All posts by WAIA Rep

WAIA MEETING September 2017

091217-WAIA-Minutes-with-Attachments-Provisional

Minutes: Executive Committee and Board of Directors Meetings

Tuesday, September 12, 2017

[Pending Approval by Board of Directors on October 10, 2017]

 

 

 

 

 

EXECUTIVE COMMITTEE

 

Chair (Matt): The meeting was called to order at 7:05 P.M.

 

Office Administrator (Luella): July Calls: 478 calls, 41 for help, 58 walk-ins, 3 “No Meeting at Location” calls: Count Me In – probably no meeting on Labor Day; Buy Time meeting in VA – Correct time online; Gay Group moved from St. James

Church to St. Mark’s. August Calls: 467 calls, 30 for help, 45 walk-ins, 5 “No Meeting at Location” calls: 180 degree Club,

Monday 8:30 P.M. – no one showed up to unlock door; SW Renewal – New location correct on website; UMD Young People, Thursday 7:30 P.M., Damsel in Success, Friday 8:30 P.M. and Latinos de Maryland, Sunday noon all need to be checked out; information will be forwarded to the Outreach Committee. Volunteers needed at the desk, 4 slots open: Monday 10:00 A.M.-1:00 P.M., Tuesday 4:00-7:00 P.M., Thursday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M. The October issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Treasurer (David D.): [see attachment]

Year to Date Profit and Loss for Second Quarter of 2017

  • Year to Date, we had a total gross profit of $82,614.80 and $87,546.36 in expenses.
  • Our expenses included $15,250 in accounting expenses, of which $12,250 was a one-time expense to address our past accounting deficiencies.
  • Our net profit for the first half of the year was -$5,024.94.

IRS 990 Update: Our IRS 990 is due on November 15, 2017 (extension date). I have reviewed the report and a copy is attached, which I will sign with the approval of the Executive Committee. Any objections to be submitted to him by September 19.

Sales Tax Update: All of our Sales Tax returns are up to date and paid in full with one exception for April 2016, which we are waiting for the District reply.  We have paid a total of $9,990.10 in taxes and interest for sales tax due since 2014.  All penalties have been waived.  As of today, we have a credit of $0.87.

Total cost of Accounting work

  • = $2,450 (for sales tax and bookkeeping)
  • = $12,750 (for sales tax and bookkeeping)

$2,500 (for 2015 990)

$2,500 (for 2016 990, bill coming)

$4,175 (for sales tax and bookkeeping, bill coming)

$480 (estimate for Q4 sales tax and bookkeeping)

$24,855 Total, $20,405 in 2017

Of the total expected accounting costs in 2017 of $20,405, $5,500 is for usual and customary expenses that we expect to continue to have in 2018 and $14,905 for one-time expenses due to our accounting deficiencies.

Our total accounting costs for repairing our past accounting failures is less than the amount we would have paid had we employed a competent accountant since 2014 ($21,600 for 48 months).

Our initial estimates were that we would owe over $17,000 in sales tax for 2014-2016, with penalties over $7,000 and interest over $27,255 for a total liability of more than $50,000.

Our accountants were able to get this figure down to $10,060 in sales tax, $2,840 in interest and no penalties; a total liability of $12,905. DC has waived all sales tax penalties from 2014-present.

 

 

Initial Estimate of Sales Tax Liability (2014-2016)

Year Estimated Basis Estimated Tax Estimated

Penalty

Estimated Tax and Penalty Estimated

Interest

Estimated Tax,

Interest and

Penalty

Source
2016 $          68,469.00 $            3,936.97 $                     – $            3,936.97 $                     – $            3,936.97 2016 990
2015 $        133,517.00 $            7,677.23 $            4,222.48 $          11,899.70 $          12,946.90 $          24,846.60 2015 990
2014 $        100,000.00 $            5,750.00 $            3,162.50 $            8,912.50 $          14,308.30 $          23,220.80 2014 990
$          17,364.20 $            7,384.98 $          24,749.17 $          27,255.20 $          52,004.37 $                     –

 

Actual Sales Tax Liability (2014-2016)

Year Tax Interest Penalty Payment
2014 $    3,679.90 $  1,605.18 $        – $    5,285.08
2016 $    2,984.10 $     386.76 $        – $    3,370.86
2015 $    3,347.55 $     860.03 $      4.38 $    4,211.96
$  10,011.55 $  2,851.97 $      4.38 $  12,867.90

2018 Budget: Sales tax returns need to be done monthly. 990’s annually. QuickBooks support will require a quarterly review of up to 4 hours. Any additional changes to our categories and accounts will be billed at $80.00 per hour. Sales tax return prep is about $100 per month.

990 = $2500 per year.

Sales Tax Returns = $1200 per month

Bookkeeping support = $1280

Total = $4,980 ($415/month)

Recommended Budget of $450/month or $5500/year.

 

Finance (Karen): [see attachment]: After a productive and efficient budget meeting in August, the 2018 proposed budget came in at -$ 3,056.32. Matt proposed that we increase the contributions by that amount for a balanced budget. Hopefully we can vote on and get this approval tonight. On a separate but related topic, the budget meeting included a lively discussion on 2019 budget for the banquet. This will be a separate vote since the banquet approval is always months ahead of our usual budget meeting. I asked Jordan to elaborate on this plan:

  • if income 2018 banquet breaks even with budget, 2019 budget would be set by income brought in
  • if 2018 banquet is over budget, 2019 banquet budget would be established by gross proceeds from 2018 banquet income – cost of 2018 banquet
  • If the cost of 2018 banquet is under budget and/or gross proceeds exceeds budget, then 50% of proceeds of net income will be added to 2019 budget with remaining 50% given back to fund WAIA operations

Last but not least, I will give the quarterly update for October WAIA meeting as my last task as Finance Chair.

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee usually meets the first Monday of the month at 7pm at the WAIA Office; however, the meeting will be held on October 9th.  There is also a dial in number, 515/739-1020 use access Code: 617307. The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee.  The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org. Our current needs are to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call (See handouts); to fill vacant desk volunteer slots; and to improve office functions and services. The function and service focus is on the Where and When. Size reduction is necessary to keep the price at $1.00.  Therefore, meetings in outlying counties are being removed and a link to Area 71 Virginia with their meeting locator has been added in the WAIA website. Another primarily driver is that we want to make sure that meeting information is not outdated when it’s just as easy to provide a connection to the primary/original source of information.  The final driver is to reduce the amount of work that goes into trying to verify the data that we don’t get directly from the groups/meetings that are not part of Area 13. There will be a Desk Volunteer Workshop/ Appreciation Day at the Westside Club in the afternoon on October 28th.

 

Old Business: None

 

New Business: GALA proposal from Jordan (see General Discussion)

 

General Discussion:

Jordan: Motion to continue GALA in 2019 as a calculated function of cost/income of 2018; budget scaled to reality. [Motion: The 2019 GALA budget will be determined by the gross 2018 experience, such that: a) if a deficit, deduct that from the 2018; OR b) if a surplus, add 50% of surplus to the 2018 budget.]

Matt: Jeff resigned as Vice Chair; will continue as Member-at-Large for remainder of term; proposed Ralph as Vice Chair of Executive Committee. Katherine R. will Co-Chair Office Committee with Alex. Jeff as Chair of Elections Committee.

Approved by Executive Committee.

David H. (Rules): Will introduce summary of inventory and clarifying bylaws changes – to be reviewed by Executive Committee at special meeting and draft distributed to Board in November then voted by Board in December.

 

The meeting of the Executive Committee adjourned at 7:45 P.M.

 

BOARD OF DIRECTORS

The Chair (Matt; chair@aa-dc.org) called the meeting to order at 8:00 P.M., followed by a group recitation of the Serenity Prayer. Patrick read the WAIA Preamble. New Representatives/Board Members and Alternates self-introduced and were directed to Ben for copies of the new member packet; David H., Chair of the Rules Committee, has copies of the WAIA Bylaws available upon request (and downloadable from the website); Matt emphasized the importance of abiding by those guidelines. Members of the Executive Committee self-introduced. The July 11, 2017 Minutes were approved. He reinforced the process of getting New Business onto the agenda by forwarding motions/ideas to chair@aa-dc.org. There was no meeting in August, but rather a Budget meeting was convened instead. He asked the courtesy of brevity and noninterruption during presentations and discussions. The changes in the Executive Committee as approved by Executive Committee were outlined. He asked Board members to consider running for 2018 offices, particularly as Executive Committee members and Committee Chairs; the election will be held in December.

 

EXECUTIVE AND CHARTERED COMMITTEE REPORTS:

 

Office Administrator (Luella; administrator@aa-dc.org): July Calls: 478 calls, 41 for help, 58 walk-ins, 3 “No Meeting at

Location” calls: Count Me In – probably no meeting on Labor Day; Buy Time meeting in VA – Correct time online; Gay

Group moved from St. James Church to St. Mark’s. August Calls: 467 calls, 30 for help, 45 walk-ins, 5 “No Meeting at

Location” calls: 180 degree Club, Monday 8:30 P.M. – no one showed up to unlock door; SW Renewal – New location correct on website; UMD Young People, Thursday 7:30 P.M., Damsel in Success, Friday 8:30 P.M. and Latinos de Maryland, Sunday noon all need to be checked out; information will be forwarded to the Outreach Committee. Volunteers needed at the desk, 4 slots open: Monday 10:00 A.M.-1:00 P.M., Tuesday 4:00-7:00 P.M., Thursday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M. The October issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Treasurer (David D.; treasurer@aa-dc.org): [see attachments (3)] David announced that he will be leaving the Committee after two years of service – a new Chair will be needed.

Year to Date Profit and Loss for Second Quarter of 2017

  • Year to Date, we had a total gross profit of $82,614.80 and $87,546.36 in expenses.
  • Our expenses included $15,250 in accounting expenses, of which $12,250 was a one-time expense to address our past accounting deficiencies.
  • Our net profit for the first half of the year was -$5,024.94.

IRS 990 Update: Our IRS 990 is due on November 15, 2017 (extension date). I have reviewed the report and a copy is attached, which I will sign with the approval of the Executive Committee. Any objections to be submitted to him by September 19.

Sales Tax Update: All of our Sales Tax returns are up to date and paid in full with one exception for April 2016, which we are waiting for the District reply.  We have paid a total of $9,990.10 in taxes and interest for sales tax due since 2014.  All penalties have been waived.  As of today, we have a credit of $0.87.

Total cost of Accounting work

  • = $2,450 (for sales tax and bookkeeping)
  • = $12,750 (for sales tax and bookkeeping)

$2,500 (for 2015 990)

$2,500 (for 2016 990, bill coming)

$4,175 (for sales tax and bookkeeping, bill coming)

$480 (estimate for Q4 sales tax and bookkeeping) $24,855 Total, $20,405 in 2017

Of the total expected accounting costs in 2017 of $20,405, $5,500 is for usual and customary expenses that we expect to continue to have in 2018 and $14,905 for one-time expenses due to our accounting deficiencies.

Our total accounting costs for repairing our past accounting failures is less than the amount we would have paid had we employed a competent accountant since 2014 ($21,600 for 48 months).

Our initial estimates were that we would owe over $17,000 in sales tax for 2014-2016, with penalties over $7,000 and interest over $27,255 for a total liability of more than $50,000.

Our accountants were able to get this figure down to $10,060 in sales tax, $2,840 in interest and no penalties; a total liability of $12,905. DC has waived all sales tax penalties from 2014-present.

 

Initial Estimate of Sales Tax Liability (2014-2016)

Year Estimated Basis Estimated Tax Estimated

Penalty

Estimated Tax and Penalty Estimated

Interest

Estimated Tax,

Interest and

Penalty

Source
2016 $          68,469.00 $            3,936.97 $                     – $            3,936.97 $                     – $            3,936.97 2016 990
2015 $        133,517.00 $            7,677.23 $            4,222.48 $          11,899.70 $          12,946.90 $          24,846.60 2015 990
2014 $        100,000.00 $            5,750.00 $            3,162.50 $            8,912.50 $          14,308.30 $          23,220.80 2014 990
$          17,364.20 $            7,384.98 $          24,749.17 $          27,255.20 $          52,004.37 $                     –

 

Actual Sales Tax Liability (2014-2016)

Year Tax Interest Penalty Payment
2014 $    3,679.90 $  1,605.18 $        – $    5,285.08
2016 $    2,984.10 $     386.76 $        – $    3,370.86
2015 $    3,347.55 $     860.03 $      4.38 $    4,211.96
$  10,011.55 $  2,851.97 $      4.38 $  12,867.90

2018 Budget: Sales tax returns need to be done monthly. 990’s annually. QuickBooks support will require a quarterly review of up to 4 hours. Any additional changes to our categories and accounts will be billed at $80.00 per hour. Sales tax return prep is about $100 per month.

990 = $2500 per year.

Sales Tax Returns = $1200 per month

Bookkeeping support = $1280

Total = $4,980 ($415/month)

Recommended Budget of $450/month or $5500/year.

 

Finance Committee (Karen; finance@aa-dc.org): [see attachment]: After a productive and efficient budget meeting in August, the 2018 proposed budget came in at -$ 3,056.32. Matt proposed that we increase the contributions by that amount for a balanced budget. Hopefully we can vote on and get this approval tonight. On a separate but related topic, the budget meeting included a lively discussion on 2019 budget for the banquet. This will be a separate vote since the banquet approval is always months ahead of our usual budget meeting. I asked Jordan to elaborate on this plan:

  • if income 2018 banquet breaks even with budget, 2019 budget would be set by income brought in
  • if 2018 banquet is over budget, 2019 banquet budget would be established by gross proceeds from 2018 banquet income – cost of 2018 banquet
  • If the cost of 2018 banquet is under budget and/or gross proceeds exceeds budget, then 50% of proceeds of net income will be added to 2019 budget with remaining 50% given back to fund WAIA operations Last but not least, I will give the quarterly update for October WAIA meeting as my last task as Finance Chair. The Motion to approve the 2018 Budget was approved unanimously.

 

Executive Committee Meeting (Terry; secretary@aa-dc.org): Officers, Committee Chairs, Liaisons and all others providing oral reports at the meeting were requested to either write any critical elements or submit those data by E-mail to ensure their accuracy. The discussions conducted during the meeting of the Executive Committee, not already presented, were summarized.

 

Elections Committee (Jeff; elections@aa-dc.org): Board members are encouraged to consider making themselves available for elected positions and for service on Committees or as Committee Chairs.

 

Hospitals and Institutions (H&I) Committee (Dave B.; hni@aa-dc.org): No Report

 

Literature Committee (Mike; literature@aa-dc.org): No Report

 

Nightwatch Committee (Richard; nightwatch@aa-dc.org): No Report

 

Office Committee + Website Committee (Katherine + Alex; office@aa-dc.org + website@aa-dc.org): The Office

Committee usually meets the first Monday of the month at 7pm at the WAIA Office; however, the meeting will be held on October 9th.  There is also a dial in number, 515/739-1020 use access Code: 617307. The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee.  The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org. Our current needs are to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call (See handouts); to fill vacant desk volunteer slots; and to improve office functions and services. The function and service focus is on the Where and When. Size reduction is necessary to keep the price at $1.00.  Therefore, meetings in outlying counties are being removed and a link to Area 71 Virginia with their meeting locator has been added in the WAIA website. Another primarily driver is that we want to make sure that meeting information is not outdated when it’s just as easy to provide a connection to the primary/original source of information.  The final driver is to reduce the amount of work that goes into trying to verify the data that we don’t get directly from the groups/meetings that are not part of Area 13. There will be a Desk Volunteer Workshop/ Appreciation Day at the Westside Club in the afternoon on October 28th.

The focus of the Office Committee under Katherine will be on providing what is necessary for volunteers to do their work as effectively as possible. A current (September-November) change is the conversion of the phone to Vonage from Verizon; this will be completed in November (full change-over), with number unchanged. Seeking ASL-talented members to advise on better serving hearing-impaired, recovering alcoholics. Loudon, Prince William, Stafford counties of Virginia are currently in WAIA Where and When – will be removed in next issue. Alex thanked the Board for sending him to the National AA Technology Workshop (NAATW). He mentioned that the most popular Meeting Guide app among the Intergroups represented at that Workshop was the one developed by our website contractor.

 

Outreach Committee (Ben; outreach@aa-dc.org): This Committee is responsible for welcoming new members of the Board and ascertaining validity of meetings listed in the Where-and-When/Online database, but reported as vacant. He expressed the wish to have the Board members encourage contributing groups to all have WAIA Representatives. The Committee is considering a Traditions Workshop in Spring 2018.

 

Rules Committee (David H.; rules@aa-dc.org): The Rules inventory is nearly completed; it will be ready for Board consideration in December.

 

Website (Technology) Committee (Alex; website@aa-dc.org): See combined report with Office Committee.

 

Registrar (Vittorio; registrar@aa-dc.org): Any Group Representatives or Alternates not already signed in were asked to do so and he requested that any new Representatives or Alternates fill out the appropriate forms at the Registrar table. In attendance were: 27 Voting Representatives, 2 Voting Alternates, 4 Non-Voting Alternates and 0 Visitors/Guests, for a total eligible voter count: 29

 

OLD BUSINESS: None

 

NEW BUSINESS:

 

Alex (Executive Committee): Motion to approve 2018 Budget as provided by Finance Committee – unanimous approval

 

Jordan (Gala Committee): Motion: The 2019 GALA budget will be determined by the 2018 gross revenue experience, such that: a) if a deficit, deduct that from the 2018 gross revenue; OR b) if a surplus, add 50% of surplus to the 2018 Budget; and c) if there is a break-even, no change will be made. The Motion passed.

 

AD HOC COMMITTEE REPORTS:

 

Archives Committee (Barry; archives@aa-dc.org): The DC Founders day celebration has been CANCELLED

 

Gala Committee (Mike, gala@aa-dc.org; 240/595-3457): Plan to guide scope of future years: Motion: The 2019 GALA budget will be determined by the 2018 gross revenue experience, such that: a) if a deficit, deduct that from the 2018 gross revenue; OR b) if a surplus, add 50% of surplus to the 2018 Budget; and c) if there is a break-even, no change will be made. [March 24, 2018 is the date for the upcoming event; ticket sales will be available online]

 

Grapevine (Carlos; grapevine@area13aa.org; 202/607-3087): He announced a special sale, limited to availability of copies of the books I Am Responsible: The Hand of AA and The Home Group: Heartbeat of AA for $6.50 each. AA Grapevine has published a new collection, entitled Voices of Women in AA, which sells for $11.50.

 

Hospitality Committee (hospitality@aa-dc.org): Matt extended thanks to Patrick for preparing the coffee and for providing the snacks. Five volunteers to help with cleanup were identified.

 

New Reporter Committee (Tony; newreporter@aa-dc.org): No Report

 

Old Timers Committee (Bob G.; oldtimers@aa-dc.org): The 39th Annual Old Timer’s Gratitude Meeting will be held on Friday, November 10 from 7:00-9:30 P.M. at the Oakdale Church, 3425 Church Road, Olney, MD 20832. Rachel has agreed to be 2018 Chair with Bob remaining on the Committee to ease the transition.

 

Public Information/Cooperation with the Professional Community Committee (Pat G.; publicinfo@aa-dc.org; cpc@aadc.org):

Events:

  • August 18 (Friday; 1:00-4:00 P.M.): Housing UP Community Fair (Galen Terrace, 1649 Galen Street, SE, DC). A selection of AA pamphlets and Where and When’s were given to the organizers to display at the event.
  • August 31 (Thursday; 11:00 A.M.-2:00 P.M.): Federal Emergency Management Agency (FEMA) Employee Wellness Fair (500 C Street SW, DC) – CANCELLED DUE TO NEED FOR HEADQUARTERS EMPLOYEES TO RESPOND TO HURRICANE HARVEY
  • October 12 (Thursday; 11:00 A.M.-1:00 P.M.): Government Publishing Office (GPO) Health Fair, 732 North Capital Street, DC 20401 – 10/12/17, – CANCELLED UNTIL FURTHER NOTICE.

Upcoming Events:

  • September 20 (Wednesday; 11:00 A.M.-1:00 P.M.): AAAS (American Association for the Advancement of Science) Health & Wellness Fair (1200 New York Avenue, NW, DC)
  • November 9 (Thursday; 10:00 A.M.-1:30 P.M.) American University Health Fair (4400 Massachusetts Avenue, NW, DC)

Sharon F. has agreed to serve as Co-Chair (still need an additional, new Co-Chair, since Pat has stepped down)

 

Special Needs Committee (Teresa; specialneeds@aa-dc.org): No Report

 

Young People in AA Committee (Jason; www.dcypaa.org): No Report

 

LIAISON REPORTS ABOUT RELATED GROUPS:

 

Washington Area General Service Assembly (Terry; secretary@aa-dc.org): Since our last Board meeting, the Washington

Area General Service Assembly (WAGSA) convened twice as an informational committee meeting, on both Monday, August 14 and Monday, September 11. At each session, the Delegate provided what limited information was permissible about the litigation regarding ownership of the printer’s copy of the first edition of the Big Book. He also provided information about and copies of the new, yellow “Safety Card for AA Groups.” The many who attended the XLV

Convention Hispanic of AA on September 1-3 at the Hilton Baltimore reported on the success of that event. Several of the Districts have become quite active, holding not only organizational meetings, but social and recovery-themed events.

Separate committees are working on plans for the Eastern Area Conference of Young People in AA (EACYPAA) and the International Conference of Young People in AA (ICYPAA) both of which will hold meetings in Maryland in 2018. Although no formal business is finalized at Area Committee meetings, two topics, which will be discussed and voted on at the Fall Assembly meeting were introduced: 1) reduce the number of Area Committee meetings from eleven per year in favor of more direct communication at the District levels; three Assembly meetings per year are required by the corporate Bylaws; and 2) distribute draft Minutes of each Area Committee and Assembly meeting by E-mail to all registered Assembly participants within fourteen days after each meeting, so that they can be read and considered prior to the call for their approval at the next session. Other planned activities reported are reflected in the listing of events below.

Upcoming Dates of Interest:

  • October 9 (Monday; 7:30-9:00 P.M.): WAGSA Committee meeting (Silver Spring Presbyterian Church, 580 University Boulevard, East, Silver Spring, MD 20901)
  • October 21 (Saturday; 9:30 A.M.-2:30 P.M.): WAGSA Fall Assembly (Holy Cross Hospital, Auditoria A and C, 1500 Forest Glen Road, Silver Spring, MD 20910)
  • November 19 (Sunday; 8:00 A.M.-Noon): 31st Annual Area 13 Gratitude Breakfast (College Park Marriott Inn and Conference Center, 3501 University Boulevard East, Hyattsville, MD 20783)
  • November 28-December 1 (Tuesday-Friday): Association of Military Surgeons of the United States (AMSUS) Annual Meeting (Gaylord National Resort and Convention Center, 201 Waterfront Street, National Harbor MD 20745); WAGSA will host a booth and arrange daily onsite meetings
  • April 14 (Saturday; 9:30 A.M.-2:30 P.M.): WAGSA Spring Assembly/Delegate Report-Back (location TBD)

 

Northern Virginia Intergroup (Ralph; rjustus@ieee.org; 301/367-5774):

NVI Board meetings: 1st Tuesday of the month

Contacts: Pauline D., Office Manager (703-293-9757; info@nvintergroup.org) and Mike G., Chair, Board of Directors

(chair@nvintergroup.org)

August 1 NVI Board Meeting Highlights:

  • April calls: 181 total: 83 meeting info; 15 newcomer; 58 other
  • Financials: April contributions $2,600 less than budgeted Prudent reserve: 6 months
  • Net income: -$2,000; Year To Date: +$6,700
  • September 5 Board meeting – cancelled.
  • 32nd Annual Intergroup/Central Office/AAWS/AAGV Seminar in October 2017

Monthly NVI-Host planning meetings at NVI HQ (10400 Eaton Place Suite 140 Fairfax VA 22030)

Upcoming Events (see flyers at:  www.nvintergroup.org)

  • September 16 (Saturday): Mount Vernon District #11 Picnic (Alexandria, VA)
  • September 16 (Saturday; 12:30 P.M.): Falls Church District #6 Celebration of Service (Falls Church, VA)
  • September 17 (Sunday; 11:00 A.M.): Manassas and Centreville Districts Picnic (Nokesville, VA)
  • September 30 (Saturday; 9:00 A.M.): VAC Corrections Workshop (Leesburg, VA)
  • October 7 (Saturday; 8:00 A.M.): Manassas District #33 Fall Workshop (Manassas, VA)
  • November 4 (Saturday; 6:30 P.M.): Old Timers’ Speaker Meeting (Burke, VA)
  • November 4 (Saturday; 6:00 P.M.): Manassas District #33 66th Anniversary (Manassas, VA)
  • November 12 (Sunday; 8:30 A.M.): 12 NVI Gratitude Breakfast (Springfield, VA)

 

Hispanic Intergroup: No Report

 

ANNOUNCEMENTS; GROUP ANNIVERSARIES; PERSONAL ANNIVERSARIES; RAFFLE

 

The meeting of the Board of Directors was adjourned at: 9:40 P.M.

 

ATTACHMENTS: (2)

Year-to-Date Profit and Loss – Second Quarter 2017

Approved 2018 Budget

 

WAIA MEETING July 2017

071117-WAIA-Minutes-with-Attachments-Approved

Minutes: Executive Committee and Board of Directors Meetings Tuesday, July 11, 2017

[Approved by Board of Directors on September 12, 2017]

 

EXECUTIVE COMMITTEE

 

Chair (Matt): The meeting was called to order at 7:00 P.M. The operating plan was to end meeting by 8:45, completing all

“corporate” reports and other necessary business. He announced that Ralph J. had volunteered to fill the vacant At-Large position on the Executive Committee; there was unanimous approval by the Executive Committee.

 

Office Administrator (Luella): June Calls: 374 calls: 27 for help, 38 walk-ins, 3 “No Meeting” calls [Investment group – no meeting was held that Tuesday at Noon; Westside Club Wednesday 7:00 P.M. – deleted; 11th Step at St. Nicholas Wednesday meeting – deleted]. Volunteers needed at the desk, 8 slots open: Tuesday 1:00-4:00 P.M., Tuesday 4:00-7:00

P.M., Tuesday 7:00-10:00 P.M., Thursday 4:00-7:00 P.M., Thursday 7:00-10:00 P.M., Saturday 1:00-4:00 P.M., Saturday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M. HS Commercial Cleaning, LLC cleaned the office carpets on Saturday, June 17 at 10:00 A.M. Many thanks to Jeff and Barry for helping out. The August issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Treasurer (David D.): Two payments have been made to DC for 2014 and 2015 sales tax + interest (penalties yet to be determined). All other DC sales returns have been filed, up-to-date; payments yet to be determined. IRS 990 form for 2016 is in final review by the accountant. Accounting fees have been paid (and budgeted) on an annualized basis, so they do not show up on the monthly reports.

 

Finance (Karen): The annual Budget Meeting is scheduled for Tuesday, August 8; the plan is to run the process as was done for the past two years; all WAIA Board members are welcome to attend as voting participants. Executive Committee attendance requested by Matt. The next quarterly report will be provided in October; still somewhat ahead of projected Budget. Quickbooks, as set up, does not provide direct report of budget-year-to-date; modifications of those settings are under consideration. Jordan has agreed to serve as Finance Committee Chair for 2018. There was a question about the future of the annual Gala; the June Board agreed that if the 2018 event does not break-even or better, that tradition will be discontinued; this issue will certainly be part of the discussion at Budget Meeting. Karen will detail to the Board the nature of the work to be conducted at the Budget Meeting to encourage active participation.

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7:00 P.M. at the

WAIA Office. There is also a dial-in teleconference mechanism available (515/739-1020; use access Code: 617307). The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee. The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central

Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Group Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join, stop by during the monthly meeting or contact us via email office@aa-dc.org. Our current need is to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call (See Attachments 1 and 2); to fill vacant desk volunteer slots; and to improve office functions and services. WAIA Office Cleanup Day – June 17 was a success, carpets are cleaned and brighter. Much work is being accomplished by committee members. Results will include: 1) Updated 12 Step Volunteer list to improve responsive ness to calls for help. Volunteers put WAIA telephone number in your contacts (202/966-9782. Will track first time meeting calls (believe about 60 per month), 12 Step Volunteers should be advised that Desk Volunteers are handling these and in general, if called they need to offer additional time and support. 2) More focused Where and When, removing Virginia meetings that are outside Arlington, Alexandria and Fairfax (removes over 300 meetings); this will keep the price of the next hard copy of the Where and When under a dollar.

 

Old Business: None

 

New Business: None

 

General Discussion:

Matt: There needs to be some discussion of the possible outcomes of whether to include Virginia meetings in the WAIA website search function (esp. after removed from WnW). Office and Website Committees will further consider options. Alex: Budgetary savings on website operations and maintenance will cover the cost of his attendance at the annual National AA Technology Workshop (NAATW), Sacramento, CA, September 8-10, 2017.

 

The meeting of the Executive Committee adjourned at 7:43 P.M.

 

BOARD OF DIRECTORS

The Chair (Matt; chair@aa-dc.org) called the meeting to order at 8:00 P.M., followed by a group recitation of the Serenity Prayer. Alan read the WAIA Preamble. New Representatives/Board Members and Alternates self-introduced and were directed to Ben for copies of the new member packet; David H., Chair of the Rules Committee, has copies of the WAIA Bylaws available upon request (and downloadable from the website); Matt emphasized the importance of abiding by those guidelines. Members of the Executive Committee self-introduced. Matt recommended brevity of Committee reports, as appropriate. The June 13, 2017 Minutes were approved. He reinforced the process of getting New Business onto the agenda by forwarding motions/ideas to chair@aa-dc.org. He noted that Ralph J. was unanimously approved by the Executive Committee to complete the unexpired At-Large Member term open on the Executive Committee. There will NOT be a Board meeting in August, but the annual Budget meeting will occur on Tuesday, August 8 at the same time and place or the regular Board meeting. There is no New Business or Old Business tonight, but corporate reports (required of a corporation) will be presented. A few announcements will be made.

 

EXECUTIVE AND CHARTERED COMMITTEE REPORTS:

 

Office Administrator (Luella; administrator@aa-dc.org): June Calls: 374 calls: 27 for help, 38 walk-ins, 3 “No Meeting” calls [Investment group – no meeting was held that Tuesday at Noon; Westside Club Wednesday 7:00 P.M. – deleted; 11th Step at St. Nicholas Wednesday meeting – deleted]. Volunteers needed at the desk, 8 slots open: Tuesday 1:00-4:00 P.M., Tuesday 4:00-7:00 P.M., Tuesday 7:00-10:00 P.M., Thursday 4:00-7:00 P.M., Thursday 7:00-10:00 P.M., Saturday 1:004:00 P.M., Saturday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M. HS Commercial Cleaning, LLC cleaned the office carpets on Saturday, June 17 at 10:00 A.M. Many thanks to Jeff and Barry for helping out. The August issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Executive Committee Meeting (Terry; secretary@aa-dc.org): Officers, Committee Chairs, Liaisons and all others providing oral reports at the meeting were requested to either write any critical elements or submit those data by E-mail to ensure their accuracy. The discussions conducted during the meeting of the Executive Committee, not already presented, were summarized.

 

Treasurer (David D.; treasurer@aa-dc.org): Two payments have been made to DC for 2014 and 2015 sales tax + interest (penalties yet to be determined). All other DC sales returns have been filed, up-to-date; payments yet to be determined. IRS 990 form for 2016 is in final review by the accountant. Accounting fees have been paid (and budgeted) on an annualized basis, so they do not show up on the monthly reports.

 

Finance Committee (Karen; finance@aa-dc.org): The annual Budget Meeting is scheduled for Tuesday, August 8; the plan is to run the process as was done for the past two years; all WAIA Board members are welcome to attend as voting participants. Executive Committee attendance requested by Matt. The next quarterly report will be provided in October; still somewhat ahead of projected Budget. Quickbooks, as set up, does not provide direct report of budget-year-to-date; modifications of those settings are under consideration. Jordan has agreed to serve as Finance Committee Chair for 2018. There was a question about the future of the annual Gala; the June Board agreed that if the 2018 event does not break-even or better, that tradition will be discontinued; this issue will certainly be part of the discussion at Budget Meeting. Karen detailed to the Board the nature of the work to be conducted at the Budget Meeting and encouraged active participation.

 

Elections Committee (Ralph; elections@aa-dc.org): No Report

 

Hospitals and Institutions (H&I) Committee (Terry for Dave B.; hni@aa-dc.org): The H&I Committee is a set of volunteers who help facilitate bringing H&I meetings into hospitals, institutions, jails, and other facilities where the patients cannot get out; we bring meetings into them. Our monthly newsletter is published in the digital.New.Reporter and lists facilities currently seeking meetings. We are looking for AA groups or sets of individuals to bring H&I meetings into these facilities. We thank David H. for stepping up to take a new meeting to Randolph Hills Nursing Home in Silver Spring, MD. We continue to seek additional volunteers to take meetings to hospitals and institutions, as well as volunteers to join the H&I Committee to help coordinate H&I meetings in the District of Columbia, Montgomery County, and Prince Georges County. Please send email to hni@aa-dc.org for information about meetings or to volunteer.

 

Literature Committee (Mike; literature@aa-dc.org): No Report

 

Nightwatch Committee (Richard; nightwatch@aa-dc.org): No Report

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7:00 P.M. at the

WAIA Office. There is also a dial-in teleconference mechanism available (515/739-1020; use access Code: 617307). The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee. The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central

Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Group Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join, stop by during the monthly meeting or contact us via email office@aa-dc.org. Our current need is to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call (See Attachments 1 and 2); to fill vacant desk volunteer slots; and to improve office functions and services. WAIA Office Cleanup Day – June 17 was a success, carpets are cleaned and brighter. Much work is being accomplished by committee members. Results will include: 1) Updated 12 Step Volunteer list to improve responsive ness to calls for help. Volunteers put WAIA telephone number in your contacts (202/966-9782. Will track first time meeting calls (believe about 60 per month), 12 Step Volunteers should be advised that Desk Volunteers are handling these and in general, if called they need to offer additional time and support. 2) More focused Where and When, removing Virginia meetings that are outside Arlington, Alexandria and Fairfax (removes over 300 meetings); this will keep the price of the next hard copy of the Where and When under a dollar.

 

Outreach Committee (Ben; outreach@aa-dc.org): They are currently surveying which local meetings have designated WAIA Group Representatives (Board Members) and which ones have not done so.

 

Rules Committee (David H.; rules@aa-dc.org): No Report

 

Website (Technology) Committee (Alex; website@aa-dc.org): The contractor will bill “per incident” rather than the originally budgeted $200 per month, significantly reducing costs; if any incident exceeds $200, an estimate will be submitted for specific prior approval. Alex will attend NAATW (September 8-10, 2017), within the Committee budget. Website will have information about the 12-step volunteer process, but does not currently allow signup.

 

Registrar (Vittorio; registrar@aa-dc.org): Any Group Representatives or Alternates not already signed in were asked to do so and he requested that any new Representatives or Alternates fill out the appropriate forms at the Registrar table. In attendance were: 28 Voting Representatives, 3 Voting Alternates, 0 Non-Voting Alternates and 0 Visitors/Guests, for a total eligible voter count: 31.

 

OLD BUSINESS: None

 

NEW BUSINESS: None

 

AD HOC COMMITTEE REPORTS:

 

Archives Committee (Barry; archives@aa-dc.org): No Report

 

Gala Committee (Mike, gala@aa-dc.org; 240/595-3457): No Report

 

Grapevine (Carlos; grapevine@area13aa.org; 202/607-3087): He provided a brief history of the Grapevine book, I Am Responsible: The Hand of AA; he announced that a matching contribution permits sales at 43% discount on the remaining

40 copies on hand.

 

Hospitality Committee (hospitality@aa-dc.org): Matt extended thanks to the several volunteers for preparing and serving the coffee, snacks, beverages and ice cream. Five volunteers to help with cleanup were identified.

 

New Reporter Committee (Tony; newreporter@aa-dc.org): No Report

 

Old Timers Committee (Bob G.; oldtimers@aa-dc.org): The 39th Annual Old Timer’s Gratitude Meeting will be held on Friday, November 10 from 7:00-9:30 P.M. at the Oakdale Church, 3425 Church Road, Olney, MD 20832.

 

Public Information/Cooperation with the Professional Community Committee (Pat G.; publicinfo@aa-dc.org; cpc@aadc.org):

Events Attended:

  • June 8 (Thursday, 10:30 A.M.-2:00 P.M.): Immigration and Customs Enforcement (ICE) Health Fair; 500 12th Street, S.W., Washington, DC 20536
  • July 11 (Tuesday, 10:00 A.M.-2:00 P.M.): Financial Industry Regulatory Authority, Inc. (FINRA) Health Fair; 9509 Key West Avenue, Rockville, MD Upcoming Events:
  • July 9-12 (Sunday-Wednesday): National Association of Drug Court Professionals (NADCP); Gaylord Hotel and Convention Center, 201 Waterfront Street, Oxon Hill, MD 20745 (coordinated with WAGSA)
  • July 15 (Saturday; 9:00 A.M.-Noon): DC Court Services and Offender Supervision Agency, Traffic and Alcohol Offense Information Session; 910 Rhode Island Avenue, N.E., Washington, DC
  • August 31 (Thursday, 11:00 A.M.-2:00 P.M.): Federal Emergency Management Agency (FEMA) Employee Wellness Fair; 500 C Street S.W., Washington, DC

 

Special Needs Committee (Teresa; specialneeds@aa-dc.org): No Report

 

Young People in AA Committee (Jason; www.dcypaa.org): No Report

 

LIAISON REPORTS ABOUT RELATED GROUPS:

 

Washington Area General Service Assembly (Terry; secretary@aa-dc.org):

The Washington Area General Service Assembly (WAGSA) does not hold a Committee meeting in the month of July, so there has been no meeting since the last report.

Upcoming Dates of Interest:

  • July 21 (Friday; 4:00 A.M.-8:00 P.M.): Bus trip to New York City to visit the General Service Office Archives; contact: archives@area13aa.org
  • September 1-3 (Friday-Sunday): XLV Convention Hispanic of AA (Hilton Baltimore, 401 West Pratt Street, Baltimore, MD 21201)
  • November 19 (Sunday; 8:00 A.M.-Noon): 31st Annual Area 13 Gratitude Breakfast (College Park Marriott Inn and Conference Center, 3501 University Boulevard East, Hyattsville, MD 20783)

 

Northern Virginia Intergroup (Ralph; rjustus@ieee.org; 301/367-5774):  No report as NVI did not hold a meeting on July 4 (first Tuesday).

 

Hispanic Intergroup: No Report

 

ANNOUNCEMENTS; GROUP ANNIVERSARIES; PERSONAL ANNIVERSARIES; RAFFLE

 

The meeting of the Board of Directors was adjourned at: 8:39 P.M.so that members could participate in the planned Ice Cream Social event.

 

 

ATTACHMENTS (2): Office Committee documentation for revision of Twelve-Step service

12 STEP NETWORK CONTACT PROCESS

  1. Each Group can have a Primary and an Alternate 12 Step Network Contact.
  2. Individual calls the WAIA Office to be added as a 12 Step Network

Contact.  If more than 3 individuals sign up from a Group and the Primary and the alternate are active then the person will be on the waiting list.

  1. The Group maintains their 12 Step Volunteer List.
  2. 12 Step Network Contact can take a 12 Step call or reach out to another member of the group to make the call.
  3. Desk Volunteer takes a person’s call for help and fills out the Call

Record form.  Desk Volunteer uses the card file to call 12 Step

Network Contact.  Record each attempt on the 12 Step Network Contact card and record a contacted 12 Step Network Contact on the Call Record and the 12 Step Network Contact card.

  1. Desk Volunteer takes calls for individuals to be added to the 12 Step Network Contact card and fills out a blank card and adds it to the review section of the card file.
  2. Office Committee maintains the 12 Step Network Contact cards. It reviews and updates the active cards, making calls to individuals and group to verify, as appropriate.
  3. Group is responsible to make the 12 Step call as their Group conscience guides (See GSO guidelines).
  4. After contact with the person requesting help has been made the 12 Step Network Contact or the 12 Stepper calls the WAIA Office with updated information to be added to the Call Record. Desk Volunteer updates the Call Record.

 

WAIA MEETING June 2017

061317-WAIA-Minutes-Approved

Minutes: Executive Committee and Board of Directors Meetings Tuesday, June 13, 2017

[Approved by Board of Directors on July 11, 2017]

 

 

EXECUTIVE COMMITTEE

 

Chair (Matt): The meeting was called to order at 7:00 P.M. There was a discussion of the need for a statement of policy on publishing in the Where and When of any meeting that is identified as being not only AA, but also some other stated purpose; it is not the intent of WAIA to police such information/identification/affiliation, but there was agreement that Tradition Three (singleness of purpose) should uniformly apply to all listings, lest a newcomer be misled by the content of a mixed-purpose group.

 

Office Administrator (Luella): May Calls: 436 calls, 34 for help, 55 walk-ins. 0 “No Meeting” calls; one “Not Listed” call:

“Double Trudgers.” Volunteers needed at the desk, 6 slots open: Tuesday 4:00-7:00 P.M., Thursday 4:00-7:00 P.M., Thursday 7:00-10:00 P.M., Saturday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M., and Sunday 4:00-7:00 P.M. A contract has been signed with HS Commercial Cleaning, LLC to clean the office carpets on Saturday, June 17, 2017 at 10:00 A.M. The July issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Treasurer (Matt for David D.): Luella reported that the April DC sales tax had been paid (first ever) including late penalty; currently on time for May and succeeding payments. Matt presented the following information sent by David:

  • The Voluntary Disclosure Agreement was signed by the District of Columbia agent May 18,2017. This formalizes our repayment and makes it possible for the district to forgive penalties.
  • Processing of sales tax returns for the period January 2014 through March 2017 has begun. As of last week, most of 2016 and January through March 2017 monthly returns had been input by DC Office of Tax and Revenue. The returns have to be manually input and checked.
  • The April 2017 sales tax has been submitted and paid. The May sales tax return will be sent to Luella for filing this week for the June 20 due date. For 2017, the sales tax rate has been corrected.

 

Finance (Karen):

Gross

Profit*

Total

Expense

Actual Net Income Budget Net Income % of Budget
Apr 2017  $ 11,347.78  $   18,852.02  $ (7,504.24)  $ 10,748.00 -70%
May 2017  $ 10,237.88  $    9,472.34  $    765.54  $    798.00 96%

*Gross profit is total income minus cost of goods

April losses attributable to Gala expenses, the printing of the Where and When and literature sales below projection. Jordan will be the next Chair of the Finance Committee.

 

Office Committee (Jeff; office@aa-dc.org): Our current need is to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call; to fill vacant desk volunteer slots; and to improve office functions and services. WAIA Office Cleanup Day will be on June 17 at 10:00 A.M.-3:00 P.M. We are getting our carpets cleaned! Come help us move furniture and generally clean up the WAIA office, 4530 Connecticut Ave NW, Suite 111 Washington, DC 20008. For more information, call 202-966-9783 and ask for Luella or Clo’via.

Nick and Jeff submitted an initial draft of Intergroup policies and guidelines gleaned from the 2000 to 2007 WAIA Minutes. Alex is working on how shipping charges could be applied on the website when ordering literature, why emails were being held up on the website instead of being forwarded to Luella which was corrected, updating suggestions from Katherine on the Where and When, and will contact the new Registrar and determine if converting the Intergroup Representative database to Google sheet is beneficial. Luella will work on shipping cases once given choices from Alex and will instruct desk volunteers how to check 12 step volunteer cards. Katherine submitted edits and suggested changes to reduce the size of the Where and When and is working on identifying Virginia meetings that are not in Fairfax County, Arlington, or Alexandria. In July, Office Committee will submit a motion to send Alex to NTWAA September

 

Old Business: None

 

New Business: None

 

General Discussion:

Alex has registered to attend the National AA Technical Workshop (NAATW), September 8-10 in San Diego; the total cost was estimated to be approximately $1000. A motion for support will be presented at the July Board meeting.

Matt: There are currently three empty slots on the Executive Committee. David H (Rules Committee) and Claire M (Gala

Committee) had volunteered and are present at this meeting; Claire not currently an appointed WAIA Group Representative, so the Executive Committee was asked and agreed to suspend that requirement so that she could complete the appointment. The annual Old Timers meeting is scheduled for November 10. The July Board meetings will include an Ice Cream Social, with suspension of most reporting. As is traditional, in August there will be no Board meeting; however, the Budget Committee meets during August to plan the FY2018 Budget.

 

The meeting of the Executive Committee adjourned at 7:41 P.M.

 

BOARD OF DIRECTORS

The Chair (Matt; chair@aa-dc.org) called the meeting to order at 8:00 P.M., followed by a group recitation of the Serenity Prayer. Sidney read the WAIA Preamble. New Representatives/Board Members and Alternates self-introduced and were directed to Adrian for copies of the new member packet; David H., Chair of the Rules Committee, has copies of the WAIA Bylaws available upon request (and downloadable from the website); Matt emphasized the importance of abiding by those guidelines. Members of the Executive Committee self-introduced. Matt recommended brevity of Committee reports, as appropriate. The May 9, 2017 Minutes were approved. He reinforced the process of getting New Business on agenda by forwarding motions/ideas to chair@aa-dc.org. Given that the Executive Committee is down by three members, the Board was asked to affirm the approval of the Executive Committee for the remainder of 2017 for David H., Claire (with suspension of rules for not being a current Group Representative; those actions were unanimously approved. The July Board meeting will be an Ice Cream Social with truncated business discussion; volunteers will be needed – Patrick and Ralph volunteered to pick up Ice Cream. There will be no August Board meeting. There will be a Budget meeting in August under guidance of Karen L.

 

EXECUTIVE AND CHARTERED COMMITTEE REPORTS:

 

Office Administrator (Luella; administrator@aa-dc.org): May Calls: 436 calls, 34 for help, 55 walk-ins. 0 “No Meeting” calls; one “Not Listed” call: “Double Trudgers.” Volunteers needed at the desk, 6 slots open: Tuesday 4:00-7:00 P.M., Thursday 4:00-7:00 P.M., Thursday 7:00-10:00 P.M., Saturday 4:00-7:00 P.M., Saturday 7:00-10:00 P.M., and Sunday 4:00-7:00 P.M. A contract has been signed with HS Commercial Cleaning, LLC to clean the office carpets on Saturday, June 17, 2017 at 10:00 A.M. The July issue of the New Reporter and the digital.New.Reporter will go out by the end of next week.

 

Executive Committee Meeting (Terry; secretary@aa-dc.org): Officers, Committee Chairs, Liaisons and all others providing oral reports at the meeting were requested to either write any critical elements or submit those data by E-mail to ensure their accuracy. The discussions conducted during the meeting of the Executive Committee were summarized.

 

Treasurer (Matt for David D.; treasurer@aa-dc.org): Matt presented the following information sent by David:

  • The Voluntary Disclosure Agreement was signed by the District of Columbia agent May 18,2017. This formalizes our repayment and makes it possible for the district to forgive penalties.
  • Processing of sales tax returns for the period January 2014 through March 2017 has begun. As of last week, most of 2016 and January through March 2017 monthly returns had been input by DC Office of Tax and Revenue. The returns have to be manually input and checked.
  • The April 2017 sales tax has been submitted and paid. The May sales tax return will be sent to Luella for filing this week for the June 20 due date. For 2017, the sales tax rate has been corrected.

 

Finance Committee (Karen; finance@aa-dc.org):

Gross

Profit*

Total

Expense

Actual Net Income Budget Net Income % of Budget
Apr 2017  $ 11,347.78  $   18,852.02  $ (7,504.24)  $ 10,748.00 -70%
May 2017  $ 10,237.88  $    9,472.34  $    765.54  $    798.00 96%

*Gross profit is total income minus cost of goods

 

Elections Committee (Ralph; elections@aa-dc.org): No Report

 

Hospitals and Institutions (H&I) Committee (Dave B.; hni@aa-dc.org): No Report

 

Literature Committee (Mike; literature@aa-dc.org): The Committee set up a table at a two-day Singleness of Purpose session. They are available to serve in that manner upon request with advance notice.

 

Nightwatch Committee (Richard; nightwatch@aa-dc.org): No Report

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7pm at the WAIA Office. There is also a dial in number, (515) 739-1020 use access Code: 617307. The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee. The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org. Our current need is to improve the Office 12 step coordination process, the accuracy of volunteer list and the responsiveness of volunteers to answer the call; to fill vacant desk volunteer slots; and to improve office functions and services. WAIA Office Cleanup Day will be on June 17 at 10:00 A.M.-3:00 P.M. We are getting our carpets cleaned! Come help us move furniture and generally clean up the WAIA office, 4530 Connecticut Ave NW, Suite 111 Washington, DC 20008. For more information, call 202-966-9783 and ask for Luella or Clo’via.

Nick and Jeff submitted an initial draft of Intergroup policies and guidelines gleaned from the 2000 to 2007 WAIA Minutes. Alex is working on how shipping charges could be applied on the website when ordering literature, why emails were being held up on the website instead of being forwarded to Luella which was corrected, updating suggestions from Katherine on the Where and When, and will contact the new Registrar and determine if converting the Intergroup Representative database to Google sheet is beneficial. Luella will work on shipping cases once given choices from Alex and will instruct desk volunteers how to check 12 step volunteer cards. Katherine submitted edits and suggested changes to reduce the size of the Where and When and is working on identifying Virginia meetings that are not in Fairfax County, Arlington, or Alexandria. In July, Office Committee will submit a motion to send Alex to NTWAA September

 

Outreach Committee (Ben; outreach@aa-dc.org): No Report

 

Rules Committee (David H.; rules@aa-dc.org): No Report

 

Website (Technology) Committee (Alex; website@aa-dc.org): No Report

 

Registrar (Vittorio; registrar@aa-dc.org): Any Group Representatives or Alternates not already signed in were asked to do so and he requested that any new Representatives or Alternates fill out the appropriate forms at the Registrar table. In attendance were: 29 Voting Representatives, 1 Voting Alternate, 5 Non-Voting Alternates and 0 Visitors/Guests, for a total eligible voter count: 30.

 

OLD BUSINESS: None

 

NEW BUSINESS: None

 

AD HOC COMMITTEE REPORTS:

 

Archives Committee (Barry; archives@aa-dc.org): The Archives Committee members will help with carpet cleaning this Saturday. Several members went to Akron Founders Day to explore possibilities and ideas for the Halloween weekend DC Founders Day celebration; they are currently seeking an appropriate site.

 

Gala Committee (Mike, gala@aa-dc.org; 240/595-3457): Mike, as new Chair, will continue the event; he is seeking an appropriate site – has estimate from Columbia Country Club for 150-200 people $10,450 (without DJ) (c.f., $11,500 budgeted in 2017); $55/ticket; this would be on either Friday or Saturday, March 23 or 24. There was extended discussion by the Board regarding whether to continue the Gala. Finally, there was a MOTION to go forward with planning at the level Budgeted for last year ($11,500); the motion passed. Further discussion by the Board regarding continuation of the event in 2019 will occur at a future time and will be addressed by the Finance Committee at the Budget meetings for 2018 and 2019.

 

Grapevine (Carlos; grapevine@area13aa.org; 202/607-3087): He explained the function of the Committee. He announced that an anonymous matching contribution challenge would allow him to sell all copies on hand of the I Am Responsible book for $6.50 rather than the customary $11.50.

 

Hospitality Committee (hospitality@aa-dc.org): Matt extended thanks to Mike and Patrick for preparing the coffee and for providing the snacks. Five volunteers to help with cleanup were identified.

 

New Reporter Committee (Tony; newreporter@aa-dc.org): No Report

 

Old Timers Committee (Bob G.; oldtimers@aa-dc.org): He announced that the 39th Annual Old Timers celebration will be held on Friday, November 10 at the Oakdale Church (3425 Emory Church Road, Olney, MD 20832). He has served as Chair for two years and is seeking a new Chair for 2018.

 

Public Information/Cooperation with the Professional Community Committee (Pat G.; publicinfo@aa-dc.org; cpc@aadc.org): She noted that a new Chair is needed. If WAIA withdraws from staffing booths at daytime Health Fairs, it may be necessary to transfer that responsibility entirely to WAGSA Upcoming Events:

  • June 14, 2017, 10am-2pm – USDA/APHIS Safety & Health Fair, Riverdale MD WAGSA Upcoming Event:
  • July 9-12, 2017 – National Association of Drug Court Professionals, Gaylord Hotel & Convention Center – cpc@area13aa.org

 

Special Needs Committee (Teresa; specialneeds@aa-dc.org): No Report

 

Young People in AA Committee (Jason; www.dcypaa.org): No Report

 

LIAISON REPORTS ABOUT RELATED GROUPS:

 

Washington Area General Service Assembly (Terry; secretary@aa-dc.org): Since the last WAIA meeting, the Washington Area General Service Assembly (WAGSA) met as both the Spring Business Assembly/Delegate-Report-Back on May 20 and the monthly informational Committee on June 12.

At the May 20 session, the Area 13 Delegate reported on his experiences at the 67th General Service Conference (GSC). Among the Approved Recommendations: development of text to be brought to the next GSC regarding information for current pamphlets directed toward professionals who have contact with veterans and active-duty uniformed services about AA; adoption of a mechanism for electronic voting at the next GSC; the annual publication of the proceedings of the GSC will be made available in the Fall not only in the traditional hard copy, but also as a PDF online, in an anonymityprotected format; multiple recommendations for editorial changes to and renaming of pamphlets were approved. A more detailed summary PDF distributed by the Delegate is available, upon request from the WAGSA Liaison.

During the June 12 Committee meeting, the Chair reported on her attendance at the June 2-4 North East Regional Forum

(NERF) and the June 9-11 Area 29 (all the rest of Maryland) Annual Convention. She also emphasized that the WAGSA

Committee will not convene during the month of July. The Area 13 Delegate updated his Report-Back by noting that a

“Printer’s Copy” of the original Big Book text was willed by the estate of Barry L. (an AA member who received it from Lois Wilson) to the AAWS, but had never reached the Central Office. Listing of its availability on public auction from an unrelated source has led to ongoing litigation to claim this singular resource for the AAWS Archives; the New York State Supreme Court has issued a stay until the legal ownership is established. The International Association of Fire Fighters (IAFF) continues to work with WAGSA, WAIA and local AA meeting groups to establish meetings for the patients who will be in residence at their new recovery facility in Upper Marlborough, MD.

Upcoming Dates of Interest:

  • July 10: The WAGSA monthly Committee meeting does NOT convene during the month of July.
  • July 9-12 (Sunday-Wednesday): National Association of Drug Court Professionals (NADCP) Annual Training Conference (Gaylord National Resort and Convention Center, National Harbor, MD); WAGSA will host an information booth in collaboration with WAIA and organize a daily AA meeting for attendees.
  • July 21 (Friday; 4:00 A.M.-8:00 P.M.): Bus trip to New York City to visit the General Service Office Archives; contact: archives@area13aa.org
  • September 1-3 (Friday-Sunday): XLV Convention Hispanic of AA (Hilton Baltimore, 401 West Pratt Street, Baltimore, MD 21201)
  • November 19 (Sunday; 8:00 A.M.-Noon): 31st Annual Area 13 Gratitude Breakfast (College Park Marriott Inn and Conference Center, 3501 University Boulevard East, Hyattsville, MD 20783)

 

Northern Virginia Intergroup (Ralph; rjustus@ieee.org; 301/367-5774):

NVI Board meetings: 1st Tuesday of the month

Contacts:           Pauline D., Office Manager (703-293-9757)        info@nvintergroup.org)

Mike G., Chair, Board of Directors                      chair@nvintergroup.org)

May 2 NVI Board Meeting Highlights: April calls: 181 total: 83 meeting info; 15 newcomer; 58 other. Financials: April contributions $2,600 less than budgeted. Prudent reserves: 6.6 months. Net income: $2,000 YTD: +$6,700.

  • 5 Board meeting – cancelled.
  • 32nd Annual Intergroup/Central Office/AAWS/AAGV Seminar in October 2017

Monthly NVI-Host planning meetings (May 13, June 10 at 11 A.M.) at NVI HQ (10400 Eaton Place, Suite 140, Fairfax, VA 22030)

Upcoming Events (see flyers at: www.nvintergroup.org)

  • June 10 (Saturday; 9:30 A.M.-Noon): Districts 1,2,11,21,45,46 Founders Day (Brunch and Delegate Share); Alexandria, VA
  • June 16 (Friday; 6:30-9:00 P.M.): 9th Annual Men’s Potluck Dinner; Arlington, VA
  • June 17 (Saturday): 22nd Annual Fun Day; Arlington, VA
  • June 24 (Saturday): District 41-Vienna Picnic; Vienna, VA
  • June 24 (Saturday): 2nd Annual Women’s Workshop; Fairfax, VA
  • June 24 (Saturday): Centreville Group 44th Anniversary Celebration; Centreville, VA
  • September 16 (Saturday): Mount Vernon District #11 Picnic; Alexandria, VA
  • November 4 (Saturday): Old Timers’ Speaker Meeting; Burke, VA
  • November 12 (Sunday; 8:30 A.M.): NVI Gratitude Breakfast; Springfield, VA

 

Hispanic Intergroup: No Report

 

 

ANNOUNCEMENTS; GROUP ANNIVERSARIES; PERSONAL ANNIVERSARIES; RAFFLE

 

The meeting of the Board of Directors was adjourned at: 9:11 P.M.

 

ATTACHMENTS: None

WAIA MEETING May 2017

050917-WAIA-Minutes-Approved

Minutes: Executive Committee and Board of Directors Meetings Tuesday, May 9, 2017

[Approved by Board of Directors on June 13, 2017]

 

 

EXECUTIVE COMMITTEE

 

Chair (Matt): The meeting was called to order at 7:00 P.M. Matt will make motion on behalf of the Ad Hoc Site Search

Committee: The Church in Bethesda will become the monthly meeting site for future Executive Committee and Board of Directors Meetings; it will seat ca. 70, although smaller than current room; coffee/snack area; 30 chairs will be purchased by church; need to purchase our own coffee pot; $100 rental; effective for June 13 meeting.

 

Office Administrator (Luella): April Calls: 426 calls, 37 for help, 46 walk-ins. There were 2 “No Meeting” calls: 1 for 11th Step at St. Nicholas (Wednesday, 7:00 P.M) and the other for Simplicity (Monday night) – deleted. Volunteers needed at the desk, 5 slots open: Monday, 4:00-7:00 P.M.; Thursday, 7:00-10:00 P.M.; Saturday, 4:00-7:00 P.M.; Saturday, 7:0010:00 P.M.; and Sunday, 4:00-7:00 P.M. Luella’s computer crashed, so she is using both her personal computer and

Clo’via’s machine until a new one can be purchased. She plans to pick up the new computer this week at MicroCenter in Rockville (model and source recommended by Technology/Website Committee). The June issue of the New Reporter and digital.New.Reporter will go out by the end of next week.

 

Treasurer (David D.): Accountant Report: remaining forms submitted to DC auditor; 2016 books will be completed this week; requesting extension for Form 990 filing; waiting for ruling from DC regarding accrued sales taxes.

 

Finance (Karen): No Report, but the Committee needs a new Chair (Karen has served for two years).

 

Office Committee (Jeff; office@aa-dc.org): He will discuss a new, possible mechanism for the 12-step volunteer list. The Committee is recommending carpet cleaning of the Office (last done in 2009), using a contractor on a weekday. There was discussion of the possibility of convening a volunteer clean-up day; Saturday June 17 was suggested as the most workable date.

 

Old Business: None

 

New Business: Matt will present the motion to change the monthly meeting venue, as described above.

 

General Discussion:

Website Committee: Contribution function is now operational on the website; mechanism for online purchases not yet available; a workable Shipping/Handling mechanism has not yet been determined, so Alex will collect data to form the basis of a recommendation.

Sales: It was suggested that WAIA Representatives recommend to their groups that personal purchases (chips, literature) be made through WAIA rather than commercial vendors (e.g., Amazon). Gala: Claire will report current available data.

 

The meeting of the Executive Committee adjourned at 7:41 P.M.

 

 

 

BOARD OF DIRECTORS

The Chair (Matt; chair@aa-dc.org) called the meeting to order at 8:00 P.M., followed by a group recitation of the Serenity Prayer. Claire read the WAIA Preamble. New Representatives/Board Members and Alternates self-introduced and were directed to Adrian for copies of the new member packet; David H., Chair of the Rules Committee, has copies of the WAIA Bylaws available upon request (and downloadable from the website); Matt emphasized the importance of abiding by those guidelines. Members of the Executive Committee self-introduced. Matt recommended brevity of Committee reports, as appropriate. The April 11, 2017 Minutes were approved.

 

The membership of the Executive Committee has been reduced by the unrelated resignations of three members; WAIA Representatives can submit their own names or recommendations to Matt for consideration by the Executive Committee. After 2.5 years of meeting at the “temporary” ABW site, the Board will be asked to approve a motion to move to a new meeting location. The Ad Hoc Site Search Committee has considered several locations. After multiple considerations, the preferred recommendation is for The Church in Bethesda, as mentioned in April. Matt outlined the features (e.g., public transportation, parking, site space, need for chairs, coffee pot, handicap accessible; rent $100/month for three years but no formal contract); it is located at 5033 Wilson Lane, Bethesda, MD 20814. The Board will need more voluntary assistance for set up and break-down. Clo’via volunteered to stay at ABW in June to forward stragglers to the new site. Notification of the change will be sent to all registered Representatives by Luella.

 

EXECUTIVE AND CHARTERED COMMITTEE REPORTS:

 

Office Administrator (Luella; administrator@aa-dc.org): April Calls: 426 calls, 37 for help, 46 walk-ins. There were 2 “No Meeting” calls: 1 for 11th Step at St. Nicholas (Wednesday, 7:00 P.M) and the other for Simplicity (Monday night) – deleted. Volunteers needed at the desk, 5 slots open: Monday, 4:00-7:00 P.M.; Thursday, 7:00-10:00 P.M.; Saturday, 4:00-7:00 P.M.; Saturday, 7:00-10:00 P.M.; and Sunday, 4:00-7:00 P.M. Luella’s computer crashed, so she is using both her personal computer and Clo’via’s machine until a new one can be purchased. She plans to pick up the new computer this week at MicroCenter in Rockville (model and source recommended by Technology/Website Committee). The June issue of the New Reporter and digital.New.Reporter will go out by the end of next week.

 

Executive Committee Meeting (Terry; secretary@aa-dc.org): Officers, Committee Chairs, Liaisons and all others providing oral reports at the meeting were requested to either write any critical elements or submit those data by E-mail to ensure their accuracy. The discussions conducted during the meeting of the Executive Committee were summarized.

 

Treasurer (David D.; treasurer@aa-dc.org): The Treasury currently has $57,000+ in checking and $124,000+ in prudent reserve (slightly over 6 months operating costs). Accountant Report: remaining forms submitted to DC auditor; 2016 books will be completed this week; requesting extension for Form 990 filing; waiting for ruling from DC regarding accrued sales taxes.

 

Finance Committee (Karen; finance@aa-dc.org): No Report. Asking for volunteers for Committee and Committee Chair following her 2 years in office; will stay on through the Budget formulation with the new candidate.

 

Elections Committee (Ralph; elections@aa-dc.org): No Report

 

Hospitals and Institutions (H&I) Committee (Dave B.; hni@aa-dc.org): He explained the function of Committee. Monthly newsletter is published in the digital.New.Reporter.

 

Literature Committee (Mike; literature@aa-dc.org): No Report

 

Nightwatch Committee (Richard; nightwatch@aa-dc.org): No Report

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7pm at the WAIA Office. There is also a dial in number, (515) 739-1020 use access Code:  617307.

The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee.  The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual.

Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org.

The current need is for ideas to improve 12-step volunteer responsiveness, to fill vacant desk volunteer slots, and to improve office functions and services.

The Office Committee, with the assistance of the Website (Technology) Committee, is replacing Luella’s office computer that failed.

The Office Committee requests a $500.00 budget increase to clean the office carpets, which were installed in 2009 and not cleaned to date. An Office Clean-up Day was suggested for Saturday, June 17 (10:00-3:00); flyers will be distributed by Luella and/or in digital.New.Reporter.

Twelve-Step Volunteer List: Volunteers should enter 202/966-9782 in their phones for outgoing call from WAIA. Need an expanded pool of volunteers to take calls; plan to refer calls by Zip code of Group – WAIA Group Rep (or designated Group contact) would receive call and could then refer forward to appropriate member of that group.

 

Outreach Committee (Adrian; outreach@aa-dc.org): No Report

 

Rules Committee (David H.; rules@aa-dc.org): No Report

 

Website (Technology) Committee (Alex; website@aa-dc.org): Contributions function is online – for individuals and for groups – can use credit or debit card; has error message (allowing for confirmation with Luella) for accidental overdraft >$500. Working on mechanisms for purchases of books, etc. Credit Card fee for all actions (2.9%); large contributions might be better served by check – at the behest of individual groups.

 

Registrar (David S.; registrar@aa-dc.org): Any Group Representatives or Alternates not already signed in were asked to do so and he requested that any new Representatives or Alternates fill out the appropriate forms at the Registrar table. In attendance were: 31 Voting Representatives, 0 Voting Alternates, 0 Non-Voting Alternates and 0 Visitors/Guests, for a total eligible voter count: 31.

A New Registrar will begin to serve in June.

 

OLD BUSINESS:

Motion: Immediate dissolution of Ad Hoc Site Search Committee – passed unanimously

 

NEW BUSINESS:

Motion: To hold monthly meetings at The Church in Bethesda beginning June 13, paying $100 rent. – passed unanimously

Motion: To clean the carpet in the office (last done in 2009); cost ca. $500. – passed unanimously

 

AD HOC COMMITTEE REPORTS:

 

Archives Committee (Jeff for Barry; archives@aa-dc.org):

Ongoing Activities:

  • Migration of our data to archival specific software complete
  • Stan writing New Reporter Articles
  • Meeting once a week on Saturday from 10-1 at WAIA office
  • Track Lighting in Office has been assessed, repair is ongoing
  • Some members preparing to head to Ohio for Founders’ Day
  • Archives support for events is available Near Future:
  • Preparing a bid for National AA Archives Workshop (NAAAW) in 2020 to be delivered in September in Canada
  • Second DC Area Founders’ Day planned for 10/28/2017 – More Details soon Distant Future:
  • September 2020 – NAAAW Conference to be hosted in DC (bid submitted, decision pending) Many volunteering opportunities available. Don’t wait, volunteer now!

 

Gala Committee (Claire, gala@aa-dc.org; 240/595-3457): Although only 168 tickets were sold, the overall event was under Budget; Claire is stepping down as Chair after two years of service in that role.

 

Grapevine (Carlos; grapevine@area13aa.org; 202/607-3087): He described two new books: Making Amends (Grapevine, $11.50) and Best of La Viña ($10.50). The 2018 Wall calendar will be available in September ($9.50).

 

Hospitality Committee (hospitality@aa-dc.org): Matt extended thanks to Mike for preparing the coffee and for providing the snacks. Five volunteers to help with cleanup were identified.

 

New Reporter Committee (Tony; newreporter@aa-dc.org): No Report

 

Old Timers Committee (Bob G.; oldtimers@aa-dc.org): No Report

 

Public Information/Cooperation with the Professional Community Committee (Pat G.; publicinfo@aa-dc.org; cpc@aadc.org): A new Chair is being sought following five years of exemplary service by Pat.

Event Attended:

  • May 4, 2017, 11am-2pm – Bureau of Alcohol, Tobacco, Firearms & Explosives Annual Health Fair, NE DC Upcoming Events:
  • June 8, 2017, 10:30am-2pm – Immigration and Customs Enforcement Health Fair, SW DC
  • June 14, 2017, 10am-2pm – USDA/APHIS Safety & Health Fair, Riverdale MD WAGSA Upcoming Event:
  • July 9-12, 2017 – National Association of Drug Court Professionals, Gaylord Hotel & Convention Center – cpc@area13aa.org

 

Special Needs Committee (Teresa; specialneeds@aa-dc.org): No Report

 

Young People in AA Committee (Jason; www.dcypaa.org): No Report

 

 

LIAISON REPORTS ABOUT RELATED GROUPS:

 

Washington Area General Service Assembly (Terry; secretary@aa-dc.org): The Washington Area General Service Assembly (WAGSA) met as both the annual Mini-Conference on April 15 and the monthly informational Committee on May 8.

The Mini-Conference facilitates discussions of topics to be considered by the Area Delegate to the annual General Service Conference. The topics discussed were: Improving ways to communicate with professionals who come in contact with members of the uniformed services; AA Grapevine use of social media; Ways to inform groups about AA and LaViña; Changes to and development of literature addressing issues of safety; Whether AA should have a Facebook page; Revisions of pamphlet, “Questions and Answers on Sponsorship;” Retirement of pamphlet, “Too Young;” Addition of text regarding monetary limits of contributions by groups in pamphlet, “Self-Support Where Money and Spirituality Mix.” The Informational Committee included an extended teaser by the Delegate, prelude to the scheduled May 20 “ReportBack” meeting. Of some interest, the Conference had voted to take no action on the development of either a Facebook page or Twitter account; nevertheless, plans are moving forward to set up a You-Tube page on which the AA Public Service Announcements (PSAs) and other similar informational clips could be made available for download to not only AA members, but the breadth of the public; the “Comments” option would be inactivated. The Alternate Delegate cited the availability GSRs of the local document, “Where the Money Goes.” Updated plans for the Hispanic Conference of AA, the bus trip to the General Service Office in New York and the Eastern Area Conference of Young People in AA were presented (q.v., infra).

Upcoming Dates of Interest:

  • May 20 (Saturday; 9:30 A.M.-2:30 P.M.): WAGSA Spring Assembly with the Delegate Report-Back (Silver Spring United Methodist Church, Fellowship Hall, 8900 Georgia Avenue, Silver Spring, MD 20910)
  • May 20 (Saturday; 9:00 A.M.-7:00 P.M.): Capital Trans Pride Day (Studio Theatre, 1501 14th Street N.W., Washington, DC); WAGSA will host an information booth
  • May 21 (Sunday; 12:30-4:30 P.M.): Eastern Area Conference for Young People in AA (EACYPAA) Planning Committee Meeting (Westside Club, 1341 Wisconsin Avenue, N.W, Washington, DC 20007) (see DCYPAA.org for details)
  • June 2-4 (Friday-Sunday): Northeast Regional Forum (NERF) (DoubleTree Hilton Pittsburgh-Cranberry; 910 Sheraton Drive, Mars, PA 16046)
  • June 9-11 (Friday-Sunday): Area 29-Maryland State Convention (DoubleTree Hilton, 210 Holiday Court, Annapolis, MD 21401)
  • June 12 (Monday; 7:30-9:00 P.M): WAGSA Committee Meeting (Silver Spring Presbyterian Church, 580 University Boulevard, East, Silver Spring, MD 20901)
  • July 9-12 (Sunday-Wednesday): National Association of Drug Court Professionals (NADCP) Annual Training Conference (Gaylord National Resort and Convention Center, National Harbor, MD); WAGSA will host an information booth in collaboration with WAIA and organize a daily AA meeting for attendees.
  • July 21 (Friday; 4:00 A.M.-8:00 P.M.): Bus trip to New York City to visit the General Service Office Archives; contact: archives@area13aa.org
  • September 1-3 (Friday-Sunday): XLV Convention Hispanic of AA (Hilton Baltimore, 401 West Pratt Street, Baltimore, MD 21201)

 

Northern Virginia Intergroup (Ralph; rjustus@ieee.org; 301/367-5774):

NVI Board meetings:      1st Tuesday of the month

Contacts:          Pauline D., Office Manager (703-293-9757; info@nvintergroup.org)

Mike G., Chair, Board of Directors (chair@nvintergroup.org) May 2 NVI Board Meeting Highlights:

  • April calls: 181 total: 83 meeting information; 15 newcomer; 58 other
  • Financials: April contributions $3,100 more than budgeted
  • Literature sales: $400 less than budgeted
  • Prudent reserves: 6.6 months
  • July 4 Board meeting – cancelled
  • 32nd Annual Intergroup/Central Office/AAWS/AAGV Seminar in October 2017
  • Monthly NVI-Host planning meetings (May 13, June 10 at 11:00 A.M.) at the NVI HQ: 10400 Eaton Place Suite 140 Fairfax VA 22030

Upcoming Events (see flyers at:  www.nvintergroup.org):

  • May 20 (Saturday; 2:00-5:00 P.M.): District 21-Springfield Spring Workshop (Springfield, VA)
  • June 10 (Saturday; 9:30 A.M.-Noon): Districts 1,2,11,21,45,46 Founders Day (Alexandria, VA); Brunch and Delegate Share
  • June 16 (Friday; 6:30-9:00 P.M.): 9th Annual Men’s Potluck Dinner (Arlington, VA)
  • June 24 (Saturday): District 41-Vienna Picnic (Vienna, VA)
  • November 12 (Sunday; 8:30-11:00 A.M.): NVI Gratitude Breakfast (Springfield, VA)

 

Hispanic Intergroup: No Report

 

 

ANNOUNCEMENTS; GROUP ANNIVERSARIES; PERSONAL ANNIVERSARIES; RAFFLE

 

The meeting of the Board of Directors was adjourned at: 9:14 P.M.

 

ATTACHMENTS: None

WAIA MEETING April 2017

041117-WAIA-Minutes-with-Attachments-Approved

Minutes: Executive Committee and Board of Directors Meetings Tuesday, April 11, 2017

[Approved by Board of Directors on May 9, 2017]

 

EXECUTIVE COMMITTEE

 

Chair (Matt): The meeting was called to order at 7:02 P.M. He announced that approximately150 Gala tickets had been sold, to date, with a break-even number of approximately 200. The author of The Washington Group has accepted apologies from the Executive Committee for the cumulative editing of that text over the years, without his specific authorization; electronic copies of those revised versions have been withdrawn from the website and hard copies are no longer available; Jeff working with him on producing an updated version with revisions acceptable to him. The search for a new Board meeting site is underway. Adrian and ad hoc committee has been contacting churches in DC, Silver Spring and Bethesda; they are not yet ready to make recommendation to the Executive Committee or the Board.

 

Office Administrator (Luella): February Calls: 451 calls, 30 for help, 46 walk-ins. One “No Meeting” call – Branner group – it already had been deleted from website. March Calls: 473 calls, 37 for help, 50 walk-ins. Three “No Meeting” calls – Wandering Souls, an 8:30 Metropolis Club group, is no longer meeting; a new list has been received from the Club and those data have been updated on the website; the Adams Morgan Meditation group had moved; the new address now appears on the website. Volunteers are needed at the desk, with a total of 6 slots open: 2 slots on Thursday 7:00-10:00 P.M., 1 slots on Friday 7:00-10:00 P.M., 1 slot on Saturday 1:00-4:00 P.M.; 1 slot on Saturday 7:00-10:00 P.M. and 1 slot on Sunday 4:00-7:00 P.M. We are making progress on getting two people per shift on a regular basis. The May issue of the New Reporter and the digital.New.Reporter will go out by the end next week. Copies of the new Spring 2017 Whereand-When are now available; the new format was coordinated with the Website Committee to facilitate interface between the print and web versions of the data.

 

Treasurer (David D.): He provided a Profit and Loss (P/L) report for the first quarter 2017 (Attachment II). There was more income than projected and only slightly increased expenses. Sales tax discussions with DC are ongoing; the funds had been collected and are holding in escrow, but available for payment when the amount is settled with the City. The 2016 Corporate tax bills (Fed/MD) will be filed on time by the accountant. The effect of the outlay and expenses for the 2016 and 2017 Gala are not readily comparable on these reports, because of the date of the event and the reporting in the First Quarter (March) of 2016 and the Second Quarter (April) of 2017. The documentation is currently being changed from Cash accounting to Accrual accounting.

 

Finance (Karen): Highlights for 2016 Budget vs. Expenses (Attachment I):

  • For 2016, the overall budget finished losing $3000 when projected $12,000
  • Income was 10% short of expectations. Contributions exceeded by $8000 but not enough to overcome $23,000 shortfall from literature sales.
  • Expenses: overall cost were at 62% but several expenses were still over projected including Board meeting space rent cost, internet, office supplies, telephone, webhosting
  • Highlights for Q1 2017 Budget vs Expenses
  • overall finances are exceeding expectations
  • income is exceeding expectations by over 10%
  • expenses are below budgeted amounts (retirement and sales tax amounts may not appear in documentation)
Actual Budget Over Budget % of Budget
Income $ 61,912.56 $ 54,372.00  $ 7,540.56 113.87%
Expense $ 41,348.51 $ 54,482.00  $ (13,133.49)   75.89%
Net Income $ 10,271.18 $(16,856.00)  $ 27,127.18  -60.93%

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7:00 P.M. at the WAIA Office. There is also a dial-in number, 515/739-1020 use access Code: 617307. The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee. The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org. The current need is for ideas to improve 12 Step volunteer responsiveness, to fill vacant desk volunteer slots, and to improve office functions and services. Board will be asked for input for the next three months.

 

Old Business: None

 

New Business: None

 

General Discussion: There was discussion of website expenses and categorizations particularly among the Administrator, the Website Chair, the Treasurer and the Finance Chair.

Website Committee: Individual and Group Contributions can now be submitted through website.

 

The meeting of the Executive Committee adjourned at 7:49 P.M.

 

BOARD OF DIRECTORS

The Chair (Matt; chair@aa-dc.org) called the meeting to order at 8:00 P.M., followed by a group recitation of the Serenity Prayer. Ben read the WAIA Preamble. New Representatives/Board Members and Alternates self-introduced and were directed to Adrian for copies of the new member packet; David H., Chair of the Rules Committee, has copies of the WAIA Bylaws available upon request; Matt emphasized the importance of abiding by those guidelines. Members of the

Executive Committee self-introduced. Matt recommended brevity of Committee reports, as appropriate. The February 14, 2017 Minutes were approved. There were no Minutes for the March meeting, which had been cancelled due to forecasts of inclement weather. Matt encouraged Board members to attend the April 15 Seventy-Fifth Gala Dinner/Dance. There is currently an open position for a Member-at-Large on the Executive Committee; the Bylaws specify that such an opening is to be nominated by the Chair and subject to approval by the Executive Committee; interested parties should contact Matt or Jeff. Matt explained that the only copies of the book, The Washington Group currently available are the old (original) version and that the Archives Committee is compiling revisions in collaboration with the original author. The site search for a new Board meeting space is continuing.

 

EXECUTIVE AND CHARTERED COMMITTEE REPORTS:

 

Office Administrator (Luella; administrator@aa-dc.org): February Calls: 451 calls, 30 for help, 46 walk-ins. One “No

Meeting” call – Branner group – it already had been deleted from website. March Calls: 473 calls, 37 for help, 50 walk-ins. Three “No Meeting” calls – Wandering Souls, an 8:30 Metropolis Club group, is no longer meeting; a new list has been received from the Club and those data have been updated on the website; the Adams Morgan Meditation group had moved; the new address now appears on the website. Volunteers are needed at the desk, with a total of 6 slots open: 2 slots on Thursday 7:00-10:00 P.M., 1 slots on Friday 7:00-10:00 P.M., 1 slot on Saturday 1:00-4:00 P.M.; 1 slot on Saturday 7:00-10:00 P.M. and 1 slot on Sunday 4:00-7:00 P.M. We are making progress on getting two people per shift on a regular basis. The May issue of the New Reporter and the digital.New.Reporter will go out by the end next week. Copies of the new Spring 2017 Where-and-When are now available; the new format was coordinated with the Website Committee to facilitate interface between the print and web versions of the data.

 

Executive Committee Meeting (Terry; secretary@aa-dc.org): Officers, Committee Chairs, Liaisons and all others providing oral reports at the meeting were requested to either write any critical elements or submit those data by E-mail to ensure their accuracy. The discussions conducted during the meeting of the Executive Committee were summarized.

 

Treasurer (David D.; treasurer@aa-dc.org): He provided a Profit and Loss (P/L) report for the first quarter 2017

(Attachment II). There was more income than projected and only slightly increased expenses. Sales tax discussions with DC are ongoing; the funds had been collected and are holding in escrow, but available for payment when the amount is settled with the City. The 2016 Corporate tax bills (Fed/MD) will be filed on time by the accountant. The effect of the outlay and expenses for the 2016 and 2017 Gala are not readily comparable on these reports, because of the date of the event and the reporting in the First Quarter (March) of 2016 and the Second Quarter (April) of 2017. The documentation is currently being changed from Cash accounting to Accrual accounting. An Assistant Treasurer is still being sought.

 

Finance Committee (Karen; finance@aa-dc.org): Highlights for 2016 Budget vs. Expenses (Attachment I):

  • For 2016, the overall budget finished losing $3000 when projected $12,000
  • Income was 10% short of expectations. Contributions exceeded by $8000 but not enough to overcome $23,000 shortfall from literature sales.
  • Expenses: overall cost were at 62% but several expenses were still over projected including Board meeting space rent cost, internet, office supplies, telephone, webhosting
  • Highlights for Q1 2017 Budget vs Expenses
  • overall finances are exceeding expectations
  • income is exceeding expectations by over 10%
  • expenses are below budgeted amounts (retirement and sales tax amounts may not appear in documentation)
Actual Budget Over Budget % of Budget
Income $ 61,912.56 $ 54,372.00  $ 7,540.56 113.87%
Expense $ 41,348.51 $ 54,482.00  $ (13,133.49)   75.89%
Net Income $ 10,271.18 $(16,856.00)  $ 27,127.18  -60.93%

 

Elections Committee (Ralph; elections@aa-dc.org): No Report

 

Hospitals and Institutions (H&I) Committee (Dave B.; hni@aa-dc.org)

  • Who we are and what we do – volunteers who help to facilitate and/or bring meetings into hospitals, institutions, jails, and other facilities where the patients can’t get out, so we bring meetings into them!
  • Our monthly newsletter is published in the New.Reporter and lists facilities currently seeking meetings. We’re looking for AA groups or sets of individuals to bring H&I meetings into these facilities.
  • We thank Jim R. for stepping up to take a new meeting to the VA Hospital Substance Abuse Recovery Program on Monday’s at 11:00 A.M. We seek volunteers to assist Jim with this meeting.
  • We are seeking volunteers to help take H&I meetings into the International Association of Fire Fighters (IAFF) Center of Excellence for Behavioral Health Treatment and Recovery, a new in-patient residential facility for firefighters in Upper Marlboro.
  • We are exploring new H&I opportunities at the Dorothy Day Place in Rockville and the SOME Harvest House in NW Washington, DC. See future H&I newsletters for additional information.
  • We continue to seek additional volunteers to join the H&I Committee to help coordinate H&I meetings in the District of Columbia, Montgomery County, and Prince Georges County.

 

Literature Committee (Mike; literature@aa-dc.org): The Committee will host a table at the Gala. Similar service is available for large meetings/events. There is a mechanism for donations to provide literature through H&I – see Luella.

 

Nightwatch Committee (David for Richard; nightwatch@aa-dc.org): This Committee provides a forwarding service for the AA hotline. There are currently two vacant slots on the roster of volunteers.

 

Office Committee (Jeff; office@aa-dc.org): The Office Committee meets the first Monday of the month at 7:00 P.M. at the WAIA Office. There is also a dial-in number, 515/739-1020 use access Code: 617307. The Office Committee formulates the overall policy for the operation of the WAIA office; recommends personnel policies for the employed staff of the Board of Directors to the Executive Committee and to the Board of Directors; recommends the salary range for the employees of the Board of Directors to the Executive Committee; and performs other such duties from time to time that may be assigned by the Board of Directors, the Chairman of the Board of Directors, or the Executive Committee. The Office Committee advocates for and assists the office staff and desk volunteers to be the face of AA in the Washington DC, Montgomery county, and Prince George county performing the seven tasks of an Intergroup/Central Office contained in the AA Service Manual. Office Committee membership is open to current members of the Board of Directors (WAIA Representatives), current and past officers of the Board of Directors, and members of the Executive Committee. If you want to join stop by during the monthly meeting or contact us via email office@aa-dc.org. The current need is for ideas to improve 12 Step volunteer responsiveness, to fill vacant desk volunteer slots, and to improve office functions and services. Board will be asked for input for the next three months.

 

Outreach Committee (Adrian; outreach@aa-dc.org): As discussed in February, the Committee had drafted a Flyer on the topic, “Does your group support aa activities?” Subsequently that draft was discussed with WAGSA, with the expectation that the two groups will be able to agree upon a uniform document. The Committee is working closely with the ad hoc Site Search Committee, with emphasis on better serving the DC membership with a site more accessible to them. Since Adrian is moving from the area, Ben has agreed to serve as the new Chair and the Board affirmed their support.

 

Rules Committee (David H.; rules@aa-dc.org): The Committee is conducting a detailed inventory of all rules; they have finished phase I and are moving to phase II.

 

Website (Technology) Committee (Alex; website@aa-dc.org): Contributions function, literature sales, tickets online will be available soon; preliminary testing revealed need for some modifications which are being adjusted. A PDF version of the new Where-and-When will be posted soon.

 

Registrar (Mike for David S.; registrar@aa-dc.org): Any Group Representatives or Alternates not already signed in were asked to do so and he requested that any new Representatives or Alternates fill out the appropriate forms at the Registrar table. In attendance were: 31 Voting Representatives, 0 Voting Alternates, 0 Non-Voting Alternates and 0 Visitors/Guests, for a total eligible voter count: 31.

 

OLD BUSINESS: None

 

NEW BUSINESS: None

 

AD HOC COMMITTEE REPORTS:

 

Archives Committee (Nat for Barry; archives@aa-dc.org): Members of the Committee have been visiting Owensville, MD to cover some history of a member buried there. There will be a national AA Archives Conference in 2020; the Committee is planning to submit a bid to host that meeting.

 

Gala Committee (Claire, gala@aa-dc.org; 240/595-3457): The 75th Gala Dinner/Dance will be held on April 15 (Saturday, 6:00 P.M.-Midnight) at the Silver Spring Civic Building, 1 Veterans Place [8525 Fenton Street], Silver Spring, MD 20910. The Committee is seeking volunteers for April 15 service. Tickets are currently on sale through the office. Doors open at 6:00 P.M. Current paid ticket count 130. Parking garage across street and attached to movie theatre each at no cost.

 

Grapevine (Carlos; grapevine@area13aa.org; 202/607-3087): No Report

 

Hospitality Committee (; hospitality@aa-dc.org): Matt extended thanks to Barry for preparing the coffee and for providing the snacks. Five volunteers to help with cleanup were identified.

 

New Reporter Committee (Tony; newreporter@aa-dc.org): No Report

 

Old Timers Committee (Bob G.; oldtimers@aa-dc.org): No Report

 

Public Information/Cooperation with the Professional Community Committee (Pat G.; publicinfo@aa-dc.org; cpc@aadc.org): A new Chair is needed for this Committee; Pat has served as Chair for five years Events Attended:

  • January 30, 2017, 11:30 A.M. -2:00 P.M. – Five Guys Burgers and Fries Annual Kick-off Meeting, Gaylord National Resort & Convention Center, Oxon Hill MD (Sharon F.)
  • April 5, 2017, 11:00 A.M.-1:00 P.M. – U.S. Secret Service Annual Safety and Health Fair, NW DC (Pat G.)
  • April 5, 2017, 11:00 A.M.-1:30 P.M. – Federal Communications Commission Annual Health Fair, SW Washington, DC (Sharon F) Upcoming Events:
  • May 4, 2017, 11:00 A.M.-2:00 P.M. – Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) Annual Health Fair, NE DC
  • June 8, 2017, 10:30 A.M.-2:00 P.M. – Immigration and Customs Enforcement (ICE) Health Fair, SW DC
  • July 9-12 (Sunday-Wednesday): National Association of Drug Court Professionals (NADCP) Annual Training Conference; Gaylord National Resort and Convention Center, National Harbor, MD; WAGSA will host an information booth and organize a daily AA meeting for attendees.

 

Special Needs Committee (Teresa; specialneeds@aa-dc.org): The New Chair is calling for volunteers to help in this service.

 

Young People in AA Committee (Jason; www.dcypaa.org): No Report

 

LIAISON REPORTS ABOUT RELATED GROUPS:

 

Washington Area General Service Assembly (Terry; secretary@aa-dc.org): The Washington Area General Service Assembly (WAGSA) monthly informational committee meeting, scheduled for Monday, February 13, was cancelled due to the threat of inclement weather. The most recent meeting was held on Monday, April 10. The Chair reported on the activities of the February 24-26 meeting of the Northeast Regional AA Service Assembly (NERAASA). Districts 1 and 2 (in DC) reported on their March 4 Service Conference. The Bridging-the-Gap Committee reported that they were working, not only with the WAGSA Cooperation with the Professional Community (CPC) Committee, but also with the WAIA Hospitals and Institutions (H&I) Committee to assist the newly opened rehabilitation facility in Upper Marlboro, MD sponsored by the International Association of Fire Fighters (IAFF). The report submitted by the Treasurer emphasized the trend of a declining number of groups contributing to GSA locally and GSO nationally; nevertheless, management efficiencies at the GSO had allowed FY2016 to end “in the black.” He further encouraged groups and individuals to use the website for contributions when the logistics of cash collection and transfer were proving difficult. An extensive and colorful compilation of upcoming events was available for all General Service Representatives present.

Upcoming Dates of Interest:

  • April 15 (Saturday; 9:30 A.M.-3:30 P.M.): 44th Annual Area 13 Mini-Conference (Holy Cross Hospital, Auditoria A/D, 1500 Forest Glen Road, Silver Spring, MD 20910)
  • May 8 (Monday; 7:30-9:00 P.M): WAGSA Committee Meeting (Silver Spring Presbyterian Church, 580 University Boulevard, East, Silver Spring, MD 20901)
  • May 20 (Saturday; 9:30 A.M.-2:00 P.M.): WAGSA Spring Assembly (Silver Spring United Methodist Church, Fellowship Hall, 8900 Georgia Avenue, Silver Spring, MD 20910)
  • May 20 (Saturday; 9:00 A.M.-7:00 P.M.): Capital Trans Pride Day (Studio Theatre, 1501 14th Street N.W., Washington, DC); WAGSA will host an information booth
  • June 2-4 (Friday-Sunday): Northeast Regional Forum (NERF)(DoubleTree Hilton Pittsburgh-Cranberry; 910 Sheraton Drive, Mars, PA 16046)
  • June 9-11 (Friday-Sunday): Area 29-Maryland State Convention (DoubleTree Hilton, 210 Holiday Court, Annapolis, MD 21401)
  • July 9-12 (Sunday-Wednesday): National Association of Drug Court Professionals (NADCP) Annual Training Conference (Gaylord National Resort and Convention Center, National Harbor, MD); WAGSA will host an information booth and organize a daily AA meeting for attendees.
  • July 21 (Friday; 4:00 A.M.-8:00 P.M.): Bus trip to New York City to visit the General Service Office Archives; contact: archives@area13aa.org
  • September 1-3 (Friday-Sunday): XLV Convention Hispanic of AA (Hilton Baltimore, 401 West Pratt Street, Baltimore, MD 21201)

 

Northern Virginia Intergroup (Ralph; rjustus@ieee.org; 301/367-5774): The NVI Board meetings convene on the first Tuesday of the month

Contacts:     Pauline D., Office Manager (703-293-9757)        info@nvintergroup.org)                     Mike G., Chair, Board of Directors                      chair@nvintergroup.org)

March 7 NVI Board Meeting Highlights:

  • February calls: 173 total: 78 meeting information; 3 newcomers; 58 other
  • Financials: February contributions were $1,200 less than budgeted
  • Copies of new Where-and-When now available
  • The NVI is holding monthly planning meetings at 10:00 A.M. on the first Saturday of each month at the NVI office in preparation for the 2017 National Intergroup Conference (see below) April 4 NVI Board Meeting Highlights:
  • New Leadership: RobE. H. had to resign for health reasons, Steering Committee put forth a slate (in accordance with NVI’s Bylaws) that was approved by the Board for: Chair: Mike G. and Vice Chair: Jimmy V.
  • March calls: 208 total: 68 meeting info; 12 newcomers; 75 other
  • Financials: Group Contributions $1,500 less than budgeted, but had an individual contribution of $1,000; Prudent Reserve: 6.6 months

Upcoming Events (see flyers at: www.nvintergroup.org):

  • April 22 (Saturday; 8:00 A.M.-2:30 P.M.): Manassas District Spring Workshop, Manassas, VA
  • April 29 (Saturday; 9:00 A.M.-Noon): District 10 Spring Workshop, Leesburg, VA; Speakers: Carolin S. (Frederick, MD) and Dave H. (Harpers Ferry, WV)
  • April 29 (Saturday; 6:00-9:00 P.M.): Buckhall Group 28th Anniversary Celebration; Manassas, VA; 6:15 Dinner; 7:30 Speaker: Dwight G. (Northern VA)
  • May 6 (Saturday; 8:30 A.M.-3:30 P.M.): Woodbridge District 28 Spring Workshop; Woodbridge, VA
  • May 6 (Saturday; 7:00-10:00 P.M.): Movie Night, Woodbridge, VA
  • May 6 (Saturday; 6:00-9:00 P.M.): Centreville District 42 7th Annual Chili Cook-Off; Fairfax, VA; 7:30 P.M. Speakers Meeting
  • October 5-8 (Thursday-Sunday): National Intergroup Conference; Hyatt Regency Dulles Airport
  • November 12 (Sunday): Gratitude Breakfast; Speaker: Chandler M. (Baltimore, MD)

 

Hispanic Intergroup: No Report

 

ANNOUNCEMENTS; GROUP ANNIVERSARIES; PERSONAL ANNIVERSARIES; RAFFLE

The meeting of the Board of Directors was adjourned at: 9:15 P.M.

ATTACHMENTS: 2 spreadsheets

ATTACHMENT I: Budget vs. Actuals: FY2016 Projected Budget – Totals for FY16 P&L

Actual             Budget    over Budget     % of Budget

Income
   4000 Sales of Product Income 240 0 240
   4010 Services 21.2 0 21.2
   4030 Shipping & Handling 680.05 0 680.05
   4060 Unapplied Cash Payment Income 98.84 0 98.84
   4070 Uncategorized Income 241.4 0 241.4
   4090 Interest 314.51 204 110.51 1.541715686
   4100 Banquet 9220 11250 -2030 0.819555556
   4110 Chips 17222.18 24996 -7773.82 0.68899744
   4120 Literature 44637.11 66996 -22358.89 0.666265299
   4130 New Reporter 132.5 200 -67.5 0.6625
   4140 Where/When 9220.57 11004 -1783.43 0.837928935
   4300 Contributions 128033.12 120000 8033.12 1.066942667
Total Income

Cost of Goods Sold

210061.48 234650 -24588.52 0.895211933
   5000 Cost of Goods Sold 5132.56 0 5132.56
      5010 Chips 7518.97 9000 -1481.03 0.835441111
      5020 Chips – Freight Cost 402.28 0 402.28
      5030 Literature 19557.96 49992 -30434.04 0.391221795
      5040 Literature – Freight Cost 20 0 20
      5050 Where/When 3413.13 7992 -4578.87 0.427068318
   Total 5000 Cost of Goods Sold 36044.9 66984 -30939.1 0.538112086
   5060 Inventory Adjustment 12797.27 0 12797.27
Total Cost of Goods Sold 48842.17 66984 -18141.83 0.72916174
Gross Profit

Expenses

161219.31 167666 -6446.69 0.961550404
   6000 Acctg/Audit 3650 3710 -60 0.983827493
   6010 Bank Fees 21.48 100 -78.52 0.2148
   6030 Board Meeting Rent 1250 600 650 2.083333333
      6050 Archives 304.32 1000 -695.68 0.30432
      6060 Banquet 5425.32 11250 -5824.68 0.482250667
      6080 CPC 0 1200 -1200 0
      6090 H & I -466.4 1800 -2266.4 -0.259111111
      6100 Hospitality 384.12 600 -215.88 0.6402
      6110 Lit Committee 0 600 -600 0
      6120 Nightwatch 0 36 -36 0
      6130 Outreach 233.25 504 -270.75 0.462797619
      6150 Rules 31.69 0 31.69
      6160 Special Needs 0 0 0
   Total 6040 Committees 5912.3 16990 -11077.7 0.347987051
   6180 Insurance 2819 5250 -2431 0.536952381
   6190 Merchant Services

6200 Employee Compensation

6210 Benefits

316.08 5000 -4683.92 0.063216
         6220 Medical 4800.01 4800 0.01 1.000002083

 

         6230 Retirement 0 2592 -2592 0
      Total 6210 Benefits

6240 Reimbursement

4800.01 7392 -2591.99 0.649352002
         6241 Annual Intergroup Seminar 898.2 1200 -301.8 0.7485
         6242 Cell Phone 841.41 960 -118.59 0.87646875
         6243 Mileage 198.82 804 -605.18 0.247288557
         Internet (deleted) 0 0 0
      Total 6240 Reimbursement

6250 Salaries and wages

1938.43 2964 -1025.57 0.653991228
         6251 Payroll Process (Budget Use) 0 48 -48 0
         6252 Payroll Tax (Budget Use Only) 0 0 0
         6253 Salaries 0 0 0
      Total 6250 Salaries and wages 0 48 -48 0
   Total 6200 Employee Compensation

6260  Payroll Expenses

6261  Company Contributions

6738.44 10404 -3665.56 0.647677816
         6262 Retirement 1406.62 0 1406.62
      Total 6261 Company Contributions 1406.62 0 1406.62
      6263 Taxes 4884.97 5196 -311.03 0.940140493
      6264 Wages 59620.4 66504 -6883.6 0.896493444
   Total 6260 Payroll Expenses

6300 Office Expense

65911.99 71700 -5788.01 0.919274616
      6305 Internet 1055.9 612 443.9 1.725326797
      6310 New Equipment 475.87 1200 -724.13 0.396558333
      6315 Office Rent 23480 24720 -1240 0.949838188
      6320 Office Supplies 3205.47 1800 1405.47 1.780816667
      6325 Parking 2200 3240 -1040 0.679012346
      6330 Postage & Delivery 2253.32 1908 345.32 1.180985325
      6335 Repair/Maintenance 6495.3 7680 -1184.7 0.845742188
      6340 Telephone 6709.62 4920 1789.62 1.363743902
      6345 Web Hosting 8187.85 5520 2667.85 1.483306159
   Total 6300 Office Expense 54063.33 51600 2463.33 1.047738953
   6350 Penalties and interest 4137.28 0 4137.28
   6370 QuickBooks Payments Fees 2935.89 0 2935.89
   6390 Sales Tax on Goods Sold 0 5232 -5232 0
   6400 Unapplied Cash Bill Payment Expense 0 0 0
   Chips Expense (deleted) 0 9000 -9000 0
   Literature Expense (deleted) 0 50000 -50000 0
   Where/When Expense (deleted) 0 8000 -8000 0
Total Expenses 147755.79 237586 -89830.21 0.621904447
Net Operating Income

Other Expenses

13463.52 -69920 83383.52 -0.192556064
   6420 Other Miscellaneous Expense 373.12 0 373.12
   6430 Unknown writeoff of undeposted funds 3794.1 0 3794.1
Total Other Expenses 4167.22 0 4167.22
Net Other Income -4167.22 0 -4167.22
Net Income 9296.3 -69920 79216.3 -0.132956236

 

WAIA – ATTACHMENT II

Budget vs. Actuals: FY_2017 – FY17 P&L

January – March, 2017

Jan 2017                                                                                                                                    Feb 2017                                                                                                                                    Mar 2017                                                                             Total

                                                         % of                                                                                                                                                            % of

      Actual           Budget       over Budget Budget Actual Budget      over Budget % of Budget Actual Budget over Budget % of Budget Actual Budget over Budget Budget
0.00 93.22 93.22 4.00 4.00 97.22 0.00 97.22
45.85 45.85 26.00 26.00 28.00 28.00 99.85 0.00 99.85
18.99 8.00 10.99 237.38% 16.61 8.00 8.61 207.63% 19.65 8.00 11.65 245.63% 55.25 24.00 31.25 230.21%
0.00 0.00 225.00 0.00 225.00 2,440.00 0.00 2,440.00 2,665.00 0.00 2,665.00
1,397.00 1,875.00 -478.00 74.51% 1,525.50 1,875.00 -349.50 81.36% 1,468.25 1,875.00 -406.75 78.31% 4,390.75 5,625.00 -1,234.25 78.06%
3,176.05 5,000.00 -1,823.95 63.52% 4,682.55 5,000.00 -317.45 93.65% 3,645.80 5,000.00 -1,354.20 72.92% 11,504.40 15,000.00 -3,495.60 76.70%
7.50 8.00 -0.50 93.75% 14.00 8.00 6.00 175.00% 8.00 -8.00 0.00% 21.50 24.00 -2.50 89.58%
657.00 833.00 -176.00 78.87% 436.00 833.00 -397.00 52.34% 503.00 833.00 -330.00 60.38% 1,596.00 2,499.00 -903.00 63.87%
22,031.40 13,000.00 9,031.40 169.47% 12,625.47 10,400.00 2,225.47 121.40% 6,825.72 7,800.00 -974.28 87.51% 41,482.59 31,200.00 10,282.59 132.96%
$  27,333.79  $    20,724.00  $      6,609.79  131.89% $    19,644.35  $  18,124.00  $      1,520.35  108.39% $    14,934.42  $      15,524.00  -$         589.58  96.20% $  61,912.56  $      54,372.00  $        7,540.56  113.87%
0.00 820.00 820.00 54.00 54.00 874.00 0.00 874.00
              19.74                 750.00 -730.26 2.63%         1,329.20             750.00 579.20 177.23% 585.25 750.00 -164.75 78.03% 1,934.19 2,250.00 -315.81 85.96%
0.00 63.75 63.75 32.00 32.00 95.75 0.00 95.75
4,166.00 -4,166.00 0.00%         5,434.55         4,166.00 1,268.55 130.45% 1,861.00 4,166.00 -2,305.00 44.67% 7,295.55 12,498.00 -5,202.45 58.37%
666.00 -666.00 0.00% 666.00 -666.00 0.00% 666.00 -666.00 0.00% 0.00 1,998.00 -1,998.00 0.00%
$        19.74  $      5,582.00  -$    5,562.26  0.35% $      7,647.50  $    5,582.00  $      2,065.50  137.00% $      2,532.25  $        5,582.00  -$       3,049.75  45.36% $  10,199.49  $      16,746.00  -$       6,546.51  60.91%
$        19.74  $      5,582.00  -$    5,562.26  0.35% $      7,647.50  $    5,582.00  $      2,065.50  137.00% $      2,532.25  $        5,582.00  -$       3,049.75  45.36% $  10,199.49  $      16,746.00  -$       6,546.51  60.91%
$  27,314.05  $    15,142.00  $    12,172.05  180.39% $    11,996.85  $  12,542.00  -$       545.15  95.65% $    12,402.17  $        9,942.00  $        2,460.17  124.75% $  51,713.07  $      37,626.00  $      14,087.07  137.44%
471.00 -471.00 0.00% 7,500.00 471.00 7,029.00 1592.36% 471.00 -471.00 0.00% 7,500.00 1,413.00 6,087.00 530.79%
0.29 8.00 -7.71 3.63% 0.29 8.00 -7.71 3.63%                0.29                       8.00 -7.71 3.63% 0.87 24.00 -23.13 3.63%
100.00 100.00 0.00 100.00% 100.00 100.00 0.00 100.00% 100.00 -100.00 0.00% 200.00 300.00 -100.00 66.67%
0.00 0.00 400.00 -400.00 0.00% 0.00 0.00 0.00 400.00 -400.00 0.00%
1,075.00 0.00 1,075.00 1,500.00 0.00 1,500.00 11,250.00 -11,250.00 0.00% 2,575.00 11,250.00 -8,675.00 22.89%
83.00 -83.00 0.00% 83.00 -83.00 0.00% 83.00 -83.00 0.00% 0.00 249.00 -249.00 0.00%
42.00 -42.00 0.00% 42.00 -42.00 0.00% 42.00 -42.00 0.00% 0.00 126.00 -126.00 0.00%
42.00 -42.00 0.00% 42.00 -42.00 0.00% 42.00 -42.00 0.00% 0.00 126.00 -126.00 0.00%
25.00 -25.00 0.00% 25.00 -25.00 0.00% 25.00 -25.00 0.00% 0.00 75.00 -75.00 0.00%
42.00 -42.00 0.00% 42.00 -42.00 0.00% 42.00 -42.00 0.00% 0.00 126.00 -126.00 0.00%
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Income

   4000 Sales of Product Income

   4030 Shipping & Handling

   4090 Interest

   4100 Banquet

   4110 Chips

   4120 Literature

   4130 New Reporter

   4140 Where/When

   4300 Contributions

Total Income

Cost of Goods Sold

   5000 Cost of Goods Sold

      5010 Chips

      5020 Chips – Freight Cost

      5030 Literature

      5050 Where/When

   Total 5000 Cost of Goods Sold

Total Cost of Goods Sold

Gross Profit

Expenses

   6000 Acctg/Audit

   6010 Bank Fees

   6030 Board Meeting Rent

   6040 Committees

      6050 Archives

      6060 Banquet

      6080 CPC

      6090 H & I

      6100 Hospitality

      6110 Lit Committee

      6130 Outreach

      6150 Rules

      6160 Special Needs

   Total 6040 Committees                                                       $    1,075.00  $         234.00  $         841.00           459.40% $      1,500.00  $      634.00  $         866.00                                                                                                                 236.59%         $            0.00  $      11,484.00  -$     11,484.00    0.00%  $    2,575.00  $      12,352.00  -$       9,777.00                                                           20.85%

   6180 Insurance 3,440.00  7,750.00  -4,310.00  44.39% 0.00  0.00  -675.00  0.00  -675.00  2,765.00  7,750.00  -4,985.00  35.68%    6190 Merchant Services 200.00  -200.00  0.00% 200.00  -200.00  0.00% 200.00  -200.00  0.00% 0.00  600.00  -600.00  0.00%

   6200 Employee Compensation                                                                                                        0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                0.00

      6210 Benefits                                                                                                                                  0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                                                                                                                 0.00                                                                0.00

         6220 Medical 376.25     400.00     -23.75      94.06%    152.00     400.00     -248.00    38.00%    400.00     -400.00    0.00%      528.25  1,200.00  -671.75    44.02%          6230 Retirement              117.99     120.00     -2.01        98.33%    117.99     120.00     -2.01        98.33%    117.99  120.00     -2.01        98.33%    353.97     360.00     -6.03        98.33%

$      494.24  $         520.00  -$         25.76  95.05% $         269.99  $      520.00  -$       250.01  51.92% $         117.99  $           520.00  -$         402.01  22.69% $      882.22  $        1,560.00  -$         677.78  56.55%
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
80.00 80.00 0.00 100.00% 80.00 80.00 0.00 100.00% 80.00 -80.00 0.00% 160.00 240.00 -80.00 66.67%
30.22 67.00 -36.78 45.10% 25.88 67.00 -41.12 38.63% 67.00 -67.00 0.00% 56.10 201.00 -144.90 27.91%
$      110.22  $         147.00  -$         36.78  74.98% $         105.88  $      147.00  -$         41.12  72.03% $            0.00  $           147.00  -$         147.00  0.00% $      216.10  $           441.00  -$         224.90  49.00%
$      604.46  $         667.00  -$         62.54  90.62% $         375.87  $      667.00  -$       291.13  56.35% $         117.99  $           667.00  -$         549.01  17.69% $    1,098.32  $        2,001.00  -$         902.68  54.89%
            474.74               360.00 114.74 131.87% 477.39 360.00 117.39 132.61%            430.85                 360.00 70.85 119.68%       1,382.98              1,080.00 302.98 128.05%
         5,023.63            5,145.00 -121.37 97.64%         5,051.75         5,145.00 -93.25 98.19%         5,092.38              5,145.00                  -52.62 98.98%     15,167.76            15,435.00 -267.24 98.27%
$    5,498.37  $      5,505.00  -$           6.63  99.88% $      5,529.14  $    5,505.00  $          24.14  100.44% $      5,523.23  $        5,505.00  $             18.23  100.33% $  16,550.74  $      16,515.00  $             35.74  100.22%
64.00 -64.00 0.00% 169.98 64.00 105.98 265.59% 64.00 -64.00 0.00% 169.98 192.00 -22.02 88.53%
100.00 -100.00 0.00% 100.00 -100.00 0.00% 100.00 -100.00 0.00% 0.00 300.00 -300.00 0.00%
1,940.00 2,121.00 -181.00 91.47% 1,940.00 2,121.00 -181.00 91.47% 2,150.00 2,121.00 29.00 101.37% 6,030.00 6,363.00 -333.00 94.77%
213.77 200.00 13.77 106.89% 200.00 -200.00 0.00% 287.53 200.00 87.53 143.77% 501.30 600.00 -98.70 83.55%
210.00 278.00 -68.00 75.54% 210.00 278.00 -68.00 75.54% 278.00 -278.00 0.00% 420.00 834.00 -414.00 50.36%
65.99 125.00 -59.01 52.79% 115.99 125.00 -9.01 92.79% 65.99 125.00 -59.01 52.79% 247.97 375.00 -127.03 66.13%
557.27 473.00 84.27 117.82% 101.76 473.00 -371.24 21.51% 114.11 473.00 -358.89 24.12% 773.14 1,419.00 -645.86 54.48%
410.00 -410.00 0.00% 430.08 410.00 20.08 104.90% 430.08 410.00 20.08 104.90% 860.16 1,230.00 -369.84 69.93%
29.49 325.00 -295.51 9.07% 413.49 325.00 88.49 127.23% 29.49 325.00 -295.51 9.07% 472.47 975.00 -502.53 48.46%
$    3,016.52  $      4,096.00  -$    1,079.48  73.65% $      3,381.30  $    4,096.00  -$       714.70  82.55% $      3,077.20  $        4,096.00  -$       1,018.80  75.13% $    9,475.02  $      12,288.00  -$       2,812.98  77.11%
238.13 238.13 226.62 226.62 291.81 291.81 756.56 0.00 756.56
       12,591.41               413.00 12,178.41 3048.77% 413.00 -413.00 0.00% -12,591.41 413.00          -13,004.41 -3048.77% 0.00 1,239.00 -1,239.00 0.00%
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
427.00 427.00 0.00 0.00 427.00 0.00 427.00
$  26,991.18  $    19,444.00  $      7,547.18  138.81% $    18,613.22  $  12,094.00  $      6,519.22  153.90% -$    4,255.89  $      22,944.00  -$     27,199.89  -18.55% $  41,348.51  $      54,482.00  -$     13,133.49  75.89%
$      322.87  -$    4,302.00  $      4,624.87  -7.51% -$    6,616.37  $      448.00  -$    7,064.37  -1476.87% $    16,658.06  -$     13,002.00  $      29,660.06  -128.12% $  10,364.56  -$     16,856.00  $      27,220.56  -61.49%
0.00              90.00                                       90.00 0.00            90.00                    0.00 90.00
0.00                3.38                                         3.38 0.00              3.38                    0.00 3.38
$          0.00  $            0.00  $            0.00  $          93.38  $          0.00  $          93.38  $            0.00  $              0.00  $              0.00  $        93.38  $              0.00  $             93.38 
$          0.00  $            0.00  $            0.00  -$         93.38  $          0.00  -$         93.38  $            0.00  $              0.00  $              0.00  -$       93.38  $              0.00  -$           93.38 

      Total 6210 Benefits

  • Reimbursement
  • Annual Intergroup Seminar
  • Cell Phone
  • Mileage

      Total 6240 Reimbursement

   Total 6200 Employee Compensation

  • Taxes
  • Wages

   Total 6260 Payroll Expenses

   6300 Office Expense

      6305 Internet

      6310 New Equipment

      6315 Office Rent

      6320 Office Supplies

      6325 Parking

      6330 Postage & Delivery

      6335 Repair/Maintenance

      6340 Telephone

      6345 Web Hosting

   Total 6300 Office Expense

   6370 QuickBooks Payments Fees

   6390 Sales Tax on Goods Sold

   6400 Unapplied Cash Bill Payment Expense

   6410 Uncategorized Expense

Total Expenses

Net Operating Income

Other Expenses

   6420 Other Miscellaneous Expense

   Reconciliation Discrepancies-1

Total Other Expenses

Net Other Income

Net Income            $      322.87  -$    4,302.00  $      4,624.87               -7.51%    -$    6,709.75  $      448.00  -$    7,157.75                -1497.71%                $    16,658.06  -$     13,002.00  $      29,660.06       -128.12% $  10,271.18  -$     16,856.00  $      27,127.18         -60.93% Monday, Apr 10, 2017 05:55:00 PM GMT-7 – Cash Basis