OA events are wonderful for fellowship and recovery, and the funds they generate can help groups and service bodies continue Twelve Step work. Fundraisers that include the use of OA literature reinforce the program and help carry the message.
Suggested fundraisers
Anniversary celebrations
Annual OA events such as Overeaters Anonymous’ birthday and International Day Experiencing Abstinence (IDEA), Unity, and Twelfth Step Within days may be celebrated with a marathon, banquet, or dance. Hold an OA meeting in conjunction with the social event. National holidays can also be special times for fellow OA members to be together. Valentine’s Day dances, Independence Day picnics, Thanksgiving “thank-a-thons,” and New Year’s Eve balls are examples of events with a holiday theme.
Games and activities
A dance or carnival can include games and activities that can be enjoyed for a nominal donation. (Examples: photo booths and face- and/or hand-painting stands.) Raffles, 50/50 drawings, or other games of chance may be offered in areas where state and local laws permit. In addition, raffles or games of chance should be conducted in a manner that does not divert from our primary purpose.
Merchandise sales
T-shirts, mugs, book bags, and other items can be sold at OA events and serve as ongoing fundraisers for groups and service bodies. In accordance with OA World Service Business Conference (WSBC) policy, it is suggested that all sale items be approved by group conscience and that sales be conducted in a manner that will not divert attention from OA’s primary purpose or endorse an outside enterprise.
Auctions
Items or services contributed by OA members can be purchased by the highest bidder.
Boutique
Items donated by OA members may be sold to OA members for set prices.
Talent shows
Members can show off their creativity and raise money.
Gratitude pledges
Members may choose to make special Seventh Tradition contributions to celebrate OA birthdays, memorials, or other occasions. Pledge envelopes can be made available at meetings.
Contribution jars
These could be set out for special causes as well as ongoing needs such as the region representative or World Service Business Conference delegate travel funds, telephone funds, buying office equipment, or scholarships to OA events.
“No Bake” sales
Members contribute money they used to spend on snack or junk food items.
For additional ideas or guidance, contact other service bodies or your region.
The Tradition of Self-Support
OA’s Seventh Tradition states: “Every OA group ought to be fully self-supporting, declining outside contributions.”
A question groups and service bodies must ask themselves is: “Are we truly self-supporting?”
How can our group increase the Seventh Tradition collection?
Group members may not be aware of how important individual contributions are to OA’s continued existence. To bring this point home during meetings, the group treasurer might read aloud OA’s Seventh Tradition and its explanation from the pamphlet The Twelve Traditions of Overeaters Anonymous as the basket is being passed. Group treasurers can also make monthly reports to their groups and make sure the basket circulates to all members. Virtual meeting members may contribute directly to the WSO. To contribute, go to the 7th Tradition Contribution page on oa.org.
How much should our group give to our service body and why?
Many meetings never contribute financially to their service bodies—sometimes because they don’t understand the importance of it, sometimes because they don’t know how. A good guide for making appropriate financial contributions to service bodies is the pamphlet Seventh Tradition of OA. It explains how contributions support service body services such as telephone hotlines, meeting lists, public information, and Twelfth Step Within activities. Groups and service bodies might consider donating these guidelines to each of their meetings. Virtual meetings contribute to their service body and the World Service Office (WSO).
What can service bodies do to encourage contributions?
Service body officers may want to attend meetings that haven’t contributed to the service body and explain the concept of self-support. Monthly service body newsletters can print service body treasurers’ reports to let members know how contributions are being spent. Communications can include the service body, region, and World Service Office addresses to help groups send in their contributions. Service body treasurers should keep in regular contact with group treasurers. Groups that do contribute could be acknowledged through thank-you notes and notices in the service body newsletter.
Am I giving enough?
A personal question members may want to ask themselves is: “Am I still contributing in the same manner as when I first came into the program? I used to spend many dollars on my binge foods; how much do I donate in gratitude for my recovery?” Some individuals make yearly donations to the WSO to express their gratitude for the recovery they have found in OA. Sponsors might share with sponsees the meaning and importance of the Seventh Tradition.
To help OA carry the message of recovery, members may want to give an automated monthly Seventh Tradition contribution. OA accepts contributions from OA members, groups, and service bodies only. An OA member may contribute up to US$7,500 per year to the general fund, up to US$7,500 to any special fund, and up to US$7,500 to honor the memory of a deceased member. To set your monthly contribution, visit the 7th Tradition Contribution page on oa.org.
The Prudent Reserve
What is a prudent reserve?
A prudent reserve is an amount of money set aside to provide a source of funds for situations such as a sudden increase in expenses or an unanticipated loss in contributions with the intention of reserves being used and replenished within a reasonably short period of time. Each group or service body should establish its own prudent reserve policy.
How much money should be in the prudent reserve?
The amount may be determined by figuring operational expenses for a given period of time—for example, the World Service Office has selected three months to calculate its minimum reserve funds. Expenses include such things as rent, telephone, postage, printing, utilities, and salaries, if applicable. The fund should be periodically reviewed to make sure it meets the present and projected needs of the group or service body.
What if our group doesn’t have any extra money?
If a service body finds it can’t fully fund its prudent reserve all at once, fundraising activities such as those suggested in these guidelines may be undertaken to raise the needed monies.
Guarding Our Traditions
It’s the responsibility of all OA members to act as guardians of our Traditions. Not upholding our Traditions often occurs through misunderstanding or misinformation. We need to be constantly alert that we don’t inadvertently make a precedent-setting decision that could adversely affect our own and other OA groups and thus OA as a whole.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
Contents
Introduction
Purpose of a Budget
Creating the Budget
Budget Format
Determining a Prudent Reserve
Budget Review
Revenue Review
Expense Review
Additional Budgeting Tips
Introduction
These guidelines are designed to help service bodies (intergroups, service boards, regions) develop an annual process for creating, monitoring, and administering a budget. This enables service bodies to adhere to Tradition Seven: “Every OA group ought to be fully self-supporting, declining outside contributions.”
Purpose of a Budget
A service body’s budget provides a means to plan for the fundraising and expenditures necessary to perform the Twelve Step work of carrying the message within and outside the Fellowship of Overeaters Anonymous. A budget can facilitate planning by allocating projected income against anticipated expenses for the upcoming year.
As the service body develops consensus on group priorities, the budget provides a framework to accomplish the following goals:
Strengthen the service body and/or member’s sense of ownership and involvement
Give the board, committees, and representatives of the service bodies clear direction on the suggested activities for the year
Help the service body operate without fear of financial insecurity
According to Concept Twelve, section (b), “sufficient operating funds, plus an ample reserve, shall be OA’s prudent financial principle.” To continue providing services, Overeaters Anonymous service bodies need to have budgets based on past experience, as well as on current and projected income. A prudent reserve is an emergency fund or savings that allows OA service bodies to carry the message of recovery, even if projected income is not met. The amount may be determined by figuring operational expenses for a given period of time—for example, one to six months. Expenses include such things as rent, telephone, postage, printing, utilities, and salaries, if applicable. The fund should be periodically reviewed to make sure it meets the present and projected needs of the group or service body.
Creating the Budget
Organizations use budgets to agree on how to spend resources in a given fiscal year. It is important to understand the differences between fixed and variable spending, in case of a catastrophic financial event. The service body may ask the treasurer or a budget committee to draft the proposal. The process involves estimating future income and expenses.
Estimating Yearly Income
Yearly income can come from Seventh-Tradition contributions, fundraising activities, and proceeds from retreats, workshops, marathons, etc. In addition, money may be available from OA regions or World Service Office (WSO) to fund special requests; for example, delegate travel to the World Service Business Conference (WSBC) or trustee travel to speak at workshops, professional exhibits, etc. (See oa.org or individual region websites for more information.)
Estimating Expenses
Expenses can be divided into two categories: fixed and variable.
Fixed expenses may include the following items:
costs for copies
office rent
room rent
post office box
telephone
Variable expenses may include the following items:
postage
professional outreach or public information projects
Twelfth Step Within activities
special events
delegate and region representative travel (and region chair or trustee travel, if applicable)
newsletter, literature, media library
ad hoc committees, such as bylaws, budget, etc.
website development and maintenance
contributions to other levels of service: service body or WSO
A service body can determine its budget for an upcoming year by reviewing the past year’s budget and considering the need to increase income or decrease expenses. The service body can also ask OA members or committees to submit proposals on how much money they need for certain duties or obligations. Exhibit 1 below is an example of a proposal to the budget committee for travel to a region assembly.
Exhibit 1: Budget Proposal Example
Item
Estimate
Source
Registration Fee
$40
Region Assembly Registration Form
Mileage
$28
200 miles (per internet navigation site software) x 14 cents per mile
Hotel
$240 (plus tax)
Hotel rate of $120 per night plus tax
Meals
$110
$55/day x 2 days
Total Request
$418
(NOTE: This example is from the United States. Transportation reimbursement policies and rates will vary by country.)
Budgets can be legibly handwritten, typed, or entered into a software program. The advantage of using computer software—whether a spreadsheet or financial program—is the ease of entering, updating, and disseminating data to members.
Exhibit 2: Sample Budget
INCOME
BUDGET
CDs and Electronic Media
$
Convention—Local
$
Convention—State
$
Fundraising
$
Retreat
$
Seventh Tradition Contributions—Group
$
Seventh Tradition Contributions—Individual
$
Workshops
$
TOTAL INCOME
$
EXPENSES
$
Banking Fees/Adjustments
$
Chair’s Expenses
$
Convention—State
$
Delegate Expenses
$
Newsletter
$
P.O. Box Rental
$
Phone Service
$
Professional Outreach/Public Information
$
Secretary—Corresponding
$
Secretary—Recording
$
Seventh Tradition Contributions to Region
$
Seventh Tradition Contributions to World Service Office
$
Twelfth Step Within
$
Ways and Means
$
We Care List
$
Website (for the year)
$
TOTAL EXPENSES
$
INCOME MINUS EXPENSES
$
The items in this sample budget are listed alphabetically. In practice, a service body usually lists budget items in order of priority. Fixed expenses are deducted first, and the remaining balance is divided among variable expenses as determined by member proposals and group conscience. Some service bodies have agreed on policies that prescribe how to prioritize variable expenses.
The service body’s treasurer reviews the requests and checks for accuracy, and then enters the figures into the budget document.
The treasurer (or budget committee chair) convenes a meeting where interested members agree to the funding allocation among committees.
If available funds will not cover all the requests, the service body has two options to align with the service body’s agreed priorities:
To evenly reduce discretionary expenses
To have committee members reduce or eliminate funding for specific work
What is the budget approval process?
The service body’s bylaws may stipulate the approval process. Listed below is one example of the levels of approval:
budget committee
executive board
service body representatives
Determining a Prudent Reserve
A prudent reserve is an amount of money set aside so the service body can function if its income falls below expectations. Voluntary contributions are unpredictable, so service bodies must balance the need to be prudent and ensure stability with the need to carry the message. Many service bodies determine the size of a prudent reserve by establishing a certain percentage of operating expenses. One suggestion is to set aside a minimum of one to six months’ total operating expenses. By examining its financial records for the past one to three years, a service body can estimate its operating expenses and determine a prudent reserve. (For more information about determining a prudent reserve see the Fundraising and Prudent Reserve Guidelines for Groups and Service Bodies on oa.org.)
Budget Review
The power of a budget lies in reviewing and adjusting it. It is wise to conduct regular budget reviews and report variances to the service body. In addition, treasurers should quickly review the budget before each expenditure and review it more formally each quarter.
Revenue Review
If revenues are substantially down, the following actions are helpful:
Report the decline immediately to the service body, using exact numbers.
Discuss the necessary corrective steps, which can include formally reducing budgets, if necessary, and consider fundraising events or campaigns to increase contributions.
If revenues are substantially up, the following actions are helpful:
Celebrate the success through service body announcements.
Consider adding budget money to areas that would help carry the message.
Let area groups know how the extra money will be spent.
The adjustments mentioned above should go through the appropriate approval process.
Expense Review
Analyze each expense category to see what is on budget, over budget, under budget, or nearing budget limits.
If expenses are on budget, report this success to the service body.
If expenses are over the budgeted amount, the following actions are helpful:
Report the increase to the service body and explain the reasons for it.
Decide how to increase the budget or freeze spending for the remainder of the year.
If expenses are under budget, the following actions are helpful:
Report the decrease to the service body.
Determine whether the excess funds can be used elsewhere or held in reserve.
Determine why the item is under budget and take corrective action.
Is the budgeted item no longer important or necessary? Consider moving the budget allocation to another area.
Is the budgeted item important or necessary but not being carried out? Take immediate corrective action.
Keep in mind that any adjustments to the budget should go through the approval process.
If expenses are nearing the end of their budgeted amounts, the following actions are helpful:
Alert the appropriate person within the service body so he or she can make adjustments accordingly.
Review the budget amount for appropriateness.
Additional Budgeting Tips
Make the budgeting process as simple as possible.
Involve as many members as you can in financial planning and budgeting. This will take the mystery out of finances.
Explain to all service body members what the money is being spent on.
Talk about finances at all levels, emphasizing that every member can contribute to the service body’s financial health.
Put excess revenues back into services that help carry the message. If revenues are substantially up, it may be appropriate to increase spending above budgeted amounts, or to increase Seventh Tradition contributions to the region or World Service Office (WSO).
Even if revenues are up, the service body should approve spending above budgeted amounts prior to committing to the expenditure.
Treasurers should check budgets before reimbursing anyone, and the service body should approve any reimbursement amounts not in the budget.
Financially stable service bodies and strong recovery in an area usually go hand in hand.
Seventh Tradition contributions usually follow recovery.
If revenues are down, focus on recovery.
If revenues are up, celebrate recovery and carry the message even more.
Service bodies that participate in the service structure above intergroup level tend to become stronger financially. If revenues are down, resist the temptation to stop sending representatives to region, national/language service board, and world service events. Participation in these events brings fresh ideas that help carry the message, thus strengthening service bodies financially.
Contribute year-end cash surpluses to the wider Fellowship according to the group conscience in your area. Groups frequently choose to send 50 percent of excess funds to their intergroup or service board, 10 percent to their region and 40 percent to WSO. Groups may also choose to contribute all excess funds to their intergroup/service board, and allow those service bodies to contribute to the region and WSO.
Always put money above the prudent reserve back into recovery-related services, or contribute year-end cash surpluses to the wider Fellowship according to the group conscience in your area.
Relate the service body’s total costs to the number of groups supported by that service body. One region that had a financial crisis used this approach: First, the region divided its expenses by the number of groups in that region, thus coming up with an average per group. The region used this average to arrive at a range of suggested contributions from each group. The region then sent a letter or email to each group, explaining the status of the region’s finances and asking all groups to consider contributing within the suggested range. This proved to be an effective communication: The region’s income increased by 66 percent in the first year after the letter was sent, and by 48 percent in the following year. This approach was successful because the request was clear and simple and the suggested contribution was manageable. It provided a goal for less-affluent groups and allowed more-affluent groups to perceive they were assisting the other groups.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
As described in the OA Handbook for Members, Groups and Service Bodies, many groups hold meetings to determine how best to conduct meetings, spend funds, organize special events, and deal with issues that affect the group or OA as a whole. These meetings to discuss the business of the group allow members to work together to consider and agree on how best to proceed in the interests of OA as a whole.
Our business meetings are conducted by group conscience. Group conscience is about the special ways (unique to Twelve Step fellowships) in which the individuals in a group conscience meeting are inspired to enable the meeting to agree on the best decisions for OA.
In our pamphlet The Twelve Concepts of OA Service, Concept One discusses the need to reach an informed group conscience. Our Twelve Traditions and our Twelve Concepts of OA Service are the basis for much of our decision-making and the primary means by which we reach an informed group conscience. (Other means include the history of the group, what other groups have done in similar situations, and other background it may be useful to gather.) When we cannot decide what approach to take, it is always prudent to look first at the Traditions and Concepts.
Group conscience demands the private discipline of accepting that our own views are just that, our own views, and listening with an open mind to the views of others. We are prepared to see things differently and to adjust our perception and yield to the group conscience to arrive at consensus.
Not all our group decisions will be wise and practical. We do make mistakes sometimes and have to look for better answers to a problem. Another group conscience vote can be taken when something needs to be corrected. Like individuals, OA groups learn from their mistakes—and so does OA as a whole. We find that our Higher Power often leads us through our blunders.
To minimize blunders, it’s important that every voting member be fully informed and understand all pertinent facts before voting. Behind all this lies Tradition Two: “For our group purpose there is but one ultimate authority—a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants; they do not govern.”
This suggests that each of us is responsible for attempting to be free of our own will so we may be open to the good of the whole. The same spirit of selflessness applies regardless of the size or service level of the group. Groups often hold group conscience meetings before or after their regular meetings.
Groups may set a regular schedule for these meetings, or any member of the group may call for a meeting. Providing notice of the meeting and agenda topics a few weeks in advance is a good idea so those attending may have time to think about the items, read background material, and find relevant information when appropriate.
In some meetings, all persons attending may vote; other meetings might restrict voting privileges to regular attendees. While some steering committee meetings might restrict voting on routine matters, such as paying bills, to those who meet the committee’s abstinence requirements, all group members vote on matters of major importance, such as format and abstinence requirements for speakers and officers.
Most members have a special affinity for one particular group and consider it their home group, where they accept responsibilities and try to sustain friendships. Members are encouraged not to meddle in the business or policy of groups they visit only occasionally, or where they do not accept service assignments (p. 12).
Your group or service body may find it useful to study the Traditions and Concepts regularly to become better informed about their origin and usefulness. Many groups have a Traditions meeting once a month in which the topic of that meeting is a particular Tradition.
The following is a suggested format for group conscience meetings. It does not require formal decision-making methods such as motion, amendment, and debate because, as Concept Twelve (d) states, “all important decisions shall be reached by discussion, vote and, whenever possible, by substantial unanimity.” But a group may decide that a certain item would be more efficiently discussed by using motions and votes. The size of the group may determine the formality needed. Each group may decide how to conduct their business.
Suggested Format for a Group Conscience Meeting
1. Introduction
“Welcome to the group conscience meeting of the __________ group of Overeaters Anonymous. My name is __________, and I am a compulsive eater and the chair of this meeting.”
2. Serenity Prayer
“Will those who wish to, please join me in the Serenity Prayer: God grant me the serenity to accept the things I cannot change, courage to change the things I can, and wisdom to know the difference.”
“The purpose of this meeting is to make decisions that affect our group. I encourage everyone here to participate. If a matter comes to a vote and you do not attend our meeting regularly or do not plan to, please consider whether it would be reasonable for you to vote. However, we welcome everyone’s viewpoint; we can all learn from one another.
“Please remember Tradition Five: ‘Each group has but one primary purpose—to carry its message to the compulsive overeater who still suffers.’ Therefore, anything we decide at this meeting must reflect that purpose. No matter what we believe as individuals, we must be united in our purpose to carry our message as best we can to the compulsive overeater who still suffers. That person is our focus. May we do our best for him or her.”
5. Minutes from Previous Meeting
“Are there minutes from our last meeting?” [Secretary reads minutes, if available, or distributes copies.] “Any corrections or additions?”
[Applicable corrections or additions are made.]
6. Setting Up the Agenda
[At this point, the chair presents the agenda and asks for additions or amendments. The agenda often results from discussions at previous meetings, or people at the current meeting may make suggestions. The chair should make certain that the agenda is clear, in a logical sequence, and agreeable to those attending the group conscience meeting. The attendees address each item on the agenda.]
7. Making Decisions
[Some agenda items may require collecting information before the meeting; e.g., if one item is “Should the meeting start half an hour earlier,” it would be important to check if the room is available half an hour earlier. Depending on the nature of the issue, decisions can be made in different ways. The issue might not be controversial at all. It might be supported or opposed by most people in the group, but vehemently opposed or supported by a minority. It might have the support of only slightly more or less than half the group. Each possibility can require a different approach. To determine how to handle the issue, the chair might begin with a general statement, such as:]
“The issue here is whether or not this group should change its meeting format to have a Traditions meeting on the last Monday of the month. Does anyone feel strongly one way or the other? Let’s go around the room and have people indicate how they feel, what they think would be best for the group, and why they think this would be helpful to the group.” (Or, “Let’s have a quick vote. Those who like the proposal, please raise your hands. Now, those who don’t like the proposal, please raise your hands.”)
General Consensus
[If it becomes clear members generally share the same opinion, the chair can say something like the following:] “It seems that we may have reached a consensus. Let’s make certain. Does anyone oppose (or support) this proposal?” [If no hands are raised, the chair may say:] “Let’s go on to other business. Would our secretary please record that we reached a consensus to have (or not have) a Traditions meeting on the last Monday of the month?”
Some Support or Opposition
[If it is apparent that some feel strongly for or against the proposal, the chair may say something like the following:] “It is clear that at least some members feel strongly that this proposal should (not) go forward. We in OA try to find a consensus, so it is important that we hear all points of view. Often those who disagree with the majority can best educate us by explaining the reasons for the views they hold. Let us remember that whatever decision we make can always be changed if our experience suggests it isn’t working. Let us have two people who support the proposal and two who oppose it speak for two (or three or five) minutes each, alternating one for and one against, followed by another vote.”
Clear Result from the Vote
[If the results of the vote are clear—very few members either oppose or support the proposal—then the chair may say something like:] “It appears that this proposal has (or does not have) the support of the majority of the group. Accordingly, would our secretary please record that we reached a group conscience on __________?”
A Large Minority
[If the vote doesn’t show a clear consensus, in the interests of developing a true group conscience, the chair should try to work toward a greater consensus in the following suggested manner:] “Concept Twelve (d) says, ‘all important decisions shall be reached by discussion, vote and, whenever possible, by substantial unanimity.’ In my opinion, we have not reached substantial unanimity. A large number of members present oppose (or support) this proposal and to go with the majority would not achieve unanimity.
“Does anyone have an idea of how to develop our informed group conscience in this situation?”
[Here are some ideas that groups have used to develop a group conscience:
Ask for suggestions, changes, or amendments to the proposal that might address some of the reasons it has not found substantial unanimity. Perhaps those in the minority who are opposed to the proposal largely support it but disagree with one or two parts. Amending those parts could result in substantial unanimity.
Appoint a committee of two, four, or six members, evenly divided on the issue, to discuss it and make recommendations to the group.
Try the proposal for a limited time and monitor its effectiveness. Schedule a group conscience meeting for one to six months in the future to decide whether to continue using it.
Hold the proposal until the next group conscience meeting and announce at each OA group meeting that it did not achieve substantial unanimity and that it is important for all regularly attending members to be at the next group conscience meeting to discuss the proposal fully.]
8. Closing
“Is there any further business to conduct? Does anyone want to raise an issue for a future meeting?”
“Thank you for coming. To close the meeting, let us have a moment of silence followed by __________.” [Select one of the following suggested closings: Serenity Prayer, Seventh Step Prayer, Third Step Prayer, or the OA Promise: “I put my hand in yours…”]
OA Responsibility Pledge
Always to extend the hand and heart of OA to all who share my compulsion for this I am responsible.
Overeaters Anonymous, Inc. World Service Office Location: 6075 Zenith Court NE, Rio Rancho, NM 87144, USA Mailing address: PO Box 44727, Rio Rancho, NM 87174-4727, USA Telephone: +1 505-891-2664
