AA SF/Marin Intergroup

Intergroup Meeting – Proposed Minutes
Wednesday, September 7, 2022, 7-8:30 PM

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

1. Open with the Serenity Prayer
2. Call to order. Statement of Purpose
3. Review the minutes and agenda
4. Roll Call
   1. 45 groups represented: 32 from San Francisco, 13 from Marin

1. New IGRs, Visitors, AA Anniversaries
   1. New IGRs: Jim H., Jack, Bryan, Norbert, Cheyenne, Tom, Elaina, Alison, Tom R. 
   2. Visitors: Jackie
   3. AA Anniversaries: Christina (25 years), Chris (10 years), Tom (34 years), Courtney (18 months)  

1. Approval of agenda (housekeeping item)
   1. Motion to approve: Marie; Second: Chip
2. Approval of last month’s Intergroup Meeting minutes (housekeeping item)
   1. Motion to approve: Caitlin; Second: Isae

7:15   Officer Reports

1. 1. Board Chair – (In Charlie’s absence, Isae presented)
      1. Communications Survey Results Feedback
         1. What’s in a name? 
            1. Replace Intercounty Fellowship of AA (IFAA) with SF and Marin Intergroup
               1. It would eliminate confusion
            2. Central Office is both a nickname and a service provided. This nickname will not go away. 
               1. Intergroup commonly used across the U.S. 
               2. Aligns entity name with representatives (Intergroup Reps)
               3. Represents the Fellowship we serve (SF and Marin)
            3. What does SF and Marin Intergroup do?
               1. Central Office
               2. Aasfmarin.org
               3. Meeting schedules
               4. Inquiries about AA
               5. Informs public and profession community
               6. Support AA service entity
               7. Literature, chips
               8. The Buzz, The Point 
               9. AA Events
            4. Open discussion around the suggested name change, and confusion about Marin Fellowship Intergroup’s name and the services they provide.

1. 1. 1. 1.  
2. Treasurer – Jim
   1. Revenue
      1. Total revenue is $192,000 for the year. Under budget slightly, but ahead of prior year
      2. July group contributions only slightly ahead of June, 50% of January
      3. Book store revenue 68% increase over prior year
   2. Expenses 
      1. Total expenses $212,000, which is under budget, but ahead of prior year 
   3. Bottom line
      1. Deficit of $19,100 is actualized as budgeted, well below prior year 
      2. Contributions from Treasurer turnover did not manifest 
         1. Possible causes:  Higher rents = higher prudent reserves, hybrid technology 
   4. On budget and greater than 2 months of operational cash is excellent 
   5. 301 faithful fivers (up three) in July donated $4,044 down – $139
      1. Average is $13.44
      2. Our goal is 350 contributions by the end of the year
      3. If you can give, give what you can and if you can’t – keep coming back

1. Executive Director – Christina 
   1. Attended the ICOAA (Intergroup/Central Office) Seminar in Denver this past weekend, it is for Intergroups and Central Offices across North America
      1. Around 85 Intergroup managers attended, as well as the GSO General Manager, AAWS Board Chair and Grapevine Editor. Made connections with other Intergroup managers and it is great to see what other Intergroups are doing
      2. Attended a lot of workshops
         1. San Diego Intergroup interested in the Pop-Up Bookstore idea
         2. Of service at the Changing Face of AA workshop and the theme was, if AA can survive COVID, then we can survive anything 
   2. After two and half years, we are officially welcoming volunteers back to Central Office. They are getting trained this Saturday and shifts begin next week.
      1. Currently 8 volunteers signed up and they are taking 2 to 4 hour shift each week
      2. We will communicate with Marin and San Francisco Teleservice Committees before we officially transfer those lines during Central Office hours. Right now the volunteers will answer the phone lines with the current teleservice schedule. 
   3. Marin Pop-Up Bookstore
      1. Thank you Jaime for being the Pop-Up Bookstore Liaison! 
      2. The next Pop-Up is September 19 at Vivalon, in San Rafael. The Pop-Up is in collaboration with Marin General Service – please spread the word! 
         1. Hours: 6:45 to 7:30pm and 9 to 9:30pm 
         2. Pre-orders need to get in by 9/17 at 2pm
         3. Regarding last month’s question about credit and debit only at the Pop-Up. We will try to figure out a way to accept cash.
   4. Outreach Ad-hoc Committee Proposal – 
      1. Idea came from Question 2 from the Intergroup Inventory back in February
      2. Shared this proposal with several people and the Board has reviewed it, but  wanted to bring it to Intergroup’s attention. Hopeful that by having an Outreach Ad Hoc Committee it could help with the issue of finding support and get more people into service.
      3. If you would like to look at proposal, reach out to [email protected] or send a chat.
      4. Open discussion around the Outreach Ad Hoc Committee proposal and including Intergroup in the decision-making process.
   5. Intergroup is participating in both the Marin and San Francisco Unity Days. At Marin Unity Day, we are in charge of the registration table. And for both events we will represent Intergroup by tabling. If you would like to help out, reach out to [email protected].

7:30   Intergroup Committee Reports (up to 2 minutes/report)

1. Archives Committee – Mike 
   1. Next Meetings is 3rd Sunday of the month at 12 (in-person and online)
   2. Also looking for more people who are interested in volunteering
2. Peter – Public Relations Committee
   1. Elections for new officers coming soon
   2. Next meeting is Monday 9/12 at 7pm 
   3. Focus on in-person events – event on Friday 9/9 at St. Mary’s Cathedral – Reentry Resource Fair for the community
   4. Sunday Streets – Sunday 9/18 from 11am to 4pm
   5. Jessie Alley Street (JAS) 9/24 near Market and 6th
3. The Point – Kristee 
   1. Looking for article submissions about service for Unity Day. The Point includes personal stories and poetry of recovery 
   2. Online writing workshop Saturday 9/19 at 5:30. Email Kristee O. for more info
   3. Next meeting 9/10 at 12:30pm

1. Help Chat – Caitlin
2. Needs a new committee chair 
3. If you are a slack user, it is easy to volunteer with Help Chat and speak with newcomers and fellow volunteers. No shift required – answer chats as you’re available. 
4. Email [email protected] for more information

7:40   Service Committee Liaison Reports (up to 2 minutes/report)

1. SF General Service – Alison 
   1. Elections are coming up. 
   2. 72nd GSC Final Conference report available as a PDF  on www.sfgeneralservice.org (password: 1945)
   3. Pacific Regional Forum is September 16-18 in Salt Lake City, Utah 
   4. SF Unity Day is Saturday, 10/8 in- person at First Unitarian Universalist Church on O-Farrell and Geary
2. Marin General Service – Molly 
   1. The General Service Office is collecting new stories for the 5th Edition of the A.A. Big Book. Looking for stories to represent what AA looks like now. Stories due 10/31, https://www.aa.org/submit-bigbook-english-5th
   2. Updating the Black and African-American Alcoholic pamphlet (specific to US and Canada A.A. members). Submission deadline is 10/31
   3. Updating the 4th Edition of the Spanish-language A.A. Big Book – 4th edition submission deadline is 12/15
   4. Marin Unity Day is 10/15 – theme is back to the 80’s celebration. 
3. Marin Teleservice – Jillian 
   1. Next meeting 9/27. Orientation @ 6:30pm and 7:30pm business meeting 
4. SF H&I – Chad 
   1. Business Meeting 9/17 at 12pm
   2. Orientations scheduled in person every third Saturday of the month at 11am. Announcements and more information at aasfmarin.org
   3. Currently have 3 H&I zoom meetings. We have 18 in-person meetings and have 3 more new in-person meetings. 
   4. Need more volunteers – commitment is 1 day a month 
   5. Area 62 is looking for a Regional Chair for H&I NorCal and a Correctional Co-Chair 

7:50   Old Business

1. Inventory Question #3 Break-out Session: How well is transparency and full disclosure being implemented between the Intergroup Board of Directors and rank and file IGRs? What, if anything, could be improved?

Group 1: Progress has been made, and there is more transparency. No specific actions needed to be taken. Joined during bequest and current board seems to have learned. Monthly board meetings can be shared and board minutes are shared in the agenda. Board meetings are closed to members. Very happy this question was asked because in their own committee they take for granted what they think people are thinking. 

Group 2: Suggest an in depth IGR workshop that is more in depth than orientation. Change the format of these meetings to include more time for IGRs to bring forward their group issues or questions to Intergroup as a whole. Making what’s on your mind longer or agreeing to break-out room format is a great way to have more direct conversations. Pairing board members, a liaison or committee chair with a group of IGRs to give more in-depth training or education about what is going on as IGRS begin service. Proposal for IGRs to be allowed to attend board meetings or observe.

Group 3: Directed toward new IGRs. Bio sheet of all board members and contact information. Also like the idea of a graphic representation of Intergroup published. Make that available for all new IGRs. Concept 9 – including consistency and responsibility, flexibility and commitment and attendance to this meeting once a month.

Group 4: No glaring action. Reality that the IGR contingent and board itself has had a lot of change over and not the same as it was before bequest matter. Someone also noted that the solutions offered seemed to say board members and IGRs hold themselves accountable. Suggestions proposed around this inventory seem doable but sees the board strike this balance of transparency and giving information within reason and selecting what they want to be surfaced and to not overwhelm people. We are directly responsible for those we serve and that means transparency and aligning to spiritual principles. 

Group 5: consensus that the Board minutes are available if you choose to read them and then like the idea of inviting IGR members so they can sit in but not necessarily participate. New board and format we are in – not an in person meeting and not a zoom call and a limited amount of time to communicate and so it is basically a mutual responsibility to be as informed as possible. The board is receptive to feedback if we are talking about this. 

8:15   New Business

1. Discussion Item: 7th Tradition: What are you seeing in your groups and how are you engaging with your treasurer? Are there notable differences between Online vs In-Person meetings?
   1. Tabled for next meeting: 
      1. Motion to approve: Chip; Second: Chris 

8:30   Targeted Message

1. Support Intergroup service committees – check out our calendar on aasfmarin.org to see when the service committees meet.
2. Marin Pop-Up Bookstore is happening again on 9/19! Literature and chips can be pre-ordered (and select literature will be available for sale) – at the monthly Marin General Service meeting @Vivalon (930 Tamalpais, San Rafael) on Monday, September 19 from 6:45 to 7:30pm and 9 to 9:30pm.
3. The Central Office is welcoming back volunteers. Reach out to [email protected] if you are interested in signing up for a weekly volunteer shift. One-year of sobriety is required.

Next Intergroup Meeting: October 5 online

Adjourn with the Responsibility Statement

Meeting was adjourned at 8:30pm.

Next Intergroup meeting will be on Wednesday, October 5, 2022, at 7:00 pm.

September 2022 Intergroup Meeting Treasurer’s Narrative
Year to Date Ended
July 31, 2022

REVENUES:
Bookstore sales were still well ahead of prior year helping with lower than expected group and individual contributions. A surge in group contributions due to treasurer commitment turnovers did not manifest to any large degree. Bookstore sales, individual and fellowship contributions were all down contributing to a $3K decrease in overall revenues. It is possible we are still experiencing a lag but it’s also been noted that rents charged to groups are way up leading to higher group expenses, higher necessary prudent reserves, and thus lower disbursements to the entities. Year to date revenues are 6% under budget but still 2% ahead of prior year.

EXPENSES:
Expenses year to date are also running 6% below budget but ahead of last year by a whopping 10% While inflation is a factor, outside service costs for technology development post website rollout was a significant factor and there were significant 2021 expenses that were not billed until 2022. Budgeting high or “worst case scenario” expenses proved to be a prudent decision and such conservative budgeting will be utilized for the draft 2023 budget for the intergroup to vote on. Expense increases due to easing pandemic restrictions as well as general inflation were specifically included in the budget, though national inflation is greater now than when the budget was completed.

NET INCOME:
With Revenues slipping slightly and Expenses impacted by inflation, IFAA is currently operating at a loss of $19K. This was exact to budget though significantly worse than prior year with a year to date loss then of just 3K. As noted, lags in group contributions may be a factor but it seems increasingly likely the trend will continue.

LIQUIDITY RESERVE:
Liquid or “unrestricted cash” which is in addition to our prudent reserve slipped in July due to our operating loss. Liquid reserves between 1.5 and 2 months of operating expenses are rated “Good” (down from “Excellent” in July) so we are still in a positive cash position, but the trend is downward. Lagging contributions may help but to what extent they will protect our prudent reserve remains to be seen.

Intergroup Meeting – Proposed Minutes
Wednesday, October 5, 2022, 7-8:30 PM

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

1. Open with the Serenity Prayer
2. Call to order. Statement of Purpose
3. Review the minutes and agenda
4. Roll Call
   1. 47 groups represented: 33 from San Francisco, 14 from Marin

1. New IGRs, Visitors, AA Anniversaries
   1. New IGRs: Mary, IGR, & Mimi, IGR
   2. Visitors: Jackie B.
   3. AA Anniversaries: Ayn (44 years), Kate (7 years)

Approval of agenda (housekeeping item)

1. 1. Approved
2. Approval of last month’s Intergroup Meeting minutes (housekeeping item)
   1. Corrections: Jillian; Sisters In Sobriety not included as having attended
   2. Approved

7:15   Officer Reports

Board Chair – Charlie

1. 1. Presented on the 2022-2023 Board Key Initiatives for Intergroup which highlights what the board has done this year and what they plan to work on next year. 
      1. Highlights from this year include hiring a new Executive Director, creating better transparency with Intergroup, collaborating with Marin General Service to start pilot the Pop-Up Bookstore at their District Meetings, revised Intergroup’s Bylaws, increased Marin representation on the Intergroup Board, updated the Intergroup Operations Manual, and the new website. 
      2. Some challenges include: Support for the Intergroup committees, confusion around our name, continuity of the Board Members, cost containment and rising inflation and getting back to pre-pandemic contributions and book sales
      3. On the horizon, the board will be working on publishing an Intergroup org chart, developing an Annual Report that highlights Intergroup services, increased outreach and cooperation at the committee level, and increased number of groups represented at Intergroup. Additionally, developing clear and consistent protocols for electing new Intergroup Committee Chairs in alignment with our bylaws and facilitating an internal financial audit.
      4. Questions [email protected] or email the board at [email protected].

Executive Director – Christina 

1. 1. So much gratitude to SF and Marin Teleservice for taking over the phone lines 24/7 during the pandemic. I’m grateful to say now that we have Central Office volunteers again, Intergroup is ready to answer the lines Tuesday-Friday during Central Office hours.
   2. We have open shifts to fill for Central Office Volunteers.
   3. Please announce that Central Office needs Tech Support to upgrade our internet. Reach out to [email protected] to help.
   4. Intergroup is participating in both the Marin and San Francisco Unity Days. At Marin Unity Day, we are in charge of the registration table. And for both events we will represent Intergroup by tabling. If you would like to help out, reach out to [email protected].
   5. AA Grapevine book prices are increasing by $2.49 starting January 2023- so get your orders in now. Intergroup will figure out if we follow suit and how much our Grapevine books will increase.

Treasurer – Jim

1. 1. 1. Revenue
         1. Total revenue is $214,000, 8% under budget to last year
         2. Individual contributions below both budget and prior year 
         3. Group contributions consistent with prior year and budget (if you include the Fellowship numbers, which consists of contributions from Marin Teleservice and Sobriety by the Bay)
      2. Expenses 
         1. Total expenses $242,000, which is under budget by 8%, but 10% ahead of prior year 
      3. Deficit and Rating
         1. For this year, we budgeted a deficit of $32,800 however, are forecasting for a deficit of $36,500
         2. Intergroup cannot sustain such a loss in 2023
         3. Losses are taking their toll on our liquidity, and we are looking at a Fair to Good rating
      4. We currently have 304 faithful fivers (up three this month) that donated $4,074
         1. Average gift is $13.40
         2. Our goal is 350 contributions by the end of the year which can happen if we get the word out!
      5. Discussion on whether projections for this year are the same as last year since more meetings have gone back to in person. Also a question if the numbers were the same pre-COVID and if we projected a deficit. 
         1. Treasurer said group contributions plummeted as a result of COVID, but individuals made up for those contributions – and they were not near what we received in 2019. 
         2. Regarding what to take back to the groups – please ask Treasurers to disburse 7th Tradition contributions and to make announcements at meetings that Intergroup is facing a deficit. Also, recommend meetings to participate in Gratitude Month.

7:30   Intergroup Committee Reports 

1. Archives Committee – Mike 
   1. Next meeting is 3rd Sunday of the month at 12 (in-person at Central Office). Looking for more people interested in volunteering.
   2. Participating in Unity Day.
   3. For more info contact [email protected]
2. Sunshine Club – Kate 
   1. Volunteer Orientation on last Wednesday of the month on Zoom
      1. Next is October 26th at 7:30PM
   2. PLEASE announce at meetings for volunteers that this service exist
      1. No new volunteers in the last two months
3. Public Relations Committee – Christina on behalf of Peter
   1. Next Public Relations committee meeting is 10/10 online
   2. Focusing on in-person events. Final Sunday Streets is 10/16 from 11am to 4pm
4. The Point – Bernadette
   1. October issue released online and printed 
   2. This month meetings is canceled due to Unity Day
   3. Writing workshop available at Unity Day on 10/8
   4. Next meeting is November 12th at 12:30PM

7:50   Service Committee Liaison Reports (up to 2 minutes/report)

1. SF General Service – Alison 
   1. SF Unity Day! 10/8
   2. 72nd GSC Final Conference report available as a PDF on www.sfgeneralservice.org (password: 1945)
   3. Spirit of Rotation: Elections are coming up
      1. Join monthly district meeting, every second Tuesday of the month at 7:30pm on Zoom
   4. Submission deadline for story submissions for 5th edition of the big Book is October 31st 
2. Marin Teleservice – Jillian 
   1. Next meeting 10/25. Orientation @ 6:30pm and 7:30pm business meeting 
   2. Central Office is now answering the phones every weekday except Monday
   3. Recruiting new business committee volunteers for January turnover
      1. We need help, please share at your meetings
         1. For more information, to sign up to volunteer for a shift, and/or to get the link to the meeting, go to www.marinteleservice.net 
3. SF Bridging the Gap – Phil
   1. Committee meets monthly 
   2. Orientation is 1st Tuesday at 6:30, business meeting at 7pm on Zoom [email protected] for details
4. SF H&I – Chad
   1. Orientation is scheduled in person every third Saturday of the month at 11am. 
   2. Next business meeting in person November 19th at 10am
   3. Currently have 3 H&I zoom meetings. We have 18 in-person meetings and have 3 more new in-person meetings. H&I needs volunteers to take meetings back to in-person meetings. 
   4. Expenses and contributions are above last year but below budget for this year. This month saw a nice pick up in literature orders
   5. Area 62 is looking for a Regional Chair for H&I Norcal and a Correctional Co-Chair 
5. Kaitlin – Marin County Young People of Alcoholics Anonymous 
   1. Business meeting 1st Sunday at the Alano Club in San Rafael
   2. Friendsgiving in November – Friends themed event
   3. New Years Dance – info to come 
   4. Also, tabling at Marin Unity Day on 10/15

8:02   Old Business

1. Discussion Item: Evaluation of the Inventory Review Process – Chip
   1. What is our goal? Do you find it useful? Is this the right format?
      1. Feedback included:
         1. Likes the break out rooms and believes it’s well communicated
         2. Questions are pertinent and helpful and as an IGR, he has brought the questions to his meeting. Nice to feel involved 
         3. Loved doing group inventory and the process of reviewing in break out rooms. Suggestion to not provide the responses in the break out rooms as may be too much information
         4. Want to continue the current process with the remaining questions. 
         5. Thinks we should finish with the same format. Seems to be working and it seems to be affecting actions from the Board which is positive. 
      2. Decision to continue to review the interview questions with current process 

8:10  New Business

1. Motion to create an Outreach Ad-Hoc Committee with representation from both San Francisco and Marin – Allison
   1. An Outreach Ad-Hoc Committee will help educate members and meetings in Marin and San Francisco about the services Intergroup provides; and hopefully generate more representation at Intergroup.
   2. IGRs encourage to review the proposal in the packets and we will continue to discuss in next month’s meeting 
   3. Reach out [email protected] with questions

1. Motion to refer to “Intercounty Fellowship of Alcoholics Anonymous” going forward as “San Francisco and Marin Intergroup” – Judy
   1. Found through the communications survey that there is confusion about our name. Changing it to San Francisco and Marin Intergroup will be more representative of our fellowship.
   2. This is not a legal name change. If approved we would refer to the service entity as San Francisco and Marin Intergroup while maintaining the legal name of IFAA. Also the nickname Central Office does not go away, as it is a service that SF and Marin Intergroup provides.

8:30    Targeted Message

1. Unity Day is coming up!! San Francisco Unity Day is 10/8 from 10am-3pm at First Unitarian Universalist and Marin Unity Day is 10/15 from 12pm-5pm at Unity in Marin Church, in Novato. For details visit aasfmarin.org.
2. Get involved with service by joining an Intergroup service committee. Check out our calendar at aasfmarin.org to see when the committees meet and you do not need to be an Intergroup Rep to participate. 
3. Remember Gratitude Month is in November and it’s a time to express your gratitude for your sobriety. These additional contributions support A.A. service entities so talk to your groups now to get ready for Gratitude Month!

Next Intergroup Meeting: November 2, 2022, online

Adjourn with the Responsibility Statement

Meeting was adjourned at 8:32pm.

Treasurer’s Report
September 2022 Intergroup Meeting Treasurer’s Narrative

Year to Date Ended
August 31, 2022

REVENUES:
Group Contributions did not surge due to treasurer commitment turnovers in August
either. Bookstore sales are well ahead of last year while individual and fellowship
contributions are down leaving the intergroup 8% under budget overall and 0% ahead of
last year. It is possible we are still experiencing a lag, but it’s seemingly unlikely. We do
tend to see a surge in contributions in the last 4 months of the year, but the lion’s share
of gratitude month, holiday, and treasurer turnover contributions appear in January. If
the situation doesn’t improve, we are likely to end the year significantly under budget.

EXPENSES:
Expenses year to date are also running 8% below budget but ahead of last year by 10%
While inflation is still a factor, a rent increase in November will also push expenses
higher offsetting the increases in “end of year” contributions but to what extent remains
to be seen. Expense increases due to easing pandemic restrictions as well as general
inflation were specifically included in the 2022 budget, but with mounting losses, the
2023 budget will have to be lean. We will still likely end the year under budget overall
but with they will still likely exceed revenues.

NET INCOME:
With Revenues down higher expenses, IFAA is currently experiencing a loss of $27K.
This was greater than the budgeted loss of $22K and current projections see us at a
loss of over $30K by the end of the year. Gratitude month, and end of year contributions
will improve our outlook but to what extent is uncertain as such revenues vary widely
from year to year.

LIQUIDITY RESERVE:
Unrestricted cash in addition to our 6-month prudent reserve slipped in August due to
our continuing operating loss. Liquid reserves ended the period at 1.4 months or “Fair to
Good” (down from Good). So we are still in a solvent cash position, and will likely still be
at year end but if the trend continues, our liquidity will be depleted necessitating access
to our prudent reserve in 2023.