Better Together Virtual Intergroup — Formal Minutes

Date: Sunday, May 3, 2026

From the meeting document: “The Better Together Virtual Intergroup (BTVIG) held their May business meeting to discuss various operational updates and committee reports.” 

1. Call to Order

The meeting was called to order by the Chair. The Serenity Prayer opened the meeting.

2. Attendance

Present: 14 attendees (names on file). Officers and Chairs noted in reports: Russell (Chair), Jenean (Vice Chair/Cohost Training), Melvin (Secretary), Carla C (Treasurer), Matthew (Retreat/Webpage), Lori (Host/Co‑host), Kelly (Website), Sonya, Michelle, Amanda, Jenna, Lydia, Sasha (newsletter chair), and others.

3. Approval of Minutes

Reading of the Minutes from the previous meeting was waived after a motion by Melvin B and seconded by Amanda T.

4. Treasurer’s Report

• Carla C reported approximately $10,500 in available funds and reviewed retreat and scholarship balances and recent donations.

• Carla confirmed last year’s taxes were completed without major issues.

• Zephy was introduced as a potential platform for retreat registration; concerns were raised about the platform’s suggested donation language.

5. Committee Reports

• Retreat / Webpage: Matthew is developing the retreat webpage. He and Russell will create a detailed retreat checklist covering financial setup, registration, and website integration.

• Host / Co‑Host: Lori reported the committee is running smoothly and training is available for new hosts/co‑hosts.

• Zoom / Co-Host: Jenean announced upcoming Zoom/co-host training and will post training information on Facebook. Jenean will be added to the tech host training list; Russell also volunteered to be added.

• Workshop: The abstinence workshop was reported as successful; a body‑image workshop is planned.

• Newsletter: Sasha is confirmed as the newsletter chair.

• Member Contact List: Sonya reported a need for additional volunteers for Thursday and Sunday shifts.

6. Business and Discussion Items

• Bank Signatory Changes: The group agreed to update U.S. Bank signatories to remove Dolores de Ramos (aka Lori D) and to add Jenean Billins as Vice Chair signatory. It was requested that the official minutes explicitly document the specific names and accounts for the bank.

• Virtual Component for Events: Diana proposed adding a virtual component to future in‑person events to allow remote participation and online contributions; Russell acknowledged this is under consideration and referenced prior plans to use the Better Together Zoom room for virtual participation.

• Website / Newcomer Resources: Broken newcomer links (caused by OA.org changes) were identified in the BT Chat info; Lori will update or replace these resources.

• Zephy Donation Language: Concerns about Zephy’s suggested donation wording were discussed. Russell and Matthew will add clarifying language in communications to state that Zephy’s suggested donation is optional and that Better Together may make a donation on behalf of registrants. A checkbox or similar clarification was proposed.

• Bullying / Group Conduct: Reports of bullying behavior (including name‑calling, eye‑rolling, and judgmental comments about speakers’ abstinence status) were discussed. Russell reported having made follow‑up calls and will make a final follow‑up call to the third individual involved; the situation will continue to be monitored and handled according to OA’s diversity and welcoming policies. Kelly emphasized the importance of hearing from both abstinent and non‑abstinent members.

• Pre‑Business Meeting Length: The group voted to shorten the pre‑business meeting to 30 minutes to improve efficiency while preserving monthly business meetings.

7. Fundraising and Auction

• Fundraising ideas (merchandise such as dice, stickers, pins) and auction donations were discussed. Diana offered design/poetry support for fundraising/merchandise and will be contacted by relevant committees. Russell noted past fundraising items were managed through the retreat committee.

8. Steering Committee / Retreat Planning

• Russell and Matthew will form a steering/retreat checklist and track progress via WhatsApp.

• Carla will provide a ticket purchase link for retreat billing purposes when clarified and will await Russell/Matthew’s requirements for retreat financial setup (Zephy or Google payments) before proceeding with payment setup. Carla expressed interest in joining the retreat committee to assist with Zephy functionality and meal‑choice setup.

9. Website and Communications

• Kelly will update the website with current business meeting information and the new meeting number.

• Committee chairs will create simple flyers/announcements for Facebook and coordinate with Lori or Russell to pin important posts. Sonya and Melvin will post volunteer requests and announcements for member contact list roles and welcome committee announcer needs.

10. Motions and Votes

• Motion to waive previous minutes reading — Passed.

• Motion to shorten pre‑business meeting to 30 minutes — Passed.

• Motion to close the meeting — Passed.

11. Action Items (Assigned)

• Russell

  • U.S. Bank signatory changes (remove Dolores de Ramos aka Lori D; add Jenean Billins).

  • Make a final follow‑up call regarding the bullying/shaming incident and continue monitoring.

  • Collaborate with Matthew on the retreat checklist and post donation‑clarifying language.

  • Add himself to the tech host training list.

• Carla C (Treasurer)

  • Provide the Zoom ID for the Monday book study to Jenean for local meeting announcements.

  • Await retreat financial setup requirements from Russell/Matthew and proceed with payment setup once details are provided.

  • Join the retreat committee to assist with registration and meal‑choice setup.

• Matthew

  • Continue retreat webpage development and collaborate with Russell on the retreat checklist and communications.

• Lydia / Lori

  • Update or replace broken newcomer information links and resources for BT Chat.

• Jenean

  • Post Zoom/tech training information on Facebook.

  • She requested to be added to the tech host training list.

• Committee Chairs

  • Create and post flyers/announcements on Facebook for committee activities; coordinate pinning with Lori or Russell..

• Sonya

  • Post volunteer request for contact list roles (Thursday and Sunday).

• Melvin

  • Post announcement seeking a Thursday announcer for the welcome committee.

• Kelly

  • Update the website with current business meeting information and ensure visibility.

12. Announcements

• Newsletter chair and committee updates were noted. Local intergroup outreach and other program updates were shared.

13. Adjournment

A motion to close was passed. The meeting closed with the Serenity Prayer.

Agenda – 4/12/2026

1. Welcoming (start recording and AI)

● Chairperson: Russell W

2. Opening Prayer

● God, set aside everything we think we know about our Higher Power, about ourselves,

about this intergroup, and our own recovery, so we may have an open mind and a new

experience with all these things. Please help us see the truth.

3. Minutes – Reading / Waiver of Reading / Motion to Approve

● Secretary: Melvin B

4. Reports from Officers

● Vice Chairperson: Jenean B

● Secretary: Melvin B

● Treasurer: Carla C

5. BTVIG Committee Chair Reports (confirm all)

● Data Tech: Matthew B

● Host / Co-Host: Lori D

● Zoom Service Training: Jenean B/Matthew B

● Member Contact List: Sonya

● Newsletter: Michelle B

● Welcome Committee: Melvin B

● Speaker Seekers: Christine C

● Workshops: Lori D

● Sponsorship Committee: not active

● No Disruptions: Annie

● Facebook Admins: Russell, Lori D

6. BTVIG Meeting Delegates

● Newcomer Meeting Rep: Jen V

● World Service – Virtual Region Delegate: MaryHelen

● World Service Office Delegate: Cynthia D

7. World Services and/or Regional Visitors

8. Ongoing Business to Review

● New business meeting Zoom ID for website

9. New Business

● Call for any new business

● Retreat information – 2026 planning has begun. Monthly update

10. End Meeting Motion

11. Serenity Prayer

God, grant me the serenity to accept the things I cannot change, courage to change the

things I can, and the wisdom to know the difference.

Quick recap

This was the Better Together Virtual Intergroup's business meeting held on April 12th, 2026, where officers and committee chairs provided updates on various aspects of the organization. The meeting covered financial reports showing improved balances and donations, committee updates including DataTech storage usage, host/co-host activities, newsletter progress, and upcoming events like the abstinence workshop scheduled for April 26th. Key discussions included the transition process to Afterglow meetings and concerns about meeting timing announcements, with the group reporting success in shortening meeting durations from 22 minutes after to 6 minutes after the hour. The conversation ended with the serenity prayer and announcements about upcoming retreat information and World Service Business Conference preparations.

Next steps

• CarlaC-OK and Jenean: Get together to complete signatory process at U.S. Bank (to be done this month).

• CarlaC-OK: Complete and submit taxes before May 15th (before next meeting).

• Lori and Matthew: Meet with interested volunteers to discuss and transition Sign Up Genius responsibilities, including back-end access.

• Jenean and Matthew: Coordinate regarding handling the abstinence workshop run-through for April; reschedule if necessary.

• Melvin B: Find someone to take over the Friday night announcement for the Welcome Committee.

• All members: If listed as a sponsor on the contact list and no longer able to sponsor, update status via the provided link.

• Cynthia: Attend World Service Business Conference in Albuquerque (April 21-26) and report back to the group after the event.

• All members: When retreat registration goes live, help promote and push for room sales.

• Russell: Get information and feedback from the trustee regarding group conscience shares at the end of meetings and bring update to the next Pre-Business meeting.

• Jazzy B: Begin as new chair of No Disruptions Committee on June 1st and start looking for 7 new people to be announcers for no disruptions.

• Jenna D: Monitor no disruptions while Annie is on holiday (for two weeks, starting soon).

Summary

Financial Update and Operations Report

The meeting opened with a prayer, followed by a motion to waive the reading of minutes, which was approved. Jenean and Melvin reported no updates from their respective roles. Carla provided a financial update, noting an average balance of $4,500 without earmarked funds and $10,100 with them, a decrease from previous levels. Expenses were down, particularly in Zoom costs, and earmarked funds were performing well. Carla mentioned the need to arrange signatory access for Jenean at U.S. Bank and noted that taxes were being prepared for the May 15th deadline.

Committee Updates and Transitions

The meeting covered updates from various committees. Matthew reported on storage usage across different committees, noting that while the newsletter committee uses significant storage, overall space is ample. Lori provided an update on the host and co-host committee, mentioning a change in leadership as of April 1st and noting difficulties in scheduling, while Michelle reported positive progress on the newsletter with submissions growing and a new chair, Sasha, taking over effective May 1st. Jenean updated on ongoing Zoom service training held monthly on the third Sunday, and Melvin requested a volunteer to take over the Friday night announcement role for the Welcome Committee.

Committee Updates and Project Progress

The meeting covered updates from various committees and ongoing projects. Lori reported on the successful service fair and upcoming abstinence workshop, while Annie announced leadership changes in the No Disruptions Committee, with Jazzy B set to become the new chair. Russell noted increased activity on the Facebook page and asked for more participation. Sonya reported no significant updates on member contact lists but warned about incorrect sponsor information. Maryhelen discussed preparations for the virtual region assembly and work on affiliating unaffiliated meetings. Cynthia shared her upcoming attendance at the World Service Business Conference in Albuquerque. The conversation ended with a reminder about the upcoming retreat and the need to promote room bookings once details are announced.

Meeting Transition and Timing Updates

Diana-NJ raised a question about why the meeting cannot transition directly into Afterglow once the last hand is raised, suggesting this would prevent the meeting from being dragged out by those not paying attention. Lori explained that the announcement timing was moved to quarter till from 5 till to better accommodate members who need more time to prepare their shares, as they often multitask during meetings. Russell noted that the average meeting end time has improved from 22 minutes after to 6 minutes after, with Afterglow hosts taking over at the top of the hour. The group agreed to discuss further changes at the next Pre-Business meeting, where Russell will provide updates from trustee feedback. There was no Unfinished Business and no New Business. A Motion was made and Seconded to Close meeting. Closed with the Serenity Prayer

Better Together Virtual Intergroup – Business Meeting Minutes

Key Takeaways

• 2026 Better Together OA Retreat will keep early registration at last year’s price; rates increase significantly after August 1.

• Retreat steering committee has begun planning for the October 2026 Chicago retreat.

• New meeting format is working well, shortening meetings by about 11 minutes on average.

• Business meeting Zoom ID will change effective April 1, 2026.

• Treasurer’s report shows a total balance of $11,007 with $5,385 in earmarked funds.

• World Service Delegate Cynthia will attend the World Service Business Conference April 21–26.

CHAIR REPORT - Russell

The steering committee met to discuss the in‑person retreat in Chicago.

Discussion

• Early registration will remain at last year’s price despite inflation.

• No refunds will be issued after August 1.

• A WhatsApp community will be created for communication and ticket transfers.

• Intergroup is responsible for a $24,000 hotel contract.

• The retreat hotel is the Sheraton O’Hare, with rooms at $169 (regularly $239) and free shuttle service.

• $471 is currently in the retreat account from the 15% monthly allocation.

• A countdown to the retreat has been added to the website (BTVIG.org).

• Early registration remains unchanged until August 1, after which prices will increase.

• Sheraton O’Hare confirmed as the retreat hotel.

• WhatsApp community will support communication and ticket resale.

Meeting Format Changes

The new meeting format implemented last month was reviewed.

Discussion

• Average meeting end time improved from 10:18 PM Eastern in January to 10:07 PM Eastern in February.

• Positive feedback received; no complaints about the new script.

• Members report the script is clearer and shorter, making service more accessible.

• More diverse participation is occurring as different members are sharing.

• Moving the request for the next night’s chair earlier in the meeting was well‑received.

• An on‑screen timer will begin being used to support consistent timing.

Conclusion

• The new format is effective and meetings are ending earlier.

• Participation is broadening with new voices sharing.

• Timer implementation begins immediately.

Vice Chair Report - Jenean

Discussion

• WSO Questionnaire submitted.

• Has volunteered to assist with Sign-up Genius and Co-Host Roster

Secretary Report - Melvin

No Report

Treasurer’s Report - Carla

Details

• Total balance: $11,007

• Retreat fund: $5,000 (will decrease by $2,000 once deposit processes)

• Operations fund: $6,300

• Earmarked funds total $5,385, including:

  • $1,120 prudent reserve

  • $3,700 delegate expenses

  • $471 retreat fund

  • $50 scholarship fund

• Donations received:

  • 31 Venmo donations ($350)

  • 6 PayPal donations ($66)

  • 4 Zelle donations

• Expenses include:

  • $287 annual Zoom fee (reduced from $340)

  • $15 monthly mailbox fee

  • Bank fees

• Completed donations:

  • $1,400 to World Service

  • $350 to Virtual Region

  • Additional $3,000 to World Service and $1,400 to Virtual Region

Conclusion

• Finances remain stable with over $11,000 in total funds.

• All planned donations to World Service and Virtual Region have been completed.

• Tax filing is the next major financial task.

Business Meeting Zoom ID Change

Discussion

• A new Zoom ID will be used for business meetings beginning April 1.

• The ID will be listed only on the website calendar, not the main page, for security.

• New meeting information was shared in the chat.

• The change protects the main account number from Zoom bombers.

Conclusion

• New Zoom ID becomes effective April 1.

• Access will be limited to the calendar section of the website.

Service Positions and Training

Discussion

• Hosts, tech hosts, and waiting room volunteers are needed for April–June.

• Zoom service training is scheduled for March 15 at 4 PM Eastern.

• Annie is seeking a new chair for the No Disruptions Committee.

• More volunteers are needed for the Welcome Committee.

• The Facebook page needs revitalization; members are encouraged to post and engage.

Conclusion

• Multiple service roles are open for the next quarter.

• Training opportunities are available for members interested in service.

Upcoming Events

Discussion

• A service fair will be held March 15 from 2–4 PM Eastern.

• An abstinence workshop is scheduled for April 26 from 3–5 PM Eastern with optional Q&A.

• Cynthia is registered for the World Service Business Conference in New Mexico, April 21–26.

Conclusion

• The service fair will help members learn about committees and service roles.

• The abstinence workshop will include a four‑speaker panel, moderator, and breakout rooms.

Action Items

Carla

• Contact the bank about waiving insufficient funds fees

• Prepare and file tax documents

Lori

• Write an announcement promoting the March 15 service fair

• Update the website with the new business meeting Zoom information

• Create WhatsApp groups for retreat committees

Melvin

• Send Welcome Committee volunteer request to Michelle B for the newsletter

Russell

• Begin posting on the Facebook page to increase engagement

• Follow up with the bank if fees are not waived

Cynthia

• Attend the World Service Business Conference (April 21–26)

• Prepare a report for the June business meeting

All Members

• Contribute posts to the Facebook page

• Promote early retreat registration