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.