Intergroup Sept Minutes and AGM - Jan 2023

1

Present: Marion (Chair), Jeannie (Treasurer), Matt (Electronic Communication & GSR Haddington Mon), Phil (Secretary), Dennis (GSR Peebles Friday), Sue (GSR Berwick & Duns), Ian (Observer), Laura (for GSR Haddington Wednesday), Gerry (GSR Musselburgh Friday)

2

Apologies: Wallace (GSR Haddington Wednesday), Tere (Safeguarding LO)

3

Minutes of AGM & Business Meeting  4/6/23:            Proposed:  Jeannie                       Seconded: Matt

Matters Arising: Phil pointed out that in previous minutes it stated that Minutes from 8/1/23 (typo) were approved but it was minutes from 5/3/23 that were approved (as stated in Agenda on 4/6/23)

4

Telephone Service:

Following on from previous minutes, no feedback was received from Groups on criteria for Telephone Responders and 12 Steppers. Jeannie is still to clarify with Stevie what we have set as the criteria in BELI for Telephone Responders and 12 Steppers.

The National Telephone Sub Committee confirmed that the standard criteria is:

-        Telephone Responders: 12 Months Sobriety. Current member of AA. Full Name & Address held on a GDPR compliant database. 

-        12 Stepper: 12 Months Sobriety. Member of Home Group (they are in process of agreeing new guidelines)

But each Intergroup can set their own criteria.

Jeannie has found a Telephone Service Leaflet from a previous role which she will send on to Stevie, along with the one that Laura mentioned (produced by the Scottish Helpline).

5

BELI Bank Account

Jeannie will  amend signatories on the account to the Treasurer, Secretary and Chair.

6

Spending Money Locally and Tradition 7

Following on from request in previous minutes for feedback from Groups on the idea of an Emergency Fund to support groups struggling financially, feedback from Peebles Friday & Berwick was that they felt this was contrary to Tradition 7.

Jeannie recently attended a Finance Seminar where this point was discussed at length and also not considered in accordance with Tradition 7.

The guidance on the AA Website for Starting A New Group also states that this would be contrary to Tradition 7 for a new group.

Nobody at the Intergroup meeting felt it would be in accordance with Tradition 7 either.

A vote was taken on whether or not to take idea of an Emergency Fund for Struggling Groups any further; the vote was unanimous against taking it any further.

It was highlighted that in the past if a Group was struggling for numbers they would put out the word in an attempt to attract people from other Groups to come along. GSRâ??s are welcome to highlight at Intergroup if they are struggling for numbers as it will then be listed in the minutes which are circulated to all Groups (where we have a contact) as well as being published on the BELI website.

There was however full support for looking to use more of the Tradition 7 funds from Groups in BELI for local initiatives to help carry the message, eg BELI Convention, Schools Talks, Big Books in Libraries, Leaflets/Cards with GPâ??s and First Responders, Local seminars for Health Professionals etc. It was agreed to put â??Spending Money Locallyâ?? as a standard item on all future Agenda and to start holding some funds for Local Initiatives (see Treasurers Report).

7

Should we run a 1 Day BELI Convention again?

All in favour of this as a great way of carrying the message and bringing together people from across the BELI area. We also know however that itâ??s a lot of hard work and will take a long time to organise. It will require a Committee of volunteers and itâ??s essential we involve Groups in this.

It was agreed that we should produce a Flyer to circulate out to all groups in BELI to gain support and volunteers for the Committee. We will initially propose to run the convention in September 24 but that is a challenging deadline from a standing start so it might need to be pushed out to Spring 25.

Sue to look in to the cost of using the Volunteer Hall, Galashiels (previous venue) just to get indicative costs of potential venues

Matt, Jeannie & Phil offered to get together to produce & circulate the Flyer and review the responses. Intergroup agreed the mandate for them to do this.

8

Can we restart Public Information Talks in Schools?

It was agreed this would be a good idea. We need a Schools Liaison Officer plus volunteers to support with the talks. Angela (GSR Dunbar Tuesday) has volunteered to be Schools Liaison Officer (to be formally ratified at our next Intergroup meeting), working as lead and first point of contact however she will need at least one other volunteer to work with her, preferably more than one. This will be added to the Flyer being produced by Matt, Jeannie & Phil for the 1 Day Convention and the responses will be reviewed by them as well.

8

Secretaryâ??s Report:

Lesley sent an email to confirm she is no longer the GSR for the Tuesday Womens Meeting. Marion will check who is the new GSR.

Phil highlighted again that we had agreed best practice was to email Service Reports to secretary.bel@aamail.org prior to the Business Meeting, whether or not attending. This should include updates from GSRâ??s where possible

9

Treasurerâ??s Report:  

IT issue â?? will be amended ASAP when figures can be reformatted to appear here. 

Bank statements presented which confirmed the transactions and balances.

Agreed to hold £500 Prudent Reserve, £1,000 as a new Local Initiative Fund (see item 6 Spending Money Locally) and send £1826.99 to Scotia Region. Proposed by Jeannie and Seconded by Marion.

6

Service Reports:

Electronic Communications:

Matt has continued to manage BELI Zoom account, which is used by three groups at the moment. Also updated online group meeting where there were changes.

With recent attendance as the RECLO conference in York, he can report that the new AA website should be active in September, with an improved meeting finder. One of the improved features is the ability to include Hybrid meetings in a search.

Ian asked about the 'Where to find bookletâ?? which has perhaps been superseded by the PDF of meetings (maintained by GSO) which can be downloaded or printed from the current website for each Intergroup area; the one for BELI is here:

https://www.alcoholics-anonymous.org.uk/PrintMeetings.do?id=67

Health: No Report

Telephones: No Report

Safeguarding: No Report

Region Reps: Last meeting was Sunday 6th August 2023 (Group Conscience Meeting)

Next meeting will be Sunday 24th September 2023 at 10 am

At the next meeting they will discuss National Helpline and 12 step lists.

We proposed that Region meetings will become Hybrid and based at St Johns, Livingston. Region are to purchase equipment necessary to facilitate this.

The region is still short of a trustee.  Scotia Region discussed ways of raising awareness of service and Caroline/Jemma took an action to investigate producing a hard-copy pack describing what service entails that can be circulated to groups of Scotia Region. 

£6000 sent to GSO from Region

Full minutes with group and LO officer reports will be available online after our next meeting on Spet 24th.

GSRâ??s

Matt - Last business meeting was 31st July we requested some safeguarding cards to display at meetings and these are now in use. We did also discuss the intergroup question about the 7th Tradition. Next business meeting is 30th October. The group numbers are steady, income is regular and one of our members recently celebrated 40 years sobriety.

Jeannie â??  on behalf of GSR Haddington Thursday. Group going well, numbers dropped a bit over past few weeks but probably just temporary.

Sue â?? GSR Berwick & Duns. Berwick going strong, super meeting. Duns, small meeting but going well.

Dennis â?? GSR Peebles Friday. Doing well, some visitors

Laura â?? for GSR Haddington Wednesday. The group opened and met for the first time on the 21st of June, 23. Over the 10 weeks to date, attendance has been encouraging with a mix of visitors, newcomers, returners and members with early and longer-term sobriety. The meeting seems to have a good feel to it and everyone is mucking in. 1st Group Conscience and Business Meeting on Wednesday 6th September (which will be the 1st Quarter). this we hope will be to take the early necessary decisions, to report on progress, elect officers and agree the next steps.

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Vacancies:                                                                                                          

Public Information Liaison Officer: Vacant

Employment Liaison Officer: Vacant

Young Persons Liaison Officer: Vacant

Probation Liaison Officer: Vacant

Roundabout: Vacant

Armed Services Liaison Officer: Vacant

Region Rep 3: Vacant

8

AOCB:  Nothing raised

9

Next Intergroup Business Meeting

We have got slightly out of synch as next Business Meeting is also due to be our AGM which we hold in January; 4 months away rather than the usual 3 months. This is because we brought forward our Business Meeting due in April to March (to review Questions for Conference). Given that we have a lot of activity to follow up on we agreed to hold our next Business Meeting in 2 months followed by the next Business Meeting/AGM in January. Also agreed that at the AGM we would discuss whether to hold Business Meetings more frequently (eg every 2 Months, standard practice for most Intergroups) or stay with 3 Months.

Next Business Meeting date set as Sunday 5th November at 10 am.

AGM/Business Meeting set as Sunday 14th January at 10am

BELI AGM

1

Present: Marion (Chair), Jeannie (Vice-Chair), Tim (Treasurer), Matt (Electronic Communication & GSR Haddington Mon), Gerry (GSR Musselburgh Friday), Phil (Secretary & GSR Haddington Thursday), Sue (GSR Berwick & Duns), Tere (Safeguarding & GSR Peebles Tuesday/Sunday), Angela (Public Information & GSR Dunbar Tuesday, Heather (GSR Musselburgh Wednesday), Dennis (GSR Peebles Friday), Wallace (Observer), Michael (Observer)

2

Apologies:  Stevie (TLO), Kat (Observer)

Position

Post Holder before AGM

Status before AGM

Status after 2023 AGM

Proposed & Seconded 

Chair

Marion

2^nd Year

3^rd Year

Proposed by Gerry

Seconded by Heather

Vice Chair

Jeannie

2^nd Year

Jeannie Not Standing

Vacant

Secretary

Phil

1^st Year

2^nd Year

Proposed by Gerry

Seconded by Jeannie

Treasurer

Tim

2^nd Year

Tim Not Standing

Jeannie Proposed by Phil

Seconded by Marion

Public Information LO

Angela

Recently Appointed

1^st Year

Proposed by Tim

Seconded by Jeannie

Electronic Comms LO

Matt

3rd Year

4th Year

Proposed by Gerry

Seconded by Tim

Telephone Liaison

Stevie

1^st Year

2^nd Year

Proposed by Marion

Seconded by Tim

Employment LO

VACANT

Angela

1^st Year

Proposed by Marion

Seconded by Phil

Criminal Justice LO

VACANT

Vacant

Agreed to change to Probation Liaison Officer (no Prisons in BELI)

Health LO

VACANT

Kat

1^st Year

Proposed by Jeannie

Seconded by Tere

Armed Services LO

VACANT

Vacant

Young Person LO

VACANT

Vacant

Jeannie pointed out requirement for this role is Sobriety started before aged 30

Roundabout LO

VACANT

Vacant

Archivist

VACANT

Not Required

This is a role listed in Structure Handbook at Region level, not Intergroup level. Agreed itâ??s not required for BELI

Region Rep 1

Jeannie

3^rd Year

Jeannie Not Standing

Phil Proposed by Jeannie

Seconded by Marion

Region Rep 2

Matt

2^nd Year

3^rd Year

Region Rep 3

Angela

Recently Appointed

1^st Year

NOTES: The AA Structure Handbook (available online on AA website - Members - Documents Library -Handbooks) pages 91 to 93 outlines the duties and suggested requirements for Intergroup Officers, Liaison Officers and Regional Reps. Normal requirement is 2 years continuous sobriety; this is 3 years for Regional Reps.

BELI BUSINESS MEETING

1

Present: Same as AGM

2

Apologies: Same as AGM

3 

Minutes of Last Business Meeting   Proposed:   Marion                Seconded:  Jeannie

Matters Arising:   Point 8 - Safeguarding - Matt fedback that Region confirmed DBS not required for Safeguarding role. He is still trying to get clarity on role description.                         

4

Secretaryâ??s Report:

Phil confirmed that AA email addresses now set up and being monitored for the roles of Safeguarding and Public Information. AA Email has been set up for Telephones; Matt will liaise with Stevie on this.

Phil will liaise with Kat on getting registered in the Health role plus getting an AA email address. Will also liaise with Angela on getting registered in the Employment role. Need to agree if this requires a separate AA email address or if we just use the PI one to cover both roles?

The nomination of Marion, Angela & Matt as potential speakers at the Scottish Convention has been submitted to Region and Caroline confirmed she will advise us of the outcome.

An email was recently circulated to all BELI contacts regarding Conference questions for Committee 4. BELI Region Reps will arrange circulation of overall set of Conference questions to get feedback from Groups ahead of our next BELI Business Meeting in March. This will be added to the next Agenda.

5

Treasurer's Report:  

Treasurer Report 2022 - covering period - 01/01/22 - 31/12/22

Balance brought forward 1/1/2022 - £1475.00

Income received + £5645.42 (Y/E 2021/22 +£3896.34)

Expenses - £935.23 Inc. (Y/E 2021/22 -£475.68)

- PI insurance £593.60

- Member travel expenses £341.63

Sent to Scotia Region - £5385.19 (Y/E 2021/22 -£2,224.54)

Balance carried forward to 1/1/2023 - £800 including B.E.L.I 'Prudent reserve' of £500.

January contributions +£290 (7/1/23)

Current balance - £1,090.00

Recommend -

A) Renewing PI insurance with Methodist Insurance @ £526.40 due 9 Feb '23 for up to 31

groups currently 28.

B) Maintain Prudent Reserve at £500.00.      

    Proposed by Tim      Seconded by Phil

6

Service Reports:

Electronic Communications: 

Been assisting with meeting changes via GSO and keeping the microsite up-to-date as best as I can. Also requested fileshare access which will allow us to post graphic content on the microsite (flyers etc). With the help of the secretary I have also updated the emails for serving officers on the intergroup service page and will continue to add these as the new officers take up their roles. I have continued to support the 1st Tranent Women's group as they become more confident with their zoom-based meetings.

Telephones:

Stevie advises that they continue to promote the role of Helpline operator and also 12 stepper. They have experienced an uptake in both roles which is hugely encouraging but also experience regular drop offs too. 
Stevie attended a TLO conference in York last year and work is ongoing to change some local procedures and also national directives. 

Safeguarding:

Tere confirmed sheâ??s now settled in to this new role and is ready to get going. Sheâ??s still in the process of clarifying the role description.

Public Information: 

Matt and Angela were invited to a Scotia Public Information event in October 2022 at Livingston Football Club. Over 90 public and private organisations were invited e.g. Scottish Ambulance Service, Voluntary groups as well as the Deputy Minister for Health. The PI for Scotia gave a presentation on the origins AA, the aims of AA, how it works and also what it is not. Q and A followed which certainly dispelled a lot of myths and stereotypes surrounding AA and its members. After lunch we had an actual AA meeting attended by members from various regions. Delegates from the various bodies were able to watch the proceedings.

The feedback afterwards was extremely positive and there was a positive willingness to display the information packs provided in their organisations as well as opportunities for AA speakers to give talks to their organisations in the future.

Angela will also be attending another Scotia led public information event at the Scottish Parliament on 1st Feb and will report back at our next meeting.

There was a discussion about the potential for organising a BELI PI event similar to the Scotia one. 

Angela will bring a proposal to our next Business Meeting.

Region Reps:

The last Region Meeting (as at date of IG) was 20^th November (which was also the AGM) and Matt, Angela and Jeannie attended as our Reps.

Here are key points of interest. Minutes are available on request.

·     A new hard copy of the 'Where to Find' is being planned in early 2023 so groups are reminded to ensure all contact details are up to date at York. 

·     Although it is not an essential requirement, it is advisable that Safeguarding Officers have PVG.

·     Caroline (Region Secretary and PI Officer) gave very positive feedback on the PUBLIC FORUM that was held in Livingston FC on 27th October, summing it up as  A GREAT SUCCESS. Over 70 'visitors' attended and in total we had 15 AA members on the floor, including Angela and Matt from BEL IG, mingling with guests and having general chats. 
Since then, she has been contacted by Midlothian Council and agreed to give a presentation to their HR Managers in December; She has also agreed to give a presentation to Team Leaders from AdvoCard, and will be attending an event being run by the Scottish Ambulance Service in Feb 2023. 

·     Caroline requested (and was granted) Region's permission to contact all Doctorâ??s surgeries within our Region area with an information pack. She was also given permission to cost/purchase 'chips' displaying AA contact details. These could be given to Blue Light services as well as distributed wherever we get an opportunity

·       Roundabout requires ongoing support. For subscriptions see https://www.alcoholics-anonymous.org.uk/Members/Fellowship-Magazines/Roundabout and submit articles online at https://www.alcoholics-anonymous.org.uk/Members/Fellowship-Magazines/Roundabout-Magazine/Submit-an-Article

·     Intergroups reminded of the following vacancies at Region and asked to raise awareness in groups 

·     Young People Liaison Officer

·     Employment Liaison Officer

·     Health Liaison Officer

·     Roundabout Liaison Officer

·     2 x Conference Delegates

·     1 x Alternate Delegate

Scotia Region remind all Intergroups that we still need at least one further nomination to go forward as Trustee to the Board so that our interest is fully represented. If you know anyone who is interested, please ask them to drop the Secretary an email along with a copy of their (AA) CV/Resume â?? secretary.scotia@aamail.org

Since this meeting, the Questions for Conference are also available and GSRS are requested to discuss these questions within their groups to enable them to bring the conscience of their group to the next IG meeting.  

GSR Reports:

Tere (Peebles Tuesday & Sunday) - Tuesday and Sunday Peebles meetings are not running at their normal venue (Peebles Bakehouse) due to a broken boiler and no heating.  
The Sunday group will not be running until further notice but the Tuesday group has temporarily relocated to the Parish Church in Peebles (same location as Peebles Friday group). Tere will check our Secretary had updated the details with GSO and will let BELI & GSO know when they move back to the Bakehouse.

Heather (Musselburgh Wednesday) â?? Going well, newcomers attending

Gerry (Musselburgh Friday) â?? Meeting has settled in well at the new venue

Sue (Berwick/Duns) â?? Both meetings thriving, Berwick is no longer Hybrid but Duns is. She highlighted that the Coldstream meeting is now closed; Matt said he would pick this up with Chis at GSO to ensure the records are updated.

Tim (Galashiels Monday) â?? Recovery Across The Border) Zoom meeting; very strong and healthy meeting.

Matt (Haddington Monday) â?? Going well; first meeting of the year had 20 people attending.

Phil (Haddington Thursday) â?? Healthy meeting with some newcomers.

Dennis (Peebles Friday) â?? Meeting doing OK.

7

Vacancies:                                                                                                                                                                               

Young Person: Vacant

Probation: Vacant

Armed Services: Vacant

Roundabout: Vacant

Literature: Vacant

Vice Chair: Vacant

9

AOCB

Dennis mentioned the good work that used to be done in Schools Liaison, giving talks on AA in schools. A discussion was had where we all agreed it would be good to restart this if we can find one or more volunteers and it was agreed that this should fall within the overall Public Information remit. This work can be undertaken by anybody with at lease 2 years sobriety but it would be good if that could include somebody in their 20's or 30's, ideally somebody who got sober before the age of 30 (similar to criteria as for Young Personâ??s Liaison). Anybody interested in knowing more about this please email Angela at pi.bel@aamail.com

Brief discussion about the decision last year to start Business Meetings with a reading of the 12 Steps and 12 Traditions. It was agreed that whilst it is wholly appropriate to read the 12 Traditions at a Business Meeting that it was not necessary to read the 12 Steps.

All agreed that future Business Meetings should be Hybrid rather than only on Zoom.

10

Next Intergroup Business Meeting scheduled for Sunday 5th March at 10am

Hybrid Meeting Face to Face: The Roodlands Community Hall, East Lothian Community Hospital, Alderson Rd, Haddington EH41 3PF. ZOOM:  Meeting ID is 830 3157 2512 and the Passcode is BELI2022 (Matt to Host)