Intergroup Meeting Minutes: November 8, 2017

Intergroup Meeting Minutes: November 8, 2017 Ottawa Area Intergroup of ALCOHOLICS ANONYMOUS Meeting Chair: Jean F., Intergroup Chair Meeting opened at 7:00 PM with a Moment of Silence, followed by the Serenity Prayer Reading of 12 Traditions by Harry B., Fall Conference Chair Jean welcomed all the reps. There were new people in attendance, so Jean spoke on how the process works with Intergroup. Jean then asked people to stand when speaking. Introductions from the floor. Groups in attendance: Westboro 9 am, Lunch with Bill, Uptown, Discovering the Big Book, Freedom, Step by Step, Awakening, Sobriety Group, Labyrinth, Hull Liberty, Hand in Hand, Search for Serenity, Beacon Hill, Co-Founders, Friday Night Chelsea BBG, Carp Fellowship, Sunday Night 12 Step, By the Book, Venture, Parkwood Hills, Sunday Big Book Study, Westboro Big Book, Willing to Change, Pinecrest, Stittsville, West End Group, 1 st Avenue to Recovery, Orleans Hub, Podium/Hill, Stepping Ahead, Vanier, Share and Care, Fellowship, Open Door, New Day, Saturday 11 AM Westboro. 29 voting members present and 7 non-voting members (excluding 9 Executive members). Motion to accept previous month s minutes as presented: Anne R., Open Door; Seconded by Frank K, Hull Liberty. Motion carried. Note: A motion that required the modification of the September 13, 2017 minutes was passed at the November 8, 2017 Intergroup meeting. The item that was modified (OLD BUSINESS: INTERGROUP BYLAWS) has been highlighted in those minutes. Motion to accept the agenda made by Guy B., Search for Serenity; seconded by Jeff F, Maitland Group. Motion carried. REPORTS CHAIR PERSON: Jean F 1. Conference Guidelines have been written up and will be posted with the minutes. Jean asks anyone with input on changes to be in touch with her. VICE CHAIR: Sandy K. no report SECRETARY: Anne D. 1. Any new reps please see me for an information sheet to complete. TREASURER: Stephen C. 1. Stephen reported there is not a lot of change in the Balance Sheet. The Prudent Reserve has a surplus of $3326.69 at the end of October. On the Statement of Operations the lower group contributions continue. The current YTD deficit is $3302.80. The Fall Conference came out well and there are still proceeds coming in which are not reflected in the October statement. There is a significant difference in McNabb Rent due to the full rent being booked in 2016 while currently it is being booked by the month. The Accounting Remote Access Fee is less this year as Stephen is using QuickBooks Online instead Henschell Business Associates. Stephen is projecting a year end deficit of $3000. WEBMASTER: Carolyn 1. The meeting list booklets are at the printers. A lot of updates have been done. The new meeting lists should be available in about 2 weeks. 2500 have been ordered. Page 1

TAS COORDINATOR: Mickey R. 1. Mickey will be training the Carp group next Thursday. On November 18 th, at the Intergroup office some individuals will be trained. There is space for a few others to join in. If you are interested email Mickey at TAS@ottawaaa.org. 2. Mickey and Carolyn are still working on the wording and new voice for the Intergroup phone message. 3. There are still a large number of shifts that are not taken. 36% of shifts in October were not filled. Mickey is open to any input on TAS as to why the shifts aren t being taken shifts. Mickey has sent out updated instructions. 4. Any new people taking TAS shifts are asked to email TAS@ottawaaa.org. Some new people are going to do shifts and they don t have the most up-to-date information. 12-STEP COORDINATOR: Caterina C. -- absent NEWSLETTER EDITOR: Rick B: 1. The newsletters are in the box on the side table and posted online. LITERATURE: Jean F. 1. The new GSO literature is in including the Voices of the Women of AA. Sandy will be selling after the meeting. 2. Literature is for sale daily between 10-4 if volunteers are available. Please phone first and leave a message. The literature room is open an hour before and an hour after every Intergroup meeting for literature and medallion sales. FALL CONFERENCE: Harry B 1. Harry reported that the Fall Conference did not reach their budget of a surplus of $1870. Instead they currently are reporting a loss of $665.80. However, he just received $120. Group donations were down by $1270 and meeting sales of tickets was done almost $1000. As well there was an additional charge of $500 by the Hellenic Centre for setting up the room which was not planned for. Gene and Harry will be going to the District Meetings and will pick up unsold tickets, and hopefully some more income. Intergroup reported selling $990 in literature at the Fall Conference. 2. There was a round of applause for the Fall Conference Committee by the Reps. CHELSEA FALL CONFERENCE: Jon 1. The date for the Chelsea Fall Conference has been changed from November 11 th to November 18, 2017. It is being held at FarmPoint. MCNABB MEETING: 1. Ron B from Westboro Saturday 11 AM group reported on the McNabb meeting for October. The attendance was average except the weekend of the Fall Conference was smaller. Everything went well and the 7 th tradition was $147.10. 2. The Intergroup meeting is the business meeting for the McNabb meeting. There needs to be a monthly report done by the hosting group. The monthly rent is $80.17. 3. West End Group volunteered for November, New Day will host December (have to end early on Dec 24 & 31 as McNabb is closing at noon on those days). Heritage Group will host January 2018, Willing to Change will host February. The Maitland Group volunteered to host March 2018. OLD BUSINESS: PART-TIME EMPLOYEE TRIAL Jean F. 1. Jean read from the Service Manual regarding the voting procedures for 2/3 majority. Jean asked all the eligible reps to stand and number off. There were 35 reps eligible to vote. It was therefore, MOVED, SECONDED AND RESOLVED TO MOVE TO A 2/3 MAJORITY VOTE FOR THE REMAINDER OF THE MEETING. 2. It was therefore, MOVED, SECONDED AND RESOLVED BASED ON THE FEASIBILITY PAPER FOR HIRING A PART- TIME EMPLOYEE ON A TRIAL BASIS WHICH WAS SUBMITTED WITH THE OCTOBER INTERGROUP MINUTES THAT INTERGROUP HIRE AN EMPLOYEE FOR A 6 MONTH TERM TRIAL PROCESS. 29 supported the motion and 6 opposed. Page 2

3. The minority voice was that there was not enough money to support such a trial and want more certitude that the Prudent Reserve is too high ($30,000). A motion to reopen the discussion and vote again didn t pass the 2/3 majority. The motion stands. 4. Jean reported that Calgary and Edmonton have 6 month prudent reserves. They are closer in size to Ottawa than are Toronto and Montreal both of which have 12 month prudent reserves. 5. The next motion is to determine how Intergroup will pay for the employee. The reps must go back to their groups for this answer. Here are the 2 questions for the groups: Do we use the prudent reserve? Yes/No. If yes, which Option 1, 2 or 3? 6. Jean clarified that hiring the employee for the trial will NOT use all the Prudent Reserve. After the trail is over Jean said Intergroup reps would vote whether to continue with having an employee. Jean emphasized that fundraising would be essential in being able to afford having an employee. A question was asked about how much the group donations would need to increase in order to pay for the employee. Jim, from Hand in Hand said group contributions would have to increase by 1/3. 7. It was suggested that the Feasibility Paper and job description be posted with the minutes each month. OLD BUSINESS-CANDIDATES FOR UPCOMING ELECTION Jean F. 1. The only candidates Jean is aware of are Carolyn O for Webmaster and Anne D for Secretary. Jean has not heard from the nominating committee. The positions available are Vice Chair Intergroup, Secretary, Webmaster, 12 Step Coordinator, Vice Chair for Spring and Fall conferences. OLD BUSINESS REVISED BYLAWS Jean F 1. Jean made a mistake with the wording of the revised bylaw regarding the auditor position in the September minutes. It was therefore, MOVED, SECONDED AND RESOLVED THAT THE MINUTES FOR SEPTEMBER BE EDITED TO REFLECT THE CORRECT WORDING AND THE APPROVAL OF THE SEPTEMBER MINUTES IN THE OCTOBER MINUTES WILL NOTE THE CHANGE. NEW BUSINESS-ALKATHON Kevin M 1. Kevin is looking for donations from groups and Intergroup. Last year the Alkathon committee kept more seed money as they thought they would not be able to use the Bronson Centre s Mac Hall. They are able to have the Alkathon in Mac Hall and so they are asking for a donation of only $250 from Intergroup. They are also looking for groups to host meetings. The last meeting will be held at 2 am. The lottery for hosting meetings will be drawn on November 26 th. They are still looking for committee members for decoration, publicity, clean up and setup coordinators, 12 step coordinators. If anyone would like to help at the Alkathon there is a online form to be completed. 2. It was therefore, MOVED, SECONDED AND RESOLVED THAT INTERGROUP GIVE $250 TO THE ALKATHON FOR 2017. NEW BUSINESS-SAFETY IN THE ROOMS Jean F 1. The Safety in the Rooms card will be printed in Our Primary Purpose next month. Jean suggested that the Safety in the Rooms issue may not need to be on the agenda every month, but suggested maybe every 4 months. The thought to keep it on the agenda was a good idea. Reps told of situations where a violent t-shirt was offensive to some members. A one on one conversation allowed for healing and hopefully no more violent t-shirts. Another group, they always have 2 members do set up. 2. It was therefore, MOVED, SECONDED AND RESOLVED THAT SAFETY IN THE ROOMS WILL BE BACK ON THE MARCH 2018 INTERGROUP AGENDA. NEW BUSINESS-COFFEE VOLUNTEER FOR NOVEMBER. 1. Thanks was expressed to Frank for the coffee for the November meeting. Frank K, Hull Liberty has volunteered to make coffee for the DECEMBER meeting. Page 3

OLD BUSINESS-DECEMBER ELECTIONS Jean F 1. Carolyn O D will stand for Webmaster, Anne D will stand for Secretary. Jean will speak to Caterina to see if she is willing to stand for 12-Step Coordinator. The other positions open for candidates are Intergroup Vice Chair and Vice Chairs for the fall and spring conferences. Motion to adjourn Meeting by: Gene M, Freedom Group; Ivon L., Pinecrest seconded. Motion carried. Meeting closed at 8:25 PM with the Responsibility Pledge Next meeting: December 13, 2017 at 7:00 PM, Mac Hall, Bronson Centre. Upcoming Intergroup agendas: December Agenda: - candidates introduce themselves - Elections January Agenda: - Update on Intergroup Capital Plan - Appointment of new Auditor - Transfer to incoming Intergroup Chair Page 4

Intergroup Motion on Hiring a Part-time Employee: Background: At the October 12, 2016 Intergroup Meeting, Intergroup Reps voted on and passed the following motion: Motion to form a sub-committee to investigate the feasibility of hiring a part-time worker for the Intergroup Office Moved by Jim B, Hand in Hand Group, seconded by Earl M, Orleans Hub Group The feasibility of hiring a part-time worker for Intergroup has been determined and the following Feasibility Paper is presented for the consideration of Intergroup Reps. Next Steps: 1. Intergroup Reps are asked to return to their groups and ask whether, a. Should the vote on hiring an employee should be by 2/3 majority or by simple majority (51%)? b. Based on the feasibility paper below, do groups want Intergroup to hire a part-time employee? 2. November Intergroup Meeting: Vote on the above 3. If the vote in November is yes, then groups are to decide on one of the three options below. This decision would be voted on at the December Intergroup Meeting. Once an option is chosen, the process by which to hire a part time employee would be presented to intergroup reps for their review and approval. Ottawa Intergroup Feasibility Paper to Fund a Part-time Employee on A Trial Basis: Part-time Employee Compensation: The Office Administrator would be paid as per the legal requirements of the Province of Ontario (Employment Standards Act 2000 (ESA)), including 4 % vacation pay for total hours worked (gross wages received) this will be added to each pay cheque. Options 1 and 2 depend upon the following: The six-month cost of the employee (Option 1: $8,420.00; Option 2: $11,050.00) be allocated from the current Intergroup Prudent Reserve ($30,000) and set aside as an Intergroup employee reserve in order to pay for an employee on a six-month trial basis. Option 1: Term/Wage: Hire a part-time employee for a six-month term (26 weeks) at $18 per hour for 16 hours a week at the intergroup office three days a week for five hours a day, hours to be determined, and attend either an intergroup meeting or an executive board meeting, as required (total of 4 hours per month). Estimated Gross Wage ($18/Hour X 16 Hours per Week X 26 Weeks) $7,488 Estimated Vacation (4% of Gross): $300 Estimated Employer s Share of Paid Benefits (CPP & EI 8.5% of Gross) $632 Estimated Total Cost for Six Months $8,420 Funding: Permanently reduce the Intergroup Prudent Reserve from $30,000 to $21,580, which is 7.9 months operating expenses plus $5,000 to offset a conference loss, instead of 12 months operating expenses plus $5,000. Option 2: Term/Wage: Hire a part-time employee for a six-month term (26 weeks) at $18 per hour for 21 hours at the intergroup office four days a week for five hours a day, hours to be determined, and attend either an intergroup meeting or an executive board meeting, as required (total of 4 hours per month). Estimated Gross Wage ($18/Hour X 21 Hours per Week X 26 Weeks) $9,828 Estimated Vacation (4% of Gross): $393 Estimated Employer s Share of Paid Benefits (CPP & EI 8.5% of Gross) $829 Estimated Total Cost for Six Months $11,050 Funding: Permanently reduce the Intergroup Prudent Reserve 30,000 to $18,950, which is 6.7 months operating expenses plus $5,000 to offset a conference loss, instead of 12 months operating expenses plus $5,000. Option 3: Groups to donate funds to put toward an Employee Fund. Once this fund has reached a sufficient amount to be able to hire a part-time employee for six months at $18 per hour, then a part-time employee would be hired according to one of the options above. The current prudent reserve of $30,000 would not be reduced. Note: If, after six months, it is the Intergroup Board s opinion, with the agreement of Intergroup Reps, that the reserve to pay the employee can be maintained to ensure the sustainability of this position, then the employee contract would be extended by another six months. Page 5

11/11/2017 Ottawa Area Intergroup of Alcoholics Anonymous Mail - RE: request for information from Ottawa AA Intergroup Jean F. <chair@ottawaaa.org> RE: request for information from Ottawa AA Intergroup 1 message Central Office Manager <centraloffice@edmontonaa.org> To: "Jean F." <chair@ottawaaa.org> Fri, Oct 20, 2017 at 12:07 PM Good Morning Jean, Things are well here in Edmonton Alberta. I believe that our endeavor would be for at least six months and due to setbacks, we are working towards that. We currently have just over 2 month reserve. A question for your Jean, does your Intergroup have Charities status? (able to provide tax receipts for member donations) and if so, do you also accept group donations and split them for GSO, AREA and Districts? Thank you and have a great day Pam Labranche Edmonton Central Office #205, 10544 114 Street Edmonton AB T5H 3J7 E-mail: centraloffice@edmontonaa.org PH 780 424 5900 Fax 587 523 4334 From: Jean F. [mailto:chair@ottawaaa.org] Sent: October 19, 2017 8:07 AM To: centraloffice@edmontonaa.org Subject: request for information from Ottawa AA Intergroup Hi, I hope things are well with you. We are considering reducing our prudent reserve and were wondering what your membership sets your prudent reserve at? https://mail.google.com/mail/u/0/?ui=2&ik=5fd98e0d10&jsver=zogyggvfjfy.en.&view=pt&search=starred&th=15f3a8a6f79b71b9&siml=15f3a8a6f79b71b9 1/2 Page 6

11/11/2017 Ottawa Area Intergroup of Alcoholics Anonymous Mail - RE: Question about your office's prudent reserve Jean F. <chair@ottawaaa.org> RE: Question about your office's prudent reserve 1 message Calgary Central Service Office <centraloffice@calgaryaa.org> To: "Jean F." <chair@ottawaaa.org> Thu, Oct 19, 2017 at 5:11 PM Hi Jean. Our reserve is 6 months budgeted operating costs. Operating costs cover everything except purchases of inventory for resale. And, since the budgeted costs vary from month to month, We just take our annual budgeted expenses and divide by 2. For the record, we haven t been at full reserve for many years. Right now we are at 4 months or 67% of what our reserve should be. m From: Jean F. [mailto:chair@ottawaaa.org] Sent: Wednesday, October 18, 2017 6:21 PM To: Mathew Marshall Subject: Question about your office's prudent reserve Hi Mathew, Hope things are well with you and you enjoyed your visit in Virginia. I heard you met the incoming Ottawa Intergroup Chair, Sandy K. I have a quick question what is your prudent reserve? Is it one year operating expenses or less? thanks! Jean. 613 220 9983 Ottawa Area Intergroup Chair https://mail.google.com/mail/u/0/?ui=2&ik=5fd98e0d10&jsver=zogyggvfjfy.en.&view=pt&search=inbox&th=15f367a8fd2cdc15&siml=15f367a8fd2cdc15 1/2 Page 7

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