Illowa Intergroup Business Meeting Minutes

January 4, 2010

 

The meeting was called to order by Ben D. at 6:05 pm.

 

ATTENDANCE:

 

Groups Present:  Bettendorf, Blandine, Central Discussion, Courage to Change, House Group, North Scott, and Northwest.

 

Officers Present: Chair – Ben D., Co-Chair – Erica S., Secretary – Dee R., Office Manager – Lisa W.,  Treasurer – Susan F., Telephone Chair – Mel M.

 

Chairs Present: District 9 Liaison – Gail S., Events – Karen K.

 

Secretary’s Minutes - Minutes from the December 7, 2009 meeting were approved as published.

 

Treasurer’s Report –   Income for December, 2009 was $2,918.26.  Contributions totaled $625.01; sales were $2,289.95, and bank dividends totaled $3.30.

 

The breakdown for actual expenses and purchases for December is as follows: general expenses - $1,782.23, event expenses - $0, and literature purchases - $1,585.21.

 

The balance in the general checking and savings accounts as of December 31, 2009 was $6,322.94. Of this balance, liabilities total $1,682.10.  This leaves a remaining balance of $4,640.84.  The balance in the events account is $300.00.

 

Susan reported that group contributions are down and we are not maintaining our prudent reserve.  We also discussed that there was an overall loss of $2,688.77 in 2009.  The Intergroup reps were asked to share this information with their group and a letter will also be sent to the groups in an effort to increase contributions.

 

Any group rep who would like a copy of the monthly balance sheet in addition to the profit and loss report should contact the Office Manager ahead of time so that she can have that available.

 

A copy of the Profit & Loss report was available for the reps to share with their groups.  This form reports both monthly and year-to-date financial information.  – Susan F., Treasurer

 

Office Manager’s Report – Call counts for December were 1 twelve-step, 200 information, 1 Alanon/Alateen, 1 speaker request, and 43 visitors. 

 

I made an error on the front page of the January newsletter – the contributions listed are wrong, so I have copies of the correct amounts contributed by the groups available for the Intergroup reps tonight and here at the office for anyone who is interested.

 

I looked at annual group contributions for the past five years since we have had Quick Books, and they have consistently gone down, though of course, expenses have gone up in the past five years.

 

Please notify the Intergroup office of any events you have coming up so I can let people know about them when they call.  I was not informed of some holiday events or notified at the last minute, so was unable to help callers who were looking for somewhere to go.  We are still looking for backup volunteers and a permanent Friday volunteer, as well as people for our 12-step list.  – Lisa W., Office Manager

 

There was additional discussion about updating our 12-step list and seeking more volunteers to be on the list.

 

Telephone – All is going well. – Mel M., Telephone Chair

 

Events: - I have found a speaker for the Intergroup dinner/dance event for Saturday, April 24th.  Her name is Marsha S. from Union, IL. She’s in her 40’s and has 22 years of sobriety.  I’ve talked with her and I’m very excited to hear her speak.  I have a room booked for her at The Lodge in Bettendorf on the same night.  Tammy D. has agreed to be her host for her stay here.  Aaron LaFoe from Dubuque, IA will be our D.J. for the evening.  The dinner menu is beef, chicken, mashed potatoes and gravy, vegetable medley, tossed salad, and rolls. Coffee and cake will also be provided.  I’ll be finishing up the loose ends in the weeks to come.  Tickets will go on sale in February for $20 each.  – Karen K., Events Chair

 

Newsletter: - Heidi L. will be filling in as temporary Newsletter Chair until a permanent person is found.  Everything went well. – Heidi L.

 

District 9 Report – Gail S. shared information that was discussed at the District 9 meeting on January 3, 2010.  – Gail S., District 9 Liaison

 

District 90 Report – The December meeting was cancelled due to inclement weather.  The DCM and Grapevine positions are still open.  The Cabin Fever Speaker Banquet will be held on February 20th in Kewanee, IL.  – Dee R., Acting District 90 Liaison

 

Please see the full report for District 9 and District 90 in the newsletter and on the website at www.aaquadcities.com.

 

Old Business –

The Newsletter Chair and District 90 Intergroup Liaison positions are still open.

 

Dee R. reported that she contacted the webmaster, District 9, and District 90, to discuss adding Intergroup’s telephone number to the header of the www.aaquadcities.com website so that it will be easier for visitors to the site to find the information.  Both districts have approved the change and have contacted the webmaster.  The change should be made very soon.

 

New Business –  

The Chairperson, Ben D., requested that the nominating committee be formed for the upcoming elections in March.  Lisa W. will chair the committee, and Terri B., Dee R., Heidi L., and Shannon M. will participate on the committee.

 

Terri B. reported that there are 2 AA groups listed in a weekly newspaper publication with a website that might imply affiliation with a church.  She has contacted the DCM’s in District 9 and 90 and they are discussing this issue with those groups.  They hope to get this resolved immediately.  Terri will give an update next month on the issue.

 

Dee R. reported that there is an error on the Illowa Intergroup Bylaws that were revised in January 2009.  The error is in Article VI – Election of Officers of the Body of Representatives, Section 1.  The first listing is how it currently reads, followed by how it should be.

 

Section 1 - Officers are elected for a one-year term.  No individual shall be eligible to serve as an officer for more than two (2) consecutive years, nor for more than two (2) years out of any ten-year period.

 

Should be:

 

Section 1 - Officers are elected for a one-year term.  No individual shall be eligible to serve in the same officer position for more than two (2) consecutive years, nor for more than two (2) years out of any ten-year period.

 

Article V of the Bylaws states that:  The Intergroup Office Constitution and By-Laws may be amended by a two thirds (2/3) vote of a quorum of the Body of Representatives present at any regular meeting of the Body of Representatives, providing a copy of the proposed amendment was mailed out to each registered group at least twenty (20) days before the meeting at which action is to be taken on the amendment.

 

A letter will be sent out to all of the groups immediately announcing the suggested change and this will be voted on at the February business meeting if possible.  All groups are encouraged to attend so that we have a quorum present.

 

 

Additional Discussion

Terri B. requested that new officers receive a copy of their job description when they are elected to a position.  It was reported that all officers and reps are given a packet of information which includes all of the job descriptions in the Illowa Intergroup Bylaws. 

 

Group Reports - No reports submitted.

 

 

The meeting adjourned at 7:20 pm.

 

THE NEXT INTERGROUP MEETING WILL BE HELD ON FEBRUARY 1, 2010.