Virtual Region Chairs Report Assembly November 2024

Thank you to all our members, meeting, intergroups, region service volunteers and committee members, committee and sub committee secretary, vice chairs and chair, representatives, the board our trustee.  The service commitment to the regions is nothing short of Extraordinary.  You know what that means now we are going to call on all our members, meetings and service bodies to further support the region in growing and carrying the message — at the region, at your service body, and your meetings–

Please look at all the reports of the board, committee and trustees,  

Please consider what your service body or meeting may be do to support our committees– and let us know how we can better support you.

We continue to grow in meeting numbers, our outreach and workshops have support and attract newcomers and recovery.   As region chair I believe I may have fallen short in setting accountable achievable goals since last assembly.  And as whole there is a problem in the message within and without OA not being effectively carried at the meeting level – by all meetings.  We have had some disturbing occurrences with unaffiliated meetings yet these meetings do provide strong financial support and in some instances support OA members. Let´s work together to

Support, Empower, and grow our membership, meetings, intergroups and service boards!

Update and Revised Strategic Goals

Support, Empower, and grow our membership, meetings and intergroups.

1. Reach Newcomers and expand membership in all our groups while supporting the growth of diverse, specific focus groups to grow in OA. Empower members , groups and service bodies to conduct public information  and professional outreach  through Carry the message resources. 

Top Goals

1. Request Intergroup Outreach and Public Relations Professional Outreach in coordination with the chair– attend at least 4 service  to present the Carry The Message tools on Website 
2. Intergroup renewal will host part one of a series of workshops Carry the Message for meeting leaders, intergroup representatives and officers (any member may attend.– goal attendance of 65 % of our service bodies with 2 representatives and 10 % of our meetings with representatives. Additional workshops will be hosted at the convention. Collaboration translation and interpretation committee to ensure digital copies are available in Greek, French and Spanish. 
3. The region Intergroups members and meetings distribute when I should refer someone to  OA to 150 nutritionists, 150 doctors, 5 0 dentists, 5o nurses/nurse practitioners, 100 psychologist or social workers, 25 universities health facility for deans of relative department and 50 clergy.
4. One Meet the Chair for all members to discuss using the outreach tools for Carry the message workshop.
5. Support Public Relations Professional Outreach in host its 3 planned 2025 open house–and  20 convention newcomer meetings goal of added non profit google ads, distribution of printed posted by members to 100  physical locations for each outreach event, support outreach to professional organization, addition of new social media platform supporting the digital resources committee.

1. Support member retention via building Step study models, sponsorship best practices and sponsorship workshops, Traditions studies, literature, and podcast availability. Address equity issues in literature availability and language retention.  Abstinence  and relapse prevention- meet the chair meeting and groups abstinence web

Top Goals

1)Host 2  17 Week Workshop and Study Guides(Launching in October and will be ongoing at assembly.  

2) Collaborate with region 10 on the Steps Traditions Concepts workshop

3) Collaborate with 12 Step Within digital and convention ensuring there are sponsorship, relapse prevention and abstinence workshops at region level ie

4) Intergroup renewal second workshop will focus on how service bodies and meetings can support, sponsorship, abstinence and relapse prevention.

5) Collaboration with our committees to support the translation of the 30 question from sponsorship kit in digitally available pamphlet– in Greek, Spanish ,and Frech,  Supporting the neutral translation in Spanish of the OA 12 & 12 and Green 15 WeekWorkshop and Study Guide our ti next assembly 

6)Develop a Multilingual Digital Delivery platform for literature sales that encourages fellowship, newcomer outreach and sales.

1. We are strengthening our service bodies through revising intergroup renewal and are developing new methods and outreach 

Goals

100A web link will. Be provided in update to this report

Intergroup Renewal workshop dates  the ere will be 3 additional sessions

1. Existing Service Traditions Concepts Workshop

B)All about OA– the many documents, pamphlets and web links that can be used regularly to support meeting will be focus

C)Best Practices for Meeting and Service Body Inventory– how to renew your intergroup, increase service, member retention and abstinence and support 7th tradition will be 

2)Region Fair– Date to be announced at assembly outreach to unaffiliated meetings– goal is to have 10% of the unaffiliated meetings attend the fair.

3) Intergroup Renewal is asking each board member, committee Member, representative and each board members of all our service bodies to approach 1 unaffiliated meeting within 4 weeks of assembly–  announcements will include

1. The Digital Committee will create an interactive page for unaffiliated meetings and members to learn the benefits of affiliation.  Link will be provided
2. Announce the Regions annual appeal
3. Invite meeting to convention, Fair and sign up for a newsletter, and meet the chair.

1. Increase support of the Region’s 7th Tradition contribution in funds and service.

1) Sharing link in meetings region annual appeal in all affiliated and unaffiliated meetings

2) How important the impact of meeting affiliations will be in this area.

3) By the week after assembly we are targeting to have 80 % of all convention newcomer meetings and service body supported workshops accounted for.  How you can accomplish this vote at your service body or meeting a convention representative who is empowered to pick a workshop, newcomer meeting slot or serve on the committee.  The convention is a key contributor to  both the finances and service structure of the region.

4) As you read this, get 1 member from your service body and 1 member from your home meeting to register for assembly.

5) Improving communications in region and amongst our service bodies and meeting

1. Continue to support the data committee and provide it more resources that mean fine the committee 5 new members.
2. Developing a new format or  eblast and newsletter which Vice chair and digital committee are already working on 
3. Create a delivery network for non real time meetings- securing 20 participants before the next assembly

I am grateful to all of our committee chairs who have been regularly attending monthly board meetings, have shared their voices at the meetings, and have all participated in the shared board/committee Whatsapp group. 

• We strongly encourage our intergroups to consider sending members to the monthly region’s board meeting 
• I will be requesting that we create a region goal chart through digital committee to keep track of reporting on our objectives in accountable responsible and tangible format.

Thank you again from the heart of the region for all you and your service bodies do– it saves lives— and fulfills our primary purpose.

Working the Miracle

Virtual Region chair

Virtual Region Vice Chairman Assembly Report for 11/2024

Assisting the VR Chair, Committees, and intergroups within our region have

been my priority in supporting the vision of helping build and unite our

region. Two projects, recently commenced, to further this goal, have been

the resurrection of the Virtual Region’s newsletter, projecting a quarterly

publication, with our first issue launched the fourth quarter of 2024. The

second project has been the series of monthly, talk show type of special

events, entitled The Interview, where intergroups, specific focus groups,

and pertinent OA information is presented via a speaker panel and then

followed up by Q & A and shares.

With both projects, I have been working with the Digital Resources

Committee, the 12 th Step Within and its Workshop Sub Committee, the

Interpretations and Translations Committee, as well as with the PIPO/UWD

Committee. Members have been gladly stepping up to serve, and

excitement has been building since the first episode of The Interview on

August 25 th with The Bridge Intergroup. The Virtual Region Newsletter will

take time to grow as more service bodies contribute their experience,

strength, and hope pieces, as well as with their calls for service, news, and

events. This type of newsletter had been the consensus of many voices

who had filled out the Virtual Region inventory form.

It is my goal to have both of these projects fluidly up and running, to then

pass the baton to service bodies eager to build on the projects, and to then

allow me to work on launching and building more projects that will emulsify

and expand our region.

Impromptu and regular weekly meetings with the VR Chair help us to align

our vision in accordance with the needs of the region, to keep one another

abreast of projects, concerns, goals, and to troubleshoot challenges that

can arise for the region.

Virtual Region Assembly Secretary Report

November 16, 2024

Hello everyone, fellow Virtual Region members!

Wow, what a journey it has been since I was appointed as your Secretary at the June 2024 Assembly! Imagine learning to surf but with amazing instructors by your side. That’s how my learning curve has felt, filled with support from my mentor, the Board, and our Committee Chairs. Thank you all for your patience and guidance!

I’ve dived into my role with a focus on data security and privacy, making sure everything runs smoothly and safely. I’ve also learned the right way to take meeting minutes and helped update our Bylaws and Policies to keep things organized and efficient.

Part of my job is managing our files, and I’ve been organizing everything on Google Drive so that our region’s information is at everyone’s fingertips. We’re gearing up for our Assembly on November 16-17, and it’s been so inspiring to see everyone’s dedication. The energy is incredible!

I’m currently processing Board and Trustee applications, making sure all the documents are in order and deadlines are met for our next Assembly. I’ve also been mentoring the Chair of our new International Languages Committee, and their upcoming projects are going to be amazing!

On top of that, I’ve connected with our Spanish-speaking groups, encouraging them to join in on the many events and activities we have going on. ¡Estamos creciendo!

As my term as Secretary comes to a close, I’m preparing a comprehensive manual to help the next Secretary hit the ground running. It’s all about making sure they have the tools and support they need.

I want to send a heartfelt thank you to each and every one of you for trusting me with this role. It has been an honor to serve, and I’ve loved every moment of working with such a passionate and supportive community. You’ve made this journey truly rewarding, and I can’t wait to see what we accomplish next!

With gratitude and warm regards,

Alejandra

secretary@oavirtualregion.org

VIRTUAL REGION TREASURER’S REPORT

FOR VR ASSEMBLY, 11-15-2024

Current balance: 

Cash on hand, as of 09/01/24: 

BY-LAWS, ARTICLE VIII – PRUDENT RESERVE The Virtual Region shall maintain a prudent reserve of not less than four (4) months’ expenses. Therefore: 2024 Annual Approved Budget: $75,000 4 months expenses = $ 25,000 

2024 Month End/Year End Reports, see google sheets file:

• Comparison of actual income and expenses to budget, 1/1/24 – 12/31/24
• Contribution details, year to date, 1/1/24 – 6/30/24

Tasks completed since last assembly: 

Working with Virtual Region intergroups and other regions

Calls and Zooms with:

• Chair of the Secular Service Board to discuss alternatives to opening a 501c3
• Treasurer of the Secular Service Board to help them open a PayPal account
• Hay Una Solucion Chair to discuss forming a 501c3
• Una Vision Para Ti unaffiliated meetings to discuss 7th tradition contributions and corporate structure
• Footsteps Treasurer to discuss their annual budget, setting a prudent reserve and policy for making contributions to the Virtual Region and WSO
• Better Together Treasurer on changing banks
• OA Rainbow Treasurer to discuss 7th tradition and opening a 501c3
• Region Treasurers and BOT Treasurer to share best practices and challenges

World Service Business Conference (WSBC) and Delegate Support Fund (DSF) 

• DSF: Supported seven Virtual Intergroups and one Virtual Service Board in attending WSBC 2024
• Attended WSBC 2024 as temporary Virtual Region Chair

Tax prep and corporate filings

• Filed the annual report filing for New Mexico due 05-15-24
• Filed the biennial gross receipts tax filing for New Mexico due 07-25-24
• Filed extensions for our 2023 tax returns in New Mexico and with the IRS. Now due dates are 11/15/24

Other: 

• Made a donation of $500 to WSO on 07-01-24 – this is our 2024 Quarter 3 donation per our 2024 Annual budget
• Worked with Data Coordinator to back up shared drives and
  workshop recordings to a flash drive kept in a safe at my house

Next Action Steps:

• File Annual Report at the New Mexico Corporate Database, due January 15, 2025
• Review and renew insurance by 01/09/25
• Follow up with the tax preparer on the 2023 990-EZ IRS tax return, due November 15, 2024
• File the New Mexico Charitable Organization annual filing – need to finish the 990-EZ first.
• Create a VR IG treasurer’s forum
• Create a VR Treasurer’s binder/how-to manual
• Follow up with the bank to add Claire as a signer to the bank accounts and order Claire a debit card (for travel)
• Develop an internal audit procedure – from P&P: Serve as guardian of Virtual Region funds, participating in an annual financial audit

Finance Committee:  

The Finance Committee meets every or every other month, on the 2nd Sunday at 6 pm ET/UTC -4 (summers), UTC -5 (winters)

Grateful to be of service, 

Sandy C, Treasurer, Treasurer@oavirtualregion.org

Virtual Region Trustee Report

Assembly II, 2024

After the World Service Business Conference in May, I was assigned to the

Board Approved Literature Committee and the International Interpretation

and Publications Committee. I continue to Chair the Unity with Diversity

Committee and the World Service 2025 Convention Planning Committee.

Both of these committees have new members and the Unity with Diversity

Committee, particularly, has taken on new and exciting goals for the ’24-’25

term.

Since our last assembly, I have helped our Atheist/Agnostic/Secularist

Service Board develop and get approval for a suggested format for their

meetings, participated in the development of the Rainbow Service Board,

and visited and participated in several in several intergroup meetings. I am

also in the process of helping the Men’s Intergroups “Suggestions for

Attracting Men to OA” being approved for distribution throughout the

fellowship.

OA World Service has not had a Convention since 2016. Several had been

scheduled, then cancelled due to COVID. Come August 21st -23rd, 2025,

A World Service Convention is Back! It will be held in Orlando, Florida

and will be a weekend of blessed recovery and an OA party (not a business

event)! This is a great opportunity for those of us in the Virtual Region to

meet Face-to-Face with all our online friends. Plan on coming. To be kept

up to date with convention information, email Conventioninfo@OA.Org

The most recent Board of Trustees meeting was held on August 22nd -August

24th . The PIPO and Website Committees are now working on a “Welcome

Room, “ first developed and proposed by our region chair in 2019. The

Board is now asking the Virtual Region to show the relevant committees

how we have set up our Welcome Room. That is, once again the Virtual

Region is leading the way for OA world-wide. We are the advent-guard of

OA.

The Strategic Planning Committee is working on proposals for the

fellowship to adopt efforts at 12th Step work, a campaign called “each one,

reach one.” Details on this will follow. In the meantime, please make use

of the OA “Business Cards,” or “New Prospect Cards” available at the OA

Bookstore.

Some news from this Board meeting you might have heard about is the

new policy statement on minors at meetings. The new policy statement

doesn’t really change anything that wasn’t already true, but makes OA

Inc.’s position clear. Simply put, OA inc. does not endorse allowing minors

to attend meetings. That doesn’t mean minors can’t attend. That means

the decision of whether or not to allow minors to attend is solely up to the

local meeting. However, it is strongly suggested that the group check with

the laws in the local jurisdiction. As has always been the case, OA policy is

that all meetings and service bodies are to follow all governing local and

national laws.

Thank you, once again, for the opportunity to serve in such a dynamic and

forward-thinking region. It really is a privilege, and one I don’t take for

granted.

Yours in OA Recovery

Gary Davis, Trustee Liaison to the Virtual Region

Assembly Report 2024 Assembly2  November

From    Data Coordinator   data@oavirtualregion.org) 

Reporting also for the Data Protection Committee and the 

Tech Committee (both committees need committee chairs) B

What we have accomplished since the last assembly: 

Data Coordinator and Data Protection Committee

We finished writing and editing our Data Protection Committee Policies and Procedures document.   This is the first time our policies and procedures have been documented.   

Put into place, with the help of the Digital Committee, a password protection application.   Passwords are currently being migrated to this new application.  

Ongoing auditing of the google drives which included auditing of website media files, and files from our former website.  

Worked with committee chairs to update their committee listings and associated distribution lists

Did data protection onboarding for new board members, committee chairs, and service volunteers.

Made a recommendation, which the board adopted, to no longer use “Dropsign” for speaker releases.   We will be implementing Adobe Pro which has a signature application included.  

Moved all the files from Dropbox and Dropsign to our google drives so those accounts can be closed when we move to Adobe Pro.

Notice any speakers who may have been affected by the hack to Dropsign.

Started collating the “how to” files the Data Committee has and will collaborate with the Tech Committee and Digital Committee to move these into a ‘library’ which is accessible to those who need the information.

Data Coordinator: 

Assisting with the Assembly support team.

Conducted an STC workshop with the Trustee for the Virtual Region.

Conducted a survey for naming the new committee as voted at the last assembly.  

Facilitated an IG inventory and goal setting session for one of the VR IG’s.

Ad Hoc Tech Committee

The ad hoc Tech Committee is now a sub-committee of the Data  Protection Committee.   We are in the early stages of determining tasks and are also now moving on to prioritizing tasks, and determining who can handle which tasks.    We have written up ‘roles and responsibilities’ for the Google/Cloud Administrator, the assistant administrator,  Data Management, and the WhatsApp facilitator.   We are currently looking for volunteers to fill these important positions.   (See the website for details.) 

What do you want to accomplish before the next Assembly?

 For both Data Protection and Tech bring new members and leaders into our committees.   To fill the roles in the Tech committee with willing and qualified service volunteers.  

Tech and Data Committee to continue with Digital Committee to edit and update “how to” documents and start the digital library for access.

Date Committee to begin archives and deletion actions and policies. 

Data Committee to continue to look at how to update Constant Contact and ensure it’s data protected. 

Tech Committee to automate data protection processes for ease and reliability by reviewing current data protection systems in preparation for recommending a system that is more automated and affords easier protection. 

Data Coordinator to continue with the Digital Committee to update the passwords list including verifying vendors.

Data Coordinator to continue ‘data protection’ training for officers, committee chairs, and service volunteers. 

Data Coordinator to continue to liaise with the Tech Committee to provide policies and procedures for data protection to be implemented though the best technologies that work well. 

Anything else you want to include in your report

We are still looking for an archivist who could develop and implement a system for archiving our historical documents whilst protecting those with data. This person would be part of the data committee and work in conjunction with us. Please consider if this service opportunity has your name on it! 

The Tech Committee has several service openings.   Please see the website for details.   We really would appreciate people to step up and serve in these important roles.  

Joint report of the Digital Resources Committee and Digital Coordinator

(For Assembly 2, 2024)

Loss of project leader for website design — but we continue to work on this new project and we have recently had some training that is relevant.

We have a new vice chair of the committee, but we still need a permanent secretary.

We updated security due to a malware attack.  Our service reports over 18k malware attacks prevented.

The committee took over responsibility for updating the calendar from the region secretary. (Policies and procedures change at the last Assembly).

Exploring our relationship with the new Tech committee — and we defined a list of areas that we need training resources for.

We are exploring options for expanding social media coverage.

Current tasks are preparing the convention website, the Assembly 2 website and supporting Newcomer Open Houses.

We continue to post flyers for ongoing region and intergroup events. The webmaster makes 25-30 posts per month. Some audio recordings have been uploaded as podcasts.

In a subcommittee, we are transferring passwords from a file to a password manager, in conjunction with the Data Committee.

We have had some issues with our new security service, our existing translation software and the way they work together. One problem has been solved but another one requires further investigation.

ASSEMBLY 2 REPORT

From Convention Committee (dates:) 2/28, 3/1, 3/2

November, 2024

CONVENTION THEME UPDATE:

The main theme is: There is a Solution!

We need the tagline which will guide further the names of the tracks and sessions.

Step 1: We are sending out top 12 themes for committee to vote their top 5.

Step 2: We will then ask members to vote their top 5.

“Our February 2025 Virtual Region Convention, There is a Solution, needs a theme, and we

want to hear your voice! Please select your favorite first, as #1, on down the list, with your

last choice as #5.”

We are asking Intergroup’s to send liaisons to convention committee meetings and for

assembly.

~

3 POSITIONS OPEN SEE BELOW:

1. Co-chair: Oversee all aspects of planning the Convention, from pre-Assembly

meetings toConvention and through final reports; report to the board.

Review any legal compliance issues for global events; work with the chair in determining

best practices; data coordinator, treasurer update registrations and policy and procedures

annually.

• Duties and Responsibilities:

1. Coordinate all activities of the Virtual Region Convention.
2. Obtain support of Virtual Region service bodies for the convention.
3. Become thoroughly familiar with all aspects of the Virtual Region Policy once

adopted.

4. No later than eight (8) months before Convention convene the first Virtual Region

Convention Committee meeting and delegate/outline the duties of each

Committee. Appoint Chairs/Co-chairs of sub-committees as needed.

5. Use suggested “Convention Timeline” as a guide.
6. Identifies Keynotes. Keynotes must have a minimum three years abstinence, have

worked the Twelve Steps and are committed to the Twelve Traditions.

7. Be an ex-officio member of EVERY sub-committee. Regularly meet and

communicate with committee chairs.

8. Oversee and approve the contact with any past registered attendees or service

volunteers in coordination with the region’s data coordinator.

9. Support outreach within and out of the fellowship to encourage diverse focus

groups and service boards to be represented.

10.Encourage the participation of national, specific focus and language service boards.

11.Report progress regularly to the Virtual Region Convention Committee and the

region board. Attend Virtual Region Board meetings during the planning period or

send a designated representative from the committee.

12.Provide monthly reports to the Convention Committee in advance of the Committee

meetings.

13.Encourage and support all volunteers/workers, and attempt to involve as many

people as possible, ever mindful that Twelve Step work is essential to recovery.

14.Work closely with the Virtual Region: Virtual Region Treasurer, Convention Treasurer

and Committee Chairs to set up initial budget and monitor accounts (See: Projected

Budget Form)

15.Obtain Virtual Region Tax-Exempt # (form) from Virtual Region Treasurer and

distribute it to the Convention Committee Chairs for use with vendors for this event

(This is in US only).

16.Submit a report to the Virtual Region Convention Committee at each Assembly.

17.Coordinate save the date skit and promotion for the next Convention;

18.Facilitate the wrap-up meeting with Convention Committee Chairs.

2. Secretary: Record minutes of meetings; maintain roster of Convention

Committee’s names, mail/email addresses, and cell phone/phone numbers; write

correspondence as requested; send copy of minutes to Virtual Region Convention

Committee Chair and Virtual Region Trustee.

3. Service Committee chair: Coordinating service schedule; maintain

WhatsApps group for Convention volunteers; assist in orientation or training of

volunteers as needed. Utilize Sign up genius for service sign up. Coordinate Hosts,

Co-hosts, Timers and Moderators.

Intergroup Outreach Committee

The committee currently has three sub-committee chairs but is without a main chair. I am submitting this brief report on our activities and goals, and we are asking members to consider taking on the position of chair.

What we are working on and what we need:

• Region 6 Intergroup Renewal: We’ve decided to move forward with a five-part renewal series to support service bodies and meetings. We need editors, researchers (to gather source documents from OA.ORG), and members with skills in graphic design and digital arts.
• Region Fair: The date will be announced at the assembly. The goal is to have 10% of the unaffiliated meetings attend the fair. We will need a team of service volunteers to staff the event, along with members interested in organizing it.
• Intergroup Renewal: We are asking each board member, committee member, representative, and board member of all service bodies to reach out to at least one unaffiliated meeting within four weeks of the assembly. Announcements will include details about this initiative.

The committee will provide a script at the assembly for members to use when visiting or contacting meetings, whether by phone or email. The chair/liaison is also working with the webmaster and digital vice chair to create an interactive information page for unaffiliated meetings.

Public Information/Professional Outreach & Unity With Diversity Committee

Since the last Assembly, we have:

• Held the June 1 and 2, 2024, Newcomer Open House.
• Planned for the September 21, 22, 2024, Newcomer Open House.
• Set a tentative date for the first 2025 Newcomer Open House (January 24, 25, 2025).
• Had two unaffiliated groups participate in the open house: Una Vision Para Ti IG (in talks about joining VR) and Asian, Pacific Islanders, Desi (APID) IG (https://oaapi.square.site)
• Worked on PIPO/UWD outreach projects including the BIPOC PSA and a PIPO/UWD flyer.

Before the next Assembly, we plan to execute the September 2024 Newcomer Open House

Newcomer Open House statistics:

6/1 and 6/2, 2024

• 365 total guests with 100 newcomers (27%) and 265 current

1/27/2024

• 721 total guests with 403 as newcomers (56%) and 318 current

9/2023

• 368 total guests, with approximately 147 newcomers (40%) and 221 current

Lori B is now on-board as a vice-chair. Addie has resigned as co-chair. We need a new co-chair and a secretary.

We may perhaps need help in standardizing our approach in reaching out to IGs that have not participated in Newcomer Open Houses.

Toby L

Co-chair, PIPO and UWD Committee

Finance Committee Report for Assembly 02

The Finance Committee has worked on a couple of consequential matters in recent months.

1. Annual Appeal Letter. We’ve created an appeal letter for distribution later in the fall so as not to compete with the OA annual appeal. The letter follows a similar format but we’ve added several brief vignettes to help communicate the story of recovery in our fellowship.
2. The Cost of Paper Check Processing. The region pays $15/month for a post office box to which the checks are mailed. Then, the back charges a $2.50 processing fee for each check deposited. Some of those donations are for $5.00. The $2.50 processing fee greatly reduces the impact of those smaller gifts. The committee agreed that Sandy will add a note to the website informing donors of the $2.50 processing fee per check. She’ll also add that note to the form that is printed out and mailed in with each check.

Sincerely,

Charles H.

Chair, VR Finance Committee