IFAA Intergroup Inventory
Saturday, February 5, 2022 – 10:00am – 2:00pm
Location: Zoom
Facilitator: David N., Santa Rosa, CA

Ad Hoc Inventory Chair: Chip G., San Francisco, CA
Note-Taker: Jackie B., San Francisco, CA
Attendance: Fluctuated between 20 – 40

Format Overview: “Round Robin” discussion style, in which the facilitator asked an individual to begin the discussion, then each member present was asked to share in turn. Each person had a limited amount of time to speak (90 seconds). Once we heard from everyone, each person then had a second opportunity to speak for a shorter period of time (60 seconds).

INVENTORY QUESTIONS

  • What is the primary purpose of the Intercounty Fellowship of Alcoholics Anonymous (commonly referred to as “Intergroup”)?
  • Are we attracting Intergroup Representatives (IGRs) from all A.A groups in San Francisco and Marin counties? Are we seeing true representation of our Fellowship? How do we get more IGRs from unrepresented or underrepresented groups?
  • How well is transparency and full disclosure being implemented between the Intergroup Board of Directors and the rank-and-file IGRs? What, if anything, could be improved?
  • Should Intergroup use a decision-making process for non-routine matters that includes discussion, vote and, whenever possible, substantial unanimity, or a two-thirds majority?
  • How can Intergroup avoid allowing any members to assume excessive authority over Intergroup policy or actions?
  • Is Intergroup serving its purpose adequately? What can Intergroup do to become more effective?
  • How can Intergroup encourage maximum participation in decision-making by the A.A groups in San Francisco and Marin?

1) What is the primary purpose of the Intercounty Fellowship of Alcoholics Anonymous (commonly referred to as “Intergroup”)?

Overwhelming agreement that IFAA’s Primary Purpose is to help the still suffering alcoholic, and it accomplishes this by being of service to the groups so the groups can carry the message. IFAA serves the A.A. groups and members in San Francisco and Marin Counties through the oversight and administration of our service center, the SF Marin Central Office on 1821 Sacramento Street in San Francisco, which provides the following services:

  • Acts as a clearinghouse of information;
  • Answers the telephone and assists groups with problems by sharing A.A. experience;
  • Maintains a meeting directory;
  • Publishes the aasfmarin.org website;
  • Operates and maintains a bookstore, stocked with A.A. literature and chips;
  • Hosts educational events and social events, including Founders Day and picnics; and
  • Connects SF Marin A.A. to non-A.A. entities (i.e. Co-Operation with the Professional Community).

IFAA is also a nonprofit corporation directly responsible to the San Francisco and Marin Fellowship.

  • As a non-profit, we are different from an A.A. group, we have certain legal rights and legal responsibilities.
  • We are also not like other non-profits or businesses, because we must also abide by the Twelve Traditions and Twelve Concepts and promote A.A.’s Three Legacies of
  • Recovery, Unity and Service.
  • Responsible to report back to the groups how we’re conducting business as a non-profit.

A few people expressed concern that Intergroup has moved away from our primary purpose.

  • IFAA has focused too much on what the Board at the bottom of the inverted triangle thinks instead of listening to the groups at the top.
  • We have gotten away from the simple basic services to the groups because it began to view itself as something more than a service center.
  • “Where is God in all of this?”

2) Are we attracting Intergroup Representatives (IGRs) from all A.A groups in San Francisco and Marin counties? Are we seeing true representation of our Fellowship? How do we get more IGRs from unrepresented or underrepresented groups?

Overwhelming agreement that IFAA could do better at attracting and retaining new IGRs and that there is not enough representation. General feeling was that while we are not going to get 100% representation of every group in SF and Marin Counties, the current percentage is too low and there is more we could do to increase representation so that our decisions better reflect the collective conscience of our local fellowship.

Ideas about why this is the case – and how we can improve – generally fell into five categories: 1) Engagement; 2) Accessibility; 3) Communication and Education; and 4) Outreach

1) ENGAGEMENT

  • The bequest created a lot of engagement because it required us to think and talk about the Traditions.
  • Are we doing enough to keep the IGRs we currently have – are we engaging them enough now that that the bequest is over?
  • Our committees need more support from existing IGRs.
  • “80-20 Rule: It’s an axiom in life that 80% of the work is done by 20% of the people.”
  • SOLUTIONS OFFERED:
    • More time during IG meetings for “What’s On Your Mind?”

2) ACCESSIBILITY

  • There are serious geographic and financial barriers for participation by Marin members at in-person IG meetings.
    • Bridge Toll is $9 and gas prices are high.
    • Drive from Novato to Sausalito is 1 hour, across the bridge is even longer.
    • Marin Fellowship Intergroup (MFI) was created because IFAA was not equally serving the needs of the groups in Marin County.
  • SOLUTIONS OFFERED:

    • Zoom has really helped make our IG meetings accessible to more members.
    • Desire to see a hybrid aspect for virtual participation should we return to in-person IG meetings.
    • Travelling bookstore and more events in Marin.

3) COMMUNICATION AND EDUCATION

  • Lack of education and clarity about what IG does for the local groups.
  • Inconsistent messaging about IG.
  • Groups use our services (i.e. schedule, bookstore) and send money but they don’t grasp everything IG does.
  • Website redesign makes it difficult to find information on IG.
  • IGRs need help with how to report back to their groups effectively.
  • SOLUTIONS OFFERED:

    • Create a clear communication piece about IG and include it in every communication to secretaries and treasurers, including emails to new groups being added to the schedule and 7th tradition contribution receipts.
    • More on Intergroup’s activities and services in The Buzz and The Point.
    • Provide IGRs with a sample IGR report in writing after each IG meeting.
    • More fun in-person events will create opportunities for education (but we will need a Fellowship Committee Chair).

4) OUTREACH

  • More outreach is clearly needed.
  • I’ve come to accept that fellow A.A. members don’t want to participate in service outside the group level, especially Intergroup
  • SOLUTIONS OFFERED:

    • Survey unrepresented groups and ask why they don’t have an IGR.
    • Create an Outreach Committee that visits unrepresented groups.
    • Create a “Call for Action” about IG representation on aasfmarin.org homepage, and in The Buzz and The Point.
    • Each of us can include our service commitments during our shares at meetings – we make IG attractive by showing how it’s a part of our recovery.
    • Outgoing IGRs can try harder to find their replacements before rotating out.
    • Bring back Roll Call so all of us can see who is and who is not in the room.
    • Fun and clear messaging about IG service “Liaison to Intergroup”, “A.A. Nerds!”

3) How well is transparency and full disclosure being implemented between the Intergroup Board of Directors and the rank-and-file IGRs? What, if anything, could be improved?

The Inventory seemed split on this question. Some felt that the Board has been transparent, and others felt there has been obfuscation on the Board’s part and more transparency is needed. Causes and solutions focused primarily on two-way communication, and specifically: 1) Board responsibilities; and 2) IGR responsibilities.

1) BOARD RESPONSIBILITIES IN COMMUCATION

  • Some concern that the full board was not in attendance at the Inventory.
  • Regarding the bequest, the issue was not about what the Board did, but how they handled the situation.
  • Board information on the website is difficult to find, incorrect and incomplete.
  • Several people expressed appreciation that Board meeting minutes are shared with the IGRs, but one person was concerned that Board Committee minutes are not included.
  • Bylaws clearly state what the Board is legally required to tell IG, however minimum required by law should not be the standard for disclosure.
  • Having an Executive Committee on the Board is a newer practice and might lend itself to “backroom dealings”.
  • On Zoom, Board members control the microphone and sometimes cut IGRs off and mute us. This could be done with more care.
  • SOLUTIONS OFFERED:

    • Announce what is on the Board meeting agenda and make Board committee minutes available along with the Board meeting minutes.
    • Let IGRs know that according to the Bylaws they have the right to “Member Inspection” of documents and accounting.
    • When an issue of magnitude like the bequest is on the Board or IG agenda, communicate directly with the groups to let them know they can send an IGR.
    • All important business should take place at minimum over a two-month cycle i.e. New Business and Old Business.
    • Don’t shame or reprimand an IGR for asking a question or choosing to abstain from a vote.

2) IGR RESPONSIBILITIES IN COMMUNICATION

  • The transparency has always been there, but we need to do our part as IGRs.
  • It is our job as IGRs to read the emails and meeting materials every month.
  • Communication is a two-way street, and IGRs can also learn to communicate better with the Board.
  • Bylaws can be changed, but we need to familiarize ourselves with what is in the Bylaws first.
  • If we don’t have enough IGRs, transparency with all the groups is not possible.
  • SOLUTIONS OFFERED:

    • IGRs need to take responsibility for reading emails and meeting materials
    • Consensus Model really helped open things up.
    • IGRs should have opportunities to participate in Board planning process i.e. annual budget review workshop with IFAA Treasurer.
    • A rotating IGR member could attend Board Meetings as an observer.
    • Make use of our right of “Member Inspection” and request to review documents and accounting.

4) Should Intergroup use a decision-making process for non-routine matters that includes discussion, vote and, whenever possible, substantial unanimity, or a two-thirds majority?

A significant portion of the inventory participants felt that this was the current method used by Intergroup on non-routine matters of importance. Several members asked why the question was included, and one person felt the question was biased. A few themes emerged in the sharing:

  • IMPORTANCE OF SUBSTANTIAL UNANIMITY
    • Wide-ranging agreement that IG should strive for Substantial Unanimity in all important non-routine matters.
    • One person pointed out that the Bylaws only mention Substantial Unanimity in relation to Board elections.
  • HOW DO WE DETERMINE WHAT IS A ROUTINE VS. NON-ROUTINE MATTER
    • Who determines what is a non-routine matter? The Board? Or IG?
    • “Housekeeping Motions” in General Service are used for simple, routine, non-controversial matters. Instead of a vote, the chair asks if there is an objection to a
    • Housekeeping motion. If there are no objections, it passes. If there is an objection, it becomes New Business and goes through the process of discussion and vote.
    • In General Service, they vote on “How to Vote” i.e. Simple Majority or 2/3 Majority (“Substantial Unanimity).
  • EFFICACY OF THE CONSENSUS MODEL
    • Varying opinions on whether the Consensus Model was serving Intergroup.
    • Several people mentioned they preferred Consensus over Robert’s Rules.
    • Some people felt that Consensus Model was rushing discussions.
    • At least two people said they would like to see Intergroup move towards the General Service model.
    • Re-education on how the Consensus Model works is needed.
  • SOLUTIONS OFFERED:

    • Update Bylaws to include substantial unanimity in the voting process on non-routine matters of importance.
    • Clarify who determines whether a matter is non-routine and how that is determined.
    • Re-education on the Consensus Model of conducting Intergroup business.
    • Consider moving to the General Service model of conducting business.

5) How can Intergroup avoid allowing any members to assume excessive authority over Intergroup policy or actions?

Responses and solutions fell under three general themes: 1) Principles: Traditions and Concepts; 2) IFAA Structure; and 3) Education.

1) PRINCIPLES: TRADITIONS AND CONCEPTS

  • The Traditions and Concepts should guide us always, they will steer IFAA away from excessive authority.
  • The Concepts apply to service bodies and how they inter-relate, while the Traditions apply to autonomous groups.
  • Rotation of Leadership is important.
    • 20 years is too long for a special worker to serve in a leadership position.
  • Concepts talk about “unqualified authority” in terms of “unbounded authority” and “unspecified authority”.
  • In A.A. we have an inverted triangle of authority – ideas should come from the groups at the top to the Board at the bottom.
  • SOLUTIONS OFFERED:
    • Have a discussion at the IG meeting on what constitutes “unqualified authority”.

2) IFAA STRUCTURE

  • People need to understand that the Board is a non-profit with certain laws and guidelines we have to follow.
  • More representation needed: 50 groups making decisions for 900 is excessive authority.
  • More participation in committees: we can’t have a small number of people doing all the committee work.
  • SOLUTIONS OFFERED:

    • Bylaws need to clearly specify responsibilities and level of authority, but also allow for gray areas so it’s not too rigid.
    • Regular Inventory for the Board and for IG.

3) EDUCATION

  • We need education on the Concepts.
  • If an IGR asks the Board or Executive Director a question, don’t just tell them to read the Bylaws, take the time to answer the question so everyone learns.
  • “It’s dismissive to say that our concerns are from a lack of education.”
  • SOLUTIONS OFFERED:

    • Open Office Hours.
    • Monthly Concept Study before the regular IG meeting, with guest speakers.

6) Is Intergroup serving its purpose adequately? What can Intergroup do to become more effective?

Overwhelming agreement that Intergroup was serving its purpose adequately, however, there was also agreement that improvement in effectiveness is possible. Responses and solutions fell into three general categories: 1) Increased Participation; 2) Communication; and 3) Attraction.

1) INCREASED PARTICIPATION

  • What is the percentage of participation of groups in their local IG in other parts of the country?
  • Recruit more IGRs and retain the ones we have.
  • More IGR participation in committees.
  • “With less than 8% of the meetings in SF and Marin represented, we are not a democracy, we are a benevolent dictatorship.”

2) COMMUNICATION

  • The Buzz is an important communication tool.
  • The website and The Buzz helped us respond quickly to the shelter-in-place orders in 2020 and Central Office uploaded a list of online meetings within days.
  • More forums for two-way communication – our communication tends to be bottom up on the inverted triangle and we need to hear more from the groups at the top.
  • “We provide the service, whether it is adequate is determined by those that use it.”
  • We could be more effective if we do less (i.e. Do we need both The Buzz and The Point?).
  • SOLUTIONS OFFERED:
    • Email surveys to the groups to find out what they need.
    • Regular IG and Board inventories.
    • Provide scripts to IGRs, like the sample GSR Report in General Service.

3) ATTRACTION

  • IG meetings have too many committee reports and not enough IGR engagement.
  • IG meetings were more fun and attractive when held in person.
  • SOLUTIONS OFFERED:

    • Add a trivia contest or a fun activity to the IG meeting on Zoom.
    • Use breakout rooms so we can return to having smaller roundtable discussions.
    • Rotate committee reports, so we can dig into a specific committee each month.
    • Include “Joy of Service” in IG meeting take-aways.

7) How can Intergroup encourage maximum participation in decision-making by the A.A groups in San Francisco and Marin.

We did not have time to share on this question.