2025 September 7 Board Meeting Minutes 

Virtual Region Board Meeting Minutes – unapproved

September 7, 2025

Time: 1:30 PM ET (UTC-5)

Members Present:

Chair
Vice Chair
Secretary
Treasurer
Trustee
Bylaws Committee Chair
Data Committee Chair
Data Protection Coordinator
Digital Committee Chair
Public Information Professional Outreach/Unity with Diversity Chair
Twelfth Step Within/Workshop Committee Chair

Opening:
The meeting opened with the Serenity Prayer in English.

Strategic Vision:
The function of the Virtual Region Board is to serve and support its committees, intergroups, service boards, meetings, and members and to carry the message to those who still suffer.

Approval of Minutes from the August 3, 2025, board meeting with no objections.

Treasurer’s Report

• Budget Increases: The proposed budget has increased primarily due to the WSBC (World Service Business Conference) being held in person, which requires a larger budget for travel and delegates.
• Treasurer Search: The board is actively looking for a new treasurer. A nomination for someone with a background in finance or a “love for numbers” is encouraged. The Region is considering hiring a bookkeeper to assist with financial tasks, and reports may be completed quarterly.
• Annual Appeal: Planning for the annual appeal is underway. Two images were presented. Slide show video skits will be created with the Chair and the Digital Committee Chair. The skits will be in French, Spanish, Portuguese, Greek, and English, which are the languages of the Virtual Region Intergroups. The board noted that there is also a growing number of Arabic and German meetings, as well as unaffiliated meetings in other languages.
• Treasurer’s Forum: A special forum for treasurers will be held on October 5 at 12 p.m. ET. An eBlast with details is being sent to the intergroups on September 9. Treasurers from other regions are welcome to attend. Please notify the leads if an interpreter is needed.
• Delegate Support: Applications for delegate support funds for the April WSBC are now open. The deadline to apply is October 1.
• Motions: A motion to clarify the treasurer’s duties is being reviewed by the Finance Committee. A “Meet the Treasurer” event was also suggested.

OLD BUSINESS

• Audit: The finance audit was completed on August 7, 2025.
• Literature Digitization – A joint meeting of the Region Chairs and the Board of Trustees is set for October 2, 2025 to discuss License 1 and License 2. The Chair has ongoing communication with both.
• Handover Notes for New Board Members and Committee Chairs

• October 5 Board Meeting: The draft of the general onboarding documents for both board members and committee chairs is due.
• November Board Meeting (at Assembly 2): Position-specific handover notes for each Board member, Committee Chair, and Coordinator is due.

NEW BUSINESS

New Business

• Elections: Election information has been posted to the website and communicated via email.
• Assembly Preparations: Reminders were provided regarding preparations for the upcoming Assembly.
• Board Motions and Amendments: The board voted on motions, amendments, and WSBC motions to be included in the Assembly agenda.
• 2026 Calendar: The scheduling of board meetings and Assemblies for 2026 has been tabled until the October meeting. This will allow new candidates to attend and provide input on the dates while still providing enough time to announce the calendar at the Assembly.
• Upcoming Events: Unity Day is scheduled for February 28, 2026. The Treasurer has asked for a combined “Tough Questions” workshop with World Service and the Twelfth Step Within Workshop Committee. The Materials Approval Committee has input on this request that must be considered, as well as interpretation costs.
• Website Redesign: The Digital Committee Chair reports that the goal is to have the new website go live before the Assembly. The project is currently 50% complete, with the redesign stage underway. A sample of the site was presented. Changes to the menu framework were discussed, and input will be shared with the committee. Members are also welcome to attend Digital Committee meetings.
• Open House: A recap of the PIPO Newcomer Open House was provided, along with a call for service. A service eBlast will be coordinated to share more information.

Closed with the Serenity Statement in English.