Virtual Intergroup of Overeaters Anonymous (# 09661)
[Users may find some repetition of the Bylaws here. This was done to create cohesiveness and to avoid the need for readers to switch documents.][Amended 10/27/19 to reflect new Name: Virtual Intergroup of Overeaters Anonymous. Created by IG approval 1/27/2019]
TABLE OF CONTENTS
(Document does not support internal links; please scroll to specific items or use Ctrl F to use word search.)
Abbreviations & Glossary
Agenda – (sample)
Bylaws – Annual Review
Calendar – 1/12/20
Certificate of Eligibility
Certificate of Registration
Chair
Committees / Committee Chairs
Communications – (VIG Email List)
Dashboard Coordinator
Delegate registration -1/12/20
Email List – (VIG Email List)
Email List Administrator- currently Chair
Group Conscience – see Voting
Logo Permission
Marathon Coordinator
Meeting Dates
Meeting Members
Meeting Quorum
Meeting Rep – Handbook
Meeting Group Rep
Membership Coordinator
Motions
Officer Duties and Qualifications
Outreach
Phone Service Liaison
Policy & Procedures Manual
Polls
Recording of VIG Meetings
Roll Call
Secretary
Service Positions
Seventh Tradition
Service-Rotation / Term of Service
Treasurer
Vice Chair
Virtual Region
Virtual Region Representatives
Voting
Webservant
Website
WSBC Delegates
Abbreviations & Glossary: (Fellowship uses some terms that have come to have specific meanings which may vary from usage in the non-fellowship world.)
IG – Intergroup
VIG – Virtual Intergroup
VR – Virtual Region
WSBC – World Service Business Conference
WSO – World Service Office
Assembly: a group conscience meeting for a region. Frequency: at least, annually. Assembly may be virtual.
Conference / WSBC: group conscience / business meeting held at the global level annually, usually in early to mid May in Albuquerque, NM, USA.
Convention: a recovery event held at any level, often held regionally. Locations and timing are decided by the sponsoring organizers. Convention may be virtual.
Dashboard: a virtual tool to allow a trained, trusted servant to assist a moderator to maintain a safe and quiet meeting.
Delegate: VIG liaison to WSBC.
Intergroup; a service body created by, typically at least two meetings, to enable activities that require resources beyond what a single meeting can supply. (Examples: website, workshops, marathons, dashboard training)
It also serves as a forum for the exchange of best practices.
It does not govern.
Meeting Rep: person sent to represent a meeting / group of meetings at VIG.
Marathon: a recovery event consisting of a day of meetings; may focus on a theme.
OA.org -Fellowship website -includes recovery resources and information on OA’s service structure. It does not govern; it does include guidelines on OA practices that have been created by group conscience at WSBC.
Region: a service body created by at least two intergroups to provide services requiring resources beyond what a single intergroup can offer; provides a forum (assemblies) to exchange best practices. (Example: conventions)
It does not govern.
Virtual Region Representative / VR Rep: VIG liaison to Region.
Workshop: a recovery special event, typically focused on a single topic such as sponsorship, and usually lasting an hour, or up to a day.
World Service Office / WSO:
An administrative office.
It does not govern; it serves.
See OA.org for OA service structure.
Agenda (sample / excerpts)
Virtual Intergroup Meeting Agenda December 16, 2018 3:00 PM – 5:00 PM EDT Phone 712-432-5200 pin 579#
In accordance with our group conscience, we are going to record this meeting. (Dashboard monitor begins recording.)
Tap *1 to mute / unmute and *5 to raise / lower hand to be heard and to vote, or to ask to speak when we do not wish to call out to speak.
Open with Serenity Prayer or OA Promise.
12 Steps (read by volunteer)
12 Traditions (read by volunteer)
Service Concept of the Month (read by volunteer)
Roll Call ((2019: taken silently/digitally by Secretary using Dashboard. confirm quorum of at least 2 officers and at least 5 additional voting members. See Update.))(Each person states name and number of the meeting represented, or the service position held, or identifies as visitor.)
Welcome to new members. Arranges to invite to join email list.
Secretary’s Report
Treasurer’s Report
Standing Committees:
a. Update on website – OAPhoneMeetings.org
b. On-Going Report about WSO committees from each delegate to the WSBC, on a rotating basis, time permitting
e. Marathon meetings
f. Men’s Outreach SubcommitteeSecretary updates Roll Call,orally for any new members or unidentified attendees before any Business items vote, announced number needed for majority and ⅔ votes
Unfinished Business (Items change)
New Business (Anything that has come up since last VIG meeting.)
Announcements: date of next meeting.
Recovery /Service Moment (time permitting)
Close with Serenity Prayer or OA Promise.
Adjourn.
Recording is ended. (Dashboard monitor ends recording.)
Bylaws: Annual review of bylaws
At the first meeting after WSBC, update the Bylaws as needed to reflect any changes required regarding Steps, Traditions, Concepts, Meeting definition etc. These changes are effective immediately, or according to the dates provided by WSBC. (Bylaws: Art IX)
At the June meeting, create a committee to assist the Secretary in reviewing the Bylaws and suggesting needed changes or updates.
Suggest that the committee post a draft to VIG email list, and schedule an open meeting for input and feedback from general membership including input already posted on the VIG email list. Post Updated Draft for 30 day notice.
At the meeting following the completion of the 30 day notice, vote on amendments.
The Bylaws with any approved amendments or changes get posted to the website.
The Bylaws with approved amendments and/or changes are sent /emailed to Trustee. (Trustee required to review for conformity to OA Bylaws, performs the necessary checklist, and responds with approval or needed changes. When Bylaws are fully conforming, they are forwarded to WSO, processed and any applicable changes reflected at OA.org. e.g.Oct 2019 name change.)
Calendar: (Added to provide guidance.)
January
Hold special meeting 3rd Sunday of January to preview WSBC agenda.
At regular meeting vote to decide if proposed items are worthy of discussion time.
Register WSBC delegates – deadline for WSO to receive: ex: Feb 10, 2020
February
Hold special meeting 3rd Sunday of February to preview WSBC agenda for Pro and Con discussion.
Deadline for wso to receive agenda: ex: Feb 20,2020
March
Pay domain name and hosting fees.
April
May
(Meeting date may be moved to mid month to avoid conflict with holiday.
Treasurer completes IRS form 990N by May 15 to maintain 501(c)3 status – total 7th Tradition receipts for prior year.
June
Review Bylaws to amend to conform to changes made at WSBC. These are automatic per our Bylaws.
July
August
September
Begin to prepare budget- needs 30 days posting at email site prior to Dec vote.
October
If need funding for WSBC, application deadline Oct
November
(Meeting date typically moved to mid month to avoid conflict with holidays.
December
(Meeting date typically moved to mid month to avoid conflict with holidays.
Elections, adopt Budget, adopt VIG meeting calendar, adopt Marathons schedule.
Certificate of Eligibility:
A document the VIG Chair files digitally with Region for each assembly; it is used to identify qualified Reps attending Virtual Region meetings and Virtual Assemblies.
Certificate may include the following information:
Intergroup Information: Intergroup Name, State, Intergroup Office Address, Intergroup Email Address, Intergroup Website Address,
Chair: Name Phone Address Email Term Dates: From /To___
For each Region Rep or Alternate: Name Address Phone Email
Please delete the following names from VIG’s list of registered representatives: ________
I certify that the representatives and alternates listed on this certificate were elected by our Intergroup to serve during the dates listed below and are eligible to vote as defined in the VIG Bylaws and Policy & Procedures Manual. From___To___
Signature of Intergroup Chair:
Signature___Date___
Certificate of Registration
{This gets filed with WSO when an IG is formed to identify it as an OA member IG. WSO must also be notified when changes occur, such as after elections, if the contact information changes, or when group name or status change requires. WSO says as long as one contact’s information remains valid, certificate need not be resubmitted.}
Chair:
{See Officer Duties entry below for general qualifications for all officers.}
Represents the VIG at all levels as needed.
May serve as a WSBC Delegate and / or as a VR Rep.
Has the primary responsibility of making sure the VIG operates smoothly.
Is responsible for setting the year’s schedule of VIG meetings, having it posted to the VIG email group within 30 days of taking office, and having it posted to the website.
Makes sure that if meeting date needs to be changed, it is changed by a majority vote, and that there is timely (7 days) notice of the changes communicated to the body.
Moderates the VIG meetings.
Verifies with Secretary that quorum is present, or else postpones meeting until the following meeting, or sets date for a Special meeting if required to transact necessary agenda or emergent items.
Oversees all votes, with assistance, as needed, with counting votes.
When Chair is nominated and opposed, a separate dashboard monitor counts the votes using *5 / raise hand function.
Promotes voting by substantial unanimity / consensus,
Is permitted to vote to break a tie.
Is a signatory on the VIG financial accounts.
Submits certification of Delegates to WSBC, and of Representatives to VR Assembly.
Committees / Committee Chairs / Committee Co-Chairs:
(alphabetically – see individual headings for details)
Dashboard coordinator and backup Dashboard coordinator, Email List Administrator, Marathon coordinator and backup Marathon coordinator, Membership, Outreach, Phone Liaison, Secretary and backup Secretary, Website.
Works with incoming committee chair to insure smooth transition.
Makes sure VIG Chair has necessary information, including passwords, to backup phone service liaison, dashboard, email group, and website.
Communications: (see Email List)
Posting to VIG email list (Google group) group) fulfills Bylaws requirement of:
Agenda notice, Treasurer’s report, monthly meeting Minutes, change of meeting date, special meeting notices, proposing bylaws amendments. (Bylaws, Art IX)
Dashboard Coordinator:
Maintains the security of the dashboard access for this intergroup. (Bylaws Art IV, Sect 6,K,6)
Has a backup coordinator.
Maintains the security of the sign in and password codes, changing as circumstances require.
Shares both codes with Chair and Vice Chair.
Vets potential candidates to be dashboard monitors.
Approves prospective monitors based on recommendation and careful consideration.
Holds dashboard training sessions for candidates once a year, and more frequently if necessary.
Maintains a list of monitors which can be shared only with other OA monitors to facilitate contacting substitutes when needed.
Communicates and holds meetings with monitors, as needed, to share information and best practices regarding disruptors or other dashboard issues.
Is the only one (along with co-coordinator, who is permitted to give out link, user name and codes.) All monitors agree never to share the confidential link, user name, and codes.
When Chair is Dashboard monitor during elections and is an opposed candidate, another dashboard monitor counts the votes using *5 / raise hand function.
Delegate registration: January
Interactive digital form completed by each WSBC delegate each year in order to attend that year’s WSBC. (Similar to Certificate of Eligibility for Region Assembly.) Current deadline Feb 10, 2020.
Region number: currently Virtual Region.
Pick committee preference.
Registration paid by VIG – contact Treasurer to arrange.
Email List: (see Communications)
Only accessible to VIG members – by invitation of VIG group email list administrator.
Maintains anonymity – group itself is invisible to all but approved members.
Allows members to control frequency of emails sent to them.
Has all discussions visible to all members providing transparency in our communications.
Serves as primary communication vehicle for members and meeting Reps.
Serves as a forum for preliminary group conscience issues using leadership of Vice Chair, as guardian of the Traditions.
See also Members & Meeting Reps.
Email List Administrator:
Is “owner” of the Google group
Maintains a list of all meeting reps who are not in the Google group
Issues invitations, upon request, to all new Meeting Reps, and VIG members.
Monitors site.
Assists members having difficulties registering onto or using the site.
Group Conscience- See Voting
Logo Permission:
OA Blanket logo Permission renews after 2 years.
Next renewal due by April 30, 2021.
Marathon Coordinator:
Marathon Coordinator may have co-coordinator / backup and establish committees as needed.
Establishes annual calendar of event dates and themes for review and approval by November business meeting.
Considers requests for additional dates, deletions, and changes and submits to VIG by September, to be voted on in October.
Reviews and updates format / script when necessary, including revision date.
Posts format without moderator codes to email group.
Distributes format to moderators who do not access email group.
Supplies moderator codes via confidential communication.
Arranges for moderators and dashboard monitors.
Meeting dates / VIG meeting dates:
VIG calendar is voted on at the annual/December meeting.
Meetings are scheduled for fourth Sunday of the month, but date is subject to change if a holiday weekend. Ex: May, November, December.
Next meeting date announced by Chair before the meeting ends.
To make a change to a scheduled date, a majority vote of members present is needed.
Member meetings must have seven days notice prior to the new date. (Bylaws Art V, Sects 1, 5)
Meeting members:
Meetings are responsible for registering at oa.org, updating contact info, and noting VIG affiliation.
Meetings that take a group conscience to affiliate with the VIG are members if they have, or once had, meetings on a (712) area code number (Bylaws: Art II, Sect 2) OR, if they request VIG membership and are accepted.
Acceptance Criteria for meetings on the 712 line, or meetings that may wish to affiliate with VIG: (oa.org Bylaws)
Are registered with oa.org.
Follow the OA definitions of a meeting.
Honor OA’s 12 Traditions.
Hpold regular group conscience meetings where all attendee OAs have a voice.
Desires to participate in the VIG.
Are not members of another IG.
For meeting Reps to stay informed about VIG issues and best practices, and to communicate transparently, the VIG suggests that meeting Reps join the VIG group email list (currently an anonymous group at Google – the group is not visible to any non-VIG member).
The email group is how Reps receive monthly notice of the VIG agenda, the VIG meeting minutes draft and, if needed, amended minutes, Treasurer’s reports, bank and budget statements, etc.
Any member may use the VIG group email to suggest an agenda item for New Business or to discuss an item of Old UNFINISHED Business. By using the Conversation / Reply conversation feature, New Business and Old Business items may be discussed extensively without the discussion becoming unwieldy during regular monthly meetings. Email group may also be used to take polls so as to respect time boundaries at the monthly VIG meetings.
Reps control the frequency of their own email receipt through their profile settings: individual, digest, etc.
Meetings may register using an individual’s email or create an email for the meeting to use and pass that email along as Meeting Reps rotate service.
Meeting Quorum: (Also see Roll Call.)
Minimum number and type of attendees needed to create a valid VIG group conscience: currently two officers and five meeting reps.
Meeting / Group Rep:
New Group / Meeting Reps are invited to join the VIG email group.
Secretary obtains Rep contact info.
Sample invitation:
Have you asked to join the VIG email group? It’s totally anonymous (invisible to the outside world) and a way for us to post and discuss agenda and other virtual items.
Once you’re a member, you automatically receive the agenda each month as well as the Treasurer’s report and the Minutes. You can control your profile to receive individual email notifications or digests. Resources are posted here, such as the Bylaws, Marathon schedule, and the Policy & Procedures manual.
Meeting Rep: “New Rep Handbook” (also posted to website for easy access).
Role:
Brings meeting concerns to VIG and reports VIG activity to meeting.
Qualifications:
Regularly attend your meeting’s GrpCon /business meeting.
Rep should be abstinent according to home meeting’s guidelines, be working the Steps, be following the Traditions (read the 12 & 12 essays), and have read the 12 Concepts of Service.
Responsibilities:
Registers with Secretary by identifying self to Secretary with name and meeting number, and provides election date/ term, Rep phone number, email (ditto info for alternates if known); provides schedule of meeting group conscience.
Secretary responsible for forwarding list of new Rep(s) to be invited to join the VIG email group; includes VIG meeting protocol: VIG meeting schedule (dates, times, phone number, pin; *1 mute / unmute, *5 raise / lower hand to speak and to vote.
(If Rep has no access to technology, Rep is responsible for getting distributed information.)
Reads Agenda which is sent through VIG email during the week prior to VIG meeting.
Reads Minutes and Treasurer’s report also sent via VIG email group as draft or approved.
Uses VIG email group to post agenda concerns at least eight days prior to monthly meeting for inclusion on this month’s agenda.
Includes VIG 09661 statement in meeting’s 7th Tradition pitch. “7th Tradition contributions may be made by individuals and by groups / meetings at the secure website, oaphonemeetings.org by one-time or recurring donations. (Group / meeting number may be used in order for the group / meeting to get credit.)”
Has only one vote per qualified person.
Note: Each separate day and time is a separate meeting, so a group that meets daily at the same time may send a duly qualified Rep from each day.
Resources:
VIG email, VIG Website, Handbook, FAQs, VIG Bylaws, VIG Policy & Procedures.
Membership Coordinator: (Secretary’s committee)
(History*: Reached out during invitation period (Feb 2018 -Dec 2018) to unaffiliated meetings listed at OA.org to invite meeting to take group conscience on affiliating with VIG.)
Attracts new member meetings by explaining VIG activities.
Maintains a roster of member meetings – currently via shared google docs spreadsheet – including meeting number, phone number, pin number, meeting day, meeting time (currently referenced by Eastern time), OA.org listed contact & phone number, meeting name and topic, if available, meeting Rep, Rep’s contact info. (Roster may include VIG officers, committee chairs. Roster may record attendance and service dates. Public roster Info, obtained from OA.org, may be shared with officers and with other committees (ex. Secretary, Marathons, Dashboard) to facilitate their work.)
Runs report monthly at oa.org / Find a Meeting to check for new meetings or meeting affiliation changes.
(*History: (NOTE current name is Virtual Intergroup of Overeaters Anonymous.)
After initial call to prospective new member meetings, the following email was sent as follow up – included as an example only: 2018: Feb- Oct):
The 712+Telephone Virtual Intergroup / 712+TVIG – a service board for the meetings on the 712… number is reaching out to let all the 712 meetings know that they are invited to join the 712+TVIG.
The 712+T VIG:
-hosts a public website at oaphonemeetings.org with various resources, as well as an anonymous group which provides a forum for 712+TVIG group conscience communications between meetings.
-meets monthly (3p EST, usually last Sunday of month) via 712.432-5200 PIN 579# to provide a way for member meetings to share best practices and discuss concerns confronting member meetings.
-welcomes all OA members to dial in and allows representatives sent by affiliated meetings to propose motions, vote, and do service for the712+TVIG.
-posts the monthly meeting agenda at the 712+TVIG email group a week before the meeting, and the minutes and Treasurer’s report afterward.
-now hosts the special-day phone marathons
-is our voice at WSBC, sent a delegate to 2018 WSBC, and plans to send two delegates in 2019. **
-is participating in the formation of the OA Virtual Region, and plans for Representatives to attend the virtual assembly tentatively scheduled for January 2019.
-is a strong voice for our 100+ member meetings.
-provides a portal for us to send 7th Tradition. If your meeting takes a group conscience on this and selects the 712+TVIG, you may go to OA.org or call WSO, to update your meeting info to show affiliation with the 712+TVIG /# 09661.
(** IG is eligible to send delegates to the WSBC according to the current allocation. See WSBC Delegates section.)
Motions:
Suggestions to make changes begin as Motions presented to the VIG membership.
The originator may ask the Chair to add the item to the agenda, typically at least eight days before the scheduled meeting, or at any time may post a Topic / Conversation at the email group, or may post the issue as a Poll at the email group.
At the meeting, the motion may be made by the original person suggesting it or their designate.
At the meeting, the typical language is “I move that _____.”
If someone in the group feels the issue is worth the group’s time to discuss, that person will say “I second.” or “I second the motion.”
If the originator has not explained the issue prior to making the motion, then the explanation is given as the first PRO.
Due to time constraints, the limits are usually three PROs and three CONs, usually alternating.
If more discussion is required, a motion may be tabled; discussion may continue at the email group.
In OA, we seek substantial unanimity. We seek what is best for the group, and for OA as a whole. We place principles before personalities.
Officer Duties and Qualifications:
{for details of each position, see headings for Chair, Secretary, Treasurer, Vice Chair}
General qualifications for each officer:
Is a regular member of an affiliated meeting.
Bylaws specifies current abstinence of 30 days (Bylaws Art IV, sections 3A,B,C) (with each person as sole judge of his / her abstinence), but VIG prefers officers have one year current abstinence, although a minimum of six months is presently acceptable.
Responsibilities:
Serves as guardian of the 12 Steps, 12 Traditions, and 12 Concepts of Service to the best of her / his abilities.
Is able to perform the duties of office supported by his / her skills and abilities, and is willing to ask for and accept assistance and support as needed.
Reads the Bylaws and the P&P at least once annually.
Attends the VIG regular monthly and special meetings, or communicates as required to ensure office is covered. Communications may include meeting of officers to set Agenda; optimal timing is two weeks prior to VIG meeting.
Serves as a guardian of VIG funds, and participates in the annual financial audit.
May have committee backup (Secretary and Treasurer).
Serves a term of one year and may be elected to a second consecutive term in the same position.
Is required to step away from that position after two consecutive terms and wait at least one term before being eligible to serve in that position.
May not also serve concurrently as a group representative at this body.
Resigns if can no longer fulfill responsibilities understanding that no explanation need be offered.
May be removed from serving. (Bylaws Art III, Sect 7 C)
Outreach / Subcommittee: Men’s Outreach – an ad hoc committee currently focusing on reaching men.
Carries the OA message to men.
Supports men in OA with additional resources such as the Virtual Step Study Workshop, (originally conducted Oct 21, 2018); 15 men using new 12 Step Workshop and Study Guide.
Expands the use of the oamen.org website to be used as an additional resource for men.
Creates a Men’s Flyer indicating the Men’s Focus Phone and online meetings.
Works with the created diverse international Advisory Group consisting of 35 men and women to help us “Carry the Message” to men inside and outside of OA
Phone service liaison:
Is the point of contact between the 712 phone meetings and the phone service.
Contacts the phone service when there are technical issues.
Communicates needed information from the phone service to the meetings.
Ensures continuity of phone service.
Policy & Procedures Manual:
Serves as a plain language resource for job descriptions and best practices.
Is adjusted as needed by group conscience at monthly meetings.
Is updated as needed by Secretary as needed after meeting’s minutes have been approved.
Is posted with any approved changes updated on VIG email site and website.
Polls:
Any member of the VIG may post a Poll at the email group to get a general idea of the group’s reactions on an issue.
Polls may also be used to take a vote on an issue the group is discussing, if the group chooses to do this. (e.g. 12/2018 IG Logo choice)
Recording of VIG Monthly and Special VIG Meetings:
The only recording allowed will be via the dashboard.
Chair directs recording to begin and end; dashboard monitor complies.
To access playback, dial 712-432-5203. Listen to prompts.
Roll call: Verifies quorum, legitimate votes.
(History: October 2018 Roll Call procedure: Chair called on dialed-in members based on Dashboard display, from the bottom (earliest dialed in) to top; this reduced roll call time.)
Dashboard person annotates members by name, position / number of meetings represented / guest which increases efficiency for roll call for subsequent monthly meetings.
Secretary:
{See Officer Duties for general qualifications for all officers}
Takes the Minutes.
Posts the draft of Minutes within 10 days of the meeting.
If draft accepted w/o changes, need only update to show date accepted. (Members are responsible for reading posted minutes.)
During VIG meetings, uses Dashboard to take Roll Call and count votes.
Prepares Agenda based on Minutes (Unfinished Business), Calendar, and emerging items (officer’s meeting and items listed on email group).
Posts the draft agenda to the VIG email group prior to the meetings. Eight days in advance is ideal with amendments being made as required.)
Updates and maintains the Policy & Procedures manual.
Updates the VIG Registration and VIG contact information at OA WSO and Region (whenever elections are held or service positions change).
Participates in annual reviews of Bylaws and P&P.
Service – Rotation of / Term of Service:
After two consecutive terms representing a specific meeting, the Rep must rotate out for at least one year. It is acceptable for a Meeting Rep to rotate out of representing one meeting at term end and begin representing another meeting that person attends.
Roster may be used to track service dates for officers, committee chairs, WSO delegates & Region reps, and meeting reps.
Term of Service – by position:
Meeting Rep: determined by meeting.
Officers, Committee Chairs, & Committee Co-Chairs: 1 year with second term possible.
Region Representatives: 1 year with second term possible.
WSBC Delegates: Must rotate out according to WSBC policy 2012d Amended 2014: “The terms of WSBC delegates shall be limited. After completing four consecutive years, service shall not exceed an additional two years. A one year rotation out of service shall then be observed. Request for a waiver of this limitation shall be submitted to the Board of Trustees.” (Bylaws to be updated according to this WSBC policy.)
Seventh Tradition:
Individuals and groups / meetings can make 7th Tradition donations at the VIG website on a recurring or one-time basis. Including the group / meeting number means the group / meeting is credited.
Donations support spreading the word about OA recovery:
VIG expenses include: Website, bank fees, PayPal fees, Registration for VR Reps at VR Assemblies Registration and expenses for Delegates at the WSBC.
Prudent reserve (for operating expenses plus accumulation for WSBC and VR Assembly).
OA suggests meetings distribute (beyond group expenses and a prudent reserve), 10% to VR, 30% to WSO, and 60% to VIG.
(The Virtual Region suggests meetings split the surplus as follows: 30% to VR, 30% to WSO, 40% to VIG.)
As each meeting is autonomous, the meeting Group Conscience decides this issue.
The VIG, after paying its expenses, and after keeping a prudent reserve according to its annual budget, distributes the surplus as follows: 60% to WSO and 40% to VR. These distributions are made after each quarter ends.
Treasurer:
{See Officer Duties for general qualifications for all officers}
Prepares and posts monthly Treasurer’s report which includes: current balances in PayPal account and bank account, total donations received, any monthly expenses, report on last month’s donations to VR and WSO, and donations to be made for current month.
Members are responsible for reading posted Treasurer’s reports.
Makes monthly donations to VR and WSO (requires transferring money from PayPal to the bank account and then making donations to VR and WSO online once the money is clear in the bank account).
Maintains the bank account – reconciling monthly, transferring money from PayPal to the bank account when needed to cover monthly maintenance fee.
Makes payments / reimbursements for any expenses, including website maintenance, WSBC expenses, etc.
Prepares yearly budgets, with a comparison projected budget from the previous year to actual budget and reports any differences to the group.
Forwards Treasurer’s report, bank statements, and any other reports as needed to webservant for posting to website, and Treasurer posts same to email group.
Participates in the annual audit. (There are suggestions in a document at oa.org. [The amounts on the spreadsheet included in the document are for example only and do not necessarily reflect real world circumstances.] https://oa.org/files/pdf/Treasurer_Guidelines.pdf)
Trusted Service Positions:
For simplicity, Trusted Service positions may be listed as singular (Secretary) although it is suggested that all positions except for VIG Chair be served by members serving cooperatively.
(Examples: Co-Secretaries, Co-Committee Chairs…)
Each individual serving as a Trusted Servant has a voice and one vote at VIG.
Vice Chair:
{See Officer Duties for general qualifications for all officers}
Backs up Chair, assisting Chair as needed.
Moderates meetings in Chair’s absence.
Acts as parliamentarian ensuring that proper procedures are used to accomplish objectives.
Acts as special traditions guardian while especially keeping in mind the autonomy of each meeting (Tradition 4), and that “Individuals have the right of appeal and petition in order to ensure that their opinions and personal grievances will be carefully considered.” (Concept of Service 5), as well as all the Traditions and Concepts.
Suggested procedure:
When the VIG is notified that a meeting is having difficulties that have not been resolved at a meeting Group Conscience, the Vice Chair enlists the service of 2-3 abstinent, trusted OA members to visit the meeting as gentle observers. These OA members report to Vice Chair via confidential email or telephone as to the difficulties observed or not observed.
Based on those reports, Vice Chair might discuss the issues with the other officers.
They might decide to close the complaint or bring it to the attention of the monthly VIG meeting, discussing the principles, rather than the personalities involved.
Possible outcomes: suggestions for meeting to conform to traditions, further casual visits…
If the meeting is found to be outside the Traditions and it chooses not to make adjustments, the VIG may decide to exclude that meeting from VIG affiliation, recognizing that this is a drastic action to be taken only if all discussion proves useless.
Virtual Region:
The VIG is a member of the Virtual Region.
Changes made by the VR that affect the Bylaws are automatically reflected in the Bylaws.
Virtual Region Representatives:
The VR accepts 1 Rep for every 10 meetings or part thereof.
Summary:
As the Representative brings VIG concerns to VR and informs VIG of VR proceedings, the Rep focuses on the good of OA as a whole by keeping in mind Step 12’s concept of “principles before personalities.”
Qualifications: (Region Policy & Procedures Manual, Part XX / “VR”) (VIG Bylaws Art III, Sects 2 & 3 “IG”)
Has a minimum of six months current continuous abstinence as defined by OA. (VIG)
Works the OA 12 Steps. (VIG)
Studies and practices the OA 12 Traditions. (VIG & VR)
Is a regular member of an affiliated meeting. (VIG)
Is a member of a virtual IG which is registered with OA WSO. (VIG)
Has performed service above group level at VIG -three months as of 2018, but expected to increase in a future year. (VIG)
Is selected by the group conscience of this VIG. (VIG & VR)
Has read VIG Bylaws and P&P. (VIG)
Reads VR Bylaws, and P&P. (VR)
Studies and practices the OA 12 Concepts of Service. (VIG & VR)
Assists others in becoming familiar with the Traditions and Concepts. (VR)
Has name and contact information submitted by VIG to VR through Certificate of Eligibility in Jan, and amends later if there are changes. (VIG & VR)
Pays the VR Assembly registration fees for attendance. VIG reimburses these fees for VR Reps who attend the VR Assembly, serve on the committee(s) suggested by VIG, submit VR reports on time via the VIG email group, and submit proof of paying the Assembly fee.
These are effective until we can become compliant with VR policy & procedure requirements. Compliance to be achieved prior to service performance.
Responsibilities:
Regularly attends monthly VIG meetings. (VIG)
Regularly checks the VR website and keeps the VIG informed about VR matters including Assembly Agenda and motions.
Attends and takes active part in each business section. (VIG & VR)
Serves on a VR committee with a full term of commitment during every term of service.
Prepares any VIG motion to submit for a future VR Assembly.
Recognizes VIG support will be available to fulfill VR committee work. (VIG)
Posts a brief (3 minute) report at the email group prior to each VIG meeting. When there are multiple VR representatives, they may rotate oral reporting during VIG meetings. (VIG)
Voting:
In order to determine the will of the group, we use the most current available edition of Robert’s Rules of Order, Newly Revised, which, depending on the situation, calls for majority vote (elections and most motions) or ⅔ vote (VIG Bylaws changes).
Where necessary, the VIG may, adopt its own special rules of order to reach group conscience / substantial unanimity.
Formal votes are counted by the dashboard monitor who notes the number of “raised hands” of eligible attendees as determined by roll call.
Eligible attendees use *5 to raise/lower virtual hands.
Guests are not eligible to vote.
Webservant:
Designs and maintains a user-friendly web experience on all platforms: Android OS, iPhone OS, Tablets, PCs and Mac OS.
Updates all lists, calendars, and announcements relative to the group.
Posts standing documents including Bylaws, Policy & Procedures manual, New Meeting handbook.
Posts monthly agenda, minutes, treasurer’s reports, and additional documents each month as needed.
Includes archived documents, e.g. previous Minutes, Treasurer’s reports, meeting lists as available.
Website:
(currently oaphonemeetings.org)
Maintained by webservant.
Visible to anyone.
Only lists meeting info already available at oa.org
Provides 7th tradition portal – for donations by meeting and/or by individuals, and allows one-time or recurring donations (up to oa.org acceptable annual max).
Provides Documents: VIG Bylaws, VIG Policies & Procedures, Minutes (excluding personal information), Treasurer’s Reports (excluding personal information), Schedules of VIG meetings, Marathons, Workshops, and other OA events, New Rep Handbook and available archive materials.
Provides contact information for the VIG.
WSBC Delegates:
WSBC allocates 1 delegate for every 15 meetings or part thereof.
Summary:
As the Delegate, brings VIG concerns to WSBC and informs VIG of WSBC proceedings, the Delegate focuses on the good of OA as a whole by keeping in mind Step 12’s concept of “principles before personalities.”
Qualifications:
(OA, Inc. Bylaws, Subpart B, Article X, Section 3c /”OA”) (VIG Bylaws or P&P / “VIG”)
Is a regular member of an affiliated meeting. (VIG)
Is qualified to serve as a Region Rep. (VIG)
Has served as Region Rep at a Region Assembly at least once. (VIG) (“at a Region Assembly” to be replaced with “at a VR Assembly” beginning January 2020)
Has one year of current abstinence. (OA)
Has at least two years of service beyond the group level. (OA)
Is selected at least 70 days before WSBC, or may present at conference with evidence of their due selection deemed credible by the trustees; such delegates shall be seated. (OA)
Delegates are to be registered by the deadline. e.g. Feb. 23, in 2019. (OA)
Responsibilities:
Commits to a two year term with a second two year term permitted.
Must rotate out according to WSBC policy 2012d Amended 2014: “The terms of WSBC delegates shall be limited. After completing four consecutive years, service shall not exceed an additional two years. A one year rotation out of service shall then be observed. Request for a waiver of this limitation shall be submitted to the Board of Trustees.”
Reviews the WSBC agenda when published, brings the agenda to the attention of the VIG to facilitate the agenda vote, and follows through with required agenda documentation. (VIG)
Prepares any VIG motion to submit for a future WSBC. (VIG)
Serves on a WSBC committee with a full one year commitment during every year of service. (VIG)
Engages the full support of the VIG membership in fulfilling WSBC committee work. (VIG)
Gives a brief (3 minute) oral report or pitch at each VIG meeting where time permits, or submits a written report using the VIG email group at that time. Delegates rotate giving reports. (VIG)
If delegate is funded by VIG, delegate submits documentation by posting to VIG email group in order to be reimbursed for WSBC expenses. (VIG)
(Covered expenses may include: transportation door to door, economy round trip air travel including one checked bag or carry-on; double occupancy lodging from the night before the conference begins through Sunday morning, food allowance (to be determined -IRS limits), and reasonable cash tips if accompanied by a signed statement.)
(Note: WSBC 2019: May 6-11, hotel rate total of $159.77 includes internet, fridge, microwave, breakfast, and dinner shuttles. Rates apply May 3-14.)
(Note: WSBC 2020: Apr 20-26, hotel room&tx: $162.85 per night incl: breakfast; in-room fridge, microwave, & internet; dinner shuttles.Rates apply Apr 19-25. -Is 2019 afternoon snack still included?)
Policy & Procedures Manual: Virtual Intergroup. (Eff 10/27/19)
(originally 712+ Telephone Virtual Intergroup) / # 09661 of OVEREATERS ANONYMOUS
[Amended 10/27/19. Originally Adopted January 27, 2019]
History of Amendments & Changes: (each annotated Amended _____ Section on _____________Date___)