Business Meeting

A Business Meeting is held up to once a month, at the discretion of each group, in the group club room or regular meeting place. The objective is to ensure that everyone is given the opportunity to become an equal member of the larger group.

Occasionally, when unforeseen issues or concerns that require immediate attention by the group arise, a special emergency Business Meeting may be held at the beginning of a regularly scheduled meeting. Before any discussion or other action is taken at such a special meeting, there shall be a vote by those in attendance to authorize (or prevent) the continuance of the special meeting. If so approved, discussion shall be limited to the issue or event that merited approval of such a special meeting. Any action taken at such a special meeting shall be deemed temporary and therefore not permanently adopted until ratified or otherwise dealt with at the next regularly scheduled Business Meeting. Upon a motion to accept the business at hand by a majority of those present, the Business Meeting will adjourn and the regularly scheduled meeting will then be resumed.

Items to be discussed at the Business Meeting are written on a board in the clubroom. Examples involve such matters as window coverings in the clubroom, the placement of furniture at meetings, coffee, cream, and sweeteners. Note that Business Meetings have no authority to alter the HIW Group program as described in the HIW Group Guidelines in any way.

A review of early meeting minutes reveal such seemingly trivial items as payment of 25 cents for a "donated" can opener, whether to encourage members to bring their own mugs to reduce the use of purchased Styrofoam cups and whether or not to hang donated mirrors in the bathroom or a clock in the clubroom. As these examples illustrate, not every issue taken up at the Business Meeting is earthshaking. But we see that every suggested change is important enough to be given group consideration. This assures us the ability to hear the voice of the group and enhance the unity of the group.

In actual practice, the Business Meeting process is straightforward. New issues or suggestions for change may be posted to the board by any member of the group prior to the rotating committee members' meeting, provided suggested changes are appropriate for a business meeting as outlined in the HIW Group Guidelines. Nothing can be added to the board after the committee meeting; any additions after the committee meeting will be left on the board for the following month's Business Meeting. Individuals raising an issue or a suggestion must identify themselves. Self-identification makes it possible for others to know who to contact if they want more information about the question or proposal. A suggestion may be removed from the board only by the person posting the message. For example, he or she may have received clarification or elaboration from another group member that leads to retraction or reconsideration. Self-identification is also important because it is expected that he or she will make a formal motion at the Business Meeting and be available to answer any questions that may arise during the group's discussion. The individual, may, however, designate a stand-in representative in the event of necessary absence from the scheduled Business Meeting.

The monthly rotating committee members' meeting mentioned above is attended by people who have been voted upon and are currently holding voluntary positions on various committees (e.g. Chairperson, Secretary, Literature person, Treasurer, Supply person, Maintenance person). To allow committee members to seek clarification or elaboration prior to the Business Meeting, the rotating committee members' meeting is generally held two nights before the scheduled Business Meeting. However, no binding action or vote takes place at the rotating committee members' meeting. Quite the contrary! The whole point is that every issue or suggestion for change will be voted on at the Business Meeting level only.

Although no specific rules are applied, general practice calls for each topic to be presented to the group in the form of a motion, followed by a second. The logic or intent of the proposal is explained by the person making the motion. Thereafter, an open discussion takes place and, following the discussion, each motion is voted on by the group. Each motion is voted by a show of hands: all for or all against. Although our experience is that most motions are decided by unanimous or near-unanimous approval or disapproval, the democratic principle of majority rules governs when necessary. The Business Meeting continues until all suggested topics have been discussed and voted upon or otherwise appropriately handled. The meeting is ended by a member's motion to close followed by a second, and a vote on the motion. If time allows, the group then proceeds into a regular meeting format guided by the appropriate daily reading. Minutes of the Business Meeting are posted on the bulletin board and remain posted until the next meeting.

The whole point of the Business Meeting process is to allow everyone to be an equal member of the group and not to have designated or self-appointed decision-makers run the show. The Business Meeting process also protects individual members from falling into the trap of living by "self-propulsion." As explained on pgs. 60-62 of Alcoholics Anonymous, the self-appointed "director" tends only to produce "confusion rather than harmony." And the other "actors" are all likely to "retaliate." The Business Meeting process, to the contrary, emphasizes the unity of the group.