OA Virtual Region Board Meeting Minutes - approved

February 7, 2026

Members Present:

Chair
Vice Chair
Treasurer
Secretary
Member at Large
Trustee
Data Coordinator
Digital Coordinator
Convention Committee Co-Chair
Data Tech 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.

Readings:

Virtual Region Strategic Vision
The Twelve Concepts of Service of Overeaters Anonymous

Introduction of the new Twelfth Step Within chair.

Approval of Minutes from January 3, 2025, Board meeting with no objections.

There was a discussion about the role of the Trustee Liaison in relation to the Board following the updates to the Bylaws approved at Assembly 2 in 2025. Update: The Trustee Liaison’s service as a committee liaison is not an official position; it is assigned at the discretion of the Chair. Mention of this update will be added to the March Board meeting agenda.

Treasurer's Report

The Treasurer reports that the region is required to file a 1099 EZ tax form. However, reports cannot be generated until a bookkeeper is in place. To address this, the search committee has selected a bookkeeper, who must file necessary forms. Once completed, these forms must be reviewed and approved by an attorney to ensure data protection compliance.

UNFINISHED BUSINESS

1.          World Service Business Conference

Delegates:

The Virtual Region is very diverse and requires a strong representation at the conference. The Virtual Region qualifies for 62 delegates. Virtual Region funds are still available. Email the treasurer for an application. Potential delegates may be unaware of their recommended involvement. The Trustee Liaison noted that it is possible to request an exception if a delegate falls short of the requirements.

Motion:

The Virtual Region’s motion to “amend World Service Business Conference Policy 1984b” has added a cost estimate. It is based on the convention budget minus the outreach line.

There was a discussion about the possibility that World Service may not be able to do both retreats and conventions and how this may be broached during the World Service Business Conference. The motion may be sent to committee on how to move forward with retreats, which could also be fundraisers.

2. Convention 2026

Discussion focused on the number of registrants, with the observation that most attendees typically register during the week of the convention.

From the Language Services Committee Chair: The region will utilize the Zoom transcription feature to provide interpreters/readers. Testing has shown the system works well, achieving an 85% success rate according to Zoom. Most languages that require readers are supported, though Greek to English translation is not currently available. Interpreter/reader hiring instructions will be shared with participants. There was no opposition to using this feature. The Committee requires information regarding the hiring process for interpreters/readers.

Concerns remain regarding sessions that are not recorded and participants with reading difficulties. The Committee will explore alternative solutions for these situations and provide updates as soon as possible.

NEW BUSINESS

1. WSBC Delegate and support for service bodies:

We have 4 motions. The time for funding has passed. It’s too late to get money from World Service. It is important to get as much representation as possible.

The Chair can address outreach for WSBC delegates and delegate accordingly as needed.

2. Discussion of the Virtual Region budget relating to service workers:

There was a discussion about the combined line item in the budget for service workers supporting the convention, digital, data, etc. Should this line item be expanded per the committee allocations? It was requested by committee. For clarity, it should be listed by committee.

Note that convention money is not part of this. It is already a separate line item. A detailed breakdown was requested in reports.

The treasurer made a note of this. It will be added to the March agenda for updates. Note: the budget is on the Assembly 2 2025 webpage: https://oavirtualregion.org/assembly-2025-update/

3. Assembly 1 2026:

March 1 is 90 days out. Assembly webpages will be updated. The registration system will be the same as last year, but with updates based on what was learned during the convention preparation.

It was suggested that we consider linking fellows to 2 committees, instead of leaving the option open to choose as many as they wish.

The Business Assembly will be held on Saturday and the committee meetings on Sunday, unless there are objections.

Committee Report Updates

Intergroup Outreach Committee

Reached out to approximately 90 out of 138 English speaking meetings for outreach. It worked out well. Some invited them to meetings; some will call back.

Bylaws Committee

Will meet on February 15 at 3:00 p.m. On the agenda is scheduling regular meetings for the year.

Board Updates

Treasurer

Requested that we continue to carry the message about the annual appeal following the Convention. The annual appeal video has been re-edited keeping closed captioning in mind.

The meeting closed with the “we” version of the Serenity Prayer.