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MOTION 2

The Assembly will be start at 8am on Wednesday 30th of September, in order to feel refreshed we enourage members to arrive Tuesday 29th of September in the late afternoon or early evening. The assembly will finish around 4pm on Friday 2nd October 2026. Convention will then start on Friday 2nd October 2026 in the early evening and finish no later than 2pm on Sunday 4th October 2026.

Names, acronyms, and short forms have been removed or edited for consistency with OA Policy

Motion: Move to amend OA Region 9 Bylaws, by inserting a new article, Article VIII  – Relationship with the OA Region 9 Charitable Incorporated Organisation as follows and renumbering all subsequent sections:

Current Wording

DOES NOT EXIST

Proposed Wording

ARTICLE VIII – RELATIONSHIP WITH THE OA REGION 9 CHARITABLE INCORPORATED ORGANISATION

Section 1 – Cooperation with the Charitable Incorporated Organisation

  1. The Region 9 Assembly shall work cooperatively with the Overeaters Anonymous Region 9 Charitable Incorporated Organisation to further the mission and purposes of both organisations.
  2. The responsibilities of the Region 9 Board shall include:
    1. Maintaining regular communication with the Charitable Incorporated Organisation.
    2. Supporting the charitable objectives of the Charitable Incorporated Organisation.
    3. Providing information reasonably requested by the Charitable Incorporated Organisation to enable it to fulfil its legal and regulatory obligations.
    4. Seeking opportunities for collaboration between Region 9 and the Charitable Incorporated Organisation.
    5. Ensuring that Region 9 complies with any grant agreements entered into with the Charitable Incorporated Organisation.

Section 2 – Representation

The Region 9 Board shall:

  1. Appoint one (1) member of the Region 9 Board to serve as a trustee of the Charitable Incorporated Organisation, subject to the Charitable Incorporated Organisation’s governing documents and applicable law.
  2. Designate that trustee as the primary liaison between Region 9 and the Charitable Incorporated Organisation.
  3. Ensure that the appointed trustee serves as the voice of the Charitable Incorporated Organisation during Region 9 Assembly business meetings.

Section 3 – Annual Grant Request

  1. Within fifteen (15) days following approval of the annual budget by the Region 9 Assembly, the region 9 Chair, in cooperation with the Treasurer, shall:
    1. Submit a Grant Request Letter to the Chair of the board of trustees of the Overeaters Anonymous Region 9 Charitable Incorporated Organisation.
    2. Include a copy of the approved annual budget with the Grant Request Letter.
    3. Sign and execute the Master Grant Agreement between Region 9 and the Charitable Incorporated Organisation.
    4. Provide copies of all executed grant documents to the Region 9 Board and the Region 9 Secretary for retention.

Section 4 – Reporting Requirements

The Charitable Incorporated Organisation.liaison trustee shall:

  1. Provide a written report to each regular meeting of the Region 9 Board.
  2. Provide a written report to each Region 9 Assembly.
  3. Report on grants awarded to Region 9.
  4. Report on matters that may materially affect Region 9 operations or finances.
  5. Communicate decisions that require action by the Region 9 Board or Assembly.

Section 5 – Relationship Between the Organisations

  1. All interactions between Region 9 and the Charitable Incorporated Organisation shall comply with applicable laws, the Twelve Traditions, the Twelve Concepts of OA Service, and the governing documents of both organisations.
  2. Region 9 and the Charitable Incorporated Organisation shall remain separate legal entities.
  3. Neither organisation shall govern the affairs of the other except as expressly provided in governing documents or required by law.
  4. Both organisations shall cooperate in carrying out their shared mission of carrying the message of recovery to those who still suffer from compulsive eating.

Wording if Adopted

ARTICLE VIII – RELATIONSHIP WITH THE OA REGION 9 CHARITABLE INCORPORATED ORGANISATION

Section 1 – Cooperation with the Charitable Incorporated Organisation

  1. The Region 9 Assembly shall work cooperatively with the Overeaters Anonymous Region 9 Charitable Incorporated Organisation to further the mission and purposes of both organisations.
  2. The responsibilities of the Region 9 Board shall include:
    1. Maintaining regular communication with the Charitable Incorporated Organisation.
    2. Supporting the charitable objectives of the Charitable Incorporated Organisation.
    3. Providing information reasonably requested by the Charitable Incorporated Organisation to enable it to fulfil its legal and regulatory obligations.
    4. Seeking opportunities for collaboration between Region 9 and the Charitable Incorporated Organisation.
    5. Ensuring that Region 9 complies with any grant agreements entered into with the Charitable Incorporated Organisation.

Section 2 – Representation

The Region 9 Board shall:

  1. Appoint one (1) member of the Region 9 Board to serve as a trustee of the Charitable Incorporated Organisation, subject to the Charitable Incorporated Organisation’s governing documents and applicable law.
  2. Designate that trustee as the primary liaison between Region 9 and the Charitable Incorporated Organisation.
  3. Ensure that the appointed trustee serves as the voice of the Charitable Incorporated Organisation during Region 9 Assembly business meetings.

Section 3 – Annual Grant Request

  1. Within fifteen (15) days following approval of the annual budget by the Region 9 Assembly, the Chair, in cooperation with the Treasurer, shall:
    1. Submit a Grant Request Letter to the Chair of the board of trustees of the Overeaters Anonymous Region 9 Charitable Incorporated Organisation.
    2. Include a copy of the approved annual budget with the Grant Request Letter.
    3. Sign and execute the Master Grant Agreement between Region 9 and the Charitable Incorporated Organisation.
    4. Provide copies of all executed grant documents to the Region 9 Board and the Region 9 Secretary for retention.

Section 4 – Reporting Requirements

The Charitable Incorporated Organisation. liaison trustee shall:

  1. Provide a written report to each regular meeting of the Region 9 Board.
  2. Provide a written report to each Region 9 Assembly.
  3. Report on grants awarded to Region 9.
  4. Report on matters that may materially affect Region 9 operations or finances.
  5. Communicate decisions that require action by the Region 9 Board or Assembly.

Section 5 – Relationship Between the Organisations

  1. All interactions between Region 9 and the Charitable Incorporated Organisation shall comply with applicable laws, the Twelve Traditions, the Twelve Concepts of OA Service, and the governing documents of both organisations.
  2. Region 9 and the Charitable Incorporated Organisation shall remain separate legal entities.
  3. Neither organisation shall govern the affairs of the other except as expressly provided in governing documents or required by law.
  4. Both organisations shall cooperate in carrying out their shared mission of carrying the message of recovery to those who still suffer from compulsive eating.

Submitted By:

Name: Hannah B
Service Body or Committee: OA Region 9 Bylaws Committee

Intent: To establish a formal relationship between Region 9 and the Overeaters Anonymous Region 9 Charitable Incorporated Organisation, ensuring clear communication, accountability, and cooperation between the two organisations while respecting their separate legal responsibilities.

Implementation: If adopted, the Region 9 Board will incorporate the new bylaw provisions into the Region 9 Bylaws, appoint a Board member to serve as the Region 9 representative and liaison to the Charitable Incorporated Organisation (a board member is already filling this role), establish reporting procedures in line with the bylaw requirements, ensure compliance with the annual grant request and grant agreement requirements, and update any policies, procedures, or reference manuals needed to implement the bylaw.

Cost: None anticipated. Any costs associated with administration, reporting, or meetings are expected to be absorbed within existing Region 9 operating budgets.

How This Supports OA’s Primary Purpose: It strengthens the working relationship between Region 9 and the Region 9 Charitable Incorporated Organisation. Clear communication, defined responsibilities, and regular reporting help ensure that charitable resources are managed effectively and directed toward services that support OA groups, members, and service bodies throughout Region 9. By establishing a formal framework for cooperation, Region 9 and the Charitable Incorporated Organisation can work together more effectively to support outreach, recovery resources, and other activities that help carry the OA message.

Rationale: The Region 9 Charitable Incorporated Organisation has become an important partner in supporting the work of Region 9. While the two organisations work closely together, the current Bylaws do not clearly define their relationship, responsibilities, or communication pathways.

This motion establishes a formal structure for cooperation while recognising that Region 9 and the Charitable Incorporated Organisation remain separate legal entities with distinct responsibilities. It creates a clear liaison role between the Region 9 Board and the Charitable Incorporated Organisation, ensures regular reporting to the Assembly, and formalises the annual grant request process that is essential to Region 9’s financial planning.

Adopting these provisions will improve transparency, accountability, continuity, and communication between the two organisations. It will also provide future boards and trustees with clear guidance regarding their respective responsibilities, reducing the risk of misunderstandings and ensuring that both organisations can work together effectively in support of OA’s mission.

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