Intergroup Meeting - Agenda Wednesday, May 5Th, 2021, 7-8:30 PM

Intergroup Meeting - Agenda Wednesday, May 5th, 2021, 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 5. New IGRs, Visitors, AA Anniversaries 6. Approval of agenda 7. Approval of last month’s Intergroup Meeting minutes

7:20 Officer Reports 1. Board Chair 2. Treasurer 3. Executive Director

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

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

8:05 Old Business 1. Bylaws Approval

8:15 Discussion Topic 1. Intergroup Group Inventory Planning/Discussion

8:28 Targeted Message

1. 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 2. Membership survey re: transitioning back into the rooms in the May 7 issue of The Buzz 3. Town Hall - Thursday, May 20, 2021 @7pm to discuss re-opening in-person meetings 4. Keep Central Office updated if your meetings move back to in-person. 5. Coming Up: Founders Day and an Inclusion and Diversity event

8:30 Adjourn with the Responsibility Statement

Intergroup Agenda - May 2021 1 Intergroup Information

1. 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 protected] with any questions. 2. Intergroup Newcomers: If you are here for the first time tonight, we welcome you and we appreciate your presence and your participation. 3. Intergroup Voting: Only elected Intergroup Representatives (IGR) or Alternate Intergroup Representatives (AIGR) vote. An elected Intergroup Representative may vote after: a) having attended the Intergroup orientation and b) having attended a previous Intergroup meeting as an elected representative. An elected Alternate Intergroup Representative may vote at the first meeting attended. Time of term and method of selection of both IGR and AIGR is determined by individual Member Groups. 4. Registration Sheet: If you are an elected Intergroup Rep (IGR), please be sure to fill out the registration sheet. If you are visiting, please do not fill out the registration sheet! 5. Meeting Absences: Any Member Group who has not sent a representative for three (3) consecutive meetings will be considered “inactive” for purposes of voting and determining a quorum. 6. Procedures for Intergroup Agenda (i.e. how to get things going) a. Intergroup Committee Chairs and Intergroup Reps may suggest that an item or topic be placed on the monthly Intergroup agenda by contacting the Executive Director or the Board Chairperson by email at least two (2) weeks prior to the monthly Intergroup meeting. b. A proposed agenda item should be able to be stated as a single simple declarative proposition (e.g. "Intergroup Reps should be required to wear tennis shoes to Intergroup meetings"). c. The first time that a proposed item or topic is placed on the Intergroup agenda it shall be placed on the "New Business" calendar as a discussion only item (i.e. as opposed to a "voting item") d. Thereafter, an item or topic which is placed on the agenda for a second time shall be placed on the "Old Business" calendar as either a discussion only item, or, if the issue is deemed ripe for a vote, as a voting item. e. (The exception to this limitation (i.e. that an item not be on the agenda as a voting item until after it has at least once been on the agenda as a discussion only item) is where the item is determined by the Board Chairperson to be an "Urgent Matter") f. Discussion of an agenda item shall not be unlimited, and shall be monitored by the Board Chairperson as to the allotted time to be afforded to any single individual to express an opinion or provide information on the item. g. When the matter is on the agenda as a "voting item" the item will pass on a simple majority (i.e. 50% +1) if it is a minor matter (including, where applicable, the expenditure of only a nominal amount of money); but, that all other matters shall be passed only by substantial unanimity - a 2/3 majority, especially where policy or precedent are being established, or an appreciable amount of money is to be spent, or, where the issue has been the subject of considerable controversy (i.e. lots of "loving discussion"). h. In 2018 we adopted use of a Consensus Model for decision making. This model is a way of reaching agreement between all members of a group. Instead of simply voting for an item and having the majority of the group getting their way, a consensus group is committed to finding solutions that everyone actively supports - or at least can live with. This makes sure that all opinions, ideas and concerns are taken into account. By listening closely to each other, we aim to come up with proposals that work for everyone, by weaving together everyone's best ideas and most important concerns - a process that often results in surprising and creative solutions, inspiring both the individual and the group as a whole.

Intergroup Agenda - May 2021 2

Intergroup Meeting - Proposed Minutes Wednesday, April 7th, 2021, 7-8:30 PM

7:02 Getting Started 1. Open with the Serenity Prayer 2. Call to order. Statement of Purpose 3. Reminger to review the minutes and agenda 4. Roll Call: Chat “Attendance” with your name, position and group a. 68 groups represented: 43 from San Francisco, 25 from Marin

5. New IGRs a. Visitors: Welcome b. New IGRs i. Carrie B IGR Larkspur Sat 12x12 ii. Sam IGR Gratitude Center 6:30am iii. Kaitlin, IGR Marin young people c. AA Anniversaries i. Judy 27 years Mar 30 ii. Christina 2 years Mar 15 iii. Mike Mon, 23 years iv. Chip G March 29, 39 years v. Robert S Mar 15, 26 years vi. Amanda Mar 12, 4 years vii. Jaime 15 March, 23 years viii. Carol Mar 12, 32 years 6. Approval of agenda a. Motion to approve: Jim B b. 2nd: Paul 7. Approval of last month’s Intergroup Meeting minutes a. Motion to approve: Marty b. 2nd: Karen G

Proposed Intergroup Minutes - April 2021 1 7:11 Officer Reports 1. Board Chair - Alan G a. Board has 3 seats opening, thus goal is 6 candidates i. Election will be held at the June 2 meeting ii. Statements can be filled out here: https://aasfmarin.org/board-soi iii. Statements of Interest must be submitted by Weds, May 5th iv. All intergroup will be provided to IGRs to review prior to the June meeting b. Treasurer Seat is also open i. Two year commitment ii. Treasurer doesn’t need to be a member of AA c. Intergroup Inquiries to the Board i. Board meeting is 4th Monday of the month; inquiries will be discussed at the board meeting and a response will be provided on or before the following Intergroup business meeting d. Join an Intergroup Committee! i. Our job as IGRs is to get people involved in the various committees, find them on AASFMarin.org 2. Treasurer - Renee T a. Reporting one month behind as always, this report is February 2021 b. Group Contributions:$9,752 → $9,740 (7th tradition) and $12 (Gratitude Month) c. Individual Contributions: $5,863 → $3,758 (faithful 5ers) and $2,105 (all other individual) d. Operating Expenses: $24,080 → compared to average monthly exp $24k e. Deficit of $8K for February, results in net Deficit of $641 YTD f. Unrestricted Cash: $52,748 → equal to approx 2.2x monthly operating expenses g. The rating for February 2021 is “Good” (supported by cash position - budget comparison unknown at this time) which has been the same rating since December 2020 h. Faithful Fivers: i. Dec 20: 262 members for a total of $3,616, averaging $13.80/person ii. Feb 21: 263 members for a total of $3,758, averaging $14.29/person iii. Can we get 350 people by the end of the year?? iv. Small contributions matter! We appreciate all those who provide monthly support to Central Office by being Faithful Fivers! i. Questions: i. Darryl, Celtic Mens: Renee can you explain to new IGRs how their meetings can contribute to (Central Office) (said IGR) ii. Renee - groups can contribute electronically at aasfmarin.org, there is a button “contribute” which will take you to a summary on how to contribute to the various areas. We also accept checks at our Central Office location. j. Executive Director i. None

7:23 Intergroup Committee Reports 1. SF Teleservice - Luke H a. Shifts are mostly filled but still need volunteers. Please be sure to include in your IGR report that Teleservice is a great opportunity for service outside of the group. b. Over 1 year of sobriety c. We have assumed 24/7 operating hours d. Orientations continue the third Monday at 6pm via Zoom, meeting ID can be found at www.aasfmarin.org. e. Please email us at [email protected] for more information. 2. Archives - Mike a. Archives committee preserves the legacy of AA through the collection and preservation of archival material, like objects, recordings, photographs, prints,

Proposed Intergroup Minutes - April 2021 2 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. b. If you (or your group) has a topic, please send it to [email protected]. c. We are looking for volunteers to help collect group histories, member stories, catalog, organize, create and recreate visual displays, scan, file and lots more. d. Meetings are held on Zoom on the 3rd Sunday of each month from 12-2pm. For more information contact [email protected]. 3. Technology - Alex B a. Upcoming Workshop Thursday, April 22, 2021; 7-8:30 PM i. Leveraging your group’s IFAA Google Account ii. Topics include: email, Google Calendar, G-Drive iii. Flyer in chat b. Return of the ‘Search’ bar. i. Disappeared for budgetary reason, it will return with different form and technology: a Google widget ii. You can view and other updates at: staging.aasfmarin.org, no password iii. Hopefully moving into ‘production’ mode next week c. Next: addressing questions about transitioning to Hybrid meetings d. Tech Committee meets the first Monday of the month on ZOOM at 6 PM. e. Email: [email protected] with questions or to receive an invitation to meeting 4. Fellowship - Elena a. Founders Day - Thursday, June 10, 2021, doing an event on Zoom b. Volunteer or participate in any way by emailing [email protected] c. Next month will present info on what they’ll do for event 5. HelpChat - Caitlin a. HelpChat is a chat service through our website where many people have their first interaction with a sober member of AA b. Volunteers with at least one year of continuous sobriety can answer chats i. Young people especially needed c. Monthly orientations: 3rd Tuesday from 5-6pm d. Lots of room for new volunteers! Email [email protected] for meeting ID 6. SF Public Relations (formerly PI/CPC) - Peter a. Recent Events & Activities: i. 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 ii. Six TV stations will be contacted to air PSAs. Problem, there are no scripts for the TV PSAs. GSO has suggested contacting College radio stations iii. Working on info card about what we do, “Calling Card”, last stages of adjusting font iv. A method is available for proof of attendance at zoom meetings. Need to add group emails to aasf.org v. Will be doing a presentation in April for CP Medical Center Social workers. vi. Our next virtual meeting will be held on Monday, April 12 at 7pm. New Speaker Workshop/Orientation at 6pm that same evening. Please email for Meeting ID and password. Email us at [email protected] for information and to get involved! vii. Working on diversity and inclusion event, most likely mid or end of May b. The Point - John i. Event: By the Bay―For the Bay, April 2021 ii. The point now on spotify! Search The Point San Francisco in the app. On aasfmarin.org: Click Read | Listen iii. New stories: 1. The Importance of Not Caring Too Much by Brian C

Proposed Intergroup Minutes - April 2021 3 2. Difference between Intergroup & GSO by Jackie B 3. Meaning of Friendship by John B 4. And many more! iv. Submit a story at aasfmarin.org (written or even just audio file!) v. Point Committee Zoom: 12:30 PM | 2nd Saturday Each Month 7. Sunshine Club - Clayton B a. The Sunshine Club makes phone calls to AA members who don’t have access to virtual meetings and other AA’s who are isolated b. IGR’s Please announce in meetings that this service is available! c. Send contact information for anyone in need of receiving calls to [email protected] d. New volunteer orientation Saturday, April 24th, 10:00am on ZOOM: ID 800 8900 000, no password e. The Sunshine Club will hold its quarterly business meeting on ZOOM on Thursday, April 29th, at 7:00 PM On ZOOM (meeting ID as above) f. Volunteers: one year continuous sobriety, have attended orientation g. Need co-chair in Marin 8. The Buzz - Nikki T a. The Buzz is our weekly digital newsletter highlighting upcoming events and service opportunities within our Fellowship. b. The Buzz Feb stats: 2,172 subscribers, 2% increase, 43% average open rate c. To submit email [email protected] Buzz Content Guidelines: i. To keep the newsletter fresh, we don’t repeat announcements, and try to publish info that is relevant for a two-week time horizon, with the exception of events for which people might need to act in advance ii. Must be sponsored by an A.A. Group, Conference, or Service Entity and is in harmony with the spirit of the Twelve Traditions, including: 1. Not directly supporting an outside entity 2. Posts do not have commercial advertising on the flyer 3. Recommended - no personal information iii. Have an upcoming event or service opportunity? Send it to us at [email protected] by Monday to be included in that Friday’s issue.

7:42 Service Community Liaison Reports 1. SF General Service - Alison T a. The Pre-Conference Assembly was held on April 3&4 (PRAASA) to discuss a variety of topics which are going to be on the agenda at the larger Conference. b. For those who could not attend you can still submit your groups conscience by email directly to the Delegate NO LATER THAN tomorrow, APRIL 8th at: [email protected]. Or, you can now submit group consciences online via a web form on the Area’s website: https://www.cnca06.org/group-conscience. c. Next steps in Conference process: i. Our Area Delegate, Jennifer B., will be attending the General Service Conference the week of April 17 and on Saturday, May 15th, the Delegate will deliver a full report. All GSR’s and AA members are encouraged to attend. ii. In mid-August, GSRs will receive a comprehensive report of the 2020 service highlights and financials as well as details on the Agenda Items that were passed at the 71st General Service Conference. d. Please contact me or our DCMC Jackie for digital flyers,full list of agenda topics, links, Zoom IDs or more details about any of the above items: [email protected]; Alison: 650-814-6595, [email protected] 2. Marin General Service, Dist 10 - Molly M a. Alison covered many of our updates b. Pre-Conference Assembly, virtual - Saturday & Sunday, April 3 & 4 c. PRAASA 2024 committee has 4 volunteers. Scouting locations now in Bay Area

Proposed Intergroup Minutes - April 2021 4

7:48 New Business 1. Bylaws Approval Update a. Taran, Chair of governance committee: manage bylaws. This is new business because we haven’t spoken about it in a while. Making push for active 2021 bylaws, working off of 2011 bylaws. i. Working w/ attorney to modernize and conform to CA Non Profit law, working on final updates should have May’s meeting in order for IGRs to have plenty of time to review and email [email protected] b. Questions: i. Thatcher - will we have an opportunity to ask questions of clarification prior to vote to approve? ii. Taran - yes, hoping to have the bylaws emailed out next week so IGRs have 3 weeks for review and questions. Will still have an opportunity for questions at the May meeting as well. iii. Thatcher - Is there a need to have it done in a different format, for example, presenting the bylaws as a complete packet at the next meeting iv. Taran - great question, if it’s necessary to have a more formal presentation we can, this is more of a housekeeping on paper now that we have an attorney review.

7:54 Old Business 2. 2021 Budget Review - Renee T a. 2021 Budget Review: Key Takeaways i. Historically, we budget using a zero-dollar methodology: meaning we plan our expenses and needed contributions around not generating a surplus OR a deficit. We have technology project presently active 1. Received one question regarding contribution limits: a. 5k/year for individuals b. Deceased member/estate: 10k one time 2. Received feedback on how to balance the budget a. Tech expenditures are being planned but cannot be certain until costs come in, best estimate at this time. Doesn’t mean the amount approved will be spent. We are still as prudent and thrifty as possible ii. Unrestricted cash has been growing over the past 3 years. These funds are in addition to our restricted prudent reserve. iii. 2021 budget proposes we spend down 20k of unrestricted cash for anticipated tech expenditures of $36k, this is shown as a $20k deficit for the year to allow for this expense as planned. The remaining $16k has been factored into needed contributions iv. Intergroup Committees - budgets submitted by committee chairs were all approved v. Central Office rent - budgeted current rent for entire year (although this amount could change based on lease expiration) vi. Employee expenses and operational expenses are budgeted based on actual anticipated expense vii. Contributions over the last 3 years were averaged and then increased proportionally to cover budgeted expenses viii. Book sales have been low but that is consistent recently b. 2021 Proposed Budget i. Technology Efforts employing outside contractors: See slide deck chart ii. Accounts receivable inputs

Proposed Intergroup Minutes - April 2021 5 1. Credit Card (Give WP Plugin -> Stripe) 2. Paypal 3. Venmo 4. Shopify (books/chips) 5. Checks/Cash iii. Integrations 1. QuickBooks a. Currently requires re-entry of all donations from $1 to large group contributions b. > 250 Faithful Fivers plus all group and one time individual contributions) 2. Master Database (Airtable) of Groups/Individuals c. Questions i. Chad IGR Valencia Smoke Free - Not one person in group could justify $36k of expenses and feel it’s too vague to approve. Board has “hopes and plans” for expenses but they feel those plans need to be presented and approved. Line item is too steep and especially being a non-profit. Tech needs to be reigned in prior to approval ii. Renee - Understands need for plan visibility, next two slides were supplied last time, breaking down exact technology projects listed on why it matters, the status, work effort and estimated hours. Currently, a lot of manual processes that take work from central office workers and volunteers. Many tasks are necessary and must be addressed, but the projects are separate from the budget. Acknowledge needed visibility for projects, and full intention to bring this as they come up to the IGRs. RE deficit, this is planned so the contributions don’t need to be gathered from IGRs groups. iii. Alex B - Involved in intergroup since 2017, has knowledge of approval projects planned, some are obsolete and has seen things on verge of falling through the cracks, feels central office and treasurer are acting in forthright and responsible manner. He feels budget is accurate and the projects and final costs will come closer into view as the projects move forward. In full support of moving forward. iv. Jackie B - dist committee chair SF general service. Comment: The area is transitioning to airtable and general service moved their database into cloud recently, they are big projects proposed in our budget but they are happening concurrently on larger levels and they do take time and money and professionals. Question: with 20k removed from unrestricted cash, how much of expenses will be covered? v. Renee: Needs clarification, prudent reserve of 6 months will not be touched and will remain there. Plan is to draw down from unrestricted cash that is on hand, separate from prudent reserve. vi. Darryl - Question, bullet: Contributions over last three years - where did these contribution increases come from, groups? vii. Renee - Group, individual, some sub-categories within groups and individuals ie) 7th tradition but also gratitude month, and individuals: faithful fivers, those celebrating anniversaries, or misc one time contribution that’s not related to any line item. This is projection, contributions haven’t happened. viii. Darryl - clarify, this is assumption and if those numbers aren’t met then treasury will meet this number ix. Renee - yes, allocation is spread over the ‘buckets’ of contributions but this is an assumption based on past contributions x. Jaime Sesame Step - his group voted to approve the budget if it’s balanced but if it remains at deficit, they don’t want to approve. Also, the 222K for

Proposed Intergroup Minutes - April 2021 6 employees, how many employees and any way to break that down to exactly who that is and what they will be paid xi. Renee - clarifying: three employees (two full, one part time) did not budget part time due to covid. We don’t discuss employee specifics at this level, only board level. This number covers everything that it costs to have an employee, example insurance. Also, understanding it’s alarming to see a deficit. Considered putting the 36K as needing that as contributions from groups but felt it was displayed as asking members for these, when we have an amount of unrestricted cash that we could use for this. Spending that cash and going into deficit doesn’t affect financial rating. xii. Jaime - Regarding “money taken in by sales, 15K” had a cost related to that, why is money lost there since we’re a non-profit, is that a fee? xiii. Renee - Red number / cost of processing contributions - fee when we receive electronic contributions, it’s small, less that 1% of contributions that we pay a fee to process. Re book sales, cost is the actual piece of literature ie Big Book, from GSO. xiv. Kaitlin - Word deficit sounds bad but you’re saying we have prudent reserve that’s not being touch, we have 57k unrestricted cash and we’re proposed 20K in possible expenses and if we use this to update our technology, we will still have 37k in unrestricted cash. Can we use a different word if we are not technically going to be in the red? xv. Renee - I will consider if there is another word to use, this is a standard accounting term but does not mean we are not in a bad financial position

8:20 Pause for Vote: To approve the 2021 budget. A yay vote approves the budget, a nay vote does not approve the budget.

Renee - Keep in Mind: A No vote means we have no operating budget but still pay expenses and still accept contributions but will not be able to move forward with any projects.

Roll Call Vote, Drew H 1. IGRs a. Alan, last step men’s step study: yay b. Alex, sunset speaker step: yay c. Alexa, mon night women’s group: yay d. Alexander, a new start: yay e. Alison, sometimes slowly: yay f. Amanda, intimate feelings: yay g. Amy, any lengths: yay h. Ashley, pocket aces: left meeting prior to vote i. Ayn, morning attitude adjustment: left meeting prior to vote j. Brian, friendly circle: yay k. Carlo, constructive criticism: abstain l. Carol, thurs night womens: yay m. Chad, valencia smokefree: nay n. Chip, serenity seekers: nay o. Chris, each day a new beginning: yay p. Christina, say hey tuesday: yay q. Dan, attitude adjustment 7a fairfax: yay r. Daryll, celtic friday morning men’s stag: yay s. David, monday nooners: yay t. Ed, came to believe: abstain u. Eileen, mill valley tues beginners: yay v. Fiona, ten years after: abstain w. Gabrielle, people of color: yay x. Hunter, Sat beginners: left meeting prior to vote

Proposed Intergroup Minutes - April 2021 7 y. Irene, Sunday vision for you: abstain z. Jaime, sesame step: nay aa. James, Tuesday chip: yay bb. Jared, artists and writers: abstain cc. Jerry, sat night fever: yay dd. Jim, barnyard: yay ee. Joel, sunday night castro: yay ff. John, 7am larkspur: yay gg. John B, boys night out: yay hh. John H, high noon weekday: abstain ii. Judy, corte madera sat candlelight: yay jj. Karen, strawberry daily remote: yay kk. Ken, Sunday sunrise: yay ll. Kristen, awareness acceptance: yay mm. Lisa, awakenings: yay nn. Marshall, friday night book: abstain oo. Marty, surf group: yay pp. Mary, god could and would: NAY qq. Michelle, lush lounge: yay rr. Natalie, keep it simple sister: yay ss. Nick, each day a new beginning: abstain tt. Ole-Jan, monday night stag tiburon: abstain uu. Patricia, mellow mission sunrise: yay vv. Paul, west portal: left meeting prior to vote ww. Peggy, big book basics: yay xx. Rachel, too early: abstain yy. Rae, womens kitchen table: yay zz. Robert S, blue book special: nay aaa. Robert W, join the tribe: yay bbb. Sarah, bernal new day: yay ccc. Scott, tuesday downtown: yay ddd. Sheana, leaky cauldron: yay eee. Tad, cow hollow young people: yay fff. Tanya, daily womens: yay ggg. Thatcher, same story different details: nay hhh. Tim, pax west: abstain iii. Tom, be still AA: yay jjj. Vanessa, mill valley group: abstain 2. Committee Chairs, Non IGR a. Clayton, sunshine club: yay b. Elena, fellowship: yay c. Peter, SF public relations: abstain d. Caitlin, helpchat: yay e. Luke, SF teleservice: yay f. Michael, archives: left meeting prior to vote g. Alex, technology: yay 3. Alternates: a. Gregg, gratitude center: yay b. John, not a glum lot: yay c. Shannon S, cocoanuts: abstain d. Blu F, pocket aces: left meeting prior to vote

MOTION PASSES: 2021 BUDGET IS APPROVED 47 yay, 6 Nay, 14 Abstentions

Proposed Intergroup Minutes - April 2021 8 8:48 Targeted Message

1. Please remind your Treasurers to send in any group contributions so we continue to cover operating expenses. 2. Contribute directly by becoming a Faithful Fiver. Sign up on the aasfmarin.orgContribute directly by becoming a Faithful Fiver. Sign up on the aasfmarin.org/contributions 3. Open Board Positions - Please submit your Statement of Interest 4. Treasurer Position Open a. Accounting Experience, esp. Quickbooks Online, 2 Year Commitment

8:50 Adjourn with the Responsibility Statement

Intergroup Information

1. Next Intergroup Meeting is Wednesday, May 5, 2021. Our monthly meeting will continue to be held online per local guidelines from the health department until further notice. Please email [email protected] with any questions.

Proposed Intergroup Minutes - April 2021 9 March 2021 Intergroup Board Meeting Minutes

Meeting Information ● Date: Monday, March 22, 2021 ● Time: 6:30 PM ● Location: 1821 Sacramento St, SF via Zoom

6:30 Open Meeting ● Check-Ins ● Roll Call: All Present- Luke, Alan, Patrick, Nikki, Charlie, Taran, Andy, Renee, Lara, Maury, and Drew ● Planned Absences: N/A

6:45 Review/Approve ● February Minutes approved, no objections ● Agenda approved, no objections

6:50 Board Reports

● Executive Director ○ March 2021 ■ Significant savings on new phone system in addition to deploying better, more flexible technology ■ Re-open: there are best practices for offices and retail published by the county for us to use as a resource. We have MERV13 filters in our HVAC as well as free standing air purifiers. ● Let’s aim for a soft re-open (partial hours) with masking, sanitizing and distancing protocols we’ve all become familiar with and keep front door locked for security. ● Plan a town hall for what it looks like for greater AA community and to start dialoguing about what it looks like to go back to in- person meetings and/or hybrid meetings ● Revisit the info we previously distributed about hybrid meetings, as folks will start asking ● Target May 1st as a date for soft reopening. ■ Archives committee has asked to review whatever requirements we have in place so they can meet in person at central office; they also asked about archiving recordings of intergroup meetings; our stated purpose of the recordings was only for minutes accuracy so we don’t have permission of the participants for that and we do have the written record of the meetings for archival purposes. ● Treasurer ○ Feb 2021 Financials - Recommend maintain rating of “Good” ■ With budget not yet complete/approved, February’s performance cannot be measured against budget. Based on cash position, recommend “Good”. ○ Group Contributions $9,752 (Feb) | $33.4k YTD (down $9.6k over last year YTD) ○ Individuals $5,863 (Feb) | $13.7k YTD (down $1k over last year YTD) ○ Feb Net Deficit = $8,009.98 ■ YTD Deficit $641 ■ Overall net income down $16.8k compared to 2020 YTD ○ Unrestricted Cash after adjustments made for payables (Payroll Payable and Supplemental Comp) = $52,748 ○ With average monthly expenses of $24K, this is 2.2x monthly expenses

● Discussion: YTD deficit (actual, not based on proposed budget) ● Suggested that we remind IGRs to ensure treasurers are submitting 7th tradition ● Budget Approval logistics: ○ Start with “are there any objections”, temperature check: after we hold a question period. ○ Roll-Call Vote - if we have several significant objections ● Unrestricted cash amount: When do we start to be concerned? ○ Rating system: when we get below 2 mos of unrestricted cash our rating is “fair”, we typically are comfortable when the rating is“good” ● Contingency plan in case budget is not approved? ○ In the past, there have been budget questions, but it has never not been approved. The budget is what we have to do to survive as a non-profit. Some of the tech work is not discretionary, it is for operational purposes; its work needed to “keep up” ○ If we ask for vote and dont get ⅔ majority approval, then we can counter with offering less for the tech work - in short: we are not sure about how to handle it ■ If budget doesn't pass: we will operate without a budget; which means we can’t pay for anything above general operating expenses (recurring, regular operating expenses to maintain legality) ■ IGRs would have to come back with an alternative budget for BOD to consider

● Chair

○ Sign up to attend service entities and Intergroup committees ○ Agenda Topics Sharing Session? ■ Not this year ○ Prepare an “Annual Report” on or before June meeting ● “COVID response” report for the year ● Build in a form or questionnaire to guide which data to include in the report? ● Create pathways for more diverse access to committees and getting involved this way ● Could help create visibility for committees that have gone dormant ■ Intergroup & Board Committees to prepare section reports

7:15 Board Committee Reports

● Development:

○ Outreach ■ Oficina Central webpage updated, continued collaboration ● Need meeting guide and 12 step workers who speak spanish ■ ASL video in the works ● Need to find someone local to help build that, get 12 step workers who have ASL experience ■ Lake County Website development ● Lake County is redoing their web presence and wants our help on how to redo their website, coming to us for our wordpress plugins and other resources ○ Town Halls ■ Big Book presentation ■ SF PR Diversity & Inclusion Event ■ Other ideas? ○ IFAA FB page ■ FB page has been a little dormant and doesn't feel very useful ● Shut down FB page? it's not serving its intended purpose, admin only posting intergroup invitations etc., hard to maintain anonymity in this forum, feel like social media can be challenging for adhering to traditions ● Announce the removal of the FB page (perhaps as a post from the admin on the page and asking folks to subscribe to the buzz instead?) - all agree ○ Helping our Committees grow ■ Spotlight at the IG meeting? ■ What contact have we had with Committees regarding the website refresh? What more can be done to improve visibility of committees with fellowship? ■ Received an offer of help by email

● Operations: ○ Lease negotiations are starting to happen ○ We should try and stay if we can ■ Should we have a broader community discussion about the landscape of budgets, physical space, reduction of shipping costs etc? Some in survey response hoping for reduction of rent ■ If moving is what we need to do: it will require a lot of discussion ○ Zoom Phones are on the way! ○ Website Refresh is in full effect. Target: June 2021

● Finance: ○ March 18 ○ 2020 corrected W2 issued, still need to file W3 ■ This was a Quickbooks mistake, so quickbooks helped us fix this but we will need to issue corrected forms to gov entities and employees ○ 403(b) plan implementation will be with first payroll in April (4/15) ■ CPA to help us; great long-term benefit to our employees

● Governance: ○ Ongoing discussion-turning-into-work on Bylaws, and Board candidates ■ Statement of interest call outs need to be brought up in April in Intergroup (new BOD members), treasurer can be a non-alcoholic (due to expertise required); ● We are growing into a more complex organization (non-profit gaap accounting) ■ Prepare announcement in chairs report of elections coming up- would be good to include requirements (copy and paste out of bylaws) ■ Bylaws as new business (Bylaws approved in March 2020, need to bring attorney redlines for ratification.)

7:40 Board Liaison Reports (briefly report topics of interest for IG)

● The Point ○ Discussed the “Spotify” button on the Point page ■ Podcast is a hot topic right now, might be worth promoting ● We can host audio content on our own website, great topic for IGRs to weigh in on, ○ Like most committees, needs more participation, more people to broaden the dialogue about what The Point is and does ● SF PR: Can always use support on the committee, lots of work to be done ● Boost attendance at committee meetings, and be of service within the committees as well

8:30 Adjourn Meeting

Intergroup, May 2021 Treasurer’s Report

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.

Intercounty Fellowship of AA Income Statement compared to Budget March 31, 2021

Mar 2021 Year-to-Date

Over (under) Over (under) Actual Budget Budget Actual Budget Budget Revenue Total Bookstore Sales Revenue $2,020 $4,037 ($2,016) $6,247 $12,110 ($5,863) Total Group Contributions $22,916 $12,606 $10,310 $56,317 $61,439 ($5,122) Total Individual Contributions $5,603 $5,046 $557 $19,388 $16,584 $2,804 Intergroup Event Revenue $0 $0 $0 $0 $0 Total Revenue $30,539 $21,689 $8,851 $81,951 $90,133 ($8,182)

Total Cost of Goods Sold $1,987 $3,410 ($1,424) $5,716 $10,231 ($4,515)

Gross Profit $28,553 $18,278 $10,275 $76,235 $79,902 ($3,666) Expenditures Total Employee Expenses $17,962 $17,024 $938 $51,341 $51,072 $269 Program Expenses Intergroup Committees Archives Committee $343 ($343) $0 $1,028 ($1,028) Fellowship Committee $137 ($137) $0 $410 ($410) Intergroup Expenses $40 $129 ($89) $437 $388 $49 SF PI/CPC $83 ($83) $0 $250 ($250) Sunshine Club $7 ($7) $0 $20 ($20) Teleservice Committee $22 $46 ($23) $98 $137 ($39) The Buzz $53 $53 ($0) $181 $159 $22 The Point $27 ($27) $0 $81 ($81) Total Program Expenses $115 $824 ($709) $716 $2,473 ($1,757) Operational Expenses Equipment Lease $167 $167 ($0) $500 $500 ($0) Insurance $904 $237 $668 $904 $710 $195 Internet Expense $103 $135 ($32) $321 $405 ($84) IT Software Purchased ($106) $222 ($328) $8 $667 ($659) Office Supplies $110 ($110) $0 $329 ($329) Paper Purchased $15 ($15) $0 $45 ($45) Postage $11 ($11) $0 $32 ($32) Printing $8 ($8) $0 $25 ($25) Rent, Central Office $5,076 $5,076 $0 $15,229 $15,229 $0 Repair & Maintenance $160 $231 ($71) $423 $694 ($270) Security System $55 ($55) $0 $165 ($165) Telephone $309 $300 $9 $927 $900 $27 Total Operational Expenses $6,613 $6,567 $46 $18,312 $19,700 ($1,388) General Administrative Expenses Accounting $208 ($208) $1,000 $625 $375 Outside Services $3,000 ($3,000) $2,000 $9,000 ($7,000) Service & Filing Fees $25 ($25) $25 $75 ($50) Total General Administrative Expenses $0 $3,233 ($3,233) $3,025 $9,700 ($6,675) Total Expenditures $24,690 $27,648 ($2,958) $73,394 $82,944 ($9,550) Net Operating Revenue $3,863 ($9,370) $13,233 $2,841 ($3,043) $5,884 Total Other Revenue $88 $180 ($92) $468 $539 ($70) Net Other Revenue $88 $180 ($92) $468 $539 ($70)

Net Surplus (Deficit) $3,950 ($9,190) $13,141 $3,309 ($2,504) $5,814 INTERCOUNTY FELLOWSHIP OF AA BALANCE SHEET as of March 31, 2021

31-Mar-21 28-Feb-21 $ Change 31-Mar-20 $ Change ASSETS Current Assets Cash Unrestricted Cash $72,359 $75,853 ($3,494) $101,033 ($28,674) Restricted Cash (Prudent Reserve) $143,806 $143,806 $0 $143,806 $0 Total Cash $216,165 $219,659 ($3,494) $244,839 ($28,674) Accounts Receivable ($176) ($176) $0 $521 ($696) Inventory - Bookstore $21,699 $22,414 ($715) $19,119 $2,580 Total Current Assets $237,689 $241,897 ($4,209) $264,479 ($26,790) Fixed Assets $0 $0 $0 $1,796 ($1,796) Deposits $6,698 $6,698 $0 $6,698 $0 TOTAL ASSETS $244,386 $248,595 ($4,209) $272,972 ($28,586) LIABILITIES & NET ASSETS Liabilities Current Liabilities Accounts Payable $2,070 $2,970 ($900) $2,311 ($241) Payroll Liabilities $13,963 $5,880 $8,083 $7,524 $6,439 Sales Tax Payable ($29) $6 ($35) $731 ($760) Advanced Sales $0 $0 $0 $0 $0 Return of Large Bequest - Liability $0 $0 $0 $0 $0 Total Current Liabilities $16,005 $8,856 $7,149 $10,567 $5,438 Supplemental Compensation $0 $15,307 ($15,307) $11,354 ($11,354) Total Liabilities $16,005 $24,163 ($8,159) $21,921 ($5,916) Net Assets Net Assets, Beginning of Year $225,072 $225,072 $0 $237,912 ($12,839) Net Surplus/(Deficit), YTD $3,309 ($641) $3,950 $13,139 ($9,830) Total Net Assets $228,382 $224,431 $3,950 $251,051 ($22,670) TOTAL LIABILITIES & NET ASSETS $244,386 $248,595 ($4,209) $272,972 ($28,586)