1 GENERAL MEETING TUESDAY, DECEMBER 19, 2017 (These Minutes approved by Floor Members) The meeting convened at 8 p.m. with a moment of silence followed by the Serenity Prayer. Dan B. (Midtown) read the Twelve Traditions. THOSE MEMBERS PRESENT: Aurora, Bayview, Beverly Hills, Credit Valley, East York, Fellowship, Gay Sober Men, Glenholme, High Park, Kingsway, Leslie, Markland Wood, Meadowvale Fellowship, New Anchor, Night Owls, Noon Rap, North Toronto, OISE Discussion, Orleta (Polish), Principles Before Personalities, Richmond Hill, River Drive Park, Saturday Morning Discussion, Sisters in Sobriety, Six Points, St. Clement’s, Steps to Serenity, Sunnyside, Welcome, Westmoreland, and Willowdale. District Liaisons: District 22. Executive Committee Members: Aaron K., Bert J. (outgoing Vice Chair), Dan B., Nina L., Roman R. (outgoing Chair), Simon W., Sue G., and Vanessa C. (outgoing Finance Chair). Subcommittee Chairs: Archives, Communications, Finance, Info AA Day, ORC, Public Information, and winter Season Open House. ADOPTION OF MINUTES – November 2017: MOTION to adopt Minutes as presented moved by Mike K. (St. Clement’s) and seconded by Mike C. (Beverly Hills). MOTION CARRIED. Chairperson’s Opening Remarks- Roman R. (Stepping Stones), EC Chairperson: Roman thanked everyone for attending this evening (especially with the date change due to the Holidays), and shared the following information: When standing to ask a question during reports, please state your name, group, and service position; There has to be a small, minor change made to our GTAI Procedures and Guidelines document to reflect the results of the HR settlement. To this end, there will be a Motion to Suspend Regular Business at this meeting. At this point in the meeting, the members of the Executive Committee introduced themselves to those present. _____________________________________________________________________________________________ There was a collection of the 7th Tradition, which totaled $158.55. At this point, there was a Suspension of Regular Business in order to discuss the necessity to change the Procedures and Guidelines. The discussion was as follows: Roman: “There needs to be a Motion to amend the [GTAI] policies and procedures manual in order to be consistent with the Human Rights settlement that occurred earlier this year. It is just a simple technical matter that requires adding the word ‘acknowledge’ in the second line of the third paragraph on Page 4 of the document.” “This change requires a Referendum vote. Anytime we propose to change the Procedures part of the document, we need to ask the Floor for a Referendum vote in order to make this change. It is a technical matter, because we need to stay consistent with the settlement. So, I’m asking the Floor that they move to make this change to the document.” Roman read out how the document looks now: Operating Procedures Page 4, Paragraph 3: An AA groups needs to adopt only the 12 Steps, 12 Traditions, and 12 Concepts of AA, as adopted by the AA General Service Board, in order to be recognized as an AA group by GTA Intergroup. Roman then read out the proposed change to the document: Operating Procedures Page 4, Paragraph 3: An AA groups needs to adopt or acknowledge the 12 Steps, 12 Traditions, and 12 Concepts of AA, as adopted by the AA General Service Board, in order to be recognized as an AA group by GTA Intergroup. 2 _____________________________________________________________________________________ NOTICE of MOTION to adopt the change to the GTAI Procedures and Guidelines document (Page 4, Paragraph 3) to read: “An AA groups needs to adopt or acknowledge the 12 Steps, 12 Traditions, and 12 Concepts of AA, as adopted by the AA General Service Board, in order to be recognized as an AA group by GTA Intergroup.” Moved by Michael O’H. (Richmond Hill) and seconded by Steve A. (Six Points). Roman asked Barbara H. (Rox Glen Traditional), who was a member of the ad hoc committee that dealt with the HR matter, to address the Floor for further clarity on this matter: “I was a member of the ad hoc committee that advised the Executive Committee on the Human Rights matter. In terms of the Procedures and Guidelines, What is required when we change them is that the Motion goes back to the groups, so you don’t actually vote on it here. It goes back to the groups, you get your group to vote on it, and then we count the votes when the [Schedule A forms for changes to the Procedures] comes back. So, it’s a lengthy procedure for just changing a work, but that’s the way the voting procedure occurs for any proposed changes to the Procedures.” “All we are doing tonight is setting the ball in motion. The Procedures and Guidelines also call for no debate on it when initially presented. It’s brought to the Floor; there’s no debate. Then there is a debate three months later. To this end, Roman is going to ask for another Motion to shorten up the time frame to one month, because this is such a small change. So in essence, we are deferring the three-month waiting period. So, ideally next month, we can debate the Motion and there will also be a form to take back to your groups which explains what the Motion is [Schedule A forms for changes to the Procedures] and then the form can be brought back to your groups for a vote among your group members at your business meeting. The form will be due back to this meeting by March 2018.” _____________________________________________________________________________________________ MOTION to shorten the three-month waiting period for debate on the proposed change to the GTAI Procedures and Guidelines document (Page 4, Paragraph 3) and debate on this Motion instead at the January General Meeting. Moved by Michael C. (Beverly Hills) and seconded by Paulina. (Group?). A vote was taken on the second Motion (above). MOTION CARRIED (3 votes against the Motion and one abstention noted). FINANCE REPORT – Vanessa C. (Rox Glen Traditional), Finance Committee Chairperson: Toronto Intergroup FINANCE Report Summary at November 30, 2017 BUDGET: ACTUAL Results: BUDGET: ACTUAL Results: SUMMARY: JAN. to Nov. Nov. 2017 Nov 2017 JAN. to Nov. 2017 2017 Income $23,903 $23,796 $174,314 $181,764 Expenses ($21,239) ($21,705) ($203,630) ($216,672) Net Surplus or $2,664 $2,091 ($29,288) ($34,908) (Deficit) November 2017: For the month of November 2017, Income exceeds expenses by $573. The favourable result primarily reflects the following: - Overall Donations are $1000 higher than anticipated - Total Sales are lower than anticipated by $897 - Committee expenses are lower than anticipated by $2,863 - Operating expenses are $1,982 higher than anticipated 3 JANUARY 1 to November 30, 2017: From January 1 to Nov 30, 2017, Intergroup recorded an Actual Net Deficit of $29,288 versus an anticipated Budgeted Deficit of $34,908 The ahead-of-budget result of $5,620 ($34,908 - $29,288) reflect the following: - Fellowship Contributions were basically in line with expectations - Lower Staffing and Committee expenses - Lower overall Operating expenses - Net Sales are lower than anticipated by $7,731 Prudent Reserve: Targeted Prudent Reserve of $287,787 versus Actual Prudent Reserve of $245,768 After presenting the above reports, Vanessa mentioned to Reps that if they have any questions regarding the financial reports, they can send them to [email protected]. Additional Comments from Vanessa: Proposed Formation of a Gratitude Month ad hoc Committee: “It was brought to my attention that there was some concern that having a Gratitude Committee would mean having another Executive Committee member; this is not the case. The proposed Gratitude Committee [members] would actually work with the Finance committee – say, for a three-month period – on the Gratitude Month yearly initiative.” Office Re-Structure Update: “I’m very happy to announce that both Helen (Literature Dept.) and Alexx (Admin. Assistant) have signed their new contracts with the re-structure. At some point in the New Year, we will put online the hours that the staff will be in the office, along with a brief description of each of the staff’s job description, so members will have an idea of the work flow. Alexx will now work Monday to Wednesday from 12-5:30 p.m. consistently. Helen will continue to work from 8:30 a.m. - 5 p.m. Tuesday through Friday, so this means that there is a staff member in the office every day of the week. Alexx has taken on a few more roles; one of which is that she will be updating the Digitcom phone system. Helen is now going to be the Office Coordinator. As far as the old Office Manager email, Helen will be responsible for monitoring a new email which will forward the old Office Manager Email inquiries, and forward those inquiries to the appropriate service entities and/or staff. Both Helen and Alexx will be reporting to Executive Committee, so they will have a close working relationship with them. We will also have a book keeper. The goal is to have the book keeper work 10 hours per week; maybe a little more or less, depending on the week’s work flow. There is the medallion engraver as well (John), and Helen’s responsibility is to oversee this. Our hope is to have volunteers do the engraving as well.” ___________________________________________________________________________________________ VOTE ON THE 2018 PROPOSED BUDGET: A vote from the Floor to pass the Proposed 2018 GTAI Budget was taken. 2018 BUDGET was passed (with two opposed noted). New Finance Chair: Our new Finance Chair will be Ron S. (North Toronto). Although Vanessa’s two-year term of service is up, she will stay on the ‘periphery’ to assist the book keeper, Ron and the FC members with the transition.