Virtual Region Assembly

Previous Assembly Minutes – March 20, 2023 

Opening 

The Chair called the Assembly to order at 10:05 AM EDT

Serenity Prayer (In multiple languages)

Reading of the 12 Steps, 12 Traditions and the Concepts of Service (incompleted)

Presiding Officer – Claire, Chair of the Virtual Region

Recording Secretary – Marie, Secretary of the Virtual Region

Introduction of Board Members and Committee Chairs

Introduction of Ann, Parliamentarian and Rick K. – Center Mic 

Reading of For Today, May 20, 2023

Roll Call and Announcement of Quorum

Secretary conducted a roll call followed by the announcement of the quorum. Quorum was declared as 32 voting registrants. Non-voting persons consisting of the Virtual Region Trustee, the Parliamentarian, and Center Mic, 4 Tech Support Volunteers and one registered visitor. Total attendance: 42.

The Chair Announced Quorum Present

Meditation

Chair: Explanation of Voting Process

Parliamentarian: Explanation of Consent Agenda and Dividing the Question

Center Mic. – Explanation of the Center Mic. position

Adoption of the Standing Rules

The Standing Rules were adopted with no objection.

Board Affirmations

Affirmation of Vice-Chair

Move to affirm Sue S as Vice-Chair

Motion required a majority to adopt.

Motion to affirm Sue S. as Vice-Chair ADOPTED: Votes: 31 YES, 2 NO 

Affirmation of Data Coordinator

Move to affirm Joe H. as Data Coordinator. 

Motion required a majority vote to adopt.

Motion to affirm Joe H. as Data Coordinator ADOPTED; Votes: 32 YES, 1 NO. 

Affirmation of Digital Content Coordinator

Move to affirm Sharlotte G. as Digital Content Coordinator. 

Motion required a majority vote to adopt.

Motion to affirm Sharlotte G. as Digital Content Coordinator ADOPTED; Votes: 30 YES, 2 NO. 

Affirmation of Secretary

Move to affirm Marie S. as Secretary. 

Motion required a majority vote to adopt.

Motion to affirm Marie S. as Secretary ADOPTED; Votes: 32 YES, 1 NO. 

Affirmation of Convention Committee Chair

Move to affirm Lisa G. as Convention Committee Chair

Motion required a majority vote to adopt.

Motion to affirm Lisa G. as Convention Committee Chair ADOPTED; Votes: 30 YES, 1 NO. 

Affirmation of Digital Communications Committee Chair 

Move to affirm Alan P. as Digital Communications Committee Chair

Motion required a majority vote to adopt.

Motion to affirm Alan P. as Digital Communications Committee Chair ADOPTED; Votes: 31 YES, 1 NO. 

Affirmation of Public Information Professional Outreach/Unity With Diversity Committee Chair 

Move to affirm Renee. as Public Information Professional Outreach/Unity with Diversity Committee Chair.

Motion required a majority vote to adopt.

Motion to affirm Renee. as Public Information Professional Outreach/Unity with Diversity Committee Chair ADOPTED; Votes: 31 YES, 2 NO. 

Affirmation of Bylaws Committee Chair 

Move to affirm Cyndy L. as Bylaws Committee Chair

Motion required a majority vote to adopt.

Motion to affirm Cyndy L. as Bylaws Committee Chair ADOPTED; Votes: 32 YES, 1 NO. 

Motion to Reorder the Motions

Motion for Policy & Procedure Amendment A to be moved to the last item on the agenda.

Motion to reorder the motions ADOPTED without objection

Adoption of Agenda

Move to adopt Assembly 1 2023 Agenda

Approval was received without objection.

Motion to adopt Agenda ADOPTED without objection

Adoption of Minutes

Minutes from Assembly 1, 2022
Minutes from Assembly 2, 2022
Minutes from Assembly 3, 2022

All minutes APPROVED collectively with no objection

Volunteers from Assembly for the Minutes Review Committee

Two volunteers to review typed minutes and compare them to the recording.

Move for Interpreters to be Allowed to Speak for an Individual That is Unable to Speak for Themselves Due to Language Difficulties

Approved With No Objection

Consent Agenda

Consent Agenda – Bylaws

  • Bylaws Amendment 02: Article V, Section 1
  • Bylaws Amendment 04: Article V, Section 4
  • Bylaws Amendment 05: Article V, Section 4

Consent Agenda – Policy and Procedure Manual

Consent Agenda Amendments – Approved Without Objections (Amendments In Full Below)

Bylaws Amendment 2

Motion: Move to amend the OA Virtual Region Bylaws, Article V, The Virtual Region Board, Section 1 – Composition by inserting and striking as shown in green and red. 

CURRENT WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 1 – Composition

  1. The Virtual Region board shall consist of the following officers:

    1. chair,

    2. vice-chair

    3. secretary

    4. data coordinator

    5. digital content coordinator

    6. treasurer

    7. The Virtual Region trustee serves as liaison to the Virtual Region board and has a voice but no vote.

    8. The previous chair may be an ex-officio non-voting member of the Virtual Region, with approval of the current chair.

  2. In the event the chair of the board should be unable to attend any meeting of the board or a business meeting, the succession to serve as chair for that meeting shall be as follows:

    1. vice-chair

    2. treasurer

    3. secretar

PROPOSED WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 1 – Composition

  1. The Virtual Region board shall consist of the following officers:

    1. Chair

    2. Vice-Chair

    3. Secretary

    4. Treasurer

    5. Data Coordinator

  1. Digital Content Coordinator

  2. Treasurer

  1. The Virtual Region assigned trustee serves as liaison to the Virtual Region board and has a voice but no vote.

  2. The previous chair may be an ex-officio non-voting member of the Virtual Region, with approval of the current chair.

  1. In the event the chair of the board should be unable to attend any meeting of the board or a business meeting, the succession to serve as chair for that meeting shall be as follows:

    1. Vice-Chair

    2. Treasurer

    3. secretary

    4. Data Coordinator

    5. Digital Content Coordinator

    6. Secretary

 

Bylaws Amendment 2 adopted in the Consent Agenda

Bylaws Amendment 4: Article V, Section 4

Motion: Move to amend the OA Virtual Region Bylaws, Article V, The Virtual Region Board, Section 4 – Section 4 – Virtual Region Trustee Liaison by striking as shown in red and create a new Article VI, Trustee Liaison as shown in green 

CURRENT WORDING

PROPOSED WORDING

ARTICLE VI – TRUSTEE LIAISON

Section 1. Trustee

The Board of Trustees is elected at the World Service Business Conference.

Nominees can be affirmed to stand for election to the Board of Trustees from members of Overeaters Anonymous within the Virtual Region who meet the requirements of the Virtual Region Assembly and the OA Inc., Bylaws Subpart B. Consult the OA Bylaws for current qualifications.

Section 2 – Qualifications for Trustee Affirmation

  1. Be a regularly attending member of a Group within the Virtual Region or the assigned trustee liaison.

  2. Have an awareness of the time and expenses involved in service as a trustee.

  3. Demonstration of service to the Virtual Region beyond the group level.

Section 3 – Election to the Board of Trustees

  1. People wishing to be nominated must submit a Trustee Application.

  2. Applications must be submitted no later than sixty (60) days before the Assembly at which the election will be held.

  3. Applicants must be present at the Assembly, prepared to respond regarding qualifications for trustee service.

  4. If a vacancy occurs where there is no Virtual Region Assembly prior to the date required for submission of applications or if the Board of Trustees calls for further Trustee applications for appointment, the following actions will be taken:

    1. The Virtual Region board will solicit applications from the Virtual Region service bodies.

    2. A board meeting will be held for affirmation of the candidate.

    3. A majority vote of the Virtual Region board will constitute affirmation of the application.

    4. Notification of the results of the affirmation process shall be sent to the Virtual Region service bodies and unaffiliated meetings and will also be posted on the Virtual Region website.

Section 4 – Participation in the Virtual Region

  1. The Trustee Liaison will attend Virtual Region Board meetings where they have a voice and no vote.

  2. Trustee Liaison will attend Virtual Region Assembly or special business meetings, where they have a voice but no vote.

 

Bylaws Amendment 4 adopted in Consent Agenda

Bylaws Amendment 5: Article V, Section 4

Motion: Move to amend the OA Virtual Region Bylaws, Article V, The Virtual Region Board, Section 4 – Virtual Region Trustee Liaison by striking and inserting as shown in red and green 

CURRENT WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 4 – Virtual Region Trustee Liaison

  1. The Virtual Region Trustee is elected at the World Service Business Conference; however, nominees for the position of the Virtual Region Trustee will be selected from members of Overeaters Anonymous within the Virtual Region who meet the requirements of the Virtual Region Assembly and the OA Inc., Bylaws Subpart B.

    1. The Virtual Region requires:

      1. Being a regularly attending member of a Group within the Virtual Region.

      2. An awareness of the time and expenses involved in service as a trustee.

    2. People wishing to be nominated must submit a Trustee Application.

      1. Applications must be submitted no later than sixty (60) days before the Assembly at which the election will be held.

      2. Applicants must be present at the Assembly, prepared to respond regarding qualifications for trustee service.

  2. In the event that there are no applicants for Trustee at an Assembly where applications are needed, or if a vacancy occurs where there is no Virtual Region Assembly prior to the date required for submission of applications, the following options will be taken:

    1. The Virtual Region board will solicit applications from the Virtual Region service bodies.

    2. If possible, an emergency business meeting will be held for the purposes of affirmation of the candidate. Where this is not possible, a majority vote of the Virtual Region board will constitute affirmation of the application.

    3. Notification of the affirmation process shall be sent to the Virtual Region service body

  3. If no application is affirmed, the Board of Trustees will appoint someone to fill the office for one year.

PROPOSED WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 4 – Virtual Region Trustee Liaison Nominees

  1. The Virtual Region Trustees is are elected at the World Service Business Conference; however, Virtual Region nominees for the position of the Virtual Region Trustee will be selected from members of Overeaters Anonymous within the Virtual Region who meet the requirements of the Virtual Region Assembly and the OA Inc., Bylaws Subpart B.

    1. The Virtual Region requires

      1. Being a regularly attending member of a Group within the Virtual Region.

      2. An awareness of the time and expenses involved in service as a trustee.

    2. People wishing to be nominated must submit a Trustee Application.

      1. Applications must be submitted no later than sixty (60) days before the Assembly at which the election will be held.

      2. Applicants must be present at the Assembly, prepared to respond regarding qualifications for trustee service.

  2. In the event that there are no applicants for Trustee at an Assembly where applications are needed, or if a vacancy occurs where there is no Virtual Region Assembly prior to the date required for submission of applications or if the Board of Trustees calls for further Trustee applications for appointment, the following options will be taken:

    1. The Virtual Region board will solicit applications from the Virtual Region service bodies.

    2. If possible, An emergency business board meeting will be held for the purposes of affirmation of the candidate. Where this is not possible, a majority vote of the Virtual Region board will constitute affirmation of the application.

    3. A majority vote of the Virtual Region board will constitute affirmation of the application.

    4. Notification of the results of the affirmation process shall be sent to the Virtual Region service bodies, and unaffiliated meetings and will be posted on the Virtual Region website.

  3. If no application is affirmed, the Board of Trustees will appoint someone to fill the office for one year.

 

Bylaws Amendment 5 adopted in the Consent Agenda

Policy and Procedure Amendment E: Section X

Motion: Move to Amend OA Virtual Region Policy and Procedure Manual Section X, Amendments, by adding as shown in green and renumbering subsequent clauses.

CURRENT WORDING

X. Amendments

  1. New motions arising outside the business assembly shall be submitted to the secretary at least 60 days prior to the next Virtual Region business assembly or special business assembly at which action is to be taken on the proposed motion.

  2. Motions must be formatted to contain the intent, the proposed motion, any possible effects (costs, time, etc.), date of changes to be made to the Virtual Region Policy and Procedure Manual for consistency or congruence using the region-approved form.

  3. Motions will be reviewed by the bylaws committee no later than 50 days prior to the Virtual Region business assembly for inclusion in the meeting packet for the next business assembly.

PROPOSED WORDING

X. Amendments

  1. Amendments to these policies may be proposed by any registered Virtual Region Service Body, the Virtual Region Board, or a Virtual Region Committee.

  1. New motions arising outside the business assembly shall be submitted to the secretary at least 60 days prior to the next Virtual Region business assembly or special business assembly at which action is to be taken on the proposed motion.

  2. Motions must be formatted to contain the intent, the proposed motion, any possible effects (costs, time, etc.), date of changes to be made to the Virtual Region Policy and Procedure Manual for consistency or congruence using the region-approved form.

  3. Motions will be reviewed by the bylaws committee no later than 50 days prior to the Virtual Region business assembly for inclusion in the meeting packet for the next business assembly.

 

Policy and Procedure Amendment E adopted in Consent Agenda

Completion of the Reading of the 12 Concepts of Service

Center Mic Explained How to Submit an Amendment From the Floor.

Treasurer’s Report

The treasurer highlighted that January and February are the most “expensive” months. We pay for our insurance and we were pleased to send six delegates to World Service Business Conference. We did well with the income from our convention, but hopefully, we will do much better next year. We rely on contributions – the Seventh Tradition. 

The 2024 budget Delegate Support Fund offers scholarships for Intergroups to send individuals to the World Service Business Conference. The preference goes to Intergroups that have never sent a representative or brand new Intergroups. If you received a Delegate Scholarship in 2023, you will be moved to the bottom of the list, so you want to start saving now so you will have the money.

There are currently no changes in the budget for 2023 at this time.

New Business Motions

Policy and Procedure Amendment C

Motion: Move to Amend OA Virtual Region Policy and Procedure Manual Section V, Item C by adding and removing as shown in red and green.

CURRENT WORDING

  1. Secretary

  1. Takes minutes of all assembly and board meetings.

  2. Following assembly:

    1. A copy of the unapproved minutes shall be posted on the Virtual Region website within 30 days.

    2. Send application forms of trustee nominees to the World Service Office within one week of affirmation of candidates.

  3. Additionally, secretary shall:

    1. Create a digital copy of all Virtual Region documents for storage on the appropriate platform.

    2. Maintain a contact list of all representatives, intergroup chairs, committee chairs and board members including but not limited to their name, phone, email and time zone.

    3. Be responsible for keeping and giving out passwords for all digital platforms to those authorized by their position, unless restricted or otherwise assigned.

    4. Be responsible for preparation of registration and Virtual Region business assembly-related materials.

    5. Be responsible for updating credentials and roll call for and at the Virtual Region business assembly.

    6. Review updates resulting from motions at the Virtual Region business assemblies and then submits Bylaws and Policy and Procedures for posting within 25 days of the business assembly.

    7. Works with the data coordinator as needed to accomplish the goals of the region.

    8. Other duties as assigned.

PROPOSED WORDING

  1. Secretary

    1. Takes minutes of all assembly and board meetings.

      1. The Secretary will provide, within 10 days after the Assembly, a draft of the Assembly minutes for the Minutes Review Committee review.

      2. Committee members will provide the Secretary with additions or corrections within 10 days upon receipt of the minutes.

      3. If there is a discrepancy, the secretary will review the recording and advise the committee.

      4. After the committee has been advised as to the contents of the recording, the committee will vote on the inclusion or removal of any found discrepancies of any element of the minutes. This requires a two-thirds majority.

    2. Following assembly: b. Once the minutes are completed

      1. WIll submit a copy of the unapproved minutes to the Digital Communications Committee to shall be posted on the Virtual Region website. within 30 

      2. Send application forms of trustee nominees to the World Service Office within one week of affirmation of candidates.

    3. Additionally, secretary shall:

      1. Create a digital copy of all Virtual Region documents for storage on the appropriate platform.

      2. Maintain a contact list of all representatives, intergroup chairs, committee chairs and board members, including but not limited to their name, phone, email and time zone.

      3. Be responsible for keeping and giving out passwords for all digital platforms to those authorized by their position unless restricted or otherwise assigned.

      4. Be responsible for preparation of registration and Virtual Region business assembly-related materials.

      5. Be responsible for updating credentials and roll call for and at the Virtual Region business assembly.

      6. Review updates resulting from motions at the Virtual Region business assemblies and then submits Bylaws and Policy, and Procedures for posting within 25 days of the business assembly.

      7. Works with the data coordinator as needed to accomplish the goals of the region.

      8. Other duties as assigned.
Policy and Procedure Amendment C adopted with no objections

Green Dot Ceremony

Recognition of first-time voting representatives.

  • OA Twelve and Twelve last two paragraphs

  • Responsibility Pledge

Bylaws Amendment 1

Pros, cons, questions

Motion to refer to Bylaws Bommittee approved. Votes: 24 Yes, 8 No

Bylaws Amendment 3

Pros, cons, questions

Motion to withdraw approved. Votes: 25 Yes, 5 No

Reading of Voices of Recovery – May 20th

Reading of 11th Step Prayer

Bylaws – Amendment 6

Motion: Move to amend the OA Virtual Region Bylaws, Article V, The Virtual Region Board, Section 5 – Election of the Virtual Region Board Members by striking and inserting as shown in green and red.

CURRENT WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 5 – Election of the Virtual Region Board Members

  1. Nominees must be present for election.

  2. Elections will be held annually unless otherwise required by these bylaws.

  3. Each board member is elected for a two-year term.

    1. Chair, treasurer, and data coordinator are elected in odd years.

    2. Vice-Chair, secretary and digital content coordinator are elected in even years.

  4. Nominees will have five minutes to address the assembly and five minutes for questions.

  5. When board elections coincide with that of the Virtual Region trustee, the trustee ballot shall be completed first.

  6. For election, the candidate must receive a majority of the ballots cast.

    1. If there are more than two nominees and no nominee receives a majority, the candidate receiving the lowest number of votes will be dropped from consideration and another vote will be taken.

    2. If there are two candidates and neither receives a majority, a second ballot will be taken.

PROPOSED WORDING

ARTICLE V – THE VIRTUAL REGION BOARD

Section 5 – Election of the Virtual Region Board Members 

  1. Nominees must be present for election.

  2. Elections will be held annually at the last assembly of the calendar year unless otherwise required by these bylaws.

  3. Each board member is elected for a two-year term.

    1. Chair, treasurer, and data coordinator are elected in odd years.

    2. Vice-Chair, secretary and digital content coordinator are elected in even years.

  4. Nominees will have five minutes to address the assembly and five minutes for questions.

  5. When board elections coincide with that of the Virtual Region trustee, the trustee ballot shall be completed first.

For election, the candidate must receive a majority of the ballots cast.

  1. If there are more than two nominees and no nominee receives a majority, the candidate receiving the lowest number of votes will be dropped from consideration and another vote will be taken.

  2. If there are two candidates and neither receives a majority, a second ballot will be taken.

 

Items 3a and 3b were struck out in the original amendment; this motion put them back in.

Bylaws Amendment 6 passed with no objections.

Bylaws Amendment 7 – Incompleted

Clarification – The current status of elections by the Parliamentarian: At this moment, in the second Assembly, the Elections of the Chair, the Treasurer and the Data Coordinator will take place. Next year, 2024, at the second Assembly, will be the Vice-Chair, the Secretary, and the Digital Content Coordinator.

Motion to Adjourn 

Pros, cons, questions

Motion to Adjourn approved: 24 Yes, 3 No

Thank you to all Service Volunteers, Representatives, Committee Chairs and Members, Board Members and everyone who has served with the Virtual Region.

Serenity Prayer was said in multiple languages

Meeting adjourned 

Respectfully submitted,
Marie S.
Virtual Region Secretary

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@ 2024 Virtual Region of Overeaters Anonymous 
Responsibility Pledge

“Always to extend the hand and heart of OA
to all who share my compulsion;
for this I am responsible.”