Glossary of Assembly Terms

Glossary of Assembly Terms &
Parliamentary Procedures

Here are some terms you may hear during Assembly with a brief definition.

Ad Hoc Committee

A special (temporary) committee formed for a specific purpose or project.

Affiliate

Choosing to partner with another organized entity for the purpose of communication

Affiliated

Group

A group that chooses to partner with a specific intergroup or service board for the purpose of communicating and supporting OA’s work in carrying the message. This partnership allows for consolidation of resources and avoids duplication of effort.

Affiliated Intergroup

An intergroup associated with a service board and/or region for the purpose of communicating and supporting OA’s work in carrying the message. This partnership allows for consolidation of resources and avoids duplication of efforts.

Agenda Questionnaire

A list of proposed motions that the World Service Office receives for consideration at the next World Service Business Conference. This list is then distributed to all intergroups and registered service boards who are encouraged to discuss the contents with their members and decide if they feel the proposed motions should be voted on at the next World Service Business Conference.

Agent

A designated person acting on behalf of a specific organization or position of the organization (Bylaws of OA, Inc. Subsection A, Article VII).

Alternate

An OA member selected by a service body to serve as a delegate in the event the elected delegate is unable to attend or attend the full Conference (OA Bylaws, Subparagraph B, Article X, Section 3).

Amendment

The process of altering or modifying the main motion or amendment.

Anonymity

A tradition in OA where individual members are not identified outside our organization by name or otherwise. Within the organization, we may share names but they are not shared with those not affiliated with OA. OA members are anonymous, the organization is not.

Automatic Recurring Contributions (ARC)

The OA program is a simple and secure way to make a monthly or quarterly Seventh Tradition contribution directly to the World Service Office.

Articles of Incorporation

Articles establishing the existence of a corporation and that it is registered in New Mexico (OA, Inc. Central Office) executed by the Secretary of State. The legislation guiding the articles of incorporation are found in the New Mexico Statutes, Chapter 53, Article 2, Section 12.

Ask-It-Basket

Questions posed by delegates to the World Service Work Conference are distributed to trustees after the Conference for response. The answers are included in a document posted on oa.org. OA members, groups and service bodies may also submit questions to the World Service Office for response by the council and may be included in the Question Basket archives on oa.org.

A Step Ahead

Quarterly electronic newsletter from the World Service Office for OA groups and service bodies. Published online in January, April, July and October.

Board-Approved Literature

Board-approved OA literature consists of literature that has been approved by the Representative Council and includes literature that has been created by a council or Conference Committee and is not directed to the brotherhood as a whole, and literature that has been compiled from already approved publications or the Lifeline.

Board-Approved Literature

Board Committee

A standing or special (ad hoc) committee of a board of directors that is created for a special purpose or project.

Board Meeting

A formal meeting of a board of directors created to consider policy issues and serious problems. At the world service level, it is the regular meeting of the seventeen-member Board of Trustees. This Board meets four times a year, usually in Albuquerque, New Mexico.

Board of Trustees (BOT)

The seventeen members of the OA, Inc. board are composed of ten regional councilors, one virtual services councilor and six general service trustees. All positions are elected by the World Service Working Conference (OA, Inc. Bylaws Subsection B, Article IX, Section 2).

Board Reference Manual (BRM)

Document provided by the Board of Trustees with measures and procedures for each specific responsibility and task.

Business Conference Policy Manual

List of ongoing policies adopted from previous conferences. The manual is published on oa.org.

Bylaw Amendment Proposals

Proposed changes to Subsection B of the OA Bylaws presented at the Annual Conference. These changes affect OA members in relation to the (stock) company.

Calendar-Year Budget

Budget approved for OA, Inc. by the Board of Trustees for the calendar year (January 1 through December 31).

Center Microphone Monitor

A person (chosen by the chairperson) who sits in the middle of the center aisle of the Conference floor and is given the task of approaching the center microphone. The monitor may instruct the delegate when to approach the microphone for or against if his or her question is opened for debate; and the monitor may provide forms for submitting amendments to motions, and the monitor raises a signal to let the presiding officer know what type of question is to be asked or what request is being made. This person should be familiar with OA guidelines and procedures as well as Robert’s Rules of Order.

Chair of the Board

The highest office in a group that is chosen or selected by the group. In a world-wide service, this is a trustee chosen by the board of trustees who presides at board meetings. The chair of the board may be called upon to make decisions about procedures, organize the agenda for board meetings, and ensure that meetings are conducted efficiently. The duties of the director are described in the Bylaws of OA, Inc. Subsection A, Article VI, Section 3 and in the Board Reference Manual.

Conference

A word frequently used in this document as a substitute for World Service Business Conference (WSBC).

Conference-Approved Literature

Literature approved by the Conference and meriting the Conference Seal of Approval (as per WSBC policy 1985).

Conference Committee

A standing or ad hoc committee created for the conference at the world service level formed for a particular project or proposal. Membership on the committee is limited to one delegated co-chair, one trustee co-chair and up to 30 members of the World Service Business Conference (WSBC). In addition, a combination of up to six past trustees, current trustees and non-delegated members may be appointed to participate in the work of the committee during the year (WSBC Policy 1991a(2)).

Conference Evaluation Form

The electronic form sent by email to delegates in the week following the Conference requesting comments on the Conference and suggestions for future Conferences.

Conference Secretary

Salaried person responsible for taking the minutes of the Conference. This person is also the BOT administrator.

Conference Standing Rules

The rules for conducting the business meetings of the Conference. These rules are adopted at the beginning of the business meeting with a two-thirds consensus vote.

Conference Standing Rules

The rules for conducting the business meetings of the Conference. These rules are adopted at the beginning of the business meeting with a two-thirds consensus vote.

Conference Support Committee (CSC)

Committee of veteran OA members who volunteer to assist delegates with on-site conference logistics.

With Microphone

The microphone used to debate against the motion in debate.

Corporate Seal

Sturdy stamp engraved with the official company seal. The seal is used to authenticate all important corporate documents.

Courier

The archive of the OA professional community’s electronic newsletter published on oa.org. Members are invited to reproduce it and distribute it to health professionals.

Credentials

Identification badges for attendees that serve as evidence of their right to vote.

Credentials Report

Report presented at the beginning of each business meeting before voting, stating the number of members entitled to vote.

Delegate

A person elected at the service body level who represents that service body at the annual World Service Business Conference and reports the results of the meeting to the local areas. Region chairpersons and trustees also serve as Conference delegates) (OA Bylaws, Subsection B, Article X, Section 3).

Delegate’s Badge

The identification badge that Conference delegates wear when registering at the OA registration desk. The delegate must always wear this badge in order to be recognized as a voting member of the Conference.

Direct Material Financial Interest

If a director is interested in any transaction, present or future, in which OA is involved, he or she must declare his or her interest before such transaction is discussed and voted upon at OA.

Duly Registered

A company or partnership officially registered by an entity that confirms who are the owners or who are the members of its board.

Emergency New Business

New business motions not submitted by the assembly deadline that are considered urgent and important to OA as a whole, and which, if not acted upon immediately at the assembly, may be detrimental to the welfare of OA. At the global working level, the Reference Committee determines whether motions submitted are of an urgent nature, needing immediate attention at this year’s Conference. Amendments to the bylaws cannot be presented in this manner.

Executive Committee (EC)

Subgroup on the Board of Trustees with the task of oversight of the World Service Office. The executive committee consists of the six general service trustees. If both the director and treasurer of the Board of Trustees are regional or virtual service trustees, they also serve on the Executive Committee. The Executive Committee meets in person or by conference call each month.

Executive Committee (EC)

Ex-Office

A member who holds his or her position or affiliation because of the power or influence of an office and not by election or appointment. A president, for example, may be an ex-officio member of all committees with appointed boards. Such positions and their voting decisions along with other privileges are detailed in the organization’s bylaws.

Final Conference Report

The report of activities conducted at the Annual World Service Business Conference. This report contains minutes of business meetings; summaries of workshops and presentations/discussions; reports of conference committees; and revision of the bylaws and the Working Conference Policy Manual. The report can be viewed as an electronic document at oa.org.

Financial Statement

A report that provides information on the financial status of the organization. The financial statements also provide a means to make informed decisions about the present and future direction of the organization. OA’s financial statements are evaluated annually by an independent public company. The annual statement is available in the delegated folder or upon request.

First Vice Chair

A member of the committee, board or group designated as the immediate subordinate of the chairperson and to perform the duties of the chairperson in the absence of the chairperson; a person who performs the duties of the chairperson.

Fiscal Year

The period of time that the organization uses for accounting purposes and prepares financial statements. The fiscal year for OA runs from January 1 to December 31.

Founder

Rozanne S., the founder of OA. Rozanne passed away in 2014.

General Service Trustee (GST)

The six trustees of the Executive Committee who have general authority with respect to the habits of conduct to the business of the Association. They are elected at the World Service Business Conference by the Brotherhood at large (OA Bylaws, Subparagraph B, Article IX).

Green Dot

A term used for delegates attending the World Service Work Conference for the first time. New delegates are asked to wear a green dot on their badges to differentiate them from more experienced delegates who can assist them.

Group

Two or more people who wish to stop binge eating, meeting to practice the Twelve Steps and Twelve Traditions of OA, guided by the Twelve Concepts of OA service.

Group Conscience

The collective consciousness of group membership. Although OA arrives at group conscience through the voting process, spiritually it is more than majority voting: indeed, the term “group conscience” is the collective will of a specific group of OA (perhaps coming from a simple majority vote). The term “group conscience” comes from Tradition Two: “For the purpose of our group there is only one ultimate authority: a loving God as He manifests Himself in our group conscience. Our leaders are but faithful servants, they do not rule.” Each individual OA member, each group, and each intergroup/service board becomes part of the collective group conscience of OA as a whole.

Group Conscience of Overeaters Anonymous “as a whole”.

For the purpose of voting at the World Service Business Conference, which according to the Second Concept the “effective voice, authority and conscience of OA as a whole, OA has adopted rules defining what constitutes a group conscience vote. Significant unanimity is achieved by either a simple majority or a two-thirds consensus, depending on the nature of the motion being addressed.

Indemnify/Indemnification

Protect against any loss, damage or injury and thus prevent an agent working on behalf of OA from being held legally responsible for any action taken on behalf of the organization.

Intergroup (IG)

A working board composed of groups in the same geographic area and providing service to those groups. Virtual groups may associate without regard to geographic proximity (OA Bylaws, Subparagraph B, Article VI, Section 2a).

Intergroup Office/ Service Center

Office facilitating groups in the local area with services such as literature, meeting information and answering emails and phone calls.

International Day Experiencing Abstinence (IDEA)

Celebrated on the third Saturday of November, this day encourages OA members around the world to begin or reaffirm their abstinence from binge eating.

Language Service Board (LSB)

The service board that provides services to groups and/or intergroups that share a common language regardless of geographic proximity. Both groups and intergroups must affiliate with a Language Service Board (OA Bylaws, Subparagraph B, Article VIII, Section 2b).

Lifeline

OA magazine that publishes recovery stories written and submitted by OA members (10 issues per year). Available in electronic or print subscription.

Lot

Method of electing an individual, e.g., pulling a piece of paper with his or her name on it out of a hat or seeing who draws the shortest straw. In the OA Bylaws, Subsection A, Article VI, Section 2, it is stated that in elections, a tie of candidates is decided in this manner.

Managing Director/Secretary to the Corporation

A salaried member of the World Service Office who manages the day-to-day operations of the Office. The executive director also serves as the secretary of the corporation (OA Bylaws, Subsection A, Article VI, Section 5).

National Boundaries

The geographic demarcation of legal entities or political jurisdiction, such as the border between the United States and Canada.

National Service Board (NSB)

The service board that provides services to groups and/or intergroups within a country. In some cases, the National Service Board may serve more than one country. (OA Bylaws, Subparagraph B, Article VIII, Section 2a).

New Business Motion

Bylaws motions submitted to the Annual Conference that affect the OA Sisterhood as a whole.

Nominee

OA member interested in a seat on the board of directors. (OA Bylaws Subparagraph B, Article IX, Section 5 a), c) and d) for OA Board of Trustees requirements).

OA, Inc. Bylaws, Subpart A

Statutory document of the corporate organization for OA (OA Bylaws, Subsection A, Article II).

OA, Inc. Bylaws, Subpart B

Statutory document providing for the identity, rights and privileges of OA members and service bodies in relation to the society. (OA Bylaws, Subparagraph B, Article IV, Section 1) This document may only be amended by delegates at the World Service Working Conference.

Officer

Someone who holds a position of authority and importance in an organization. OA’s bylaws, Subsection A, Article VI specify how OA elects its officers and the duties of some officer positions.

Overeaters Anonymous, Inc.

The official legal structure of the organization subject to the laws of the State of New Mexico (OA Bylaws, Subsection A, Article I).

Page	Conference Support Committee volunteers who distribute announcements and motions, count votes when necessary, rotate delegate seating, and other services specified by the Conference Support Committee chairperson

Parliamentarian

A paid professional who advises the chair of the meeting on how to conduct the business of the meeting in an orderly and legal manner. At the world service level, the parliamentarian is available to consult with the chairperson during the Board of Trustees and World Service Business Conference as deemed necessary.

Policy

A course or principle of action adopted or proposed by an entity. The introduction to the World Service Work Conference Manual states that “until modified, these motions establish the self-imposed boundaries of the Fellowship.

Presiding Officer

A person who presides at or directs a meeting. Pursuant to OA Bylaws Article V, Section 13, Subparagraph 13, the Board of Trustees elects a chairperson for board meetings and must elect a first and second vice chairperson to preside in his or her absence. As provided in the OA Bylaws, Subparagraph B, Article X, Section 6, the chairperson of the Board of Trustees also presides at all meetings of the delegates to the World Service Labor Conference.

Procedure

The official or established way to accomplish something. The statement on the page titled “Parliamentary Procedures” in the World Service Labor Conference delegates’ binder indicates that “these procedures are general and are based on the latest revision of Robert’s Rules of Order. OA bylaws and Conference Rules take precedence over parliamentary rules in case of discrepancy.”

Pro Microphone

The microphone used to debate in favor of the motion in debate.

Quorum

The number of registered members required to legally conduct a business meeting.

Receipt of Notification

Proof that the agency or entity has received a notice; sometimes, action must be taken after acknowledgement of receipt. An example of this is found in the OA Bylaws, Subsection B, Article VI, Section 3c, “Each intergroup shall evaluate its bylaws with acknowledgement of receipt by the World Service Office of amendments to the OA Bylaws”.

Reference Subcommittee

A subcommittee of the Committee on Bylaws of the World Service Labor Conference consisting of the delegated co-chair of the Committee on Bylaws, the trustees’ co-chair and up to two representatives from each region and the virtual service board, which is formed to create a forum for discussion of amendments to motions on new work and amendments to the bylaws.

Region Assembly

The business meeting of the region to which service bodies and non-member meetings send representatives (OA Bylaws Subparagraph B, Article VII, Section 3).

Region Boundaries

The demarcation of legal entities or political jurisdiction. As stipulated in the OA Bylaws, Subparagraph B, Article VII, Section 2a. “Ten regions composed of intergroups, groups in each region, and service boards that fit within regional boundaries are formed.” The geographical boundaries of each region are specified in Section 2b.

Region Representatives

Individuals elected at the service body level to represent that service body at the regional assembly and carry the results of the assembly to their local area. Non-affiliated meetings may send a representative and may have a vote as determined by the regional bylaws (OA Bylaws, Subparagraph B, Article VII, Section 3).

Regions

Ten geographic areas specifically defined in the OA Bylaws (Regional Map on oa.org or OA Bylaws, Subsection B, Article VII, Section 2b).

Region Trustees

The ten members of the Board of Trustees who act as liaisons between OA’s geographic areas and world service (OA Bylaws, Sub-section B, Article IX, Section 2) c) 2)

Restricted

Constrained by agreed guidelines, standards or policies.

Self-Dealing Transaction

A transaction in which a fiduciary (a person who has a legal or ethical relationship of trust with another person or group of persons) takes advantage of his or her position to seek personal benefit at the expense of the beneficiaries or shareholders. At the world service level, any transaction requires the approval of the Executive Committee.

Service Board

The service body that provides services to local area and/or intergroup groups in a country or language area outside the U.S. and Canada or virtual groups. (OA Bylaws, Subparagraph B, Article VIII, Section 1) (see also language service boards, national service board and virtual service board).

Service Body

Any service entity above the group level (intergroups, service boards, regions) (OA Bylaws, Subparagraph B, Articles VI, VII, VIII)

Sponsorship Day

Celebrated on the third Saturday in August, this day celebrates the role of the godmother/godfather in recovery.

States/Provinces/ Countries/Territories

An internal autonomous or political unit constituting a federation under a government.

Substantial Unanimity

Concept twelve states: “the spiritual foundation for OA service ensures that d) all important decisions should be made after discussion, vote and, whenever possible, by a large majority.” To be unanimous means to be of one mind or to have the agreement and consent of all. Broad means to be abundant but not absolute as specified. In practice, and according to the Robert Rules of Order, “large majority” is defined as a two-thirds consensus to accept the literature approved at the Conference or the Bylaws and simple majority for rule changes.

Summary of Purpose

A brief statement outlining the main points of some goal or objective. At the world service level: at a minimum, documents such as bylaws or summary of purpose should include a statement indicating that the primary purpose is to help those who still suffer from binge eating through the twelve Steps and twelve Traditions of OA, guided by the Twelve Concepts of OA service, and to serve and represent the OA groups that are formed.

Tellers

World Service Office staff and Conference Support Committee volunteers who collect and count written ballots for the Conference. Staff and volunteers never vote for delegates.

Treasurer

One who is in charge of funds or income. At the world service level, the board treasurer is elected from among the trustees.

Treasurer’s Report

Summary of the organization’s financial status.

Unaffiliated Registered Group

A group that has decided or is unaware that it is not affiliated with a specific intergroup or service board.

Unity Day

Celebrated on the last Saturday in February at 11:30 Pacific Time, this day recognizes the Brotherhood’s worldwide effort. OA members pause to reaffirm the inherent strength of OA unity.

Unrestricted

Accessible to all, without obstacles or restrictions of any kind. Generally refers to income or invoices for a fiscal year. Unlimited funds can be used for any purpose.

Virtual Group

A group of OAs that mimic physical meetings through digital means. Virtual groups can affiliate with intergroups regardless of geographic proximity. They are represented by the custodian of virtual services.

Virtual Service Board (VSB)

The service body that provides services only to virtual groups (OA Bylaws, Subparagraph B, Article VIII, Section 1).

Virtual Services Trustee (VST)

Member of the Board of Trustees acting as liaison between OA service groups/boards and world service (OA Bylaws, Subparagraph B, Article IX).

Virtual World

An on-line community environment designed and shared by individuals so that they can interact in a personalized simulated world. Modes of interaction include forums, blogs, wikis, chats, instant messaging, teleconferencing (telephone meetings) and video conferencing.

Workshops

Sessions during an event where topics of interest to OA members are addressed. Attendees are encouraged to gather information from the workshops for use in their service bodies and local groups.

World Service Business Conference (WSBC)

The annual OA business meeting that ensures that the OA process is maintained through the group conscience represented therein (OA Bylaws, Subparagraph B, Article X, Section 1a).

World Service Business Conference Chair

The chair of the Board of Trustees, which directs the business meetings of the World Service Labor Conference (OA Bylaws, Subparagraph B, Article X, Section 6).

World Service Convention (WSC)

A recovery event held every 5 years by the World Service Office.

World Service Office (WSO)

The World Service Office is based in Rio Rancho, New Mexico, USA and is staffed by salaried personnel who manage the day-to-day operations of OA.

GLOSSARY OF PARLIAMENTARY PROCEDURES

Amend Something Previously Adopted

Change an action that has not yet been taken. Your debate may include the qualities of the original motion.

Appeal from the Decision of the Chair

To ask the assembly to vote on whether it agrees or disagrees with a decision of the chair. The chair may intervene in the debate twice (at the beginning and at the end); the rest may intervene only once. A vote in favor upholds the decision; a vote against nullifies the decision.

Consent Agenda

Motions that are voted on as a whole without discussion or debate. Items on the consent agenda may be considered if they are habit, non-controversial or domestic. This is a way of handling motions that the chair believes are not open to question or debate. At the world service level, any voting delegate should go to the central microphone to request that an item not be part of the consent agenda and be considered separately. The consensus agenda item is voted on immediately after the adoption of the Conference Adoption Policy at the first business meeting. A two-thirds consensus is required for agreement.

Debate

The two different points of view on the same subject.

Divide the Question

A motion that allows two or more parts of a motion under discussion to be considered separately. Each segment must stand alone in a separate motion.

General or Unanimous Consent

Vote obtained without any objection in tacit agreement.

Incidental Motion

Related to the parliamentary situation so that it must be decided before the matter proceeds (e.g., an appeal, consideration of a paragraph, division of a question, parliamentary procedure, request for information, request for permission to withdraw a motion, suspending the rules)

Lay on the Table

Set aside a proposed motion temporarily in order to deal with other matters.

Main Motion

Bring business before the assembly (e.g., motions distributed in the event packet).

Majority Vote

More than half of the voters.

Objection to the Consideration of the Question

It enables the assembly to completely avoid a specific original motion when it is believed that bringing it before the assembly may be problematic. This objection may be raised as soon as the motion is presented to the chair. It requires a two-thirds consensus against to consider the objection.

Parliamentary Inquiry

A question related to the parliamentary process on the matter to be debated.

Point of Order

Requires a resolution from the chair to strengthen the Conference Adoption Policy or parliamentary process.

Privileged Motion

Deals with matters of immediate importance that are not related to the pending business (e.g., adjournment, recess). Ask a question of privilege, indicate the order of the day).

Proviso

It is usually used to facilitate a transition (e.g., when a change is going to happen) A proviso needs to be voted on by a majority. The proviso must be added to the motion as an amendment. Parliamentary assistance must be sought in writing the amendment.

Reconsider

Reopen an action for further consideration to be taken on the same day of the vote or on the day after. Can only be done by someone whose vote is the same as the decision made on the motion.

Request for Information

Used when there is a question on the subject to be discussed. At the world service level, it is presented at the central microphone.

Scope of Notice

The parameters within which a change can be made from the existing rules and bylaws to the proposed amendment. For example, if a number in the original amendment indicates “8” and the motion wishes to change it to “10”, the range in which any change can be made would be between 8 and 10. If an amendment is subject to change to “11”, that amendment would be out of range and would not be acted upon. In the case of OA bylaws, the proposed amendment cannot be addressed if it is outside the range. In the case of amendments to Conference bylaws, proposed amendments outside the range can be acted upon, but require a two-thirds consensus to be adopted.

Seal the Doors

The closing of the assembly prior to voting. Members may not enter or leave the room during the voting process.

Subsidiary Motion

Assists the assembly in modifying or disposing of a major motion and sometimes other motions (e.g., “lay on the table,” closed debate, limited debate, postpone to another time, referral to committee, amend, postpone indefinitely).

Substitute Amendment

To amend by deleting by complete deletion a paragraph, section, article, an entire motion or resolution and inserting a new paragraph or a new unit in its place.

Suspend the Rules

Motion that allows consideration of an agenda item out of the established order in order to present an urgent matter that is not on the agenda. Establishes the purpose for which the agenda may be interrupted when the motion is made.

Taken from the Table

Remove a motion from the table to be considered again. A motion dies if it is not removed from the table at the end of the business meeting.

Tie Vote

Rejection of a motion. The chair must vote to make or break a tie vote. In addition, the chair may vote to make or break a two-thirds consensus of those voting.

Withdrawal of a Motion

Before the motion is introduced by the chair, it may be withdrawn or modified by the maker. After being presented by the chair, the motion may only be withdrawn with the general consensus of the majority of the assembly.