This is an unofficial summary of the December 2019 Intergroup meeting provided for convenience; it is not intended to be the completed approved minutes. For a complete copy of the minutes and full committee reports see “Intergroup” on our website aasfmarin.org.
Our Intergroup exists to support the groups in their common purpose of carrying the A.A. message to the still suffering alcoholic by providing and coordinating services that are difficult for the individual groups to execute.
The Intercounty Fellowship has been organized by, and is responsible to, the member groups in San Francisco and Marin for the purpose of coordinating the services that individual groups cannot provide.
The meeting was held on Wednesday, December 4, 2019, at the First Unitarian Universalist Church, 1187 Franklin Street in San Francisco. The meeting was started with a call to order and the Serenity Prayer. Baskets for dinner were passed. The November 2019 minutes and the December 2019 agenda were approved.
Board Chair, Alan G. Volunteer appreciation dinner was successful last month; lots of attendance from volunteers but not as many IGRs. We are looking for feedback for next year. There are Service Committee Opportunities, so check The Buzz for needs. We’re looking to hold more workshops in the next year. We have talked about doing more outreach to silent meetings, so find a buddy and go to a silent meeting and talk about Intergroup. We are working on a template for people to use. We currently have Trusted Servant contact with 25% of the meetings in our service area; 10% are represented at Intergroup; 42% of the groups contribute to the office. Reminder: please update Central Office with holiday meeting changes.
Treasurer, Renee T. See attached Treasurer report for October numbers. Our current rating is Excellent, expenses are under budget YTD. Individual Contributions are also under budget. A sneak peek into November: Group Contributions are way under budget, so please encourage your groups to send in both 7th Tradition and Gratitude Month Contributions before the end of the year (December 31).
Executive Director, Maury P. Please let Central Office know about holiday closures for meetings. This information is very helpful for Teleservice, HelpChat and email@example.com. Check Fellowship News (aasfmarin.org Home Page) often for updates. Central Office is going to be closed Saturday, December 21 for our annual Bookstore Inventory, however, aasfmarin.org and the online bookstore will be open 24/7. The renewal period for group insurance certificates through Central Office is coming up. Please call if you have questions or need a certificate. Group Contributions are not looking good ($17K under budget as of November 30). Budgets are based on the prior year history. The percentage of groups contributing is good but the “amount per group” is down. Remind your meetings it is best to send in all contributions, especially Gratitude Month, prior to year end.
Intergroup Committee Reports
The Point, John B. What is The Point? Hella Fubu Grapevine. The Point is online only but easy to print out (just 9 pages double sided). Meeting once a month on the second Saturday at 12:30 pm at Central Office.
SF PI/CPC, Molly J. We are Public Information and Cooperation with the Professional Community. Most of our recent events are restarting relationships with schools. We are always looking for volunteers. Project Homeless Connect is our next event. The second Monday monthly is our speaker training and business meeting at Central Office.
SF Teleservice, Lara A. Our Teleservice hotline has been running in the Bay Area for over 60 years! Our first overnight shift was 46 years ago. We are looking for volunteers. Orientation is the third Monday monthly at Central Office at 6:00 pm, and a business meeting follows. Contact us at firstname.lastname@example.org.
Archives, Kim S. (Mike reporting) Archives meets every third Sunday of the month at Central Office. We are currently going through files stored at Central Office. Upcoming special event will be a presentation on History of Translation of the Big Book into Spanish.
Fellowship, Elena R. We are hoping to have four workshops this year including another Safety Workshop in February 2020. Anyone who is interested in planning or participating in this workshop, reach out to email@example.com.
Sunshine Club, Ann Mc. We’ve had a few orientations since September and currently have 20 new people on the list. The next orientation in Novato (after the Rise ‘N Shine meeting).
The Buzz, Anne Marie C. (Maury P. reporting) Our email newsletter went out to 1880 new people with a 52% open rate. The most clicked link was about contribution data. Email firstname.lastname@example.org if you are having trouble receiving it.
Technology, Taran R. We are currently working on database issues. We are also updating Digital Contributions information for meetings. During October 2019, 10,542 people found us on Google, 376 visited the website and 83 called.
Liaison Reports from other Service Committees (up to 2 minutes/report)
SF General Service, District 6, Steve Alison will be the new Intergroup Liaison. We were the host committee for the Fall General Assembly. It was pushed back twice due to fires. We created an Accessibility Committee to support meeting accessibility. Northern California Coastal wants a 5th Edition of the Big Book and wants for new stories.
Marin PI/CPC, Evan We will be speaking at Novato High School. We filled the African American Outreach Coordinator position.
Marin Teleservice, Carlo Was not at the business meeting (there was a Slayer concert). Our december Business Meeting has been moved up a week to avoid Christmas Week. The 12th Step Workshop will be coming up in January 2020. All positions in Marin Teleservice are turning over, so the time is nigh to get involved.
SF Bridging the Gap, Phil S. Bridging the Gap picks up where the H&I Committee leaves off. BTG helps alcoholics get to meetings upon release. We have noticed troubles with county jails releasing people at all hours of the day and night. We now have four committee members. We are working with Teleservice to add guidance for volunteers interacting with Inmates. We meet the first Tuesday of the month at Central Office.
SF H&I Liaison, Elena We are financially in good shape. We have a new book for people with commitments. There is lots of literature for use, so don’t be shy when you pick up. Contact H&I or pick up at the meeting on third Saturday monthly at 2900 24th Street (Mission Fellowship).
The Treasurer Renee T. presented and reviewed how budgeting happens. It is a Zero Dollar Methodology. Committee budgeting is based on budgets submitted by committees and income is budgeted based on 2019 actuals with a 3% increase (similar to a cost-of-living increase). Any increases are added to make sure operating expenses are met.
Intergroup Rep reviewed the Budget.
Budget has been approved by Board and needs to be approved by Intergroup. Question: Evan, Does the PI/CPC line item include Marin PI/CPC? Answer: Yes, line item includes $750 for Marin PICPC plus the budget from SF PI/CPC. A vote taken and the result was Yay – 36; Nay – 0, so the motion passed.
Board Governance Committee: Amendments to IFAA Bylaws
James presented and stated we have a legal requirement to keep Bylaws up-to-date. The last review was in 2011. The Governance Committee has been working on a review and made two types of changes:
Housekeeping changes and Structural changes. The Board approved these changes, so they now need to be reviewed by Intergroup. Intergroup has a legal requirement to review and vote on changes. The review process will come in January 2020.
Should there be more newsletters? We currently produce The Buzz (with business) and The Point (with recovery and service articles). Should there be more granular newsletters (one for IGR, one for secretaries, one for general news, etc.)? Question: Have we considered a Shared Drive? Answer: aasfmarin.org is the shared drive. Question: Have we considered handouts? One third like handouts, two thirds do not prefer handouts. Question: Have we thought about more ways to disseminate the information? Adult learners need more than one media to better process information.
- Send in Contributions before the end of the year!
- Ask your secretary if they are reading The Buzz
- Communicate what Intergroup is and does – each of us is part of the Outreach Committee
Adjourn with the Responsibility Statement
Next Intergroup Meeting: Wednesday, January 8, 2020, 7:00 pm, at the First Unitarian Universalist Center, 1187 Franklin Street in San Francisco. Orientation is at 6:00 pm, dinner is served at 6:30 pm.
Month Ended October 2019
For October 2019, Total Gross Income (revenue minus COGS) was $17,740, this was under budget by $4,224 due to lower than expected Group & Individual contributions. Gross Income is $11,329 under budget year to date.
Total Operating Expense for October was $24,747, under budget by $1,642, due to lower than expected committee costs.
The result is a Net Operating Deficit of $7,007 for the month. This leaves the fellowship with a $13,291 deficit year to date (budgeted deficit is $13,263).
Group Contributions for October were $13,249, over budget by $293. Group contributions are $6,744 under budget year to date. Individual Contributions for October were $2,697, under budget by $4,499. Individual contributions are $8,166 under budget year to date.
Total Unrestricted Cash for October 2019 was $72,279, a decrease of $8,708 from September 2019. Unrestricted Cash is about 3.0x monthly operating expenses.
The rating for October 2019 is “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 roughly $24K/month, so we’d have over $48K in unrestricted cash balances for the month. The Intergroup rating has been “excellent” since December 2016.
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.
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 October 2016.
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 October 2016.