Embrace the similarities, Love the differences, In all our affairs

MOTION 3

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 adopt the attached substitute Policy and Procedure Manual

Submitted By:

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

Intent: To adopt the attached substitute Policy and Procedure Manual

Implementation: Replace the existing Policy and Procedure Manual with this agreed new wording.

Cost: £0

Rationale: The current policy and procedure manual is out of date and not fit for purpose with the changes that have taken place in the Region 9 organisationally. The bylaws committee has worked on this document for the 12 month period from last annual assembly. We are presenting the new wording for ratification as we believe it reflects the vision of the region and the current working practice of the board, further it is designed to avoid repetition and use language efficiently making it as easy to use as possible for people whose first language is not necessarily English. It is of course to be read with the bylaws and board reference manual for the full picture of processes that the Region utilise to organise our international fellowship.

n.b. Policy and Proceedure Manual wording attached to this document

Region 9 Policy and Procedure Manual

Last Revised Annual Hybrid Assembly 2026

Article 1 – Introduction

This Region 9 Policy and Procedure Manual guides the business practices of Region 9.

Matters which relate to major policy affecting Overeaters Anonymous as a whole shall be referred to the Trustee Liaison or another member of the Overeaters Anonymous, Inc. World Service Board of Trustees.

Article 2 – Region 9 Assembly

Section 1 – Participation at Region 9 Assembly

  1. The following will have participation rights at Assembly;
    1. A Voice and A Vote
      1. Representatives or alternates from each affiliated service body and unaffiliated groups acting as service bodies
      2. Board members
      3. Committee chairs
    2. The opportunity to be granted a voice and a vote by the assembly:
      1. Representatives from a Service body outside of Region 9
    3. A voice but no vote:
      1. The OA Region 9 Charitable Incorporated Organisation Trustee (with the exception of the assigned liaison).
    4. The opportunity to be granted a voice but no vote at the discretion of the chair
      1. The region 9 Trustee Liaison and Service Coordinators
      2. Visitors to the assembly.

Section 2 – Assembly and Convention Schedule

  1. Region 9 will hold two assemblies per year.
    1. The first assembly, held at a convenient time in September, October or November, will be called the annual hybrid assembly and will be held for a duration set by the board and may be held in a hybrid or virtual format.
    2. The second assembly, known as the midterm virtual assembly, will be held virtually and will be, at a maximum, a one-day event held in February, March, April or May.
  2. A Convention may also be held in conjunction with the annual hybrid assembly if the hosting Service Body is in a positiono do so.

Section 3 – Notification for Assembly

  1. An email notification of the annual hybrid assembly will be sent six months before the Assembly to member groups, unaffiliated groups, and Service Bodies within Region 9.
  2. An email notification of the midterm virtual assembly will be sent four months before the Assembly to member groups, unaffiliated groups, and Service Bodies within Region 9.
  3. The notification will include an invitation from the hosting service body (for the annual hybrid assembly), a registration form, a new business and bylaws amendment motions form, an application for financial assistance (for the annual hybrid assembly), and a letter from the Region 9 Board.

Section 4 – Submission of regular motions

  1. Motions which are not to amend either the Policy and Procedure Manual or the Bylaws of Region 9 may be amended by a majority of the voting body at a Region 9 Assembly.
  2. Proposed motions must be submitted to the Region 9 Motions Review Committee at least ninety (90) days before the Region 9 Assembly for review.
    1. A motion can be submitted by: The Region 9 Board, a Region 9 Service Body, or a Region 9 Committee.
    2. The motions review committee shall work with the motion maker to ensure their motion is in order.
    3. The Motions Review Committee shall submit these proposed amendments, in writing, to the Region 9 Chair at least seventy-five (75) days before the Region 9 Assembly.

Section 5 – Assembly Materials

  1. The assembly materials will be emailed no less than forty five (45) days before the Assembly.
  2. The Assembly materials will also be placed on the Region 9 website..
  3. Representatives are encouraged to bring their own copies of documents.
  4. The Assembly materials will include, but will not be limited to, the following (if applicable):
    1. Key information.
    2. Duties and responsibilities of Region Representatives.
    3. Duties and responsibilities of Board Officers
    4. Duties and responsibilities of Charitable Incorporated Organisation trustees.
    5. Assembly Agenda.
    6. Reports from each board member, committee, service coordinator and Charitable Incorporated Organisation.
    7. The annual budget.
    8. Motions to be considered at Assembly.
    9. Completed applications that have been submitted for elections to the Region 9 board, Charitable Incorporated Organisation and Trustee Nominees and application forms.
    10. The Bylaws, Policy Manual and Standing Rules.
    11. Minutes of the previous assembly.
    12. Bids from service bodies to host future Assemblies.
    13. Workshop Information

Section 6 – Assembly Rules

  1. The assembly will be conducted in accordance with the OA 12 Traditions and OA 12 Concepts of Service and guided by the latest edition of Robert’s Rules of Order, newly revised or other documents that the assembly may adopt.
  2. The Chair will ensure the availability of Robert’s Rules of Order for the Parliamentarian.
  3. The voting representatives will adopt a set of standing rules at the start of each assembly.

Section 7 – Duties of Representatives

  1. Each representative will:
    1. Register for the Assembly and are encouraged to register for the Convention.
    2. Apply for financial assistance (if required) at least ninety (90) days prior to the Assembly.
    3. Book accommodation, preferably at the Assembly/Convention venue.
    4. Organise and secure travel arrangements and documentation.
    5. Engage with the materials in the binder
    6. Engage with the mentorship programme if possible.
    7. Share and discuss the motions with your represented service body.
    8. Attend (if possible) the orientation meeting, or watch the recording
    9. Participate in one of the Region 9 committees throughout the year.
    10. Attend all business sessions of the Assembly.
    11. Consider standing for open service positions.
    12. Report to the represented Service Body (including workshops, ideas, and goals) following the Region 9 Assembly in the format expected locally.
    13. Encourage their service body to choose the next representative a year before the term ends and encourage the successor to observe and assist during the transition year.
    14. Support the next fellow in the service position.

Section 8 – Qualifications for Representatives

  1. Each representative will be elected by their service body or unaffiliated group.
  2. Each representative will have a minimum of six months of current abstinence, and one year of service beyond the group level.
  3. If a Service Body is unable to meet these requirements, they may be set aside by a two thirds majority vote of the region 9 board.
  4. Service Bodies are encouraged to choose representatives for at least a two-year term.

Section 9 – Number of Representatives

  1. Each Intergroup and National Service Body shall be entitled to one representative in the business assembly for each ten groups or part thereof they represent.
  2. Other service bodies (specific focus service bodies, language service bodies and participating service bodies) will be entitled to one representative in the business assembly regardless of the number of meetings they represent.
  3. Service bodies are encouraged to send their maximum number of representatives.

Section 10 – Registration and Orientation for Assembly

  1. Everyone attending the assembly will be required to register via the registration form.
  2. An orientation session for representatives will be held at or before the assembly

Section 11 – Election of Hosting Service Body for Annual Hybrid Assembly

  1. A hosting service body will be elected up to two years prior to the assembly they will host.
  2. An ad hoc committee to find a location for the next Assembly will be appointed by the Board at the assembly if no hosting service body has been elected.

Section 12 – Registration Fee

  1. There will be a registration fee for the Annual Hybrid Assembly.
  2. The registration fee of up to £100 Great Britain Pounds (equivalent in other currencies) is payable (by each voting members) upon registration.

Section 13 – Contents of the Assembly

The business of the assembly may consist of the following:

  1. Question on reports.
  2. Election of officers.
  3. Election of World Service Business Conference delegate(s).
  4. Consideration of motions.
  5. A workshop led by the trustee liaison on translation.
  6. A workshop on the digital work of the Region.
  7. Budget Workshop.
  8. Conduct committee meetings
  9. Elect Committee Chairs
  10. Any other matters deemed appropriate by the board.

Section 14 – Emergency Business Motions

  1. Emergency New Business (submitted less than 90 days before assembly) must be submitted to the board by the deadline set by the Region Chair.
  2. For a motion to be emergency business it must meet the following:
    1. The motion must refer to new business only and not to Bylaw Amendments.
    2. The matter is of an urgent nature and is important to OA or Region 9 as a whole, and not considering the motion immediately would likely be detrimental to the welfare of OA or Region 9.
  3. Emergency New Business Motions must first receive a majority vote of the Motions Review Committee in order to be brought to the floor.
  4. A two-thirds vote by the Representatives is required to adopt Emergency New Business Motions.

Article 3 – Financial Policies

Section 1 – Financial Landscape

  1. Region 9 does not hold its own finances
  2. The Charitable Incorporated Organisation. holds all funds
  3. The region 9 board will submit a copy of the proposed budget to the Charitable Incorporated Organisation.annually
  4. Region 9 is given the budgetary requirements as agreed using the below principles via the medium of grants from the Charitable Incorporated Organisation..
  5. Region 9 is financed through the contributions of members, groups and service bodies to the Charitable Incorporated Organisation..
  6. The fiscal year runs in line with the Charitable Incorporated Organisation.’s fiscal year

Section 2 – General Financial Operational Principles

  1. Region 9 shall maintain a prudent reserve equal to one year of standard operating costs. The standard operating costs and formula for calculation will be highlighted within the budget for agreement annually
  2. Region 9 will operate within an agreed budget which will be utilised as follows:
    1. A balanced budget for the next fiscal year shall be proposed by the Treasurer and Board at the annual hybrid assembly before the fiscal year begins.
    2. The Region 9 budget must be adopted at the annual hybrid assembly.
    3. The balance of the treasury shall include both the prudent reserve and general operating funds.
    4. Each budget line item approved by the Assembly may only be amended by the Board with a unanimous vote subject to available funds.
    5. Grant letter to be submitted to the Charitable Incorporated Organisation. along with the agreed budget, the Charitable Incorporated Organisation.then makes grants based on the budget lines.
  3. All Region 9 funds shall be held in the Charitable Incorporated Organisation. bank account located in the United Kingdom and managed in accordance with local financial regulations.
  4. When available funds are insufficient to fully fund all activities, the Treasurer shall notify the Board, which will set priorities based on the current financial position.
  5. All financial operations shall be conducted with transparency, accountability, and fiscal prudence, consistent with OA’s Twelve Traditions and Twelve Concepts of Service.

Section 3 – Expense and Reimbursement Policies (General Guidelines)

  1. Expenses incurred in the performance of Assembly or Board-approved work are reimbursable.
  2. All reimbursed expenses must remain within budgeted allocations.
  3. Should it become apparent the budgeted amount is insufficient:
    1. Budget overrides must be submitted in writing to the Treasurer at least seven (7) days prior to the next Board meeting.
    2. Requests must include a clear justification and estimated new/amended costs.
    3. Overrides must be approved by the Board unanimously before the expense is incurred.
  4. An expense application must be completed and submitted to the Treasurer for authorisation before any reimbursement or advance of funds.
  5. Receipts must be submitted no later than 90 days after the expense is incurred.
  6. Unused funds must be returned within 60 days of the expense being incurred.

Section 4 – Expense and Reimbursement Policies (Travel Funding)

  1. Positions eligible for travel expense reimbursement will be limited to:
    1. Region 9 Assembly and Convention (See Section 4)
      1. Region 9 Board Members
      2. The Parliamentarian
      3. Committee Chairs
      4. Representatives.
    2. The Region Chair for attendance at the World Service Business Conference, World Service Convention, and Region Chairs Committee meetings.
    3. Trustee Nominees to the World Service Business Conference.
    4. Region 9 World Service Business Conference Delegates, up to a maximum of five (5), as determined by available funds.
    5. Any additional travel approved by a majority vote of the Board or Assembly.
  2. Reimbursement shall be limited to: Transportation, lodging (double occupancy), meals, VISA’s and registration fees.
  3. Any reasonable variations must be approved by majority vote of the Board or Assembly.

Section 5 – Funding for Assembly and Convention Attendance

  1. Members are expected to select the most cost-effective travel and lodging options.
  2. Financial assistance may be granted to:
    1. Board members
    2. The Parliamentarian
    3. Committee Chairs
    4. Representatives
    5. Service bodies unable to fund a representative independently
    6. Single-meeting countries affiliated with Region 9.
  3. When a representative is funded by Region 9, that service body is eligible for only one voting member.
  4. Service bodies receiving assistance are expected to fund part of their representative’s expenses when possible.
  5. Visa application costs may be coordinated in advance with the Treasurer and advanced where approved.
  6. Visa cancellation costs may be reimbursed at the discretion of the Treasurer.
  7. Requests received after the established deadline of 1st June will not be considered, except for service bodies formed after the deadline. This date can be amended by unanimous board approval if required.

Section 6 – Delegate Support Fund

  1. Region 9 provides financial assistance to service bodies, or meetings acting as service bodies, to send delegates to the World Service Business Conference where they would otherwise be unable to attend.
  2. Assistance is limited by available funds under the Delegate Support Fund budget line.
  3. All service bodies will receive an equal split of the budget totality unless there is unanimous board approval to realign for a single year.
  4. Applications must be submitted using the approved Region 9 Delegate Support Form available at https://oa.org or on the Region 9 website.
  5. Service bodies receiving funding must:
    1. Have at least one registered Region 9 representative
    2. Have that representative recorded as attending the current Assembly
  6. If total requests exceed available funds, the Treasurer shall notify the World Service Office of the shortfall by November 1 using the approved World Service Office form.

Section 7 – Translation and Project Funds

  1. Each fiscal year, Region 9 shall include a Translation and Projects Fund line item in its annual budget
    1. Application forms shall be available on the Region 9 website.
    2. The Treasurer shall send reminders by December 1 and May 1 each year.
    3. Application deadlines: February 1 and July 1. Board decisions shall be made by March 1 and August 1, with notifications issued by April 1 and September 1 respectively..
  2. Translation funding criteria
    1. Priority will be given to service bodies who meet both of the following criteria:
      1. Do not yet have OA literature in their language.
      2. Have already translated The World Service Glossary, The Twelve Steps, Twelve Traditions and Twelve Concepts of Overeaters Anonymous
      3. Have engaged with the translation committee for support.
      4. Will be translating the Twelve Steps and Twelve Traditions of Overeaters Anonymous book.
  3. Translation funding application must show
    1. A list of existing translations and any prior financial assistance from World Service Office or Region 9.
    2. A substantive contribution to translation costs.
  4. Project funding applications must show
    1. A list of projects undertaken within the last five years.
    2. Detail previous financial assistance received from World Service Office or Region 9.
    3. A substantive contribution to project expenses.

Section 8 – Fundraising

  1. Region 9 may sell fundraising prodcts or merchandise at the World Service Business Conference and other OA events to raise funds.
  2. The Treasurer, assisted by volunteers, shall source, purchase, and manage merchandise sales in accordance with the budget and OA principles.
  3. All surplus shall be deposited into the Region 9 account and reported in the annual financial statement.

Section 9 – Seventh Tradition Contributions

In keeping with the Seventh Tradition, Region 9 invites all groups and service bodies to contribute financially after setting aside their own operating costs and prudent reserves.

  1. The Treasurer will send periodic reminders encouraging contributions.
  2. When forwarding contributions to the World Service Office via Region 9 Charitable Incorporated Organisation., donors should clearly indicate:
    1. The amount designated for the World Service Office.
    2. The purpose (general donation, royalties, or other specific fund).
  3. Upon request, an email receipt will be issued by the Region 9 Charitable Incorporated Corporation confirming receipt and allocation.

Article 4 – Charitable Incorporated Organisation

Section 1 – Purpose

  1. The Charitable Incorporated Organisation exists as a legally separate organisation to administer the assets and accounts of OA Region 9 in accordance with:
    1. The tax and charity laws of England and Wales
    2. The OA Twelve Steps, Twelve Traditions, and Twelve Concepts of Service
    3. The OA Inc. Bylaws, Subpart B, and
    4. The OA Region 9 Bylaws and Policy Manual.
    5. The Budget as agreed at assembly and the board of Region 9.
  2. The Charitable Incorporated Organisation. may not engage in any unrelated activity or hold assets for personal or commercial purposes.

Section 2 – Trustees

  1. The Charitable Incorporated Organisation shall have at least three (3) trustees, one of whom must be a current Region 9 Board member serving as board liaison to the Charitable Incorporated Organisation.
    1. The Treasurer will be disqualified from being liaison.
  2. Trustees are appointed by the Region 9 Board and approved by the Assembly.
  3. Trustees must either:
    1. Be an OA member who:
      1. Has attended at least one previous Region 9 Assembly
      2. Has at least one year of current abstinence
      3. Demonstrates service to OA
      4. Has not been bankrupt in the last 6 years
      5. Can respond promptly to requests; or
    2. Be a Special Worker with relevant financial, legal, or administrative skills as defined in OA policy.
  4. The Board may appoint a Special Worker Trustee to fill a skills gap or ensure compliance with charity regulations.
  5. Trustees serve under the spiritual principles of OA and act in accordance with the will of the Assembly.
  6. Trustees serve a term of three years, renewable once by mutual agreement.

Section 3 – Financial Management

  1. The Charitable Incorporated Organisation holds and manages all Region 9 bank accounts, PayPal accounts, and any other approved financial instruments.
  2. All withdrawals or expenditures must:
    1. Be submitted by the treasurer (or chair for treasurer expenses) and seconded by a different Region 9 Board member
    2. Align with the approved annual budget
    3. Comply with UK banking and charity regulation
  3. The Charitable Incorporated Organisation may propose additional financial services or products to facilitate contributions, payment processing, or fund management, subject to Board or Assembly approval.
  4. The Charitable Incorporated Organisation shall maintain accurate and complete records, including:
    1. All income and expenditures
    2. Copies of invoices, receipts, and authorizations
    3. Account reconciliations.
  5. The Charitable Incorporated Organisation shall make financial records available to the Region 9 Board upon request and report regularly through the assigned liaison.
  6. The Charitable Incorporated Organisation may accept designated funds for special projects or translation efforts, provided such funds were formally established by the Assembly.

Section 4 – Auditing, Reporting, and Oversight

  1. The Charitable Incorporated Organisation accounts shall be audited annually by a qualified person or firm approved by the Board.
  2. The Charitable Incorporated Organisation shall prepare an Annual Report and Financial Statement for submission to:
    1. The Charity Commission of England and Wales
    2. The OA Region 9 Assembly
  3. Reports must include a clear summary of
    1. Income and expenditure
    2. Assets and liabilities
    3. Compliance with charity law and OA principles.
  4. The Charitable Incorporated Organisation will ensure timely and accurate filing with all regulatory bodies.
  5. The Charitable Incorporated Organisation must strive to maintain adequate insurance coverage, including liability and fidelity protection for its officers and trustees, as determined by the Board.
  6. Upon request, the Charitable Incorporated Organisation shall provide the Board with current bank statements and financial updates upon request.

Article 5 – Duties of Board Members

Section 1 – General Duties

  1. Serve as guardian of the Twelve Steps, Twelve Traditions, and Twelve Concepts of OA Service.
  2. Perform the duties of their offices in accordance with the Bylaws and this Policy and Procedure Manual.
  3. Become familiar with and assume responsibility for adherence to: Region 9 and World Service Office Bylaws and Policy and Procedure Manuals.
  4. Assists others in becoming familiar with the Twelve Traditions and Twelve Concepts of OA Service.
  5. Submit a written report to Region 9 at least 70 days prior to the next assembly.
  6. Respond to all correspondence, phone calls, and questions in a timely manner.
  7. Serve as board liaison to committees as determined by the chair.
  8. Serve on the Region 9 Board.
  9. Attend board meetings.
  10. Periodically check and coordinate updating of various documents, including but not limited to Vital Link, Bid to Host Assembly and Convention, and Region 9 Best Practices.
  11. Ensure adherence to the Twelve Steps, Twelve Traditions, and Twelve Concepts of OA Service within Region 9.
  12. Perform duties detailed in the Bylaws and Policy Manual.
  13. Respond in a timely manner to all correspondence and inquiries. At the start of each term, the board will determine the definition of timely.
  14. Maintain a record of assets and passwords. The Secretary will be responsible for maintaining this list on Google Drive.
  15. Facilitate Service, Traditions and Concepts workshops when and where possible within Region 9 and attend other events within the Region, where budget allows, or at the expense of the country hosting the OA event.
  16. Reach out to countries and service bodies not present at the assembly or in contact with Region 9.
  17. Administer the mentor programme

These duties and role specific ones below may be adjusted as needed for smooth operations; any changes will be communicated at the following assembly.

Section 2 – Chair

  1. Presides at:
    1. Board meetings
    2. Region 9 Assembly
  2. Prepares the Agenda for all meetings of the board and assemblies.
  3. Attends World Service Business Conference on behalf of Region 9.
  4. Is a member of the World Service Business Conference Region Chairs Committee and attends the committee meetings.
  5. Works with the Trustee Liaison on issues that directly affect the Region.
  6. Acts as line manager of any special workers (paid staff) on behalf of the Board. The Chair may appoint another board member to fill this role.

Section 3 – Vice Chair

  1. Assumes all duties of the Chair in their absence or when requested by the Chair.
  2. Supports other officers in fulfilling their duties.
  3. Other duties as assigned.

Section 4 – Secretary

  1. Takes minutes of all assembly and board meetings.
  2. The Secretary at the time of the assembly will be responsible for the creation of the minutes and will be responsible for obtaining copies of any information to be included in the minutes.
  3. The Minutes will contain:
    1. Date/Time and Place of the Region 9 Assembly
    2. Names of Officers present
    3. Record of actions taken on the minutes of the previous meeting
    4. The exact wording of each motion as it was voted on, and whether it passed or failed
    5. The proposer and seconder of each motion
    6. The count of the yes and no votes.
    7. Points of order and appeals
  4. The Secretary will provide, within sixty (60) days after the Assembly, a draft of the Assembly minutes for the Minutes Review Committee.
    1. Committee members will provide the Secretary with additions or corrections within twenty eight (28) days upon receipt of the minutes.
    2. If there is a discrepancy, the secretary will review the recording and advise the committee.
    3. After the committee has been advised as to the contents of the recording, the committee will vote on the inclusion or removal of any found discrepancies of any element of the minutes. This requires a two-thirds majority.
  5. Will submit a copy of the final unapproved minutes to be posted on the website.
  6. Send application forms of trustee nominees to the World Service Office within one week of the affirmation of candidates.
  7. Send a notification of the Assembly to all Service Bodies and unaffiliated meetings in Region 9.
  8. Be responsible for updating roll call both for and at the assembly.
  9. Other duties as assigned.

Section 5 – Treasurer

  1. Coordinates with the Charitable Incorporated Organisation., board members, the banker, committees and paid staff on finance and budget matters within the region.
  2. Provides quarterly financial updates to the Board.
  3. Prepares an annual budget for approval of the assembly.
  4. Maintains financial records.
  5. Provides an annual report of all contributions received, income and expenses.
  6. Six months prior to the assembly, inform board members, the Parliamentarian, Service Bodies and Representatives about the current financial situation; reminding them also about reimbursement procedures.
  7. Other duties as assigned.

Section 6 – Digital Officer

  1. Oversee the Digital Committee and delegate tasks to committee members where appropriate.
  2. With the help of the Digital Committee ensure the following remain functional and up to date:
    1. Region website
    2. Region email accounts
    3. Shared drive / document storage
    4. Forms
  3. Ensure actions agreed by the Board are implemented.
  4. Respond to digital-related queries from officers.
  5. Coordinate training and support to the Region 9 board, committees and service volunteers on digital tools and best practices.
  6. Report any digital issues requiring Board awareness.
  7. Maintain a simple handover file for future officers.
  8. Other duties as assigned.

Article 6 – Parliamentarian

  1. Duties of the parliamentarian are to assist the board and the assembly in parliamentary procedures, at the assembly and throughout the year.

Article 7 – Committees

Section 1 – General Guidelines

  1. Each committee will comply with all other board-approved guidelines.
  2. Each committee chair will be elected by the assembly.
    1. The committee chair may serve for up to two terms of two years
    2. The digital committee will be exempt from election as the digital officer oversees the work of the committee
  3. Each committee chair must meet certain requirements
    1. Each person shall be the sole judge of their abstinence from compulsive eating and compulsive food behaviours.
    2. Committee chairs must have six months of current continuous abstinence.
    3. If a Committee Chair fails to meet these requirements, they must resign from the chair position.
  4. Should a vacancy for Committee Chair occur mid-term, the Board will be notified, and the board will appoint an acting chair (in discussion with the committee) until the next assembly.
  5. Committee Chairs Duties:
    1. Submit a report of activities 70 days prior to each assembly
    2. Maintain comprehensive files detailing committee activities using region-approved resources and technologies
    3. Submit a proposed annual budget to the Treasurer at least 90 days prior to the assembly where it will be addressed.
  6. The following committees will serve Region 9:
    1. Active Outreach
    2. Bylaws
    3. Digital
    4. Motions Review
    5. Service, Traditions and Concepts
    6. Translation and Interpretation
  7. The Assembly and the Board may establish committees as required.
  8. All members of Overeaters Anonymous may serve on committees and are encouraged to do so as part of their seventh tradition contribution to Region 9

Section 2 – Service Coordinators

  1. Service Coordinators are Region 9 members who conduct specific service activities for Region 9 or the Region 9 Board. They:
    1. Ensure clear lines of communication and accountability between committees and the Region 9 Assembly/Board.
    2. Are established by either the Assembly or the Board.
    3. Are selected from among Region 9 members and are appointed by the Board.
  2. Each Coordinator is assigned to one or more committee(s).
  3. Committee assignments and liaison responsibilities are determined by the Board.
  4. Submit a report of activities 70 days prior to each assembly.
  5. Current Coordinator Positions
    1. Events
    2. News and Announcements
    3. Sponsorship
    4. Welcome Letter

Article 8 – Translation Support

  1. The Translation and Interpretation Committee, with the assistance of the Trustee Liaison, will assist Service bodies with the processes necessary for the translation of OA Literature.
  2. Service Bodies are encouraged to set a goal to translate as much OA literature as possible, bearing in mind the need to avoid duplication of efforts and to work with other Service Boards that speak the same language.

Article 9 – Digital Policies

Section 1 – General Policies

  1. Region 9 will obtain and maintain domain(s) and subdomain(s) required for the smooth function of the Region
  2. Region 9 shall ensure sufficient funds are provided in the annual budget to pay for website hosting and associated costs.
  3. Registered Meetings and Service Bodies within OA can submit material to be placed on the website.
  4. People issued a Region 9 email address are requested to utilize this for their assigned Region 9 duties.
  5. Announcements informing our members about news and related items will be sent out as required.
  6. An electronic archive of essential materials will be maintained by the Region 9 Board.

Section 2 – Digital Equipment

  1. To support effective communication, recordkeeping, and accessibility, Region 9 may provide a digital notetaker (such as Rocketbook) and/or computer to any board officer or committee chair who requires one to perform their duties.
    1. Devices are provided upon request based on budget availability.
    2. Requests should be submitted to the Region 9 board for review and approval.
    3. All equipment remains the property of OA Region 9 and is to be used only for OA Region 9 business.
    4. Officers and chairs are expected to care for the equipment, maintain it in good working order, and return it at the end of their term or when requested.
    5. The Digital Officer and Digital Committee will coordinate technical support and determine when replacement, upgrades, or repairs are needed.
    6. Previously used or refurbished devices may be reissued.
    7. Accessibility needs will be considered; officers or chairs with disabilities may request assistive technology or adaptive software.
    8. Upon return, the Digital Committee will ensure all devices are factory reset and any confidential data securely removed.
    9. The Digital Committee will provide an annual report on equipment, costs, and recommendations for future repayments.

Section 3 – Website Content

  1. The Digital Committee shall ensure that personal anonymity and compliance requirements are maintained when publishing any material on the website or in any format other than direct email communications.
  2. All material submitted for publication on the website shall be reviewed by the proof reader service position holder to ensure it meets agreed standards for accuracy, appropriateness, and compliance prior to publication.
  3. Acronyms and abbreviations will be avoided wherever possible, with the exception of OA, in order to promote clarity, accessibility, and understanding for all readers.
  4. The use of personal names in reports, news items, flyers, or other published resources is discouraged and should be avoided wherever possible.
  5. Where the inclusion of a person’s name is considered necessary, the individual must provide explicit consent by signing a name-use waiver, confirming their agreement to the publication of their name.
  6. No material containing a person’s name may be published unless all required waivers have been received, verified, and appropriately retained.
  7. If a signed waiver is not provided, the individual’s name must be removed prior to publication.

Article 10 – Region 9 Week

Section 1 – Region 9 Week

  1. Region 9 week, held in the first week of September is designated to reach out to our members and the still suffering compulsive eater wherever they reside in region 9.
  2. Responsibility for this falls to all fellows as per the responsibility pledge. The board will be focusing on international outreach and fellows are encouraged to support this and reach out closer to home in this week as well.

Article 11 – Amendments

Section 1 – Policy and Procedure Manual

  1. This Policy & Procedure Manual may be amended by a majority of the voting body at a Region 9 Assembly.
  2. Proposed amendments must be submitted to the Region 9 Motions Review Committee at least ninety (90) days before the Region 9 Assembly for review.
    1. A motion to amend can be submitted by: The Region 9 Board, a Region 9 Service Body, or a Region 9 Committee.
    2. The motions review committee shall work with the motion maker to ensure their motion is in order.
    3. The Motions Review Committee shall submit these proposed amendments, in writing, to the Region 9 Chair at least seventy-five (75) days before the Region 9 Assembly.

Section 2 – Changes in OA, Inc. Bylaws

  1. Upon receipt of notification from the World Service Office of amendments to the OA, Inc. Bylaws or Policy Manual adopted at the World Service Business Conference, the Region 9 Board will evaluate this Policy & Procedure Manual to ensure no conflict exists.
    1. Unanimous Board Agreement: If the Board unanimously agrees that an amendment is necessary, the Board may make such updates directly. Notification of these updates must be sent to all Region 9 Service Bodies within 30 days of the update.
    2. Non-Unanimous Board Agreement: If there is not unanimous agreement by the Board, the proposed update shall be brought before the Region 9 Assembly for consideration and vote.

Section 3 – Emergency Business

  1. Emergency New Business (submitted less than 90 days before assembly) must be submitted to the board by the deadline set by the Region Chair.
  2. For a motion to be emergency business it must meet the following:
    1. The motion must refer to new business only and not to Bylaw Amendments.
    2. The matter is of an urgent nature and is important to OA or Region 9 as a whole, and not considering the motion immediately would likely be detrimental to the welfare of OA or Region 9.
  3. Emergency New Business Motions must first receive a majority vote of the Motions Review Committee in order to be brought to the floor.
  4. A two-thirds vote by the Representatives is required to adopt Emergency New Business Motions.

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