DRAFT Virtual Region Assembly Minutes 

Date of Assembly: Saturday May 14th, 2022

Location: Red VR Board Zoom Room

Opening at 10:05 AM EDT

Serenity Prayer (In multiple languages), Reading of the 12 Steps, 12 Traditions and the 12 Concepts of Service

Presiding Officer – Claire, Chair of the Virtual Region

Recording Secretary – Pat, Secretary of the Virtual Region

Introductions: Board Members, Parliamentarian, Center Mic, Committee Chairs

Role Call of Representatives

Readings and Meditation

Secretary’s announcement of a quorum: 29 voting registrants, plus non voting registrants: the Trustee Liaison, the Parliamentarian, and Center Mic, 10 Tech Support Volunteers and 2 registered visitors. Total attendance: 44

Attendance Sheet may be requested from the Secretary.

Adoption of Standing Rules

Several amendments were presented and discussed. They are highlighted in the document below. Standing Rules requires 51% approval for amendments  to be adopted.Amendments are highlighted in yellow.

1. Standing Rules

These rules take precedence over Robert’s Rules of Order, Newly Revised with which they may conflict. They may be suspended by a two-thirds vote using a Motion to Suspend the Rules.The Standing rules may be amended at any time during a meeting through a motion from the floor; requires a second and debate.

2. General Practice

1. The group conscience prevails over all motions.
2. Parliamentary procedure according to Robert’s Rules of Order, Newly Revised will be followed with these noted exceptions.
3. Members who require special consideration for extended time to speak in a timed debate or question situation, may request same from the chair, either from the floor or in advance of the meeting.
4. Anyone who wishes to address the assembly must contact the center mic, who will manage the queue and notify the chair.  The chair will then recognize the member in the appropriate order.
5. After being recognized, person shall state their name, service body, and business.
6. The only recording allowed at assembly will be by the secretary for the sole purpose of assistance with accuracy of minutes.
7. Any such recordings shall be retained until minutes are approved, then erased or destroyed.
8. The use of recording devices by any participant at the business assembly is not allowed.
9. Devices such as personal computers and smart phones are permitted but may not be used to record.
10. No screen shots or photographs of the assembly members will be taken.
11. Etiquette

1. While attending virtually, all are asked to mute themselves and ‘raise hand’ to be recognized.  
2. Attendees are requested to sit quietly in front of their cameras.  
3. Attendees are requested to turn off their video if they are moving around, eating, or chewing gum. Beverages are permitted.
4. No smoking or vaping on camera. 
5. One person will speak out loud the words of a prayer or a similar reading, while the rest of the participants remain muted.

Vote #1: Added Clauses c, d and e to the Standing Rules YES 26 NO 1 Pass

6. Attendees are requested to use any indicated personal pronouns in reference to any individual indicating their personal pronouns preference.

Vote#2 Change displayed to indicated: YES 26 No 3 Passed

Vote#3 Add Amended clause f. to Standing Rules YES 24 NO 5 Passed

3. Participation in a Virtual Region Assembly

1. Any voting member as defined in the Bylaws of the Virtual Region Article III, Section 1 may participate in assembly procedures, e.g., vote, make a motion, speak to a motion, etc.
2. Visitors may have a voice at the discretion of the chair.

4. Credentials

1. At an assembly, voting members must display their credentials by indicating their status using the on-screen naming convention established by the chair.
2. The secretary shall make a credentials check at the beginning of each session, and as requested through the chair.

5.      Consent Agenda

1. The chair may propose a consent agenda of routine, non-controversial matters.
2. Any voting members may request that an item be removed from the consent agenda to be considered as a separate motion.
3. Once the consent agenda is established, it shall require two-thirds vote for adoption.

6. Voting Procedures

1. Registered representatives (reps) or alternates, board members, and committee chairs are entitled to a vote.
2. Except when using polls, the chair votes only to break a tie.
3. Any discussions (including electronic chats) will be discontinued once the debate is closed.
4. During a vote members will appear on camera unless an exception has been granted by the chair.
5. Should a member be unable to cast their vote in the primary manner due to limitations of the device they are using, they will be given directions on how to cast their vote during the meeting.
6. At the Chair’s discretion, all visitors will be moved to a separate location during the voting process. After the vote, visitors will be returned to the main location and the results will be announced.

Vote#4 add atChair’s discretion  YES 28 No 1 Passed

7. Elections

1. All elections will be held by poll.
2. Should a member be unable to cast their vote in the primary manner due to limitations of the device they are using, they will be given directions on how to cast their vote during the meeting.
3. Results of election will include number of votes cast, and number of yes or no votes.

8. Motion and Debate

1. No motions other than emergency motions will be taken from the floor at the assembly.
2. Emergency motions shall be submitted to the chair, who will determine if such a motion is considered an emergency.
3. During consideration of a motion, members who wish to speak will contact the center mic monitor to be recognized.
4. Any method or recognition other than at point 3 above will be announced by the chair.
5. There will be a maximum of three pro and three con speakers to each motion.
6. There will be a maximum of two pro and two con speakers to each amendment.
7. Debate on motions and amendments shall be limited to two minutes for each pro or con, or three minutes if granted an exception by the chair.
8. To save time on a simple amendment to an admissible motion, the chair may ask the business assembly if there is any objection.
9. If there is no objection, the motion is changed to include the amendment.
10. A voting member may not speak on two consecutive motions or amendments unless the maximum number of speakers has not been reached, or they are the maker of the motion.
11. The first speaker is always pro, and is usually the maker of the motion, unless they wish to have another voting member speak.
12. There shall be at least one pro speaker before any question on the motion is taken.

9. Questions on the Motions

1. Following the debate, discussion, which consists of questions to the chair, is limited to seven minutes and may be extended by a majority vote.
2. A voting member is allowed one question per motion, with one follow up question if they require clarification.

3.A motion to close debate (Previous Question) is in order only after five minutes have passed and requires a two-thirds vote.

10.  Amendments

1. These standing rules will be published no less than 45 days before any regular or special business assembly, on the Virtual Region Website or in print or a combination of both.

2. Any needed changes after these standing rules have been published shall not be amended except on the floor of the meeting as defined in Section 1 of this article at which time any corrections, amendments or additions can be made by any voting member of the assembly or business meeting.

Vote#5 Approve the Standing Rules as amended YES 26 No 1 Approved        

The chair outlined the Voting Process

Parliamentarian: Explanation of the Consent Agenda and Amendments Center Center Mic: Explanation of the Center Mic

Agenda presented for Approval adopted as presented without objection

Affirmation: Alix Sandra H. S. was presented for Affirmation to the new Board position of Digital Content Coordinator. Vote #6 Yes 25 No 1

Approval of Minutes March 26, 2022 Assembly This was shelved as the Minutes were not available for 45 days prior to this meeting on the website.They will be brought to the October Assembly for approval.

Consent Agenda – One Motion –  OA Virtual Region Committee Structure Review

Vote #7 Can the body consider the Consent Agenda as presented (one motion from March 26th)? Yes 21 NO 4

One voting member asked that the motion be pulled from the Consent Agenda so that motion will move to consideration at the end of the session if time permits.

Committee Reports/Question Claire pointed out that these reports were moved up in the agenda as they were missed at Assembly 1. They represent significant volunteer efforts and many successes with projects to support our members and groups and carry the message. Please note that all Committees  have written reports as part of the Assembly packet.

Convention: Carol T and Debbie H were present to provide details about the Convention 2022. The Convention was held Feb. 18-20, 2022. Over 25 service volunteers and numerous subcommittees worked to organize this region event. Results: participants attended from 38 countries, there were 64 newcomers, 1373 attendees and 191 scholarships. 400 members offered to do service. Social media ads reached 147,327 with 360 unique chats monitored 20 hours a day. There were 2109 clicks on our link. The program had 5 keynotes and 28 workshop speakers. There was interpretation in French, Portuguese and Spanish.   The Welcome Room, staffed by volunteers, was open 8 hours on Thursday, 14 hours on both Friday and Saturday and 10 hours on Sunday. The gross income from the 2022 Convention was $18,353. Expenses were $4,060.55 Net revenue to the Region from this significant activity was $14,292.45. Expenses were incurred for zoom room fees, social media advertising, eventbrite, gdpr compliance and signup genie,and  purchases of the digital newcomer pamphlet.  Recommendations for next year included starting earlier, putting aside $5500 for seed funds*, continuing the Welcome Room and expanding as an ongoing resource for new to OA people, expanding the interpretation resources and coordination with other committees.* done.

IGOR Committee report – Alix and Liz, Connecting resources example our region treasurer meeting with the IG treasurers. Mission statement up on the website. Encourage affiliation and the founding of new IGs and improve communication and support. IG Renewal may be on deck. a question about IG resources that  “how to” materials for new IG will be packaged.

PIPO Committee Report – Marie, The Welcome Room (a virtual “living room” with links to key pieces of information to discuss what OA can do for folks who are new to the OA.) and several other projects including professional outreach are all being considered. They are also working on cooperative projects with other regions.

TSW Committee Report -Rick, Busy committee. Redoing sponsorship list. Continues to offer workshops quarterly. They offer 12 Step Study groups on a continuing basis to which all and anyone interested are invited to take part. Co hosted with IG 3 workshops on Relapse prevention. More members welcome to help.Now part of the monthly Region eblast that they originally pioneered.

Workshop Committee Report – Trisha, 3rd Sunday of the Month workshops continue. They are offering Tech training on a regular basis. They are planning to add a 5th Sunday of the month programming with special focus starting July, 2022. Non english workshops getting some attention for future programming.

Website – Jeanette, New Chair reported on lots of behind the scenes cleanup for example 30 non functional links were fixed or deleted as needed. The committee is sending a website review proposal to the Board. In the question period, the Convention Committee pointed out that website support is vital for the success of the convention. Jeanette noted that several Convention related pages have been saved as templates to make updates easier going forward.They are happy to work with the people who have been involved in past Convention/website work. Chair observed that the website needed a lot of care and we appreciate all the work that has been done.

Reconvened Secretary monitored quorum

Cyndy, Bylaws Chair presented the Motion to revise Policy & Procedures

Claire, Chair took the group Section by Section through the completely Revised Policy and Procedure – Some Amendments were pre – submitted. Amendments were also taken from the floor. Here is the document presented with all amended areas and votes taken noted:

Policy & Procedures Manual

1. Introduction

This Virtual RegionPolicy and Procedure Manual (P&P) guides the business practices of the Virtual Region (VR).  

All documents (such as expense reports, registration for assembly, applications, bylaws, this policy and procedure manual, the standing rules, etc.) will be found on the Virtual Region website. The OA Inc., Bylaws Subpart B are located on oa.org/world-service-business-conference.

2. Purpose of the Region

1. Carry the message, virtually, globally, and in many languages
2. Encourage unity within the region
3. Communicate with groups all over the region
4. Offer assistance to groups and service bodies as they form and function
5. Selects Trustee nominees   

Vote #8 Change intergroups to service bodies and note that we no longer nominate a Region Trustee. YES 26 NO 0 Adopted

6. Establish region office address

3. Financial Policies

1. The fiscal year is January 1 through December 31.
2. A balanced budget for the next fiscal year shall be proposed at the last assembly of the calendar year.
3. The proposed budget is subject to the approval of the Virtual Region business assembly.
4. Requests for budget increases shall be submitted to the Virtual Region treasurer at least 60 days prior to the assembly where the budget will be approved.
5. The balance of the treasury will include the established prudent reserve (See Bylaws Article VIII) in addition to the general operations funds.
6. Funding for Non-Travel Expenses

1. Expenses incurred in the performance of assembly-sanctioned work are reimbursable.
2. All funded expenses shall stay within budgeted allocations.
3. Requests for budget overrides, including reason(s) for the same, are to be submitted in writing to the Virtual Region treasurer seven days prior to the next Board meeting.
4. Requests for overrides will be approved by the board before the expense is incurred.

7. Funding for Travel Expenses

Positions that may be considered for travel expenses are:

5. Region chair for World Service Business Conference (WSBC), World Service Convention and one Region Chairs Committee meeting.
6. Virtual Region trustee nominees to WSBC

1. Affirmed Virtual Region trustee nominees may be appointed by the board to fill any vacant Virtual Region delegate positions.
2. If the number of trustee nominees exceeds the number of vacant Virtual Region delegate positions, the Virtual Region trustee nominees shall be chosen according to the highest number of Virtual Region trustee nominee ratification votes received.

7. Virtual Region World Service Business Conference delegates

The number of Virtual Region delegates to be selected will depend on the funds available, but in any case, shall not be more than five.

8. Any other travel expense if agreed by a majority motion of the board or assembly
9. Reimbursement of travel expenses shall be limited to transportation, lodging (double occupancy), meals, and registration.
10. Reasonable adjustments can be accepted by a majority vote of the board or assembly.
11. An expense report and receipts must be properly completed, authorized, and submitted to the treasurer prior to reimbursement or advance of any funds.
12. Requests for reimbursement shall follow these guidelines:

1. Each person shall complete and verify an expense report.
2. An expense report must accompany all receipts and any unused funds must be returned to the Virtual Region treasurer within six weeks of the expense.
3. The Treasurer shall make reimbursement or request additional information, within thirty days of receipt of request

Struck the former #9 section on designated funds.

Vote #9 Yes 24 No 1 Adopted

13. The treasurer and the chair are authorized to withdraw funds from all region financial accounts.
14. When money is not adequate for full funding purposes, the Virtual Region treasurer shall inform the board, who will then set priorities based on the current financial position.
15. In addition to any line item in the annual budget for WSO contributions, the board shall send surplus funds as determined by the finance committee and approved by the board to WSO on an annual basis.
16. The region shall support service boards of the region in sending one representative per service board to WSBC via the Virtual Region Delegate Scholarship Fund.

1. The limit of the money set aside shall be that of the DSF line in each year’s annual budget.
2. Preference will be given to new SB’s.  
3. Applications will only be accepted from SB’s that otherwise would be unable to send a representative.

17. The Virtual Region’s guideline for Seventh Tradition is that intergroups and service boards will keep 40 percent above their prudent reserve and anticipated expenses, send 30 percent to the Virtual Region and 30 percent to World Service Office (WSO).

4. Duties of Board Members and Trustee

1. Perform the duties of their offices in accordance with the Bylaws and this Virtual Region Policy and Procedure Manual.
2. Serve as guardian of Virtual Region funds, participating in an annual financial audit.
3. Provide a forum for the interchange of ideas and information among Virtual Region Service Bodies and Virtual Region committees.
4. Attend all assemblies during term of office unless excused by the chair.
5. Become familiar with and assume responsibility for adherence to: Virtual Region and WSO Bylaws and this Policy and Procedure Manual.
6. Assists others in becoming familiar with the Twelve Traditions and Twelve Concepts of OA Service.
7. Reports:

1.  Submit a written report to the virtual region at least 60 days prior to the next assembly.

Vote#10 Change to 60 days from 35 Yes 25 No 0 Adopted

2. At the assembly, present an update to the written report for up to five minutes and then answer questions for an additional five minutes.

8. Respond to all correspondence, phone calls, and questions in a timely manner.
9. Maintain a consolidated record of all assets, including passwords for security protection as directed by the chair and the data coordinator..
10. Upon completion of service term, provides the successor with any information and documents from their service period via either written or electronic media.
11. Serve as board liaison to committees as determined by the chair.

Motion to remove  Board members from being automatically assigned to a specific committee and instead allows assignment at the discretion of the chair as stated in part K above. This removes specific committee assignments in each section by position on the Board from below in the document.

Vote #11 YES 23 NO 2 Adopted                        

5. Board Members Duties by Position

1. Chair

1. Is responsible for unity and group conscience of the VR.
2. Establishes and maintains agendas for all board meetings and business sessions.
3. Presides at all board meetings and business sessions.
4. Is ex officio member of all committees.
5. Appoint a parliamentarian for the assembly.
6. Attends World Service Business Conference as the representative of all unaffiliated meetings and any Virtual Region service bodies that are not in attendance.
7. Attends other meetings of the region chairs committee, virtually with the exception of the annual Region Chairs Committee meeting held at one region's assembly.
8. Is an authorized signer on all cash accounts.
9. Other duties as required.

2. Vice-Chair

1. Assumes all duties of chair in their absence.
2. Maintains the Virtual Region Calendar and reports on usage of the Virtual Region Media Platform.
3. Other duties as assigned.

3. 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 WSO 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 P&P 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.        

4.  Data Coordinator

1. Maintains the region systems and policies for protecting and managing the personal data of all service members and region visitors for the benefit of carrying the message, specifically:

1. Will oversee service volunteers to manage all outgoing mass emails from the region.
2. Ensure proper transfer storage and deletion (in required timeframes) of large amounts of personal data such as from the region’s convention.
3. Review global regulations with a committee and propose updates to the VR’s P&P.
4. Assess and evaluate user-friendly and affordable technologies to align with global privacy and data protection practices.
5. Train committee chairs and committee service fellows in use of global privacy and data protection practices and associated technologies.
6. Oversee creative releases for submissions to the region’s digital outputs, speakers’ releases, and other new forms that may be developed.
7. Oversee the global privacy and data protection of digital technologies and train new users on the use of secured systems and associated accounts.
8. Oversee registration for all Virtual Region events and ensure that there are appropriate speaker releases, service volunteer releases and releases for creative materials.
9. Administers the Virtual Region Meeting Platforms (VRMP), this includes but is not limited to

1. Approval and signing off on persons receiving administrative features such as the host code.
2. Maintains an email list of all registered users with administrative features.
3. Changes access to administrative features as necessary and notifies the users.

Vote#12  Adds administrative features to broaden the application beyond just zoom

YES 25 No 0 Adopted        

4. Deletes all recordings on a routine basis.
5. May appoint assistants as needed.

2. Manage collection and archiving of executed documents and act as a liaison with the Virtual Region Board where needed.

Vote#13 and #14 Amended an amendment to act as liaison with the whole Board rather than just secretary. Vote#13 Yes 26 NO 0 #14 YES 27 No 0  Adopted

3. Oversees compliance with all procedures outlined in the global policy data and data protection practices that have been approved. These documents are located on the Virtual Region website at https://oavirtualregion.org/vr-privacy-data-protection/
4. Coordinates with the board secretary as needed.
5. Other duties as assigned.

5. Digital Content Coordinator

1. Oversee the region Digital Communications Committee
2. Ensures the website is maintained.
3. Coordinates social media/outreach strategy such as Blogs, ad campaigns etc.  
4. Other duties as assigned.

Vote #15 YES 26 No 0  Adopted

6. Treasurer

1. Manages all the Virtual Region funds according to financial policies in the bylaws, policies and procedures and any other governance documents of the VR.
2. Maintains financial records in alignment with accepted accounting practices.
3. Maintain accounts for operational funds.  
4. Pays bills and reimburse expenses in a timely manner.
5. Reports the Virtual Region financial status as follows:

1. Current balance:  monthly to the board.  
2. Last month’s contributions:  monthly to the board.  
3. Comparison of actuals to budget:  quarterly to the board.
4. Itemized report showing all income and expenses year-to-date:  quarterly to the board.
5. Contribution details:  year to date:  quarterly to the board.
6. Average monthly contributions for the preceding 12 months:  quarterly to the board.
7. Quarterly reports listed above will also be provided for assemblies.

6. Provides financial information for annual audit, to be conducted by Virtual Region Chair and the finance committee, within the first quarter of the next fiscal year.
7. Other duties as assigned.

G Digital Content Coordinator was struck here (editorial correction) clause left hanging.

 Vote #16 YES 25 No 0

6.  Virtual Region Trustee

1. To be eligible as a Virtual Region trustee candidate, members must meet qualifications stated in Overeaters Anonymous, Inc. Bylaws, Subpart B, Article IX, Section 4.
2. The Virtual Region trustee serves a three-year term on the World Service board of trustees.
3. Although each region trustee represents a specific region, they serve Overeaters Anonymous as a whole.
4. Trustees meet periodically throughout the year to conduct OA business.
   

7. Parliamentarian

Duties of the parliamentarian are to assist the Virtual Region chair and the Virtual Region board in parliamentary procedures.

8. Committees

1. The board will determine committees to serve the VR.
2. These committees will be reviewed every 24 months.

1. Each committee will comply with all board approved guidelines. These guidelines are documented separately and will be maintained by the committee.    

3. The standing committees of the Virtual Region are Bylaws, Convention, Workshop, Finance, and Intergroup Outreach.

1. Committee chairs will be appointed by the board.
2. Should a vacancy occur within a committee, the Board will be notified, and the board will appoint a new chair to complete the term.     

4. Current ad hoc committees will be Public Information/Professional Outreach, Twelve Step Within, and Data Protection.

1. Ad Hoc committees will appoint a chair from among their members, and affirmed by the Assembly, annually at the first assembly of the calendar year 
2. Should a vacancy occur within an ad hoc committee, the Board will be notified, and the committee will appoint a new chair to complete the term. An ad hoc committee may be added or removed at any time.

5. The committee chairs may serve for up to two years.
6. Committee Chairs Duties:

1. Submit a report of activities  60  days prior to each assembly and a monthly update report seven days prior to the Board meeting.

Vote#16 to change from 35 days to 60 days Yes 24 No 0  Adopted

2. Maintain comprehensive files detailing committee activities using region approved resources and technologies
3. Upon completion of term of office or resignation, information transfer shall be coordinated by the Data Protection Officer in consultation with the outgoing committee chair.
4. May submit articles about the committee's work to the Virtual Region digital content coordinator for publication in the appropriate publication medium.
5. Submit reimbursement requests to the Virtual Region treasurer on approved expense reports.
6. Submit a proposed annual budget to the Virtual Region treasurer at least 90 days prior to the assembly where it will be addressed.
7. The committee chair will review work of subcommittees and appoint chairs or program heads as needed.

9. Virtual Region Meeting Platform (VRMP) Guidelines and Usage Procedures

1. Use of the VRMP is managed by the Virtual Region Board and limited to: Virtual Region board, committees, subcommittees, service bodies and registered meetings for the purpose of conducting OA business or OA recovery events.  
2. Any other Use of the platform will be at the discretion of the chair and Virtual Region Board.  Non-Virtual Region Service Bodies may request use of the platform; such use will be at the discretion of the Virtual Region Board. 

To strike any other Vote#17YES 24 No 0 Adopted

To strike Data Coordinator and replace with Board in two places Vote #18 Yes 26 No 0 Adopted

3. Non-Virtual Region service bodies given access to the VRMP will be asked to give a contribution for the use of the meeting space.
4. VRMP availability will be on a first come, first-serve basis with the Virtual Region Board and Virtual Region committee meetings taking precedence.
5. No member or group shall use the room for any purpose other than OA business or OA recovery events.
6. If misuse of the room occurs, the code will immediately be changed, and all registered users will be notified. Any misuse of any room or of the Virtual Region Meeting Platform will be brought before the Board, whereupon the Board will consider appropriate action which may include the removal of service permissions  and service access  to the Virtual Meeting Platform, which may also include the need to attend training on the proper use of the VRMP.

Vote # 19 Amendment to Footsteps Amendment Section 9 – G: insertion ‘with a minimum of consequences of a loss of the code for six months or which may include losing privileges completely ” YES 9 No 16 Amendment FAILS

Vote #20 original amendment underlines above Yes 24 NO 1 Adopted

VRMP Scheduling

8. All requests for usage and training for the VRMP will go to the Virtual Region Board
9. Requires a month (30 days) advance notice to be scheduled on the VRMP calendar.  
10. If a change of date or time is required, it would be at the discretion of the Virtual Region Board whether the change can be made.
11. The data coordinator will communicate to the vice-chair any changes in order to maintain the calendar.
12. Emergency usage will be scheduled at the discretion of the Virtual Region Board.
13. Technical training will be provided by the VRMP training committee upon receiving a request from the Virtual Region Board.

Vote # 21 Change from Data Coordinator to Board  YES 23 No 1

      VRMP Protocol

1. Scheduled meetings will provide trained, approved Dashboard operators.
2. At least two trained dashboard operators must be present at all scheduled meetings, one of whom will be designated as lead host.  
3. If the meeting is large, three or more dashboard operators are preferred.  
4. After using the VRMP, the meeting must be closed by the lead host.
5. Before any recording may be permitted, the lead host must have received data protection training from the Data Coordinator or committee and have signed a release stating that they understand the implications of recording surrounding data protection and other such issues.

6. Virtual Region business meeting recordings, including assemblies, conventions, board meetings and committee meetings may be  saved to the cloud by notifying the data coordinator.

1. 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.

Vote#22 Strike Board and insert Bylaws Committee and change number of days to 50 from 45

YES 23 No 0 Adopted

Bylaws Chair presented Motion to approve Revised Policy and Procedure in total: Vote #23 Yes 24 No 0 Adopted

100% Unanimity

Next the motion pulled from the Consent Agenda was considered.

OA Virtual Region Committee Structure Review

Motion:  Move that the board of the Virtual Region or a committee created under their oversight review the current service structure including but not limited to the committees of the Virtual Region. This ad hoc committee will be composed of board members, committee chairs, and committee members to be selected in any way that the board deems appropriate.

Vote#24 to amend the motion Yes 23 No 0 Adopted

Further move that a report be compiled including but not limited to recommendations for any changes to the committees, committee structure, and service structure of the Virtual Region, and the rationale for these changes. Any essential changes that are determined to be an emergency shall be made by the board. Any changes that are not an emergency shall be presented as motions at the next assembly, along with the compiled report.

Next the amended motion was considered.

Vote #25 YES 19 NO 3  Adopted

The Chair noted that this completes the voting business of the Assembly. We will now turn to Board Reports/Questions

 Chair noted that the Bylaws Committee and the Finance Committee along with the Treasurer’s Report were part of the March Assembly. The balance of the reports will be offered today. We will not have a Vice Chair report as our Vice Chair, Lee was appointed to the BOT. You can apply for this open position on the Board  through an online application to be found on our website.

Chair Report and WSBC: Claire will be scheduling a Chair Informal Meeting soon to discuss World Service Business Conference (WSBC) and Region Updates. Everyone is welcome to attend. Look for the meeting notice shortly. Her intention is to have regular Update sessions such as this going forward. Chair noted that Virtual Region was the most highly represented region at WSBC (at 70%)  

Trustee Liaison Report and Explanation of the new position Karen B. our new Trustee Liaison explained the sequence of events that brought her here. The Board of Trustees (BOT) was reorganized at WSBC. There are still 17 BOT members but  now they are all general service, no Region Trustees. Instead trustees will be assigned to every region to serve as liaison. Since the BOT is short 4 members currently, Karen has double duty with Region 7 and Virtual Region. She is happy to present the workshopTradition 6 With Q&A that was to be part of Assembly at another public forum. Look for announcements of day and time.

Trustee applications for persons interested in serving and desirous of Virtual Region affirmation can complete an application to be found on our website.

Secretary Thanked everyone for all the help to organize this special Assembly. Particularly thanked the tech support folks. Next regular Assembly is our annual meeting with elections in October, 2022.

Data Coordinator Automated systems have helped communication. Website up to date on “contact us” form in compliance with privacy requirements. Providing information on how we can best support all our service work and help to stay in compliance with all guidelines. Shared the Print on demand book of all of the Assembly materials. Hoping to prepare such for every Assembly going forward with more focus on our region. Contact the Data Coordinator with ideas.

Digital Content Coordinator Brand new. Lots of ideas, lots of potential. Seeking other enthusiastic folks to help optimize our communication with our members and to carry the message.Welcome your ideas, social media, tik tok, instagram, blogs, etc.

Trustee presentation will be rescheduled.

Recognition of all Green Dots: (First Time Representatives and special recognition for first time representatives’ Assembly 1 in March) Claire asked all first time voting members and those who attended an assembly for the first time in March, 2022 to raise their hands. Many people were first timers.The entire body thanked them for stepping up this service.

Karen, the person with longest abstinence read the following:

Reading of OA 12 &12 Step 12 Page 86-86

Francene, Center Mic read our Responsibility Pledge

Chair thanked all for dedicated service for the good of the region and OA.

Announcements:

Our convention First weekend in March 2023 planning will begin earlier this time. Help always appreciated.

12 Step Within Committee Workshop Jun 5, 20223PM EDT led by the Virtual IG info on the website.

Next workshop June 12 3PM EDT 7 UTC Gratitude in Action

Remind all to keep your commitment to your committees. Encourage service to all your fellows.

EBLAST will go out monthly, need info from you!

Bylaws Committee always welcomes new members so if you liked today’s work consider that committee.

OA promise and Serenity Prayer in multiple languages.

respectfully submitted by Pat V. O’C