DRAFT Virtual Region Assembly Minutes of Assembly 3 2022

Regular Assembly – Assembly 3 2022 of Virtual Region of Overeaters Anonymous Inc., held on 20th November 2022. Held in the Committee Room of the Virtual Region Zoom Account. The Elected Chair of the Region was acting as Presiding Officer, and the Elected Secretary of the Region was acting as secretary.

Opening procedures – The Chair called the 3rd Assembly of 2022 (Assembly 3) to order at 10:05 AM Eastern Time. The Serenity Prayer was said (In multiple languages), followed by the reading of the 12 Steps, 12 Traditions and the 12 Concepts of OA Service.

Introductions – The Chair introduced herself, followed by the VirtualRegion Board and Committee Chairs, then the Parliamentarian and Centre Mic. The daily readings from Voices of Recovery and For Today when then read.

Roll Call – The Chair requested a roll call to be conducted. The Secretary conducted the roll call by Intergroup and voting members' names, and the definition of quorum was then announced. The secretary declared 26 voting registrants plus present and declared that the quorum minimum was achieved.

Chair welcomes visitors

Chair welcomes new intergroup: Hay Una Solucion Virtual IG

Chair acknowledged creators of the Green Dot (new members) video. Thank You

Chair acknowledged all service given to the Virtual Region

Agenda – The agenda was then presented and adopted without objection.

Chair introduced Parliamentarian: Parliamentarian explained her role, Standing Rules, voting rules, Consent Agenda, amendments and main motions.

Chair introduced Center Mic: Center Mic explained her role and procedure for questions and voting. If someone cannot use the poll, they can send a chat to the Center Mic.

Acknowledgment of service volunteers and thank you.

Motion – Standing Rules: Move to adopt the Standing Rules as presented.- The Standing Rules were presented as amended. The motion required a majority vote to adopt. Standing rules ADOPTION without objection.

Affirmation of Data Coordinator: Move to affirm the current appointed Data Coordinator. – Motion required a majority vote to adopt. ADOPTED without objection.

Approval of minutes: Motion to adopt the minutes for Assembly 1,March 26, 2022,

Motion to postpone to the next assembly: Move to postpone the adoption of both sets of minutes to the first assembly of 2023. – Motion required a majority vote to adopt. Motion to postpone ADOPTED without objection.

Consent Agenda: The Consent Agenda was amended as follows:

Bylaw Amendment 1, Bylaw Amendment 2, Bylaw Amendment 3, Bylaw Amendment 4, Bylaw Amendment 5, Bylaw Amendment 6, Bylaw Amendment 7, Bylaw Amendment 8, Bylaw Amendment 9, Bylaw Amendment 10, Bylaw Amendment 11

Policy and Procedure Amendment B, Policy and Procedure Amendment C, Policy and Procedure Amendment D, Policy and Procedure Amendment E, Policy and Procedure Amendment H, Policy and Procedure Amendment K

WSBC Amendment 1: Article VII Section 7

Motion was proposed and seconded. Motion required a two-thirds majority vote to adopt. As Amended Consent Agenda ADOPTED without objection.

Board Reports: The Board Members made verbal updates to their reports as follows.

Chair: Encouraged intergroups to send full presence to the World Service Business Conference this year. Made extensive efforts to encourage intergroups to attend the assembly

Trustee Liaison: Intergroups need to know budgeting for registration for the World Service Business Conference is $25 more and will be $200. At the last World Service Business Conference, it was decided that all correspondence will be gender-neutral. At the last Board of Trustee meeting, all of the documents, Bylaws Subpart A and B, will be updated into gender-neutral language. The Board of Trustees passed a motion moving in the direction of agreeing with the Virtual Region regarding Intergroup affiliation, belonging to a National Service Body and a region of its choice. There are four Trustee positions available, and the Board can appoint someone to stand as Trustee.

The Green Dot Orientation Video will be brought before the Board of Trustees to see if they want to produce something similar for the World Service Business Conference.

Vice-Chair: The Vice-Chair is stepping down, and she wants to encourage individuals to apply.

Questions on World Service Business Conference: Answered by Trustee: This year it will be face-to-face. There is a motion to make it virtual permanently. There is a good chance to make it virtual. There is no motion that he knows of to make it Hybrid.  Hybrid is too costly.

How could I represent my Region or Intergroup Face to Face at World Business Conference? Your Intergroup will have elections and may be able to appoint representatives.

Treasurer – Report: My favorite part of my service opportunity as Treasurer is working with other treasurers of groups or intergroups, whoever I can support. We did have four applications for delegate scholarship funds. If we approve the budget, we can say yes to all four applications.

We will simplify the application process for next year.

Applications for scholarships to the World Service Business Conference are closed, but applications to attend are open. If your intergroup has funds, they can send you, or they can make a special appeal.

Treasurer – Budget: There is a $5,000 per year limit to how much an individual can give to a specific level of service, but they can bequeath any amount in their will; however, the family may not donate to Overeaters Anonymous.

Budget approval: Moved to adopt the presented budget

Budget Amendment 1: Move to increase the amount to fund Trustees taking $1,000 from the budget line for World Service Office contributions and adding another $1,000 to the Trustee support fund for a total fund line of $6,000.

Budget Amendment 1 – 1: Move to increase the amount to fund Trustees taking $1,000 from the budget line for World Service Office contributions and adding another an additional $1000 $1,500  to the Trustee support fund for a total fund line of $6,000 by increasing the Virtual Region's income for a total increase of $2,500 to the Trustee support fund for a total fund line of $7,500.- Motion was proposed and seconded.

Roll Call: The chair requested a recount of the quorum. The Secretary announced 32 voting members and a quorum was declared.

Request for Voting Rights: An unaffiliated meeting (The Bridge) delegate was told in error she was entitled to voting rights.

Move to grant The Bridge voting right at Assembly 3 2022: Motion was proposed and seconded. Motion required a majority vote to adopt. Request for voting right Amendment ADOPTED: Votes:  32 YES and 0 NO.

Budget Amendment 1 – 1: Move to increase the amount to fund Trustees taking $1,000 from the budget line for World Service Office contributions and adding another an additional $1000 $1,500  to the Trustee support fund for a total fund line of $6,000 by increasing the Virtual Region's income for a total increase of $2,500 to the Trustee support fund for a total fund line of $7,500.- Motion was proposed and seconded. Motion required a majority vote to adopt. Amendment 1 – 1 ADOPTED. without objection. Votes: 33 YES and 1 NO

Secretary: Only thing to add is the acknowledgement of our wonderful service team

Data Coordinator: New Coordinator in office less than 30 days. Still learning a great number of things and is looking forward to working with everyone in the region and all the intergroups.

Digital Content Coordinator: No one is in the position. The committee report will inform you of everything they are doing.

Motion to take item out of order

Motion 1: Move Committee Reports to the end of the agenda if we have time. –

Motion was proposed and seconded. Motion required a two-thirds majority vote to adopt. Motion 1 ADOPTED without objection.

Motion 2: Move to consider WSBC Amendment 1 and WSBC Amendment 2 as the next order of business. – Motion was proposed and seconded. Motion required a two-thirds majority vote to adopt. Motion 2 ADOPTEDS without objection.

World Service Business Conference Motion #1 (WSBC Amendment 1)

Motion: The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.

The Board of Trustees will determine which OA publications will be available through the lending library.

INTENT: Provide equal access to the most essential OA literature. Due to the restrictions of copyright infringement and the concerns about screen sharing, this method would allow new members the ability to participate fully in meetings immediately.

IMPLEMENTATION: There are preexisting software platforms for digital libraries. These libraries can be customized in multiple languages. Access codes that expire ensure a finite usage.

COST $: Approximate: Digital Library $3900 – $12,500 in year 1, thereafter $3,500 -4,500. Use Agreement $1000-$2,000   Coding and Set Up $500-$1500.

PRIMARY PURPOSE:  Carry the Message and support the study of the OA literature. Makes literature available at meetings that do not have a book to pass around the room.

RATIONALE: Face to Face meetings have historically purchased literature to share during the meetings, especially for newcomer meetings.  Sharing our literature temporarily with newcomers, returnees or for the purpose of public outreach may support recovery, lead to retention of newcomers and returning members. Everyone is given equal access to study the OA Literature for the time it takes to procure printed or digital literature. Further limiting the time or literature (if needed) should ensure that we uphold our 7th tradition and see minimal impact of funds OA generates from literature sales. Our books are already in public libraries so clearly a library we control is more protective of our literature and encourages purchasing of literature.

Amendment 1: Move to amend WSBC Amendment 1 as follows:

The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days 3-6 weeks per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.   At minimum establish a password protected means of newcomers accessing the The Twelve Steps and Twelve Traditions of Overeaters Anonymous, Second Edition  and Overeaters Anonymous,Third Edition.

The Board of Trustees will determine which any additional OA publications will to be available through the lending library.

Motion was proposed and seconded.

Motion to Divide the Question: Move to divide WSBC Amendment 1 as follows.

Motion 1: The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days 3-6 weeks per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.  

Motion 2: At minimum establish a password protected means of newcomers accessing the The Twelve Steps and Twelve Traditions of Overeaters Anonymous, Second Edition  and Overeaters Anonymous,Third Edition.

The Board of Trustees will determine which any additional OA publications will to be available through the lending library.

Motion was proposed and seconded. Motion required a simple majority to adopt. Motion to divide ADOPTED without objection.

New WSBC Amendment 1 – 1: The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days 3-6 weeks per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.

Amendment 1: Move to amend New WSBC Motion 1 – 1 as follows:

The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days 3-6 weeks 90 days per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.

Motion was proposed and seconded. Motion required a simple majority to adopt. Amendment 1 ADOPTED Votes: 27 YES 4 NO

Amendment 2: Move to amend New WSBC Motion 1 – 1 as follows:

Motion 1: The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 30 days 90 days per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate. – Motion was proposed and seconded. Motion required a simple majority to adopt. Amendment 2 ADOPTED. Votes: 24 YES 6 NO.

Motion to extend: Move to extend assembly for 60 minutes.- Motion was proposed and seconded. Motion required a two-thirds majority to adopt. Motion to extend ADOPTED. Votes 26 YES 4 NO

New WSBC Motion 1 – 2: At minimum establish a password protected means of newcomers accessing the The Twelve Steps and Twelve Traditions of Overeaters Anonymous, Second Edition  and Overeaters Anonymous,Third Edition. 

The Board of Trustees will determine which any additional OA publications will to be available through the lending library. – Motion was proposed and seconded. Motion required a simple majority to adopt.- Motion WSBC Motion 1 – 2 FAILED Votes: 3 YES 27 NO

Substitute Motion: Move to adopt WSBC 1 substitute motion as follows:

The World Service Business Conference requests that the Board of Trustees establish a digital lending library to serve members.

The Board of Trustees will determine which OA publications will be available through the lending library. – Motion was proposed and seconded. Motion required a simple majority to adopt. Substitute motion of WSBC Motion 1 FAILED: Votes 5 YES 6 NO

WSBC Amendment 1: The World Service Business Conference requests that the Board of Trustees investigate and if appropriate establish a digital lending library to serve new and returning members.  Access to the lending library will be limited to no more than 90 days per member. Licensed translated literature will be provided through the lending library if the license holder chooses to participate.

The Board of Trustees will determine which OA publications will be available through the lending library.

INTENT: Provide equal access to the most essential OA literature. Due to the restrictions of copyright infringement and the concerns about screen sharing, this method would allow new members the ability to participate fully in meetings immediately.

IMPLEMENTATION: There are preexisting software platforms for digital libraries. These libraries can be customized in multiple languages. Access codes that expire insure a finite usage.

COST $: Approximate:

Digital Library $1,500 – $12,500 in year 1, thereafter $1,500 -4,500.

Use Agreement $1000-$2,000

Coding and Set Up $500-$1500.  

Annual cost for custom automated system $4,788

PRIMARY PURPOSE:  Carry the Message and support the study of the OA literature. Makes literature availability at meetings that do not have a book to pass around the room. 

RATIONALE: Face to Face meetings have historically purchased literature to share during the meetings, especially for newcomer meetings.  Sharing our literature temporarily with newcomers, returnees or for the purpose of public outreach may support recovery, lead to retention of newcomers and returning members. Everyone is given equal access to study the OA Literature for the time it takes to procure printed or digital literature. Further limiting the time or literature (if needed) should ensure that we uphold our 7th tradition and see minimal impact of funds OA generates from literature sales. Our books are already in public libraries so clearly a library we control is more protective of our literature and encourages purchasing of literature.

The World Service Business Conference requests that the Board of Trustees establish a digital lending library to serve members. The Board of Trustees will determine which OA publications will be available through the lending library.

Motion: Shall this motion substitute for the original motion and be sent to the World Service Office as amended? – Motion was proposed and seconded. Motion required a simple majority to adopt. Substitute motion ADOPTED Votes: 30 YES 1 NO

World Service Business Conference Motion 1 – Amendment 2: Motion was withdrawn

Motion to extend: Move to extend the time to allow the final vote on the second motion for the World Service Business Conference and recognition of Green Dots.- Motion was proposed and seconded. Motion required a simple majority to adopt. Motion to extend Motion to extend ADOPTED Votes: 23 YES 5 NO

World Service Business Conference Motion 2

ARTICLE VII – Board of Trustees

Section 7 – Assignment of Trustee Liaison

After the election or appointment of a new Trustee, the Board of Trustees will give first consideration for the liaison assigned to the Region that affirmed the new Trustee.

Should the Region have affirmed multiple candidates, the Board of Trustees will select the liaison from those the Region affirmed.

Motion was proposed and seconded. Motion required a simple majority to adopt. Motion 2 ADOPTED  Votes: 23 YES 5 NO

Motion to Extend: Move to extend for Green Dot recognition and affirmation of Trustee Nominee.- Motion was proposed and seconded. Motion required a simple majority to adopt. Motion ADOPTED without objection.

Green Dots Ceremony: A green dot ceremony was conducted.

Trustee Affirmation: Move to affirm Trustee nominee.- Required a simple majority to affirm. Motion to Affirm ADOPTED Votes: 24 YES 0 NO

Motion to Extend: Move to extend the time for elections of board positions.- Motion was proposed and seconded. Motion required a simple majority to adopt. Motion to extend FAILED: Votes: 15 YES 11 NO

A Special Board Meeting will be held to appoint applicants to positions.

An announcement of the open vice-chair position will be sent out on November 21, 2022.

Virtual Region Assembly 3, closed at 6:42 PM Eastern Time.

Respectfully Submitted – Virtual Region Secretary