25th October 2023
Welcome from Region 9 Chair (Alexandra) and a moment of silence for those facing war, displacement & natural disaster (candle lit for 2 mins of silence for all in our Region)
Serenity Prayer in Hebrew (Ricki) and together in English
12 Steps of OA – Timi | 12 Traditions of OA – Sophia | 12 Concepts of OA Service – Ricki
Region 9’s Statement of Purpose – Nima
Introductions of the Board, followed by a note of thanks to the Board and Committee Chairs and to the Red Dragon Registration Committee and to our Trustee Liaison and all Trustees and Reps and Visitors. Housekeeping (Chair): Time keeping, ground rules on voting, in room communication, schedule/agenda stated, and Green Dots welcomed.
Sharlotte (Parliamentarian) explained her role in supporting the Chair in their role and Decision by Consent (where uncontroversial motions pass without debate or discussion, for simple matters).
VOTING: 20 voting representatives | BOARD: 5 board members | COUNTRIES: 13 countries
NON- VOTING MEMBERS: Emilia (Trustee Liaison), Sharlotte (Parliamentarian) and Visitors
Chair spoke on behalf of Tami; the GCC WhatsApp, affiliated to the virtual Region, with a time for questions. The GCC WhatsApp (via Tami) was granted a voice and vote in REGION 9 since matters discussed and voted upon, impact them and the fellows they serve. No objections raised.
VOTING: 21 voting representatives | BOARD: 5 board members | COUNTRIES: 13 countries
Assembly Outline
Business motions announced for discussion on the 26th of October:
1) WSBC Delegate Nellie: Request to WSO regarding improving the Find-a-Meeting function.
2) Mel: OAGB motion to WSBC regarding pamphlets.
ELECTIONS: Chair, possibly a Vice Chair, Communications Officer and a WSBC 2024 Delegate.
WORKSHOPS: Strategic Planning, Translations (Emelia, Trustee Liaison) and Creativity in Recovery (Natasha)
2021-2023 Region 9 Committees open to review:
7th Tradition
Revised agenda timings and ground rules adopted without objection.
Service, Traditions and Concepts Committee Summary: Slowphie:
REGION 9 WEBSITE UPDATE
Region 9 website prototype was demonstrated and shared; yet to go live. Feedback form to be shared via email with a 2-week deadline for comments via form.
Note of thanks to Gudrun Kristín for her service and website work.
STRATEGIC PLANNING WORKSHOP (please see the attached presentation)
AIM: To align our service to the most efficient, and effective way to carry the message to fellows in our Region and to create committees to carry out this work.
CURRENT STATUS: OA is active in 42 countries of Region 9, 26 countries, 71 service bodies; 13 of the 26 countries have National Service Boards (NSBs), 1 Language Service Board (LSB), with the remainder being intergroups. 16 countries only have meetings; therefore, they do not have an NSB or intergroups. The status of 6 of our countries is unknown, activity wise. We conduct 491 face-to-face meetings, 75 hybrid meetings and 226 online meetings, 8 telephone meetings, 1 non-real-time meeting and 143 unaffiliated meetings make up our Region.
At assembly we have 24 representatives, of which 10 are NSB reps; 14 are intergroup reps; 77% of the possible NSBs are represented and about 25% of the possible intergroups are represented. We have 13 countries represented, which is 50% of the total for our Region.
The strategic priorities of OA World Service are a work in progress, with the priorities as follows:
QUESTIONS
Diversity Statement shared by Eva.
Discussion highlights:
Q1: What are the strengths and weaknesses of Region 9.
Q2: What are the opportunities and threats to Region 9.
Formation of Region 9 Committees
AIM: to have three committees and potential committee chairs, with consideration to strengths, weaknesses, threats, and opportunities to Region 9. Consider what is it that we have that is amazing and what are the challenges that we face.
Heard ideas from the floor and looked for patterns to find the three most common themes.
These were the three main areas of focus that came from the discussion, whereby people joined breakout rooms to discuss priorities and obstacles:
Note: Every service body must do what the groups or NSBs cannot do alone; we must consider activities and actions that our service bodies cannot do alone.
Committee: Nuts and Bolts Committee: Ricki: Optimise our use of technology and better understand our issues, needs and current stumbling blocks, to better disseminate information to our service body as a whole. To review our bylaws and policies that need attention given technological developments and the creation of the CIO. Alignment of bylaws across our fellowship; to support service bodies to get their bylaws updated and aligned.
Committee: Active Outreach Committee: Natasha: consideration of countries that aren’t represented within Region 9 and to liaise with currently active service bodies (NSBs as a starting point) to get a better understanding of their current needs, how they are functioning and to identify any problem areas, and to see what Region 9 can do for them and for what they can do for us, so we can prioritise an active two-way engagement. To Re-engage currently inactive NSB’s and service bodies to formulate a joint action plan with tangible steps to get ‘back on track’, allocating mentors to support NSBs and service bodies, in arranging workshops and creating a shared repository for workshops and resources, collating lists of willing contacts willing to help with delivering workshops to different areas and co-opting other service bodies to better support the ‘primary’ organisers of workshops, to optimise what we are sharing. Possible sub committees to divide workload and to utilise Region 9 newsletter to encourage members to feedback to us how things are going and if they need our help and what we can offer by way of help. Looking at how we can better reach bodies for which emails are not being shown as read. See how we can support local bodies of individuals, professionals who encounter potential fellows who would benefit from our help, so that the doctors, teachers etc. can be supported by us to better support those who would benefit from our fellowship.
Committee: Service, Traditions and Concepts (STC’s): Slowphie: Education about service structure, how-to guides, including on literature on translations and more locally translated and produced literature. Necessity to educate members on (STC’s) in more languages. The STC PowerPoint is already available in Italian and Spanish. Create a Region 9 email address for service bodies to directly contact the committee. Complete last year’s priorities. For example, there are 11 official languages in South Africa – could be good to create a ‘Do you know…’ guide. Have a monthly/ alternating monthly meetings for this committee.
26th October 2023
12 Steps – Trish | 12 Traditions – Kristín | 12 Concepts – Eva
Credentials report accepted and meeting declared quorate: 26 Total voting members.
VOTING: 21 voting representatives | BOARD: 5 board members | COUNTRIES: 13 countries
TREASURY: BUDGET REPORT and UPDATE – Ricki
Background: Because our business account for Region 9 operated without a legal structure (CIO – Charitable incorporated organisation), UK authorities were unable to check for the legality of the money moving through the Region 9 bank account, hence the need for a CIO.
The establishment of our CIO allows for a visible legal structure for our banking, in the UK, with Alexandra, Mel and Jonathan (lawyer) as our CIO trustees within the next 12 months.
RESULTING ACTION: Significant updates to the bylaws, outlining the relationship between the CIO (which manages the bank account) and Region 9, to incorporate the fact that the CIO is in service of Region 9, in terms of managing the bank account.
Ricki presented the budget and how it is set, with a time for questions.
The budget is approved during Assembly, where we ensure it reflects our actions accurately and that Region 9’s priorities and goals are being met. All figures are in sterling, and since bank is in the UK, our Banker must be a resident of the UK; everyone else can be from anywhere in the Region. Our financial year is from the 1st of June until the 31st May the following year.
Assembly Budget Review:
Ricki proposed 2 changes to the current 2023/2024 budget:
1) Revised spend for {line 35} Projects Funds, PIPO, Translations to £4k
2) Reduce the spend for {line 36} Committees from £4k to £3k
For the 2024/25 proposed budget four changes were proposed:
1) Transcriptions, translations, and Interpretation increased to £3k {Line 27}
2) Reg 9 Delegates to WSBC reduced to £2k from £7k {line 33}
3) Delegate fund for Region 9 Service Bodies reduced to £7k from £15.5k {line 34}
4) WSO £2k reduced from £2.5k {line 58}
All proposals were seconded and passed.
In the financial period for 2022/23 Region 9 collected £4,506 from groups and service bodies to forward onto OA WSO. The Banker will forward this amount as well as a 7th tradition payment of £3k from Region 9 to WSO.
Note of thanks for Ricki and Mel for their service and to the lawyer, for the work to establish our CIO.
BUSINESS MOTIONS:
MOTION A: Move to submit the following proposal at the WSBC 2024: with the support of Region 9, to add a checkbox to the meeting finder on OA.org to indicate that a meeting is conducted multiple times a week, with grammar and editorial changes not requiring amended motions.
No amendments proposed.
Motion presented by Italian NSB representative, Nelly, for the support of Region 9.
Cost unknown.
Rationale: We would benefit from registered meetings to be able to meet multiple times a week, while keeping the same registration number, just like with non-real-time meetings.
Implementation: We would need a change in the bylaws to allow for this to account for the distinction between a meeting and a group.
Proposed Amendment (Adele): Region 9 Board may adjust the wording and rationale of the motion, in order to represent Region 9 as a whole, without adjusting the intent.
Seconded (Loudovika); pros and cons spoken to; questions raised and answered.
Result for proposed amendment: 25 yes; 1 no. The amendment passes.
(Amended) MOTION A: Would Region 9 submit a motion to WSBC requesting that the find a meeting tool on OA.org, in the registration or edit meeting process format, adds a checkbox that indicates that the meeting occurs several times per week and that the Region 9 Board may adjust the wording and rationale of the motion, in order to represent Region 9 as a whole, without adjusting the intent.
Result for Motion A: 20 yes; 3 no. The motion passes as amended.
MOTION B: We move that Region 9 put forward to the WSBC 2024 a motion to seek the approval of the WSBC for the leaflets OA Region 9 ‘Do you eat compulsively?’ and OA Region 9 daily 3×3 trifold ‘Gratitudes, Intentions and Affirmations’. If the motion passes, these two leaflets being on the WSBC literature shop page and available for all of OA.
OAGB NSB Representative, Mel, spoke to the motion.
INTENT: We would like to make our OA Region 9 locally produced literature available globally with permission from WSBC. Currently, people seek Region 9’s permission to translate and use this leaflet; this motion helps remove the need for people to ask the Region 9 board for permission each time.
(Amended) MOTION B: We propose the OA Region 9 grants permission for all service bodies within REGION 9, to translate, reprint and make available digitally, the leaflet ‘Do you eat compulsively?’ We propose that OA Region 9 grants permission for all service bodies within Region 9 to sell the leaflet ‘Do you eat compulsively?’ in single and multiple copies, in English and any translated language. We propose that OA Region 9 put forth a proposal to the Board of Trustees of Overeaters Anonymous and to the World Service Conference Literature Committee, seeking approval for the leaflet ‘Do you eat compulsively?’ to be recognised as Board or Conference approved literature. We propose that the leaflet be available on the OA.org bookstore if approved.
Mel spoke to the amended motion, with a time for pros and cons and questions.
Result: 24 yes; 0 no. The amendment has been adopted.
No further amendments to suggested motion.
(Further amended) MOTION B: We propose that OA Region 9 grants permission for all service bodies within Region 9, to translate, reprint and make available digitally the leaflet ‘Do you eat compulsively?’ We propose that OA Region 9 grants permission for all service bodies within Region 9 to sell the leaflet ‘Do you eat compulsively?’ in single and multiple copies, in English or any translated language. We propose that OA Region 9 put forth a proposal to the Board of Trustees of Overeaters Anonymous and the World Service Conference Literature Committee seeking approval for the leaflet ‘Do you eat compulsively?’ to be recognised as Board or Conference approved literature. We propose that the leaflet be available on the OA.org bookstore if approved.
(Further amended) MOTION B: We propose that OA Region 9 grants permission for all service bodies within Region 9, to sell the leaflet ‘Do you eat compulsively?’ in order to increase the outreach efforts of Region 9. We propose that OA Region 9 put forth a proposal to the Board of Trustees of Overeaters Anonymous and the World Service Conference Literature Committee seeking approval for the leaflet ‘Do you eat compulsively?’ to be recognised as Board or Conference approved literature. We propose that the leaflet be available on the OA.org bookstore if approved.
Proposed amendment seconded by Red Dragon IG Representative, Heidi.
Mel spoke to the amendment, with a time for pros and cons.
‘in single and multiple copies, in English or in any translated language’ reinstated into the wording of the motion; it had been omitted in error. No objections on the floor to reinstate.
(Final amended) MOTION B: We propose that OA Region 9 grants permission for all service bodies within Region 9, to translate, reprint and make available digitally, the leaflet ‘Do You Eat Compulsively?’. We propose that OA Region 9 grants permission for all service bodies within Region 9 to sell the leaflet ‘Do You Eat Compulsively?’ in single and multiple copies, in English or in any translated language in order to increase the outreach efforts of Region 9. We propose that OA Region 9 put forth a proposal to the Board of Trustees of OA and to the World Service Conference Literature Committee seeking approval for the leaflet ‘Do you eat compulsively?’ to be recognised as Board or Conference approved literature. We propose that the leaflet be available on the OA.org bookstore if approved.
Amended motion seconded by Helen.
Mel spoke to the amendment, followed by a time for pros and cons and for questions.
Result for MOTION B: 19 yes; 3 no. The amendment was adopted without further amendment.
Mel spoke to the amended motion, followed by a time for pros and cons and for questions.
Intention: To carry the message within OA and beyond, as with professional outreach efforts.
[Assembly at ease while discussion had separately.]
OUTCOME: The original motion in 2019 would make this motion out of order: maker of motion, Vice Chair, Parliamentarian and Trustee Liaison left room to discuss separately.
Motion maker (Mel) withdrew motion on behalf of OAGB, to fully investigate the background of the origins of the leaflet. No objections raised to withdrawing this motion.
Translations workshop with Trustee Liaison (Emilia) – minutes not taken.
…………………………………………………………………………………………………………………
27th October
Serenity prayer in Italian (Emilia) and together in English.
12 Steps – Ayat | 12 Traditions – Nima | 12 Concepts – Gudrun Kristín
Credentials report accepted and meeting declared quorate: 27 total voting members.
VOTING: 22 voting representatives | BOARD: 5 board members |COUNTRIES: 13 countries
Emergency new business motions
MOTION 1
Move to amend the OA Region 9 bylaws, Article X, Financial Structure, 3D, as follows:
The Banker should serve for no more than four consecutive years, this qualification may be set aside if deemed in the best interest of OA Region 9 by a two thirds majority of voting members present.
Intent: With the transition to our new legal entity (CIO), the legal structure established for the financial process around the bank account, within the following 12 months, establishing the CIO with a new bank account, it would be in the best interests of Region 9 for our current Banker (Mel), who is a signatory already and a Trustee of our CIO, be allowed to stand again and be elected again to allow for the transition to the new structure of the CIO, to minimise disruption and additional resource.
Alexandra spoke to the motion with a time for questions.
MOTION 2
Move that Region 9 Bylaws, Article 7, Section 1, requirement that Trustee Nominees should reside within Region 9 and Section 2B, application for the Region Chair to arrive 1 month prior to the Region 9 assembly be set aside for this year’s assembly.
Rationale: R7’s Bylaws are yet to be adjusted following the change at BOT level, meaning their R7 Trustee Liaison (Laurie O) was unable to be affirmed by them, despite submitting her application in time for the R7 assembly and already having been appointed by the BOT. It could be harmful to OA as a whole, if someone is willing to serve and is currently serving, was not able to continue to serve with the democratic mandate of the fellowship. We should remain democratic in thought and action (OA Concepts). Laurie was appointed between the last WSBC and today; she has served as a Trustee; at the next WSBC she will no longer be a Trustee, whereby she then needs to be re-elected by the delegates there. If she does not get affirmed by a Region in advance of this, she will not have the chance to stand to be re-elected and to continue to serve as Trustee worldwide.
Alexandra spoke to the motion.
Time for pros and cons followed by a time for questions.
Result: 16 yes; 7 no. The motion is adopted.
PAUSE/ BREAK
Point of parliamentary enquiry raised and considered by chair: a voting member of our fellowship was unable to vote on zoom, but they were in the room at the time of voting; vote was therefore taken again with a reminder for cameras to be on when voting.
Final result: 14 for; 10 against. The motion does not pass.
ELECTIONS FOR REGION 9 SERVANTS
Tele committee to count votes – Linda and Beth, with Parliamentarian supervision.
Chair asked if they wished to update the credentials report with more members in the room than at the time of the credentials report for the day. Because we had quorum, we continued as we were.
Loudovika addressed Assembly with her credentials, followed by a time for questions after the break.
Voting process, questions and counting process clarified. Visitors moved to breakout rooms.
Result: 27 yes; 0 no. Loudovika elected Chair of Region 9.
Natasha addressed Assembly with her credentials, followed by a time for questions.
Voting process, questions and counting process clarified. Visitors moved to breakout rooms.
Result: 27 yes; 1 no. Natasha P elected as Vice Chair of Region 9.
Yvonne addressed Assembly with her credentials, followed by a time for questions.
Result: 28 yes; 0 no. Yvonne elected as Communications Officer for Region 9.
COMMITTEE CHAIRS
1) Service, Traditions and Concepts
Slowphie nominated; Slowphie accepted nomination.
Result: Slowphie appointed as Committee Chair without objection.
2) Active Outreach
Agnieszka nominated; Agnieszka accepted nomination.
Result: Agnieszka appointed as Committee Chair without objection.
Nuts and Bolts (Governance)
Nominee: Nellie (Italian NSB)
Result: Nellie appointed as Committee Chair without objection.
BANKER: Nominee: Mel (OAGB NSB)
Result: Mel appointed as Region 9 Banker for a further term without objection.
WSBC DELEGATE: Nominee: Agnieszka.
Result: Agnieszka elected as Region 9 WSBC Delegate without objection.
BYLAWS COORDINATER: Nominees: Adele (Israel NSB) and Sharlotte (Parliamentarian).
Adele spoke to her service history and credentials followed by time for questions.
Sharlotte G spoke to her service history and credentials followed by time for questions.
Result: Adele 14; Sharlotte 12. Adele elected as Region 9 Bylaws Coordinator.
AFFIRMATION OF TRUSTEE
Emilia addressed the Assembly with her experiences and intentions. Time for questions.
Pledged to continue to ensure Region 9 is held with equal importance at the BOT.
Result: 26 yes, 1 no. Emilia affirmed as a Trustee.
Show of celebration for all appointed, affirmed and elected.
Invitation for service bodies to host Region 9 Assembly and Convention for 2024
Time for questions
Ad hoc Hosting Committee for planning: Eva, Vasiliki, and Adele (joined by Region 9 Board).
Emergency new business motions
Note of thanks to Greek NSB.
IN CLOSING