OIAA Assembly-June 15 2024- Minutes

Mark M., the OIAA Technology chair, made several opening announcements and introduced the Zoom Technology team.  He asked all voting members to fill out the quorum form.

The Assembly was opened by the OIAA Chair, Susan R., at 2:02 pm EST (11:02 am PST, 12:02 pm MST, 1:02 pm CST, 7:02 pm UK/Portugal).  She welcomed the attendees and led the assembly in the We version of the Serenity prayer.  Susan reviewed the agenda for the Assembly.

Susan introduced our new Trustee-at-large, Barry M., who previously served as the Secretary for OIAA.  Barry took a few minutes to introduce himself.

Review of 3/16 Assembly Minutes – Jeff B., Secretary

• Jeff described the process for establishing a quorum. He explained that at last year’s annual poll there were 182 responses and that the quorum is 25% of that number which is rounded up to 46.  Once we have 46 members registered, we will be able to conduct business.
• Mark M, Technology Chair, announced that there was now a quorum so that business can be conducted.
• Jeff announced who was able to vote at the Assembly.
• Jeff reviewed the meeting minutes from the March 15^th Assembly and requested any corrections.
• Amelia L,, IGR for the Journey of the Heart group, offered several corrections which were made.
• Jeff asked for a motion to approve the March 16^th A motion to approve the minutes as amended was made by Robert B., IGR for the 1728 group from Columbus, Ohio, and seconded by Mary M., the PIC chair.  The motion passed unanimously.

Open Positions – Susan R., Chair

• Susan stated that the first open position that we have is for a Vice-chair. Shem mentioned that this position serves as a Board Officer. She stated that you must be 18 years of age, need not be a US citizen and had to have done service in OIAA previously. If you are interested in this position, send a resume to the Board (oiaa.board@aa-intergroup.org) by July 1st.
• Susan next stated that we have an open position for a chair for the International Vancouver convention committee. This International convention takes place every 5 years in the US or Canada. She stated that we will have a cyber suite and a hospitality room at this Convention.  If you have any interest in serving, please contact Susan at chair@aa-intergroup.org
• Susan mentioned that we need for an alternate registrar. If you want any more information about this position, contact Mary M., at registrar@aintergroup.org.

Update on the OIAA Internation Convention – Beth A., International trustee

• Beth stated that she was overwhelmed by the response that we’ve had in registrations. She reported that to-date, we have 380 people who are registered.
• Beth provided a list of some of the many countries where the registrants reside.
• She stated that she is just beginning to create the schedule and discussed some of the proposed details for the sessions.
• She requested feedback from the Assembly to help make this an incredible experience for everyone.

Treasurer’s report – Jennifer B., Treasurer

Budget variance: https://beta.aa-intergroup.org/committee-updates/update-for-finance-apr-2024-4/

Balance sheet: https://beta.aa-intergroup.org/committee-updates/update-for-finance-feb-2024-2/

Contribution report: https://beta.aa-intergroup.org/committee-updates/update-for-finance-dec-2023/

• Jennifer reviewed the financials for May with the year-to-date information as well. She stated that for May, we received contributions of just under $9,200 and that year-to-date, we have received $40,700 in contributions.
• She reviewed several of the expenses that have been incurred.
• She reported that on our balance sheet, we have total cash in the bank of a $127,000 with accrued expenses for the 2025 Vancouver Convention of $5,500.
• She mentioned that in October we’re going to incur some very large expenses for our online convention that we are hosting. She stated that we also have a mechanism at the end of the year that if we have excess cash over our Prudent reserve, that we will be distributing these excess funds to other AA entities which will be voted on by the Assembly in December.
• Jennifer stated that the final report that she makes is the contributions report, which has all the different groups that have contributed for May.

Committee Reports

International Vancouver Convention committee report – Susan R., chair

• Every 5 years at the GSO International Convention, OIAA has hosted a cyber suite and the Committee is currently looking for a chair. Understanding and experience of working with cultural diversity as well as previous conference hospitality experience is a plus.
• OIAA is represented by hosting a hospitality suite for the attendees.
• This committee meets via Zoom on the 3rd Sunday of the month at 2:15pm Eastern time

Internal Financial reporting committee – Leslee A., Communications committee chair

• The chair of this committee could not attend so she created a video which was played for the attendees.
• On the video, Erica, presented the report for the committee covering the year 2023..
• The Committee undertook a review of OIAA’s financial reports and controls and submitted their report to the Board on March 1st.
• She mentioned that the review we conducted following a guide for conducting internal financial reviews, which is different than a financial audit that an accountant does.
• She then reviewed the 9 page report submitted to the Board.

Finance Committee report – Jennifer B., Treasurer

• Jennifer first thanked the financial review team. She stated that she thinks that this should give the membership a level of comfort with our financial procedures.
• She then presented the Finance committee annual report.
• She provided a list of some of the accomplishments of the committee for the year:
• The Committee assisted with the finance section of the guidelines.
• They initiated and filed the required annual New Jersey Charitable Registration.
• The Committee created and documented the vendor process.
• They created, distributed, and compiled the budget process.

Technology Committee report – Mark M., Technology chair

• Mark reported that one of the primary responsibilities of the Committee is the website and that our website turned one year old. Mark demonstrated some features of the website.
• He reported that over 229,000 people visit the website in a month.
• He stated that the Technology committee meets twice a month on Mondays at 8pm EST.
• He reported that in the last year over 1,700 meetings were added to the directory.
• Mark stated that the Technology committee is broken up into several subcommittees and each subcommittee provided a report.
• Mark reported that we have a paid professional, Kerry K., and that she is doing an amazing job. She succeeded Melinda F. who did an incredible job with Matt to build our website.

OIAA Communications committee report – Lesliee A., OIAA Communications chair

• Lesliee stated that her committee has been blessed with volunteers that are incredibly talented and generous with their time> She thanked everyone who has worked with the communications team over this past year.
• Mark M. played a video which provided the Committee’s report.
• In January, 2023 the OIAA communications committee began working as an ad hoc committee and in February, 2024 the committee became a standing committee.
• She reported that one their jobs was to increase group participation through the creation of scheduled surveys.
• She stated that the Committee looks to increase OIAA’s voting membership through the production of educational videos. The Committee also seeks to maintain consistency in written communications across OIAA.
• She mentioned that one can find a print version of the video on the Communications committee page under reports.

CPC Committee report – Gwen Mc., CPC Committee Chair

• Gwen stated that she joined the CPC committee at the start of this year.
• Gwen reported that she has now been joined on the Committee by Sharon G., the alternate CPC chair.
• She stated that the Committee meets on the 4th Monday of the month with the details available on the CPC committee page on the website.
• She stated that the next step for our committee is to determine what the Committee will be doing.
• She reported that the Committee will be going through the CPC workbook that is available from GSO at aa.org

PAC (Policy & Admissions) report – Susan R., Chair

• Susan stated that Jan BB., the PAC chair, asked her to share the PAC report which will also be uploaded to the website.
• Jan stated that PAC is responsible for groups wishing to join OIAA or list their meeting with us.
• She reported some of the numbers:
  • Through the end of May this year, 1,159 new meetings were processed.
  • 538 new meetings or groups were added.
  • 124 new IGRs were added.

Public information committee – Mary M., PIC chair

• Mary stated that she is the chair of the public information committee and also the registrar.
• Mary provided a slide show for her report.
• She stated that the public information committee’s primary purpose is to carry the message to alcoholics and those who are suffering because of alcohol around the world.
• She reported that her committee answers general questions about a wide variety of topics.
• She stated that over the last 12 months, 952 inquiries were received and she described several of the common questions received.
• Mary also described the process used by her committee to answer these inquiries.

Stepper Committee report – DC Dave, Steppers chair

• Dave stated that the Steppers committee performs 12th step calls which the Committee does so well.
• He reported that there were 1,069 steppers replies last month.
• Dave reported that most requests that come to the Committee are answered with 20 min but it can sometimes be as long as an hour.

Unity Committee report – Carlos D., Unity committee chair

• Carlos presented the committee report and showed a video.
• He reported that the Unity Committee has been meeting twice every month to organize an international convention in October.
• Carlos stated that the Committee has the regular presence and participation of members of AA Online communities in Brazil, Spain, Portugal, France, USA. and sometimes Australia

Members were given an opportunity to ask questions.  There were a variety of questions asked and the various Officers and Committee chairs provided answers.

The Assembly ended at 4:19pm EST. 

Motions Summar

1. A motion to accept the March 16^th minutes, as amended, was made and seconded. The motion passed unanimously.

Humbly Submitted,
Jeff B, OIAA Secretary.