Intergroup Meeting Minutes: December 13, 2017

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There were new people in attendance, so Jean spoke on how the process works with Intergroup. Introductions from the floor.

1 Intergroup Meeting Minutes: December 13, 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 Anne D., Intergroup Secretary Jean welcomed all the reps. There were new people in attendance, so Jean spoke on how the process works with Intergroup. Introductions from the floor. Groups in attendance: Fellowship Group, Beacon Hill, Laurier Sandy Hill, New Day, Labyrinth, Sobriety, Discovering the Big Book, H.O.P.E. Group, Awakening, Pinecrest, Lunch with Bill, West End Group, Barrhaven Tuesday Night, Co-Founders, Hand in Hand, Vanier, Lunch Bunch, Search for Serenity, Step by Step, Friday Night Chelsea BB, Sunday Night Big Book, Ottawa South, Orleans Hub, First Avenue to Recovery, Alta Vista Open Door, Podium/Hill, Stittsville Second Chance, Westboro 9 am, Parkwood Hills, Stittsville Second Chance, By The Book, Ottawa Mens Group, Share and Care, Sunday Night Big Book Study. 31 voting members present and 11 non-voting members (excluding 9 Executive members). Motion to accept previous month s minutes as presented: Duane S., Stittsville Second Chance; Seconded by Anne R., Open Door. Motion carried. Motion to accept the agenda with the addition of PIC and Chelsea Conference made by Doris M., Discovering the Big Book; seconded by Ivon L., Pinecrest Group. Motion carried. REPORTS CHAIR PERSON: Jean F no report VICE CHAIR: Sandy K. no report SECRETARY: Anne D. no report TREASURER: Stephen C. 1. Stephen presented the Income Statement and Balance Sheet. Group contributions are up a bit, but down from last year ($ ). Stephen reported that we are on track to break even (a loss of $1045) if things remain as they are. There is a surplus of $ of the Prudent Reserve. 2. You can now pay for literature via credit card in person. It works through . Receipts will be ed. The cost to Intergroup is 2.9% plus 20 cents per transaction. WEBMASTER: Carolyn 1. Carolyn asked the Reps to let her know about any meeting cancellations over Christmas and New Year s. 2. Contributions to Intergroup can be made by credit card now via New meeting lists are now available for purchase. TAS COORDINATOR: Mickey R. 1. Mickey trained 9 members of the Carp group, 5 members at the Intergroup office and 12 members of Hand in Hand and others after their regular meeting. 2. Mickey and Carolyn are still working on the sound and text quality of the voice messaging at Intergroup. This will not be completed until the 1 st quarter of shifts were not taken in November. Two members have volunteered to take week day shifts. One member volunteered for Christmas Eve and New Year service. Page 1

2 4. Any new people taking TAS shifts are asked to Some new people are going to do shifts and they don t have the most up-to-date information. One year sobriety requirement is suggested and Mickey suggests that any new person do the telephone shift with another person so they learn to handle the calls. 12-STEP COORDINATOR: Caterina C. 1. Caterina is looking forward to working as the 12-step coordinator in the coming year. NEWSLETTER EDITOR: Rick B: 1. The newsletters are on their way and should be on the table before the meeting ends. LITERATURE: Chris J. no report ALKATHON: Kevin M 1. Things are coming together slowly this year. At November 26, only 13 groups had volunteered to take the meetings. There is still the need for a couple of speaker meetings for Christmas. The groups will be notified on Saturday, December 17 th, as to the time they will be doing their meeting. 2. There is still a need for 2 committee members for the coordinators for the Housekeeping and Publicity. You can go to the website to volunteer for any positions. 3. Kevin reported that they need cooked turkeys and hams, deboned. MCNABB MEETING: 1. Tom U., West End Group reported that everything went smoothly. There were not as many people in attendance, but there were no issues. 2. Jean F. reported getting a request from a group to have the online meeting script amended to have distribution of the chips added to the format. Jean HP, Lunch with Bill, made a motion to add the distribution of chips as an option to the meeting script for McNabb. Isabel P, Fellowship Group seconded. Motion carried. 3. McNabb group commitments: December 2017 New Day; January 2018 Heritage; February 2018 Willing to Change; March 2018 Maitland Group; April 2018 Parkwood Hills. We need volunteers for the rest of Groups are to bring meeting lists, coffee supplies, chips, etc. to the meeting. 4. Reminder: The Intergroup meeting is the business meeting for McNabb. A rep from the group that hosted the prior month is requested to give a report on the numbers, 7 th traditions and any issues that arose during the month. Monthly rent is $ OLD BUSINESS: OPTIONS PAPER Jean F. 1. Jean reminded the Reps that a decision first needs to be made as to whether a 2/3 majority or simple majority vote will be used to decide on the Option Paper. There were 31 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. 23 reps voted in favour. 2. It was therefore, MOVED, SECONDED AND RESOLVED TO USE UP TO $11,000 OF THE PRUDENT RESERVE TO PAY FOR HIRING A PART-TIME EMPLOYEE ON A TRIAL BASIS AS PRESENTED IN THE FEASIBILITY PAPER, WHICH WAS SUBMITTED WITH THE OCTOBER INTERGROUP MINUTES. 25 for, 5 against, 1 abstained. 3. Sandy will be meeting with an employment lawyer on Dec 20 th to draft up an agreement for hiring an employee. It will be an hour and half consultation and the cost will be $ It was therefore, MOVED, SECONDED AND RESOLVED TO CHOOSE OPTION 1 WHICH IS TO HIRE A PART-TIME EMPLOYEE FOR 16 HOURS A WEEK FOR A TRIAL PERIOD OF 6 MONTHS AND TO APPROVE THE $1200 FEE FOR THE EMPLOYMENT LAWYER FOR DRAWING UP THE HIRING AGREEMENT. 5. Paul B., Step by Step moved to go to simple majority. Sheila A, Westboro 9 am seconded. Motion carried. 26 voted for. 6. Next Steps: Resumes to be sent to chair@ottawaaa.org. The executive suggests Intergroup reps inform their groups as to the position available. Jean asked the reps to give the executive direction on where and how to advertise for this position. There will be a hiring board which will consist of an HR specialist, vice chair, chair, Page 2

3 treasurer and Intergroup Rep who will be chosen and voted for by all the Reps. The Rep would be non-voting, but would be present and able to report back to the other reps. 7. Doris M., Discovering the Big Book, made a motion to move the decision regarding input from the groups to the February Intergroup meeting. Sheila A, Westboro 9 am seconded. Motion carried. 8. A motion to postpone the lawyer meeting until after the reps went back to their groups did not stand. 9. The primary duties of the employee will certainly include answering the phones, but there will still be a need for volunteers to answer phones. The employee will not be counseling AA members, Jean noted. 10. At the November meeting, it was suggested that the Feasibility Paper and job description be posted with the minutes each month. NEW BUSINESS-MEETING LIST PRICE Jean F. 1. Due to the previous surplus Intergroup had reduced the price of the meeting list to $.25. The cost for the new meeting list is $.50 per booklet. The Executive suggests the meeting list price be raised to $.50 to cover the cost. The Reps want to take this back to their groups and will report next month. NEW BUSINESS-PIC Nigel L. 1. Jean H, liaison with PIC/Intergroup, reported that the PIC will be presenting a Bring a Professional Information night on February 12, 2018 at 6 pm at All Saints Church on Richmond Road. Posters were available to take back to groups. If anyone has a professional acquaintance, they are welcome to bring them to the meeting. Jean H asked reps to take the information back to their groups. NEW BUSINESS-Fall Conference Location Gene M. and Jean F. 1. Jean F presented quotes from 3 locations for the Fall Conference. Gene, Fall Conference Chair, expressed his desire to have the Fall Conference at St. Anthony s. The Executive recommends the Hellenic Centre even though it is a bit more expensive than St. Anthony s Hall. After some discussion which included the inaccessibility of the Hellenic Centre s hospitality room, Lisa H., Share and Care, made a motion that the Fall Conference be held at St Anthony s. Jean H, Lunch with Bill, seconded. Motion carried. Jean F turns the meeting over to Mike B for the Elections of Officers. NEW BUSINESS-Elections Mike B 1. The following positions were acclaimed: Secretary: Anne D., Beacon Hill 12-Step Coordinator: Caterina C., Share and Care Webmaster: Carolyn O, Saturday Morning Westboro Spring Conference Vice Chair: Duane S., Stittsville Second Chance Fall Conference Vice Chair: Ron M., Awakening Group 2. No one came forward to stand for Vice Chair for Intergroup. Jean asked everyone to go back to their groups to ask for someone to stand for Vice Chair. NEW BUSINESS-COFFEE VOLUNTEER FOR JANUARY. 1. Marie G, Laurier Sandy Hill has volunteered to make coffee for the JANUARY meeting. NEW BUSINESS-CHELSEA ROUNDUP John 1. Chelsea Roundup not as well attended as last year, only 20 people showed up. The event adjourned early. Motion to adjourn Meeting by: Marie G, Laurier Sandy Hill; Bill P., Parkwood Hills seconded. Motion carried. Meeting closed at 8:40 PM with the Responsibility Pledge Next meeting: January 10, 2018 at 7:00 PM, Mac Hall, Bronson Centre. Page 3

4 Upcoming Intergroup agendas: January Agenda: - Update on Intergroup Capital Plan - Appointment of new Auditor - Transfer to incoming Intergroup Chair - Decision on cost of meeting lists Page 4

5 Ottawa Area Intergroup of Alcoholics Anonymous DRAFT - Office Administrator Job Description Reports To: The Ottawa Intergroup Board with direction from the Chair directly for day to day matters. Qualifications: Skills: Sound familiarity with and knowledge of the Alcoholics Anonymous organization in Canada and the General Service Office in New York Sound knowledge of and experience with the 12 Steps and 12 Traditions Experienced in office management and administration Competent and experienced with computers in general, any Intergroup software including the MS Office Suite and online accounting software Experience in Quickbooks or other bookkeeping software Strong verbal and written communication skills Diplomatic in an often changing and at times stressful environment Ability to work well with the public, Intergroup Reps, and volunteers Flexible and able to work well independently under changing priorities Responsibilities: Administrative duties associated with the Ottawa Intergroup Office. Provides a monthly report to the executive board on activities and tasks. Assists in training of Intergroup Office Volunteers Manages and respond to incoming calls pertaining to the business of operating the Ottawa Intergroup and visits from the public and professionals. Provides input on intergroup office policies, procedures and strategic planning (for example the capital plan, the literature pricing policy) to the Intergroup Board. Using QuickBooks: o Inputs all invoices for payment and produces cheques for signature. o Inputs and/or ensures input of all sales and revenue transactions, including revenues related to group contributions, the fall conference, the spring conference and other events. o Inputs all inventory purchases and maintains product, customer and vendor master records and the chart of accounts. o Maintains user access profiles. o Prepares the monthly bank reconciliation. o Prepares inventory and sales reports for the literature coordinator, accounts receivable aging reports, accounts payable aging reports and other financial reports for the treasurer. o Prepares the monthly financial statements/reports for Intergroup as directed by the Treasurer. o Prepares and takes deposits to the bank. Page 5

6 o Creates and maintains a consistent and efficient filing system/electronic repository for all financial and other important intergroup records so that they can be easily reviewed by auditors and future board members. Ensure that all board members are familiar with this filing system. o Under the direction of the Treasurer, may assist with the following: prepares the annual budget. Prepares and submits quarterly HST filings. Prepares and posts all payroll transactions (using QuickBooks payroll and/or Excel) Makes monthly remittances for the employer s and employees share of payroll deductions. Prepares T4s and associated payroll summaries and filings for CRA. Prepares annual individual statements of group contributions and sends to Intergroup Representatives. Assists and/or arranges for the preparation and submission of the Corporation s annual T2 Corporate Return. Prepares and assists the treasurer in preparing information for the annual financial review required by the reviewers/auditors. Intergroup Inventory o Arranges/ assists with the periodic counts (not less than semi-annually) of inventories o Advises the Literature Coordinator when supplies are low and materials need to be purchased. Volunteer Support o Prepares a monthly report on office operations for the monthly Intergroup Rep meeting o Assists in volunteer training and responds to questions by the volunteers Other o Attends Intergroup Board meetings and the monthly Intergroup Meeting as required o Responds to queries by answering questions or referring people to the Intergroup Executive Board o Reviews all intergroup minutes and newsletters prior to them being posted to ensure No last names are used; and No endorsement of outside organisations is indicated o Maintains the log of changes to the current version of the hard copy meeting list for the Intergroup Webmaster. o Responds to s as directed by the Intergroup Secretary o Performs other duties as requested by the Intergroup Executive Board. o Ensures all office operating procedures are up to date o Dedicated to Alcoholics Anonymous, and to adhering to AA s Steps and Traditions. o The employee shall complete and sign a timesheet for each payroll period, which will be kept on file in the office and made available to the Intergroup Board as needed. The employee Page 6

7 must notify the Intergroup Board by if s/he will be absent during a regular or scheduled shift. Page 7

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