Region 9 Assembly

Vital Link

QUESTIONS AND ANSWERS FOR REPRESENTATIVES 

INTRODUCTION 

The Representative is a vital link in the chain of OA’s Service Structure   – You have been elected to attend OA Region 9 Assembly and serve in Region 9 through the year, by your Service Body (your Intergroup, National Service Board Language Service Board or Specific Focus Service Board) or your Group if you come from a country that has only one group, to attend the Region 9 Assembly – congratulations! 

If you are lucky, your predecessor has briefed you on the job or given you a file with information in it.  If not, you may need to find out a lot, very quickly.  We hope this booklet helps you. 

Members experienced in giving service at the Region level have prepared a list of frequently asked questions to help you understand the role of Representative to the OA Region 9 Assembly.

It must be emphasized that there are no right answers, only shared experience of what has worked well for others.  All the suggested answers are to be found either in the Twelve Traditions and Twelve Concepts of OA, the Region 9 Bylaws or the Policies and Procedures Manual of Region 9.  Other sources of information are Groups, Intergroups and Service Bodies and previous year’s Region 9 minutes. When in doubt, don’t hesitate to ask the advice of more experienced OAs. 

 

GLOSSARY 

 

REGION 9 STATEMENT OF PURPOSE 

Our statement of purpose reads: “Our primary purpose is to carry the OA message to the still suffering compulsive overeater, wherever they may live and whatever language they may speak.  In fulfilling our purpose, we should ever strive to achieve worldwide unity and common policies among all countries.  With love and tolerance as our code, together we can do what we could never do alone” 

WHERE AND WHEN DO WE MEET? 

Every year we hold an Assembly in which the officers of Region 9 meet with representatives from various Service Bodies from all over Region 9 and non-affiliated groups (groups which are not part of a Service Body) from countries that have only one group. 

We meet within Region 9. Service Bodies who feel able to host the event make an application, with the selection usually taking place one-two years in advance. 

 

WHY SHOULD MY INTERGROUP SEND A REPRESENTATIVE? 

 

• To serve and help all our Region 9 Service Bodies carry the message of recovery of OA to all parts of our Region
• To share experience and knowledge with other members that will help not only your Service Body but Region 9 as a whole 
• To help Region 9 to become stronger
• To be part of the decisions for the greater good of our Region; your voice matters (this is the only way that you get your service bodies views to be heard by the group conscience of Region 9 as a whole; if you are not there you cannot contribute or change anything)
• To meet fellows from so many different countries with strong recovery and a desire to help our Region to become strong; to be inspired and learn from each other
• Because it helps your personal recovery and because it is an awesome experience

 

WHAT QUALIFICATIONS ARE REQUIRED TO BE A REPRESENTATIVE? 

Successful representatives are OA members who have previously had some active experience of service at group, service body level and are familiar with the 12 Traditions, 12 Concepts of OA Service and the OA Service structure. This service is not appropriate for a newcomer. 

Qualifications are set by Region 9 Bylaws, Article IV, Section 3:

1. Each representative shall be elected by the Intergroup, National/Language Service Board or unaffiliated groups they serve. 
2. The term of Region 9 representative shall be designated by their Intergroup, National/Language Service Boards or unaffiliated Groups and each representative is always subject to recall by those who selected them. 
3. Each representative should have a minimum of six (6) consecutive months of current abstinence and at least one (1) year service beyond group level. 

 

 

WHAT IS THE ROLE OF THE REPRESENTATIVE? 

The representative at Region 9 Assembly has two important roles. First is to be the liaison person between their home Service Body and Region 9. In particular informing their home Service Body of Region 9 matters and informing the Region 9 assembly of the needs and wishes of their home Service Body. The other is to take an active part in service at region level.  This service may take the form of participation in one of the Committees/Ad-Hoc Committees, fulfilling one of the many volunteer positions in the Region, becoming a Board member, or any combination of these positions. 

You should be aware that some service commitment may be required during the year after the Assembly. Each Intergroup or other Service Body decides for themselves the term that their representative will participate in Region 9 Assembly.  As the first year is often a learning year, we recommend that representatives should serve a term for at least two years, providing some essential continuity which is beneficial to both Region 9 and the individual representative.  

If the representative speaks English as their second language, it may take some time to become comfortable in the Region 9 Assembly environment. In this instance it may be more appropriate for the representative to bring this to the attention of their Service Body with a view to them serving for longer than the suggested two years. 

 

WHAT IS THE REGION ASSEMBLY COMPOSED OF? 

The Assembly is composed of the Region 9 Board, the Parliamentarian, the Region 9 Committee Chairs and Service Coordinators and the Representatives. 

The Board members are elected at the Assembly for a period of two years and a further two-year term if re-elected. The board members are: Chair, Vice Chair, Secretary, Treasurer and Communications Officer. 

In addition, Committees are formed (from the representatives present) and Committee Chairs are elected or nominated. 

The Region 9 Trustee Liaison attends the Assembly and has a voice but no vote. 

The Parliamentarian provides assistance to the parliamentary procedure and should always be neutral.  

Visitors are welcome as observers. 

 

WHAT IS THE PURPOSE OF THE ASSEMBLY? 

• To carry the OA message of recovery within Region 9
• To reaffirm OA unity within Region 9 
• To report and discuss the different activities in the Region since the last Assembly
• To vote on Bylaw and Policy & Procedure manual changes, if any are proposed to elect new officers and Committee chairs  
• To serve as a place where representatives from throughout the Region can get together to share their common experiences, problems and solutions 
• To receive input and more information and news about the World Service Office from the Board of Trustees through the Trustee Liaison. 

 

WHAT SERVICES DOES Region 9 PROVIDE? 

Region 9 was created out of Rosanne’s and other members’ vision to carry the message of recovery around the world. We are inspired and believe that we can inspire other members to do the same with an open heart and an open mind, acknowledging our differences, cultural and linguistic, and embracing them fully.

 

• We in Region 9 provide support to OA Region 9 Service Bodies, including Groups, Intergroups, National Service Boards, Language Service Boards and Specific Focus Service Boards and maintain a link with other OA Regions
• We maintain communication and answer urgent questions from individuals, Groups and Service Bodies
• We share our knowledge, experience and suggestions with challenging situations involving the Twelve Traditions, the Twelve Concepts of Service to individuals, Groups and Service Bodies
• We offer outreach to isolated or new Groups or Service Bodies
• We provide guidelines, experience and support for translations  
• We provide support and guidelines for creating Service Bodies and if needed legal entities 
• We provide funding assistance for Service Bodies for Translations, Public Information or Professional Outreach projects, for sending Representatives to the Region 9 Assembly as well as Delegates from Region 9 to the annual OA World Service Business Conference
• We distribute information to the Region 9 membership through the Region 9 Announcements Newsletter
• We maintain a website with helpful information and OA resources with translation ability 
• We represent the unaffiliated groups at World Service Business Conference
• We organize and support workshops to keep members informed about issues in Region 9 and share experiences, strength and hope
• We hold an Assembly where Representatives share ways to strengthen Region 9s groups and service bodies. 

 

ABOVE ALL, we have a vision for a cross-cultural interconnection between our members and we are open to hear and learn new ways for a better and mor efficient connection between the countries, because TOGETHER IS THE ONLY WAY!

 

WHAT ARE THE MAIN R9 DOCUMENTS? 

Bylaws: Our Bylaws form our main official document which defines our structure, our affiliation with OA, our Purpose and our Legal Status as an Organization. 

Policies and Procedures: commonly referred to as our P&P, this document details how we go about achieving our goals, with a large portion devoted to our financial procedures, as well as service positions descriptions. 

Changes to these documents can only take place at our Annual Assembly, and as such, they are only updated once a year. The latest version of these documents can be found in your Assembly Documents in the Region 9 webpage (https://oaregion9.org/ass2024/), under “Assembly Documents Set 2”.  

 

WHO IS ON THE R9 BOARD? 

R9 Chair 

The Region 9 Chair is elected by the Region 9 Assembly for a period of two years and fulfills a variety of duties; re-election for another two-year term is possible. 

• Chairs the Region 9 business assemblies, including preparation of the agenda. 
• Chairs the Region 9 Board. 
• Communicates with the different Region 9 officers during the year.
• Attends functions within the Region, where budget allows, or at the expense of the country hosting the OA event. 
• Represents Region 9 at the World Service level, including at the WSBC. 
• Represents Region 9 in the Region Chairs Committee.
• Participates in the Region Chairs Committee, and attends /face-to-face meetings when possible. 
• Works with the Region 9 Trustee Liaison on some of the issues directly concerning the Region. 
• Act as line manager of any paid staff on behalf of the Board.  

 

Region 9 Vice-Chair:

The Vice-Chair is elected by the Region 9 Assembly for a period of two years and fulfills a variety of duties; re-election of another two-year term is possible. 

• Assists the Chair with the Region 9 business assemblies, including preparation for assemblies and with any other of the Chair’s duties as set out in the Region 9 Bylaws that the Chair is unable. 
• Communicates with, liaises and supports the other Region 9 officers in fulfilling their duties. 
• Attends events within the Region, where budget allows, or at the expense of the country hosting the OA event. 
• Supports the Chair and the Board in the management of any paid staff.

 

Region 9 Treasurer 

The Treasurer is elected by the R9 Assembly for a period of two years and fills a variety of duties; re-election of another two-year term is possible.

• Coordinates any finance and budget matters with committees or other OA members in Region 9.
• Prepares an annual budget for approval of the assembly.
• Maintains records of all Income and expenses incurred by the different activities in the Region.
• Provides an annual report of all contributions received, as well as income and expenses.
• Maintains the Region 9 bank accounts and records of monies. 
• Liaises with the Banker, signatories, and accountant as necessary.
• Provides quarterly financial updates to the Region 9 Board.
• Support the Chair and the Board in the management of any paid staff. 
• Liaise with paid staff on matters of Finance. 

 

Region 9 Banker (not a member of the Board)

The Region 9 Banker is not a Board position, but is a Region 9 member from Great Britain who is elected by the Region 9 Assembly. The banker serves for a two- year term alternate to the Treasurer’s term and may be re-elected for another two-year term. 

• The duties of the Banker may be undertaken by a Treasurer who resides in Great Britain.
• The Banker’s service is overseen by the Region 9 Treasurer and works in conjunction with the Treasurer. 
• The Banker receives all 7th Tradition Contributions, and sends out email receipts with copy to the treasurer. 
• Arranges payments to be made after instruction from the Treasurer.
• Is a signatory for the Region 9 bank account.
• Sends lists of all incoming and outgoing financial transactions of the bank accounts to the Region 9 Chair and Treasurer monthly.
• Maintains and checks monthly bank statements, and forwards to Treasurer and Chair.

 

R9 Secretary 

The Secretary is elected by the Region 9 Assembly for a period of two years, is responsible to produce the minutes of the assembly and the board meetings, for administrative support and fills a variety of duties; re-election of another two-year term is possible.

 

• The main responsibilities of the Secretary are to distribute the Region 9 Assembly and Convention invitation, the Region 9 Assembly materials , and minutes of all Region 9 Assemblies.
• The Secretary also produces and distributes Region 9 Board Meeting minutes. 

 

Region 9 Communications Officer 

The Communications Officer is elected for two years, can be re-elected for another two-year term and fulfills a variety of duties:

• The Communications Officer assists the other officers as needed.
• The Communications Officer is responsible for the Region 9 announcements sent to the Region 9 mailing list. 
• The Communications Officer maintains and updates Region 9 listings. 
• The Communications Officer sends reminders of important dates to the Board.
• The Communications Officer works with other officers and/or volunteers to reach out to countries/service bodies not present at assembly or in contact with Region 

 

All officers serve on the Board, attend the board meetings virtually and maintain communication with other officers. 

 

WHO IS THE TRUSTEE LIAISON?

The Region 9 Trustee Liaison is elected by the World Service Business Conference for a period of three years and fulfills a variety of duties: 

• The Trustee Liaison is a member of the Board of Trustees.
• Attends Board of Trustees meetings with Board of Trustees members and World Service Office staff in a face-to face capacity or electronically. 
• Is involved in different committees and activities at World Service level and/or within the Board of Trustees.  
• Is the liaison between the Board of Trustees and the Region. 
• The Trustee Liaison is communicating with the National Service Boards/Language Service Boards, Intergroups and Groups within the Region. Sometimes also visits different locations throughout the Region face to face or virtually, attends National Assemblies or holds workshops (these may have varying topics covering service, traditions, concepts, OA’s primary purpose & topics from the strategic plan).
• Works with the other Trustees and the Region chairs on the strategic operations plan for OA. 
• The Trustee Liaison attends the World Service Business Conference and World Service convention. 
• The Trustee also attends the Region 9 Assembly as the representative of the Board of Trustees and has a voice but not a vote. 

 

HOW DOES THE REGION COORDINATE WITH OTHER SERVICE BODIES? 

World Service Business Conference 

The World Service Business Conference (the Conference) is an annual meeting of delegates from various Service Bodies worldwide, held in April/May in Albuquerque, New Mexico, USA or virtually. The conference lasts five days with discussions, workshops, committees, debates and decisions relating to OA, and represents the Group Conscience of OA as a whole. 

The Conference discusses and provides guidelines for all aspects of OA group, Service Bodies activities, literature, budget, group handbook, committee guidelines, public information etc. All literature that is approved at the Conference carries the conference seal of approval which means that it represents the group conscience of OA as a whole. 

OA also offers a Delegate support fund aimed at assisting Service Bodies for their delegates to attend Conference. Contributions are received from Service Bodies throughout the fellowship and are distributed to those Service Bodies who apply for assistance. Details can be received from www.oa.org.  

 

Board of Trustees 

The Board of Trustees is composed of 17 Trustees each of whom are elected directly by the delegates to the Conference.  10 Trustees are Trustee Liaisons to the Regions of OA. The main functions of the Board of Trustees are to represent OA as a whole, to act as guardians of the 12 Steps, 12 and 12 Concepts of Overeaters Anonymous and to promote education within the fellowship worldwide. 

 

World Service Office 

• The World Service Office located in Albuquerque New Mexico, USA, provides a variety of services for the Board of Trustees, the Conference, Regions, National Service Bords/Language Service Boards, Intergroups and Groups, including: Clearing house for worldwide inquiries 
• Providing information about OA to the still suffering compulsive overeater, to media representatives and health professionals interested in OA’s Twelve-Step approach to recovery from compulsive eating. 
• Supporting individual members and OA groups worldwide
• Registration of all OA groups and Service Bodies (available online) 
• Providing everything new groups need to get started in the Group Starter Kit
• Providing office services to the Board of Trustees, Conference and the World Service Convention, including printing and distribution of material 
• Producing all the Conference and Board of Trustees approved literature
• Selling over 100 literature and recovery-related items which can be ordered from the Catalog 
• Producing and distributing of the quarterly newsletter A Step Ahead, and the Courier (newsletter for professionals) to all Groups and Service Bodies (available online)
• Website maintaining the OA Website (www.oa.org) 

 

Regions Chairs Committee

The Region Chairs Committee acts as a channel of communication between the Board of Trustees and the members of the Fellowship in their respective regions, for the purpose of sharing resources and solutions.

In the Regions Chairs Committee Region Chairs work together to find common solutions to common problems they face, they are exchanging ideas, experience, strength and hope on how best to carry the message worldwide and support one another wherever possible.

 

HOW IS Region 9 FUNDED? 

Region 9 is self-supporting, receiving contributions from its member service bodies, groups, non-affiliated groups and individual members. The surplus from our conventions/assemblies is an important source of funding for activities.  

 

WHAT ARE OUR EXPENSES? 

Due to the vast geographic range of our Region and our diversity in language, our expenses for travel and accommodation etc. are much higher than some other Regions and they are: 

• Funding of Region 9 Officers to Region 9 Assemblies. 
• Funding the Region 9 Chair to Conference; funding the Region 9 Chair to Region Chairs Committee meetings when appropriate and when funds are available. 
• Subsidizing service bodies representatives to attend Region 9 Assembly. 
• Supports Delegates from affiliated to Region 9 service bodies to attend the OA World Service Business Conference.
• Assistance to service bodies for translations and other projects. 
• Maintaining the Region 9 Website  www.oaregion9.org.  

 

WHAT AREA DOES R9 COVER? 

Region Nine consists of Overeaters Anonymous meetings, intergroups and National Service Boards from the following geographical locations: Africa, Europe, Middle East and Western Asia.

SERVICE STRUCTURE OF OA IN THE COUNTRIES THAT MAKE UP Region 9 

 

  

 

Overall Service Structure 

 

This chart shows the overall flow of service within the OA Fellowship. 

One of the most important points to emphasize here is that there is no us and them in OA. We all are responsible for establishing OA policies and participating in group conscience decisions at all levels. Our views are important and participating in decision making on all levels is important.  Members of our meetings are sent to Intergroup, and Intergroup sends representatives to the Region where perspectives can be heard from other members within our Region. Then, at the Conference, the GROUP CONSCIENCE of the body as a whole decides how we carry out our primary purpose. 

OA is OUR PROGRAM, but it works only if you work it!  If your meeting isn’t sending a representative to Intergroup, then your meeting does not have input into the process. 

We can give service at all levels, and service of all kinds is essential to our continuing recovery as a Fellowship. We would not exist if people were not willing to extend their hands.   

All of us can do some kind of service every day – let’s all try to incorporate service into our daily lives by using this valuable tool of recovery.