MINUTES FALL 2011 ASSEMBLY

REGION III OVEREATERS ANONYMOUS, INC.

OCTOBER 8, 2011

DENVER, COLORADO

Chairperson, Andrea M. called the Region III Assembly to order at 8:05 A.M. She called for a moment of silence, followed by the Serenity Prayer. Phyllis W. read the Twelve Steps, and the Twelve Traditions were read by Roni B. Teresa T. read the Twelve Concepts. Pat J. read from  For Today  and Janis R. read from Voices of Recovery.

The Chair introduced the Steering Committee:

Chair: Andrea M.

Vice Chair: Vacant

Recording Secretary: Marcia F.

Communications Secretary: Mary H.

Treasurer: Barbara V.

Trustee: Wanda S.

 

The Chair introduced and thanked the hotel liaison, Mike K. who welcomed the Assembly. Nancy was introduced as the Assembly Assistant. A short guided meditation was led by Mike K.

The Chair appointed Barbara R. to take informal notes and appointed Graciela M. as timekeeper.

 

CREDENTIALS REPORT;

Barbara V., Treasurer, gave the credentials report, moving that it be accepted. There will be 27 votes plus the Chair.  The Chair votes only in a tie, and the Trustee does not vote. It was moved and seconded that the Credentials Report be accepted as presented. The vote was unanimous, “Aye”, and the report was accepted.

MINUTES OF THE SPRING 2011 ASSEMBLY:

The minutes have been distributed to the representatives. The minutes were approved as presented.

STANDING RULES:

The proposed standing rules were presented by the Recording Secretary, Marcia F. The proposed standing rules were adopted.

AGENDA:

The proposed agenda was presented by the Recording Secretary, Marcia F., who moved that they be accepted with adjustments as necessary. The guided meditation will be added to the next proposed agenda.

Representatives introduced themselves and stated their intentions for the Assembly.

PARLIAMENTARY PROCEDURE:

The Recording Secretary, Marcia F. spoke briefly on the origin and use of Roberts Rules of Order.

CHAIR’S REPORT:

There was not a formal  report from the Chair.

VICE CHAIR’S REPORT:

The report was given by the current Chair, Andrea M. She reported that she will be travelling to the Region Chairs Meeting in Colombia this fall.  She questioned the representatives to see if there was interest in another cruise possibly in the spring of 2013 or 2014. The convention planning manual has been revised. In the future, Assemblies should  be coordinated with religious holidays to prevent conflicts.

TREASURER’S REPORT:

Barbara V., treasurer, presented the treasurer’s report with the current balance and profit/loss statement. The net income is approximately $5000. Donations from groups need to be sent to the treasurer. On the proposed budget, committee budgets are subject to change with input from the committee meetings today. Service and Traditions funding can only be $1000 per the Policy Manual and the insurance bond is $260 for next year. The prudent reserve budget will be $400 and the WSO contribution is proposed at $2000. There is no proposed budget for the Horizon since it is not published anymore and there is no budget for a parliamentarian at the Assembly. The budget is only a target and not the actual expenses.  Hearing no questions, the Treasurer’s Report was accepted.

RECORDING SECRETARY’S REPORT:

Recording Secretary, Marcia F, reported that the representatives need to make sure that their updated information is in the blue book being passed around. If an Intergroup chair or representative changes, please contact the recording secretary with the full name, phone number and email address of the new person. The Bylaws committee looks over proposed amendments for inconsistencies between the amendment and the Bylaws or Policy Manual. Bylaws amendments must be sent to the Intergroups 30 days before an Assembly, but Policy Manual amendments can be proposed without prior notification.

COMMUNICATIONS SECRETARY’S REPORT:

Communications Secretary, Mary H., reported that the Region III website does everything for the region now, and the Horizon newsletter is not being published anymore. She will be rotating out of service with the election of a new Communications Secretary.

TRUSTEE’S REPORT:

Trustee, Wanda S., reported that WSBC amended the definition of an OA group, and all Intergroups must change their Bylaws and send them to the Trustee or WSO. Bylaws changes need to be done as soon as possible. A group can have a Lifeline  representative and receive rewards for getting new subscriptions. OA pamphlets will have a new look when reprinted. The OA brown book will be revised, and anyone wanting to submit a story can do so. There is a revised PIPO handbook, and each Intergroup should purchase one for their group.

ELECTION OF STEERING COMMITTEE MEMBERS:

Applications were received from Roni B. for Vice Chair, Barbara R. for Communications Secretary, and Barbara V. for Treasurer. We will also be affirming Trustee nominations, and Vicki W. has submitted her application for Trustee. Janis R. was nominated from the floor for Trustee. Both nominees can be affirmed, since we can submit up to three applications for Trustee. The Trustee will be elected at WSBC.

The tellers distributed and collected the ballots. Roni B. was elected Vice Chair, Barbara R. was elected Communications Secretary, and Barbara V. was elected as Treasurer. Both Vicki W. and Janis R. were affirmed as Trustee nominations.

 

PROPOSED BYLAWS AND POLICY MANUAL AMENDMENTS:

The Bylaws committee proposed four Bylaws amendments and six Policy Manual amendments. Bylaws amendment #2 was withdrawn from the proposals by the Bylaws committee. All amendments went on a Consent Agenda, but amendments # 4, 5, 8, and 9 were removed from the Consent Agenda to be discussed individually. The other amendments on the Consent Agenda: correcting a section number, adding the Chair as President of the Corporation in business matters, funding representatives, and requiring alternate representatives to pay applicable fees were adopted as presented.

Amendments pulled from the Consent Agenda are to be discussed after the committee meetings.

COMMITTEE MEETINGS:

Andrea M. introduced the committee chairs and read a brief description of each committee. Representatives were asked to select a committee to work with during lunch.

COMMITTEE REPORTS:

Twelfth Step Within: Chair, Mary S., reported that the committee has accomplished many goals. The 12^th Step Within reminder is sent out each month to the Intergroups and they continue to contact unaffiliated groups and do outreach to remote meetings. The committee will be updating the speakers list.

Public Information/Professional Outreach (PI/PO): Acting Chair, Cindy C.., reported that the first draft of their handbook is done and they are sending an outreach letter to Intergroup chairs. They are working on encouraging Intergroups to contact groups of people they are not reaching. They will be mailing a letter to the Intergroups by the next Assembly and want to help Intergroups start using PIPO information.

Communications/Technology:   Chair, Jim R., reported that the committee is doing a survey to see what they can do to help Intergroups. They are drafting a motion for webcasting and a manual of guidelines for webcasting and phone meetings. They are helping Intergroups start up websites and will communicate within the committee by Skype before the next Assembly.

Ways, Means, Finance: Chair, Janis R., reported that the committee completed the fundraiser of the quilt, cruise tickets and visors. Some visors are still available. New items for fundraising being considered are acceptance pins, rocks with words, acceptance key, journals and a refrigerator magnet with the inscription “The light in your refrigerator is not the light in your life”. The fundraiser will be distributed at the next Assembly. Mary S. reported that a sampling of checks, debit transactions and deposits were audited for correct recording of the books. The audit was completed and filed with the Recording Secretary.

Bylaws: Chair, Phyllis W., reported that the committee drafted Bylaws and Policy Manual amendments presented at this Assembly. The committee will be looking at an amendment for residency requirements for the Steering Committee and an amendment for the Recording Secretary to automatically renumber the amendments when new amendments are adopted.

PROPOSED BYLAWS/ POLICY MANUAL AMENDMENTS REMOVED FROM THE CONSENT AGENDA:

Amendment #4: delete the word “establish” and add “maintain” and an amendment was made to add “with” after the word “election”. Both adopted. It will now read: ARTICLT IX- Duties of Steering Committee- Section D-2- Treasurer 2. Shall maintain a business checking account in the name of Region III of Overeaters Anonymous, Inc. and shall see that the business checking account and savings account authorized signatories are updated as necessary after each election, with signatories being the Treasurer, etc.

Amendment #5: A discussion was about the reason for representatives presenting a written request to the Treasurer 21 days before the Assembly for funding to the Assembly. Motion was voted on and adopted.

Motion #8 and #9: A discussion was about the website and current technology replacing the Horizon newsletter. Amendments to amend motion #8 were defeated, and both motions  #8 and # 9 were adopted as presented.

PROPOSED BUDGET:

Treasurer, Barbara V. presented the proposed budget to the Assembly. The proposed budget was adopted.

Lifeline Drawing:

Enough money was collected to give two regular subscriptions. Rebecca M. and Pat J.  received the subscriptions.

REPORT ON 7^th TRADITION:

The Seventh Tradition envelope contained $100.

REPORT OF FRIDAY WORKSHOP:

Recording Secretary, Marcia F. reported on the workshop given by Mary H. on sponsorship. There was also sharing from Intergoup representatives on problems and solutions.

UNFINISHED BUSINESS:

None.

NEW BUSINESS:

None.

ANNOUNCEMENTS:

Big Country Intergroup in Abilene will hold the spring 2012 Assembly at the Hilton Garden Inn. Representatives must fly into Dallas and then take American Eagle (American Airlines) to Abilene. OA members can be picked up at the airport if they will let the Intergroup know when the flights arrive.

Austin HOT Intergroup is hosting a workshop in October on Surviving the Holidays.

 

There being no further business, the meeting was adjourned at 4:00P.M.. sine die.

 

Minutes respectfully submitted by Marcia F., Region III Recording Secretary.