Virtual Region Assembly Minutes –
November 18, 2023

Note:   Names have been removed for protection of personal data;  and financial information [in brackets] has been removed also -you may secure this information from the Treasurer.

9:44 am Eastern Time, we started. Interpretation was enabled.  

 Important guideline information: If you need to move, chew gum, or eat, please stop your video. Members are asked to leave their video when possible. During voting, you’ll need the camera on. To ask for an exception, approach the center mike. Please let us be patient, kind and loving.

We read (and put on the screen):

The Serenity Prayer – in Greek, Spanish, French, English

The 12 steps – 1-6 in Spanish and 7-12 in Greek

The 12 Traditions – 1-6 in Spanish and 7-12 in French

The 12 Concepts of Service – 1-12 in English

The Reading of For Today:

  The Chair points out that today is IDEA day (International Day Experiencing Abstinence)

The Chair does Introductions.

•     The Board
•     The Parliamentarian
•     The Center Mic
•     Secretary notes Board members who will be voting.
•     The committee Chairs are introduced (in alphabetical order by Committee name).
•     Bylaws – 
•     Convention —
•     Data – 
•     Digital –
•     Finance – 
•     IGOR – Sadly ill, and not with us today. A call was put out for a co-chair.
•     Public Info & Unity with Diversity – 
•     Twelfth Step Within & Workshop –

The Secretary does Role Call:

The Trustee Leads us in the 11th Step Prayer & we do a 3-minute meditation

The Secretary announces that we have a Quorum (37 and needed 17)

The Chair welcomes Visitors and says the following:

It is important that if you are a Visitor, please do not vote. If you make a mistake, please let the Chair or the Center Mic know.

The Chair explains how the day will be laid out:  

The Parliamentarian explains her role.  

Introduction of Service Volunteers

The Central Mic describes her role.  

Adoption of Standing Rules. 
Passed with no objection .

The Chair explains the protocol for motions and amendments:

•     Main motions will have 3 pros and 3 cons.
•     Amendments will have 2 motions and 2 cons.
•     All are timed.

The Digital Chair and Secretary were affirmed  

Minutes Approval: Minutes were approved.

 Added to Policies and Procedures Section:
The Data Committee moved to add an urgent agenda item, seconded, and adopted.

The Consent Agenda
– Item G was removed from the Consent Agenda.  The consent agenda passed with no objection. Policy Items A1, B, C, D and Bylaw Amendments 2, 4, and 5.

The Adoption of the Full Agenda – Motion to approve the full agenda is  adopted.

Treasurer’s Report – The Treasurer points out that the report is available on the Virtual Region website. Her report is more than the budget. She says that overall, “we are healthy but short on contributions.” Please go back to your groups and say we need more money. She tells us what she does to increase contributions in her group: they post up the link for the 7th Tradition and then give members a minute (literally) to go make their contribution, just like stopping the sharing in a meeting to pass the basket. There will be an appeal letter for more financial contributions going out soon. The current budget that the Treasurer submitted is [in the assembly packet], but it needs to be raised by [amount requested]. The reason for this is that this year there were 8 applications for World Service Business Conference. That totaled up to $[XX], rather than the $[XX]allotted in the budget for this. The proposed budget was then put up on the screen. It’s from January – December 2024. We will start the year with cash in the bank, but the Treasurer pointed out that it’s not good accounting practice to rely on money in the bank. We want to match our income and expenses. There are questions about if the World Service Business Conference will go hybrid in the future (cutting down on the expenses of sending people to Albuquerque). The Trustee liaison says that the 2024 Conference will be in-person and that 2025 will be virtual, because of a convention that OA will be having. After that, they don’t know, because motions are still coming in as to how to handle the World Service Business Conference attendance. We vote on the budget that the Treasurer has proposed. There are no objections. It is approved as amended.

Elections:   

•     The Chair position: 
•     Treasurer position:   
•     Data Coordinator: 
•     Vice Chair Election: 

Voting on Policy and Procedure Amendments:

Amendment A2
Motion A2 passed with no objection. Each committee will establish internal guidelines, which will be reviewed by the board.

1. Committee guidelines are documented separately and will be maintained by the committee.
2. Each committee will comply with the document management system established by the Virtual Region Board.
3. Each committee will comply with all other board-approved guidelines.

Amendment A3:
Motion A3 passed with no objection. The current committees of the Virtual Region are Bylaws, Convention, Data Protection, Digital Resources, Finance, Intergroup Outreach, Public Information/Professional Outreach (including Unity with Diversity) and Twelve Step Within (including Workshop).

Amendment A4:
Motion A4 adopted as amended. Committees will appoint a chair from among their members with the exception of the Convention and Data Protection Committees. The Chair or Co-Chairs of these committees will be appointed by the Board.

1. Committee chairs will be selected from the committee members.
2. The committee chair may serve for up to two terms of two years

Amendment A5:
Motion A5 was adopted as amended with no objection. 

 Amendment A6:
Amendment A6 was adopted.

1. Committee Chairs Duties:
2. Submit a report of activities 60 days prior to each assembly and a monthly update report seven days prior to the Board meeting.
3. Maintain comprehensive files detailing committee activities using region approved resources and technologies
4. Upon completion of term of office or resignation, information transfer shall be coordinated by the Data Coordinator in consultation with the outgoing committee chair.
5. May submit articles about the committee’s work to the Virtual Region Digital Resources Committee for publication in the appropriate medium.
6. Submit a proposed annual budget to the Virtual Region Treasurer at least 90 days prior to the assembly where it will be addressed.
7. Review the work of subcommittees and appoint chairs or program heads as needed.

Emergency New Business:
After discussion and questions a motion was made and seconded to move this matter to Committee. The board will decide who is on the committee. Motion Adopted

 The Chair of the Bylaws Committee asked to withdraw Amendment 1 and 1A as well as Amendment 3 There was  no objection.

 Amendment 4 was adopted with no objection. Article VIII  is rescinded.  

Final Thoughts and Reminders before Closing from the Chair:

• Announcement: The Virtual Region will be doing an Inventory. A questionnaire that goes out to all meetings and intergroups. You are encouraged to have your intergroups and meetings answer that when they receive the request. We will meet in March and discuss the results of that inventory. It will help improve the Virtual Region, so please participate.  
• The Chair reminds us that tomorrow, Sunday, November 19, 2023, there are two Board meetings and a series of committee meetings on the calendar.  
• Our Convention will be March 1, 2 and 3.
• We have a new platform, OA Virtual: two radio spots have already been done for it. A third and fourth are in production now. Sometime next week we will all receive something in our emails. The Chair really would appreciate our feedback.

Green dot ceremony.

We close with the Serenity Prayer (again in multiple languages).