Intergroup Meeting Proposed Minutes
Wednesday, May 5, 2021, 7-8:30 PM
The following are Proposed Minutes (i.e. not yet approved) from the Intergroup Meeting held on Wednesday, May 5, 2021.
Intergroup coordinates services which individual groups in San Francisco and Marin cannot provide. We bring these services, as well as service opportunities, to our Member Groups. Our Intergroup observes the intent and spirit of A.A.’s Twelve Traditions and Twelve Concepts for World Service, as well as A.A.’s Three Legacies of Recovery, Unity, and Service.
7:00 Getting Started
- Open with the Serenity Prayer
- Call to order. Statement of Purpose.
- Review the minutes and agenda
- Roll Call: Message “Attendance” in the chat
- 66 groups represented: 43 from San Francisco, 23 from Marin
- New IGRs
- Marie R, IGR Rise and Shine Novato
- Shannon S, IGR Cocoanuts
- Kate K, IGR Serendipity San Rafael
- Chuck B, Alt IGR, Each day a new beginning
- Visitors – Welcome
- AA Anniversaries
- Alexander D, 4 years in April
- Peter M, Co-Chair SF PR, 26 years Mar 1
- Patrick M, 11 years Mar 16
- Approval of agenda
- Motion: Kaitlin
- 2nd: Peggy
- Approval of last month’s Intergroup Meeting minutes
- Motion: Jillian
- 2nd: Paul
7:07 Officer Reports
- Board Chair – Alan G.
- Board has 4 seats opening
- Election will be held at the June 2 meeting
- Statements can be filled out here: https://aasfmarin.org/board-soi
- Statements of Interest must be submitted by Weds, May 5th midnight
- Interviewing candidates for the treasurer position
- Please contact as soon as possible if interested
- Town Hall: Resuming In-person Meetings
- Thursday, May 20th 7pm-8:30
- Flyer listed on events page at aasfmarin.org please share with groups
- Presentation from SF Department of Public Health
- Q&A with panelists currently holding in-person meetings
- Website Refresh
- Drew H, operations committee
- Biggest project happening right now. Tech committee has the newest design. Will have all the info you’re looking for and if there’s something you want to see it contact us!
- Drew H, operations committee
- Ongoing Lease negotiations, lease up in October, currently in negotiations with the current building owner. Will have a detailed recap in June.
- Join an Intergroup Committee! Check out the events on the website, spread the word!
- Board has 4 seats opening
- Treasurer – Renee T.
- Group Contributions: $22,916 → $10,310 over budget (March) and $5,122 under budget (YTD)
- Individual Contributions: $5,603 → $557 over budget (March) and $2,804 over budget (YTD)
- Operating Expenses: $24,690 → $2,958 under budget (March) and $9,550 under YTD
- Unrestricted Cash: $56,354 → equal to approx 2.1x monthly operating expenses
- The rating for March 2021 is “Excellent”
- Faithful Fivers:
- Dec 20: 262 members, $3,616 contributed, Avg $13.80/member
- Feb 21: 263 members, $3,758 contributed, Avg $14.29/member
- Mar 21: 271 members, $3,789 contributed, Avg $13.98/member
- 8 additional members in March! Can we get 350 by the end of the year??
- Small contributions matter! We appreciate all those who provide monthly support to Central Office by being Faithful Fivers!
- Chad IGR Valencia Smokefree: Regarding including tech expenditures under operations, this should be separate. Is there no transparency with the funds being spent if the groups aren’t privy to where that money is going? Also, could we break tech spending out of operations for greater transparency. Tech maintenance under operations but other tech expenditures broken out in order to disclose every month what is being spent. Is the spending at the discretion of the groups or of operations and should we not break the tech spending out away from operations and disclose every month what’s being spent.
- Renee: On slide, operating expenses are all monthly expenditures, but in IGR packet there are detailed income states, all expenses which are broken out into Central Office Operational, program expenses related to committees, general administrative expenses (consultant fees) as well as spending relating to tech upgrades. There are no current tech upgrade expenses which is why the figure is under budget. No expenses incurred since the budget was just approved last month. To clarify, we plan on bringing transparency to the spending and letting groups know what the plans are and what the funds will be for in more detail as it comes up. So far, no tech expenses incurred.
- Paul A IGR West Portal: Like the idea of a finance rating system, can we do that YTD in addition to monthly?
- Renee: great point, referring to the last slide, we give rating as of current month. If March is excellent but YTD we were suffering, that may happen further along in the year, possibly several bad months but one month where it would be good. If we were off for the year, it would be reflected with the current rating. It does reflect YTD but it’s assigned monthly.
- Executive Director – Maury
- Introduces Marcus as Central Office special worker
- Central Office reopens – sort of!
- COVID-19 protocols in place. Phone and online orders for shipping or curbside pickup are still encouraged and appreciated. Details at aasfmarin.org/order-aa-literature
- No volunteers in the office but baby steps happening, please sanitize and wear a mask if you stop by. Hopefully up and running in the near future.
- Working on printed meeting schedule for in person meetings
- Starting from scratch due to shifting gears for COVID
- In Memoriam:
- John V, 50 years on April 28th. Memorial yesterday.
- Jeff A, SF Dist Committee member Chair, area chair. Passes April 3, celebration of life will be May 30th. Information will be in chat, it’s not an AA event specifically. Use discretion in sharing information please.
7:26 Intergroup Committee Reports
- Archives Committee – Mike
- Archives committee preserves the legacy of AA through the collection and preservation of archival material, like objects, recordings, photographs, prints, documents, interviews, etc. Our goal is to collect and preserve local AA history for future generations. As a way of generating participation and enthusiasm for AA history, the committee hosts a series of history meetings on various topics of local interest. If you (or your group) has a topic, please send it to firstname.lastname@example.org.
- We are looking for volunteers to help collect group histories, member stories, catalog, organize, create and recreate visual displays, scan, file and lots more. Meetings are held on Zoom on the 3rd Sunday of each month from 12-2pm. For more information contact email@example.com.
- Fellowship Committee – Elena R
- Founders Day – Diversity & Inclusion
- Date not set yet, still in planning phase
- Please get involved to voice what you’d like see
- Volunteer? Fellowship@aasfmarin.org
- Peter with SF PR Committee to add on
- Founders Day – Diversity & Inclusion
- HelpChat – Caitlin
- HelpChat is a chat service through our website where many people have their first interaction with a sober member of AA. Volunteers with at least one year of continuous sobriety can answer chats.
- Monthly orientations: 3rd Tuesday from 5-6pm
- Lots of room in schedule for new volunteers!
- Email firstname.lastname@example.org for meeting ID
- SF Public Relations – Peter M, co chair with Scott B
- Recent Events & Activities:
- Eleven San Francisco radio stations were offered PSAs: KALW Radio, KBLX, KCBS Radio, KDFC, KGO Radio (ABC), KMEL, KOIT, KQED Radio, KSAN (the bone), KPO
- Working with Fellowship Committee on Inclusion Event for Founders Day
- Talking over different dates
- Actual founders day June 10th, thursday. Maybe town
- June 12th possibility, weekend, option for longer or in-person or hybrid
- A lot of recent discussion about lack of diversity in fellowship, great to have members discuss so we can all learn
- Calling Card is ready except we need a larger font.
- A method is available for proof of attendance at zoom meetings. Need to add group emails to aasf.org
- Will be doing a presentation for CPMC Social workers
- This morning did presentation to UCSF nurses
- Our next virtual meeting will be held on Monday, May 10th at 7pm. New Speaker Workshop/Orientation at 6pm that same evening. Please email for Meeting ID and password. Email us at email@example.com for information and to get involved!
- Recent Events & Activities:
- SF Teleservice Committee – Luke H
- Our shifts are mostly filled however we have a few that still need volunteers. As always, please be sure to include in your IGR report that Teleservice is a great opportunity for service outside of the group. Your help is greatly appreciated.
- Our orientations continue to be held on the third Monday of every month at 6pm via Zoom and the meeting ID can be found at www.aasfmarin.org. Please email us at firstname.lastname@example.org for more information.
- Sunshine Club – Clayton
- The Sunshine Club (SC) makes phone calls to several AA members who do not have access to virtual meetings. To reach other AA’s who are isolated we ask IGR’s to please announce in meetings that this service is available. Send contact information for anyone interested in receiving calls to email@example.com
- Orientation for new volunteers was held on ZOOM on April 24th.
- Quarterly business meeting was held on ZOOM on April 29th.
- Kate K. has volunteered to be a SC coordinator
- Technology Committee – Alex
- Good showing at our last meeting
- Discussion of ongoing website maintenance and re-design
- We are getting emails regarding transitioning to Hybrid meetings
- We’re looking at providing suggestions / guidelines for this
- All our welcome to bring issues / requests for their meetings or group to our regular monthly meeting
- Tech Committee meets first Monday of the month on ZOOM at 6 PM
- email: firstname.lastname@example.org with any questions or to receive an invitation to our meeting
- Marin Founders Day: Sunday, June 13th at Marin Alano Club on Lincoln Ave, 2-5pm in person will be a BBQ. Good relationship with Marin County Health Dept. Would love help establishing the tech to make it a hybrid.
- The Buzz – Nikki T
- The Buzz is our weekly digital newsletter highlighting upcoming events and service opportunities within our Fellowship.
- The Buzz April stats: 1,848 subscribers, 1% increase in subscribers, 47% average open rate
- Buzz Content Guidelines: To keep the newsletter fresh, we don’t typically repeat announcements, and we try to publish information that is relevant for a two-week time horizon, with the exception of events for which people might need to act (i.e. reserve tix) well in advance.
- For content to be posted in the Buzz, the post must be sponsored by an A.A. Group, Conference, or Service Entity and is in harmony with the spirit of the Twelve Traditions, including: Not directly supporting an outside entity. Posts do not have commercial advertising on the flyer.
- Have an upcoming event or service opportunity? Send it to us at email@example.com by Monday to be included in that Friday’s issue.
- The Point – John
- May is live, compendium of great articles for the month!
- SF General Service Updates by Jackie B
- Gratitude Attacks by Karen D | Who I Am by Ken J
- Regaining Self-Respect by Rick R― and more!
- On aasfmarin.org : Click Read | Listen
- Point Committee Zoom: 12:30 PM | 2nd Saturday Each Month
- Fresh story ideas for June, 6th month – 6th step
- Story topics:
- Love instead of manipulation
- Show up without expectations
- Show up without control
Alan G – Poll launched regarding opening the IFAA meeting in-person
7:43 Service Community Liaison Reports
- Marin Teleservice – Jillian
- MT will be doing a Group Inventory later this year.
- We discussed Sunshine Club and sent out information to all the MT reps, volunteers, & committee members.
- The next New volunteer orientation is at 6:30pm on May 25 followed by the business meeting at 7:30p. Meeting ID 947 9360 5622. Password BillBob35!
- Marin General Service, District 10 – Molly M
- Agenda Topics Workshop 2021
- Theme: A.A. in a Time of Change
- Saturday, March 13th, 11:00 AM – 2:00 PM
- Meeting ID: 891 0064 1873, Passcode: 677211
- Marin Accessibilities Committee has donated computers / tablets to give away to those who don’t have access to virtual meetings!
- Pre-Conference Assembly, virtual – Saturday & Sunday, April 3 & 4.
- Al-Anon / AA panel: Sat May 22nd, flyers in chat and on aasfmarin.org
- Agenda Topics Workshop 2021
- SF General Service, District 06 – Alison T
- Delegate’s Report: https://drive.google.com/file/d/1JUz6S-LquTqiNhI3caG5djSUkj4iPjCn/view?usp=sharing
- May 15, 8:30am: Post-Conference Virtual Assembly; https://www.cnca06.org/event/post-conference-virtual-assembly-asamblea-virtual-post-conferencia-2
- New Business (will be discussed but not voted on): That the Trustees Literature Committee develop a graphic novel or a series of graphic novels that depict the first 164 pages of the Big Book
- Old Business (will be discussed AND possibly voted on): That AAWS publish a one-page summary of the Six Warranties; That CNCA requests that a pamphlet entitled “Experience, Strength and Hope: AA for the Spanish-Speaking LGBTQ Alcoholic” be produced.
- Graphic Novel may be made, new way to connect with members
7:52 Old Business
- Approved Bylaws Ratification
- Recap of process to date
- Bringing in line with CA Non-Profit law
- Included in IGR packet
- Board Governance Committee Amendments to IFAA Bylaws Process:
- Draft bylaws delivered via email and presented at Dec 2019, Jan 2020, and Feb 2020.
- IGR Feedback During ‘Comment Period’ of 2 months
- Email us at firstname.lastname@example.org
- Or meet us in person
- Jan Governance Committee (1/16/20 @ Central Office 5:30)
- Feb Governance Committee (2/20/20 @ Central Office 5:30)
- Feb Intergroup meeting (2/5/20 @ 6PM)
- Governance reviewed feedback, made edits, and finalized the IGR proposed draft for discussion and voting. Approved Mar 2020 (29 in favor and 2 abstained)
- Lawyer found to review & finalization of draft, this has been sent to IGRs in this months packet
- Received one members’ feedback. Pointed out typos, will be correcting into final draft
- Questions on attorney’s redline
- Fiona B IGR Ten Years After: Groups usually take 2-3 months for informed group conscious. Budget vote and this (bylaws) vote, it’s been expressed we need more time. New business to old business then another month to discuss. My group doesn’t feel there’s enough time for group conscious. We abstained from the budget vote for the same reason. Requesting more time for review
- Maury P: interesting point, a lot of information in the service manual regarding right of decision. I’m a board member that worked on bylaws, many others have rotated. We presented these several times. This is not necessarily something that everyone needs to take for full group for group conscious. IGRs have the right of decision with their information here and as an IGR. This is not a request for a full group conscious on the attorney red-line. This is more of a business item. Much more important work to take back to group.
- Fiona B: after bequest I joined intergroup to be sure groups have a voice. It’s important that the full group makes the decision on what intergroup does. I need more time than one month for group conscious, I am not the person making this decision.
- Jackie B: Happy to provide information on representatives to be empowered to make housekeeping decisions on behalf of the group. Happy to talk in more detail. Marin General Service, SF General: Chair@sfgeneralservice.org
- Alan G: Thank you Fiona for comments. Very important for groups to have information, lawyers reviews are usually IGR items. Compliance items are not usually meant to take back to groups for group conscious. We’re having an inventory topic next to discuss and this would be great for that. This is to come into compliance with state law. My opinion that state and local law is far down on how AA runs, principles are how AA works. Bylaws just a way to keep us informed of operation.
- Recap of process to date
- Objections to ratification
- Vote on approval of bylaws:
- yes: ratify the lawyer’s redline of bylaws
- no: ratify the lawyer’s redline of bylaws
- Alison T: Please restate the vote and how it is determined
- Vote restated
Alan G – Last Stop Men’s Step Study – yay
Alex S – Sunset Speaker Step – yay
Alexa D – Monday Night Women’s Group – yay
Alexander D – A New Start – yay
Alison T – Sometimes Slowly – yay
Amy R – Any Lengths – yay
Brian C – Friendly Circle – yay
Carol W – Thursday Night Women – yay
Carrie B – Larkspur Saturday Morning 12&12 – yay
Chad F – Valencia Smokefree – yay
Charles M – Federal Speaker – yay
Chris F – Each Day a New Beginning – yay
Christina T – Say Hey Tuesday – yay
David D – Monday Nooners – yay
Eileen C – Mill Valley Tuesday Beginners – yay
Elaine M – Not a Glum Lot – yay
Fiona B – Ten Years After – abstain
Gabrielle J – People of Color – yay
Hunter G – Saturday Beginners – yay
Irene S – Sunday A Vision for You – yay
Jaime G – Sesame Step – abstain
James H – Tuesday Chip – yay
James – BIPOC Artists & Writers – yay
Jared A – Artists & Writers – yay
Jerry G – Saturday Night Fever – yay
Jim B – Barnyard – yay
Joel M – Sunday Night Castro Speaker Discussion – yay
John B – Boys Night Out – yay
Kaitlin D – Marin Young People – yay
Karen G – Strawberry Daily Remote – yay
Ken R – Sunday Sunrise – yay
Kristen E – Awareness/Acceptance – yay
Lisa B – Awakenings – yay
Marshall M – Friday Night Book – yay
Marty M – Surf – yay
Mary W – God Could & Would If He Were Sought – yay
Michelle G – Lush Lounge – yay
Nancy P – Raising the Bottom – yay
Natalie G – Keep it Simple Sister (KISS) – yay
Nick P – Each Day a New Beginning Sunday – yay
Ole-Jan H – Monday Night Stag Tiburon – yay
Patricia C – Mellow Mission Sunrise – yay
Paul a – West portal – yay
Peggy h – Big Book Basics – yay
Rachel G – Too Early – yay
Rae M – Women’s Kitchen Table – yay
Robert W – Join the Tribe – yay
Sam P – Gratitude Center 6 AM – abstain
Sarah D – Bernal New Day – yay
Scott B – Tuesday Downtown – yay
Shannon S – Cocoanuts – yay
Sue L – Wharf Rats – yay
Tad H – Cow Hollow Young People – yay
Tanya V – Daily Women’s Meeting – yay
Tim C – PAX West – yay
Tom H – Be Still AA – yay
Vanessa B – Mill Valley Cabin – yay
Committee Chairs – Non IGRs:
Alex B – Technology – yay
Caitlin P – HelpChat – yay
Clayton B – Sunshine Club – yay
Elena R – Fellowship – yay
Luke H – SF Teleservice – yay
Michael O – Archives – yay
Peter M – SF Public Relations – yay
MOTION CARRIES: BYLAWS ARE APPROVED: 62 YAY, 3 ABSTAIN
8:19 Discussion Topic
- Intergroup Group Inventory Planning/Discussion
- Create an ad hoc working group
- Time frame after July most likely August, September
- Directing to pamphlet “AA Group Inventory”
- Questions to review
- Vanessa B: Question What is the process overall? Never participated in group inventory.
- Luke: Someone runs inventory, someone records it, recording secretary gets minutes back to the group. Usually have a few specific questions picked out but whatever needs to be answered will definitely be revealed with the questions chosen. Usually takes a few sessions to work through and gather responses. An inventory gauges where the group is, what needs to be adjusted, where we’re heading.
- Alison: Will there be a neutral unbiased party who comes in to facilitate? I’ve heard that is common, also heard some groups have GSRs come in. Who gets to be part of the ad-hoc working group?
- Patrick: Yes, we would use an outside facilitator for this. They will structure the inventory, what it looks like: days / times for the review, who we hear from, how to get a group conscious.
- Paul: What are the roles and responsibilities of an IGR and board members? Seems over last year there have been many issues around this, definitely illustrates there is not knowledge of what these are.
- Patrick: We can do a better job on that, which may be what comes out of group inventory, better communication, aside from a firehose of information at orientation. How does an IGR take group inventories and bring that back. All great questions, please participate and send email to aasfmarin.org and help with ad-hoc group!
- Alan G: to Paul’s question, It would be great to look at the IGR and board roles and responsibilities document, to have that information reviewed every once in a while and would be great to review it again and find the easiest way to disseminate information, 90% of the board’s job.
- Kaitlin: As IGR it’s my responsibility to familiarize myself with those documents and to relay that to my groups.
- Maury: referencing orientation, it’s only 30 mins long but the message is to get familiar with the role of IGR. Some folks read every part of it [orientation packet], many don’t and many in between. There are also different documents that govern us. The bylaws are guidelines versus the operating manual which is a separate document along with the employee handbook that has legal information with responsibilities which the board has, like being compliant with CA non-profit law even if groups don’t want that. The board has the legal responsibility of the organization. We’re wearing two hats; running the organization and serving the fellowship. We’ve made some decisions for the fellowship, other decisions based on legal needs which ultimately does help the group.
8:32 Targeted Message
- Soft reopen of Central Office: COVID-19 protocols in place. Phone and online orders for shipping or curbside pickup still encouraged and appreciated. Details at aasfmarin.org/order-aa-literature
- Membership survey re: transitioning back into the rooms in the May 7 issue of The Buzz
- Town Hall – Thursday, May 20, 2021 @7pm to discuss re-opening in-person meetings
- Keep Central Office updated if your meetings move back to in-person.
- Coming Up: Founders Day and an Inclusion and Diversity event
8:33 Adjourn with the Responsibility Statement
Next Intergroup Meeting is Wednesday, June 2, 2021. Our monthly meeting will continue to be held online per local guidelines from the health department until further notice. Please email email@example.com with any questions.
Month Ended March 2021
For March 2021, Gross Profit (revenue minus COGS) was $28,553, this was over budget by $10,275 due to higher than expected Group Contributions. Gross Profit is $3,666 under budget year to date.
Total Operating Expense for March was $24,690, under budget by $2,958. Total Expenditures are $9,550 under budget year to date. This is primarily due to budget being allocated for technology work that has not yet been spent.
The result is a Net Operating Surplus of $3,950 for the month, this is $13k over budget. This leaves the fellowship with a $3,309 surplus year to date ($5,814 over budget).
Group Contributions for March $22,916, over budget by $10,310. Group contributions are $5,122 under budget year to date. Individual Contributions for March were $5,603, over budget by $557. Individual contributions are $2,804 over budget year to date.
Total Unrestricted Cash for March 2021 (adjusted for payables) was $56,354. Unrestricted Cash is about 2.1x monthly operating expenses.
The rating for March 2021 is upgraded to “Excellent”.
OVERALL RATING: EXCELLENT
INTERGROUP FINANCE RATING SYSTEM
Every month we rate our monthly finances as “Excellent”, “Good”, “Fair” or “Poor”. Generally speaking, here are the definitions of those terms:
EXCELLENT: We exceeded our budget. Our income was greater than our expenses for the month and we have more than two months’ worth of operating expenses in unrestricted cash balances. Operating expenses are projected at roughly $27K/month, so we’d have over $54K in unrestricted cash balances for the month.
GOOD: We are meeting our budget. Our income for the month, or for the YTD, was slightly greater than our expenses and we’d have approximately 1.5 – 2 months of operating expenses in unrestricted cash balances. Intergroup was last rated “good” in February 2021.
FAIR: We are not meeting our budget. Our expenses were greater than our income for the month and for the YTD – and our unrestricted cash balance would be somewhere between 1 and 1.5x our operating expenses.
POOR: We are not meeting our budget and our unrestricted cash balances fell below one month of operating expenses. The last time we were “poor” was in December 2016.