation to the Board and the Assembly, as it’s a clear financial issue with other considerations. She asks if anyone has any questions.

Ken asks if he is allowed to ask questions as a Board member or if he is just supposed to observe. Jennifer responds that he can participate in the discussion but clarifies that he cannot vote in the Finance Committee until he has attended three consecutive meetings. She adds that anyone can participate in the discussion.

Ken explains that the point was raised in an email to the Board, where someone mentioned that the Convention was supposed to be self-supporting. He asks if there was a vote by the Body that decided whether the Convention has to fund itself or not. He goes on to say that if contributions from Groups increase due to the Convention, the money could be considered, in spirit, as funding for the Convention. He also suggests that increasing OIAA Membership would naturally increase the number of Groups contributing, which, in essence, would make the Convention self-supporting.

Jennifer responds that there have been discussions about wanting to distribute excess funds to other entities. It was also brought up at the Assembly that they would ultimately vote on whether to charge a registration fee for the upcoming Convention.

Ken says he’s trying to figure out whether the Assembly decided to charge a fee or not. Jennifer responds that last year, it was decided to rely on Contributions, but they failed to fully promote this during the 2024 Convention. She explains that the invitation to contribute was only posted in the chat during the meeting and that the focus wasn’t on the Contributions button. Jennifer shares that she and Beth had discussed adding a more visible Contributions button on the registration page, making it easier for people to contribute.

Jennifer also brings up that there has been a conversation about actually charging a registration fee. She mentions that in an Intergroup, there are various functions, and from her experience attending different Intergroup events, if the Intergroup has sufficient funds, they don’t charge a fee. This model can easily support the Membership and other events. She says that when an Intergroup has enough funds, there’s no need to charge a fee. She then asks if there are any questions.

Cam states that in other conventions held by AA, particularly the International Women’s Convention and the upcoming Vancouver Convention, they are self-supporting. Regarding Vancouver, OIAA is providing a hospitality suite available to OIAA members and others who would like to stop by. She mentions that OIAA is also contributing money to this effort and points out a pattern of self-supporting conferences. Cam suggests that they should support a conference that is working toward unifying the AA community worldwide. She notes that it’s not clear how the Membership wants to spend their income, and when there is no clear plan for spending, money can be misused or end up unaccounted for in the Budget. She clarifies that she’s not accusing anyone of mismanaging funds, but this is something she’s seen happen in other organizations. Cam expresses her hope to volunteer and work with other members this year to help generate income through the OIAA budget and raise money during registration to ensure the Conference is supported.

Jennifer responds that they had a Budget process in December that the Assembly voted on. Beth then speaks up, saying that initially, she did not agree with Jennifer that the Convention was supported by the Seventh Tradition. She shares that she’s old-school and believes everyone should at least pay five dollars. However, she changed her mind after working with the Unity Committee and communicating with people from other countries who had no way of contributing. She explains that these attendees often have the highest attendance at the Convention. She mentions people from Iran, Russia, and South America, who, despite not being able to contribute much financially, gave what they could, which was significant. Beth also recounts her experience at a large Convention in Kenya two years ago, both online and in person. She tried to pay but couldn’t due to the differences in the banking systems between Europe and Kenya. Since only Kenyan locals could pay, the organizers graciously allowed everyone to attend the virtual part for free. She reflects on how inspiring it was to see older members from the United States, aged 60-65, participating, and she found it beautiful.

Beth adds that the money for the Convention was raised through in-person attendance. She emphasizes how wonderful it was to allow people to attend for free when they couldn’t pay, calling it an important gesture. She doesn’t want to start excluding anyone simply because they can’t contribute financially. She mentions that this ties into a Third Tradition issue. She then asks if there are any other questions before they take a vote on what the Finance Committee recommends.

Ken shares a memory from the ’80s when he was in Ghana working for the World Bank. He remembers that there was only one person listed with GSO at the time. He agrees that it’s hard to fathom that some people don’t have money, but he can see why that might be the case, especially considering the availability of information about the Convention. 

Mark speaks up, explaining that, similar to Beth, he was initially convinced that there were many valid reasons to charge for the Convention. However, the more he thought about it, listened to others, and reflected on what OIAA is about, the more he feels that OIAA is a Spiritual Service Organization rather than a mere corporate entity. He explains that OIAA offers all its services for free, as that’s its purpose. Mark highlights that OIAA delivers two core services: Steppers provide emergency hotline response to Alcoholics in need, and there’s a meeting directory listing thousands of groups that are not charged for space, letters, storage, or membership fees. Mark believes the convention embodies OIAA’s mission and fits with their Third Tradition. He also proposes that they should have an Annual event bringing alcoholics together globally, whether through an internet connection or phone lines. While he’s not against charging, he believes doing so would contradict the spiritual essence of the organization.

Felix seconds Mark’s comments, wholeheartedly agreeing. He sees this as a hallmark of their existence — bringing Alcoholics, sick and suffering, together. He believes this is why OIAA does everything possible to help each other. Felix feels that Contributions from excess funds should be used to support this cause. He also believes that the membership has already spoken through their actions and past decisions. Referring to the Assembly held in December, Felix notes that everyone was grateful for the Convention and even received a beautiful thank-you letter. He concludes that the way the funds were raised last year should be the model for this year as well.

Barry suggests that since the beginning, AA has relied on voluntary Contributions to sustain service work. He proposes placing a Donation button at every Conference, Assembly, and area meeting. He notes that in the US, there is always an opportunity to pitch in and help cover costs, allowing everyone the chance to contribute if they are able.

Jennifer responds, acknowledging that this is their first year and that they can learn and improve for 2025. She sees this as a positive step and mentions that they can make the donation button available at registration moving forward.

Susan shares her experience, explaining that in AA meetings, they are self-supporting through voluntary Contributions. It’s not a fee but rather passing the basket. She draws a distinction between her own Intergroup and an event, saying that while a breakfast might have a fee, the idea of being self-supporting through Contributions aligns with the Seventh Tradition. She suggests that adding a Donation button on the registration page would be a compromise, offering people the chance to contribute if they feel able to. Susan also points out that in the future, OIAA might not have all the funds needed, and they may need to revisit this discussion again. She thanks everyone for listening to her thoughts.

Ken agrees with Susan’s point, noting that when people attend a meeting and pass the basket, they are contributing to the costs. Likewise, when attending an event with a service provided, people often pay for that too. He suggests that the Convention is essentially a large meeting, a gathering of meetings, and that they could make the Seventh Tradition announcement during the Convention.

Jennifer then states that she will make her motion based on the consensus in the room. She motions that the Finance Committee recommend not charging a fee for the 2025 convention. Susan suggests that, as Chair, she shouldn’t make the motion, so Jennifer asks if anyone else would like to. Barry offers to make the Motion, stating that the Finance Committee recommends not charging a mandatory fee for attending the 2025 Unity Convention and that voluntary Contributions will be solicited upon registration and during the Conference. Felix seconds the Motion. Jennifer calls for all in favor to raise their virtual hands. The Motion passes unanimously, and Jennifer says she will convey the recommendation to the Board and Assembly.

Jennifer asks if anyone has anything else to bring up for discussion, but there are no responses.

She closes the meeting with the Responsibility Statement.