OA Virtual Region Board

Meeting Minutes

December 6, 2025

Members Present:

Chair
Vice Chair
Treasurer
Secretary
Member at Large
Trustee
Data Coordinator
Digital Coordinator
Data Tech Committee Chair
Digital Communications Chair
Language Services Committee Chair
Bylaws Committee Chair (standing-in)

Visitors: one

Opening:

Serenity Prayer In English and Spanish.

Readings:

Strategic Vision
The Twelve Concepts

Introductions

Approval of Minutes

from the October 2025 board meeting with no objections.

Treasurer’s Report

Action:

The Treasurer’s report was accepted, subject to audit.

The Treasurer’s report for October 2025 has been posted.

The Treasurer reported not yet having access to Google Drive during onboarding with the outgoing Treasurer and will receive a temporary Virtual Region email address.

The Treasurer attended the Region’s Treasurer’s meeting.

UNFINISHED BUSINESS

OA Find-a-Meeting fund:

• • Board Motion 56 to send $1,000 USD to WSO specifically for the OA Find-a-Meeting fund was passed on October 28, 2025.
  • The Virtual Region will contribute a total of $3,000 to the fund: an additional $1,000 from the 2025 budget and $1,000 from the 2026 budget, as approved at Assembly 2.

Handover Notes for Onboarding:

• • Reminder issued to ensure all onboarding notes for new Board members and Committee Chairs are stored in the appropriate folders.

NEW BUSINESS

2026 Calendar:

• • The 2026 calendar was reviewed, updated, and finalized. It is posted at the end of the minutes.

Convention Planning:

• • Save-the-Date flyers were shared.
  • Convention planning service positions remain open.
  • Note that committees, as well as intergroups and service boards, may host sessions.
  • Deadline: Workshop/session sign-up deadline is January 15, 2026.

Committee Liaisons:

• • The Chair will contact individuals regarding liaison assignments.

Standing Rules:

• • A discussion regarding the removal of Standing Rules from the website between assemblies will be added to the January Board Meeting agenda.
  • The outgoing Bylaws Chair clarified that, while Standing Rules cannot be maintained as a permanent website record, Special Rules of Order may be posted permanently.

Committee Reports

Bylaws Committee:

The committee has discussed and outlined its agenda for the next six months.

Twelfth Step Within / Workshop Committee:

An active search is underway for a new committee chair.

Data Committee:

• • Four Google Drive administrators were appointed.
  • Updates to the external backup procedure were discussed.
  • An external backup of all Google Drives is being maintained.

Literature Services Committee:

• • Potential contacts were identified to assist with digitization efforts.
  • The Digital Coordinator will collaborate with the committee.

Board Updates

Data Coordinator:

• • Onboarding and offboarding of Board and Committee fellows is ongoing.
  • Members are asked to review the updated archive of Assembly materials and submit any missing items in their possession.

Digital Coordinator:

• • Provided interpretation of the annual appeal communication.

Trustee:

• • Noted that four motions have been submitted by the region to the World Service Business Conference.
  • Encouraged strong Virtual Region participation to support these efforts.

Closing

The meeting closed with the ‘we’ version of the Serenity in various languages.