GREATER TORONTO AREA INTERGROUP

GENERAL MEETING TUESDAY, SEPTEMBER 29, 2009

The meeting convened at 8 p.m. with a moment of silence followed by the Serenity Prayer. Ed R. (Rouge Valley Centenary) read the Twelve Traditions. THOSE MEMBERS PRESENT: a Place to Share, Active, Agincourt Acorn, Amazing Grace, Anniversary, Bayview, Beaches, Bellamy, Beverly Hills, Birds of a Feather, Bloordale, Danforth, East York, Fellowship, Glenholme, Golden Mile, Hill, Keep It Simple (Scarborough), Keys to Serenity, King City, Kipling, Lakeshore, Leslie, Long Branch, Maple, Markham Village, Markland Wood, Meadowvale South, Mount Royal-York, Nova Vida (Portuguese), One Day at a Time, Open Hands, Pine Hills, Primary Purpose, Principles Before Personalities, Prince Edward, Rainbow, Reaching Out, Recovery, Restoration & Recovery, Rexdale United, Richmond Hill, Royal York, Shepherd, Silverbirch, Steps To Serenity, Streetsville, Sunday Northwestern, Sunnyside, Thorncliffe Park, Twelfth Tradition, Twelve Steps, U of T, Unionville, Westmoreland, Weston Sunday Open, Willowdale, and Yorkville. District Liaisons: Districts 02, 06, 14, 18, and 22. Subcommittee Chairs: Access Ability, Archives, ORC 2010, Public Information, Website/Newsletter, and Twelfth Step.

ADOPTION OF MINUTES – August 2009: Carolyn R. (Markham Village) made a correction on Page 1 of the previous Minutes; she was incorrectly listed under Thornhill Group. With this correction noted, MOTION to adopt Minutes as amended moved by Chris (Prince Edward) and seconded by Wayne O. (Anniversary). MOTION CARRIED.

CHAIRPERSON’S OPENING REMARKS – Florence B. (Noon Rap), Operating Chairperson: Florence commented that it was “exciting seeing such a big crowd here tonight”. She also took the opportunity to welcome new Group Reps. She asked reps to please take back to the groups the need for volunteers for various endeavours (See committee reports).

Collection of the 7^th Tradition: $128.48.

FINANCE REPORT – Bruce L. (Back To Basics), Finance Chairperson: Bruce outlined the following reports:

Finance Report for the month of July 2009

Summary:

INCOME EXPENSES NET INCOME

JULY $ 18,206 $12,353 $5,853

COMPARISION TO BUDGET + 5,185 - 3,538 + 8,723

JULY YEAR TO DATE $124,528 86,497 38,031

COMPARISON TO BUDGET + 22,636 - 39,509 + 62,145

While donations have exceeded expectations this year, it is difficult to predict the impact of the economic recession on gratitude donations in the fall. The increased ORC contribution has been included in the year end projection. Expenses are currently below budget because of deferred installation of new phone system and delayed audit. There is salary and operating costs associated with these delayed items and the restructuring of Intergroup which should be realized by year end. The Prudent Reserve $125,099, an increase over last month due to dividends paid.

In detail: In the month of July, donations were $10,147, exceeding budget by $4,147. While group donations were 50% higher than expected, individual gratitude donations also exceeded estimate. Year-to-date donations were $53,870, which was $5,124 over budget.

July Income before Operating Expenses was $18,206 over budget by $5,185. Sales were $13,042 in line with budget. YTD Income before Operating Expenses was $124,528, over budget by $22,636 mainly due to the ORC contribution and higher than expected group donations.

Total expenses for July were $12,353, under budget by $3,538 because of a slight under run in most expense categories. Year-to-date total expenses were $86,497, which is $39,509 under budget. In addition to deferred telephone and legal / audit expenditures, there has been a general under run in payroll, operating and committee expense. There will be salary, supplies and equipment expenditures associated with the new telephone system, audit and restructuring of Intergroup that have been deferred to later in the year.

Net income for July was $5,853, over budget by $8,723, due to group donations exceeding estimate and expenses being lower than forecast. Year-to-date net income was $38,031; over budget by $62,145 the combined impact of ORC contribution, deferred telephone purchase and legal/audit expenses and lower than expected operating expenses.

Prudent Reserve as of July 31, 2009 – Book value + accrued interest: $125,099.

Finance Report for the month of August 2009

Summary:

INCOME EXPENSES NET INCOME

AUGUST $ 13,680 $29,572 $ - 15,892

COMPARISION TO BUDGET - 206 + 9,388 - 9,954

AUGUST YEAR TO DATE $138,170 116,266 21,904

COMPARISON TO BUDGET + 22,392 - 29,924 + 52,316

August income is in line with the budget. Expenses are over budget because payment for the new phone system was forecast earlier in the year. The year-to-date surplus in income is mainly explained by the ORC contribution. Some of the salary and operating costs associated the installation of the new phone system, Gratitude mail out, financial audit and the restructuring of Intergroup have been delayed into September and beyond.

In detail: In the month of August, donations were $7,874, in line with budget. Year-to-date donations were $61,744, which was $4,788 over budget.

August Income before Operating Expenses was $13,680 very close to budget. Sales were $9,584 in line with budget. YTD Income before Operating Expenses was $138,170, over budget by $22,392 mainly due to the ORC contribution and higher than expected individual gratitude donations.

Total expenses for August were $29,572, over budget by $9,388 due to payment for the phone system which was forecast earlier in the year. Year-to-date total expenses were $116,266, which is $29,924 under budget. In addition to deferred legal / audit expenditures, there has been a general under run in payroll, operating and committee expense. There will be salary, supplies and equipment expenditures associated with the new telephone system, Gratitude mail out, audit and restructuring of Intergroup that have been deferred to later in the year.

Net loss for August was $15,892, due mainly to payment for the new phone system. Year-to-date net income was $21,904, over budget by $52,316 the combined impact of ORC contribution, deferred legal/audit expenses and lower than expected operating expenses.

Prudent Reserve as of August 31, 2009 – Book value + accrued interest: $125,099.

Bruce also mentioned the following three items: a) the annual Gratitude appeal mailing has been completed. There are no numbers as yet to report; however, Judy (Office Manager) had asked Bruce to share with the Floor that many members have been expressing their gratitude for recovery with lovely little notes included with their donations. These notes are a pleasure to receive, and very much appreciated! b) The Budget for 2010 is in progress. c) The Finance Committee is looking for volunteers to serve on the committee. One current member has resigned. The sobriety requirement is 5 years of continuous sobriety, and some business/accounting background would be helpful, but not necessary. This is a 2-year service commitment. Please send Service resumes to the Operating Committee c/o 234.

Questions from Floor members: Carolyn R. (Markham Village) asked Bruce to describe what Gratitude Month is, for those members who may not know what it is. Bruce explained that Gratitude is our “yearly appeal to members” for financial donations to Intergroup; traditionally these contributions from members make up for approximately 30% of our annual funding (see GTAI Gratitude Pamphlet for more details).

ACCESS ABILITY – Donna MacQ. (Sunnyside), Chairperson: We attended District 22 Service Day on Sept. 12. It was a really good day – lots of enthusiasm for service. We did the table and a presentation, and there were several questions afterwards, especially about the ASL Interpreter Service. A new member came to our recent meeting…they are always welcome. There was a question through one of our members from the Toronto Hearing Society. We have a lot of contacts in the deaf community and we will follow up. Regarding the free ASL Interpreter Service: Donna explained that this service consists of one interpreter for one 2-hour commitment; this service doesn’t cover all-day events. Questions: John B. (High Park) asked about the procedure for obtaining the services of an ASL interpreter for meetings. Donna explained that usually the deaf person takes care of this; however, there is a phone number for the Ontario Interpreter Service available at 234. These people need 24 hours notice for their services. Next meeting: Sun. Oct.18 at 11 a.m. at 234.

ARCHIVES – Roy R. (Trial & Error), Chairperson: The next Archives Breakfast will be held on Sun. Nov 8 at the Oasis Convention Centre (Mississauga). This is the 25^th Anniversary of the event. Cost is $25. Tickets are available through Archives Committee members. Flyers for the event were made available to members at this meeting. Speakers are Joy (St. Catherines) and Pete W. (Oakville). Door prizes available to be won! Next meeting: Fri. Oct.16 at 7 p.m. at 234.

CORRECTIONAL FACILITIES – Bill M. (One Day at a Time), committee member: Bill read the following report for Karen K., Operating Committee Liaison: 6 members were present at the last meeting. ‘The New Phoenix Group” is now occurring at 4:30 p.m. on Saturdays in a room within the building (but technically ‘outside’ the confines of) the Keele Centre Correctional Facility. The reasons for this are that all residents [of this facility] must report in Saturdays at 4 p.m. at the centre, so are around to (hopefully) attend, and its minor relocation means that police clearance checks are no longer needed. For more information, please contact Niels B. at nilbo@sympatico.ca. The DCM for Dist.02, Dareena B., has requested and has been given the contact information and a list of potential volunteers for the Roy McMurtry YDC located beside OCI. Additional Information sent in after meeting: Dist.18 report for August 2009 [by Dist.18 CF Chair, Murray O]: August was quiet in 18 as I continue to gather Grapevines for the Don. I now have 2 folks who I know have made contact with the Volunteer Coordinator to start the process of clearing for the Don. I will need to build a new team for a Wednesday night meeting soon as we will have a team retiring in the near future…so I hope the new folks are ready in time. Parole had a snag as I was unable to get members from my own group to cover the last Wednesday commitment of August, and it has also been brought to my attention that the group covering September has forgotten that AA was not present for the first 2 weeks of September. I got last night covered and am trying to contact the group GSR to make sure they can meet the requirements for the rest of the month. This is a lesson for me on two fronts: 1) Remind my home group that whoever votes to take on a group commitment should also consider that they help fill it; and 2) I need to be more diligent at contacting groups and reminding them of their scheduled commitment. In 18, we keep a service list and have been able to keep it filled out, but – as usual – people forget as I do. YIL&S, Murray O. Next meeting: Mon.Oct.5 at 7:30 p.m. at 234.

COOPERATION with the PROFESSIONAL COMMUNITY (CPC) – Victoria B. (Steps to Serenity), committee member: This committee was present at District 22 Service Day; all went well. Comments have been posted regarding the recent American Psychiatric Association Conference held recently. CPC made the commitment to utilize their budget via the service districts. Victoria mentioned some problems with CPC getting to the recent Unity Day held in King City on Saturday Sept.26, but hopes all went well there. Next meeting: Mon.Oct.12 at 7 p.m. at 234.

INFORMATION AA DAY – Phil M. (Bloordale), Operating Committee Liaison: The 2010 date has been set for Sat., May 29, 2010. The GSO Speaker has also been booked. Marv W. (Mississauga) has resigned from the 2010 Chair position due to work commitments. Phil emphasized that we need to find a new Info AA Day 2010 Chair from Intergroup, as this event is a joint venture of GTAI and the nine Service Districts; Dist.22 DCM was last year’s Chair. One year of continuous sobriety is required. Please send Service resumes to the Operating Committee c/o 234. Next meeting: Mon. Oct.26 at 7:30 p.m. at 234.

ONTARIO REGIONAL CONFERENCE 2010 – Jim B. (Saturday Morning Disc.), 2010 Event Chairperson: Things are going smoothly at this time. The event will be held Fri., Sat., and Sunday March 19, 20, and 21, 2010 at the Royal York Hotel. All committee positions are filled. All out-of-town speakers are booked. The registration, Al-Anon registration, and banquet ticket prices remain the same. Room rate per night is $170 (please mention the ORC when booking for rooms). Event flyers/placards available soon.

PUBLIC INFORMATION – Bryan W. (Rox Glen Traditional), Chairperson: This committee did not meet in August. At the September meeting, 9 people were present, and 5 out of the nine districts were represented. As Bryan is rotating out of the P.I. Chair position, a member has stepped forward and will submit her resume to the Operating Committee for consideration. Dist.06: P.I. attended the recent American Psychiatric Association Conference in tandem with CPC. Dist.14: This district is collecting Grapevine and beginner pamphlets to be sent to jails. Dist.18: This district continues its beginner pamphlet holder/folder campaign (putting these in doctor’s offices, pharmacies, etc.). Anyone interested in helping out with this campaign can contact Bryan c/0 234. There was a Workshop for Speakers in Schools, etc. that was held in July; another Workshop is being considered for a December date. Next meeting: Mon.Oct.19 at 7:30 p.m. at 234.

RECEPTION – Rick McC. (Six Points), Operating 1^st Vice Chairperson: 71 reps were present at tonight’s meeting.

TREATMENT FACILITIES – no report. Next meeting: Thurs.Oct.15 at 7:30 p.m. at 234.

TWELFTH STEP – Jim O. (Markland Wood), Chairperson: Jim reported that this committee has been “over the top” in maintaining the past month’s phone schedule (which was well-attended); they are working very hard. Jim also thanked Floor members for spreading the word about volunteers needed for 12^th Step work and phone duty. This committee is holding a 12-Step Call Workshop to be held Tues.Oct.13 at 7:30 p.m. at Lansing United Church. All interested are welcome to attend. This committee will also been engaged in a ‘phone telethon’ on Sept.30; they will be calling all the volunteers that signed up for 12-Step work on the recent Volunteers list that was submitted to groups. A script will be used for this endeavour. Questions from the Floor: Wes B. (Long Branch) asked when the new phone system (handsets) will be installed; Jim replied that they will be installed this Wed. and Thurs. Bryan W. (Rox Glen Traditional) asked if the members on the current 12-Step List will be contacted; Jim said they would be called. Bill R. (Bellamy) inquired when the dialing out feature for the phones will be installed; Jim replied that this will be ‘Phase 2’ and will be installed at a later date. Next meeting: Fri. Oct.30 at 7 p.m. at 234.

WEBSITE/Better Times – Aaron K. (Yorkville), Chairperson: The Better Times is always looking for submissions and/or ideas for articles. Please have any submissions/announcements in to us by the 10^th of every month. Better Times welcomes two new Co-Editors, Sonja T. and Joanne L. In addition to Marrey’s efforts, the new team members are ready to serve you – the members of AA. Marrey of this committee also took the time to ask members for any submissions from those members who are/have been members of military service (for the upcoming November Edition, re: Remembrance Day). Next meeting: Sat. Oct.10 at 1 p.m. at 234.

WINTER SEASON OPEN HOUSE: Florence read the following report for WSOH Chair, Vlad G., who could not be present this evening: I would like to thank you for allowing me to be the committee chair of the 2009 WSOH as I enjoy it very much. So far we have booked the board room at 234, Suite #202 for Oct. the third at 1 pm and all past subcommittee chairs are welcomed and those also interested in the subcommittee positions:

1) Secretary

2) AA Closed Meeting Planner

3) Dinner Preparation coordinator

4) AA Literature Table Planner

5) Communications

6) Event Day Decorations coordinator

7) Greeting Captain

8) WSOH Music: Carolers, Barbershop Quartet, Seasonal Music

9) Purchaser

The Treasurer position has been filled by Marvyn W. (Mississauga Group). I would like to take a minute and thank Brian T. our webmaster for getting the information published on our website overnight. It was done seamlessly and quite fast. Thank you Brian. Also the church (Emmanuel-Howard Park Church, Roncesvalles & Wright Ave.) has been secured for the event and we need to get the cheque to Sheila. I will personally drop of the check and will survey the church and get a better idea of what equipment we can use. I would like to ask all the Intergroup and Alternates to ask at the group level for any volunteers that would like to get involved. Those interested can contact me at winter@aatoronto.org. They can also visit the website for more info. We will need quite a few volunteers. Thank you for all your support and have another sober 24.

UNFINISHED BUSINESS from Previous meetings: no unfinished business reported.

NEW BUSINESS:

Wayne O. (Anniversary) asked if any other groups received duplicate mailings of the Gratitude letter, as many members of his group did; no other duplicates were noted. Florence reminded reps that if members of their group have a change of address, they can submit these changes through our website, or call the office.

Bill R. (Bellamy) expressed concern for the fact that there are apparently ‘unsanctioned’ photocopies of the Beginner Pamphlets going around. This item is created/purchased through the Intergroup office. Wes B. (Long Branch) opined that, while the act of photocopying this pamphlet is not the best practice; at least a copy of the pamphlet could reach the newcomer or still-suffering alcoholic.

It was announced that Roy R. (Trial & Error), current Archives Chair, will be celebrating 25 years of continuous sobriety on Wed. Sept.30!

Florence: “For those of you who don’t know, a while ago there was a Referendum sent out to the membership on a Motion to change some things about the way Intergroup is run. Things in AA happen slowly. We have been working diligently on this. The Operating Committee has been meeting extra times. We had the Motion, and it got passed by the membership, and then it needed to get integrated with our policies & procedures. We had a committee to do that work: the Implementation Committee [for the Referendum]. They gave this back to the Operating Committee with a recommendation to review it. So this is what we’ve been working on. We currently have 2 documents to work with. We had the original committee that worked very hard on putting this together over a very long period of time. One of the documents that they produced was an integrated policies and procedures. So, the next group that worked on this [endeavour] did the same work; they took the same Motion and put it into the [current] policies and procedures. So, we essentially have 2 documents that were very earnestly worked on. But we need one that has to be put forward to the members; this is what the membership voted on, and this is what it looks like. Now, what we the Operating Committee chose to do is take the 2 documents that have been ‘morphed’, and compare them to each other, and using the Motion as a ‘tie-breaker’ if anything doesn’t make sense. So, all the work that was done on those 2 documents is incredibly valuable. It’s given us an opportunity to put together these items, with as much experience and calm-headedness as possible. But, we need a little more time to finish this task. Our Elections for changing this group [of the Operating Committee] is supposed to be in October. What we’d like to ask the Floor for is a little bit more time. We think we can get through it and have it published to the membership for early November, which, if we did Elections in January, would give us ample time for the membership to see it and understand it, and have it ready to go for Elections in January. So, if any member is interested in making a Motion, it would mean we [the current Operating Committee] would stay on until January.

Comments from Floor members: Dee T. (Streetsville) commented that he had the privilege of serving as Chair of the Implementation Committee, and made a Motion for the above; Mary (Restoration & Recovery) seconded the Motion (see below for official wording of Motion). Florence then outlined who can make a Motion and how this is done. Wes B. (Long Branch): “I served on the Implementation Committees. I think it’s a great idea. But I’m not sure if we could do that, because in our current Procedures & Guidelines, it would mean a total change to the current P & G, and I’m not sure if we could do that on a vote for a vote.” Florence: “The point is not to change the P & G, but to table it. “ Wes: “But if you stay on past your time [as Chair] then that is changing the P & G. I would suggest that, perhaps a way around it is to ask you people to stay on and continue doing it, even after the Elections. I just want to make sure we’re doing things according to our own ‘rules’”. Bill M. (One Day at a Time), past Operating Chair: “ The reason that this was put forward is because if people are elected next month, it is possible they will have to rotate out already in January, as the new P & G states that annual elections are in January.” Bryan W. (Rox Glen Traditional): “I think this is extenuating circumstances. It is unusual. I think we should just go for it, with that in mind.” John B. (High Park): “Could we just do this extension as suggested just this once, due to extenuating circumstances?” Dee T.: “ I think in light of the amount of effort, time and energy [in this endeavour]…for us to extend something for a couple of months in order that we can continue to do the best we can for our membership, is a matter of faith; in fact, I think it’s our responsibility.” Bill R. (Bellamy): “We appreciate the work that’s been done. Looking at the Notice of Motion, they refer to this kind of ‘transitional period’ [5 members of the current Operating Committee should be retained for one year]…so, if we were to have an Election in October, whoever runs would have to understand that 5 of them will be kept on for continuity.” Bill recommended a Motion that they [5 members] be a subcommittee – an ad hoc committee – for special purposes as outlined above. Florence pointed out that we can’t entertain Bill’s Motion as we are already discussing a separate Motion that is on the Floor, but he could bring it up later. Roy R. (Trial & Error): “It seems to me that there is a sense of ‘this one time only’ – I think it’s perfectly OK for the Intergroup Floor to agree to ‘step away’ from the P & G just one time, under these particular circumstances.”

Florence thanked everyone for the comments and attention to this issue. She asked Dee to restate the Motion:

Dee T. (Streetsville) made a MOTION that the current Operating Committee completes the job they started [combining the 2 P & G documents as recommended by the Referendum vote and the efforts of the Implementation Committee], and that they stay on until completion of that task, and with this in mind therefore move that Elections for the Operating Committee be held in January. This is with the understanding that this is a ‘one time only’ circumstance for the purposes outlined above. Motion is seconded by Mary (Restoration & Recovery).

A vote was taken; MOTION PASSES with a majority (One vote against Motion and one abstention noted).

CLOSING REMARKS: Florence reiterated to members that “we will work very hard for you!” She also stated that if members are coming tomorrow night to help with the phone telethon, she will be there with pizza and wings…”my cell phone, and a charger!!!” She also thanked office staff for the setup for this meeting.

There being no further business, the meeting adjourned with the Responsibility Pledge.

NEXT GENERAL MEETING: Tues.Oct.27 at 8 p.m. at Lansing United Church.