Intergroup Trustee Funding

The issue of funding Trustees is as different from one area to another as snowflakes are unique unto themselves. Unfortunately, few areas know what is being done in the other areas and this section is meant to be an exchange of information that may ultimately help more areas better fund their Trustees to attend the Trustee meetings and whatever other functions or activities they wish to cover.

We are hoping that each Intergroup throughout the world of GA will list its procedures for funding its Trustees. As of the last Trustee realignment in Boston '06, there are positions open for 129 Trustees from all the 55 areas that represent the current footprint of GA on a global basis. It would be great to see all the Trustees at each Trustee meeting, but it is also a fact that many Trustees just don't have the resources to get to the 2 Trustee meetings we hold each year.

Holding the job of a Trustee should not be a question of who can afford to be a Trustee. It should be a job that can be done by any GA member, irrespective of their financial ability to pay for the majority of expenses, and in some cases, all the expenses. Let us all share our experience, strength and hope this way to help the other areas with ideas about how we all handle the Trustee funding process.

Contact the Trustee Website Administrator with your procedures on how your Intergroup handles Trustee funding.

Area 2 - Northern California

Submitted by Ed E.
Our Intergroup subscribes to the concept that every member -- who meets the requirements for becoming a National Trustee of Gamblers Anonymous -- ought to have equal opportunity to serve as Trustee, regardless of his or her financial situation. To this end, our Intergroup’s objective is to fund all of its four Trustees twice each year at the rate of 100% for the entire Board of Trustees meeting and conference.

Since the implementation of the '100% funding' concept about 5 years ago, there has not been an occasion (yet) that a Trustee has had to incur any out-of-pocket expense. However, being able to fulfill this concept on a projected basis will clearly be a challenge for our Intergroup.

The Trustees’ Fund derives its funding streams from the following sources:

Individual group donations: currently, of the 36 groups in our Area, 17 participate in voluntary contributions in varying amounts; the aggregate monthly average cash inflow is $240.
Annual Combined G.A. & Gam-Anon dinner/dance fundraiser: based on a 50-50 split of net proceeds with Gam-Anon, the benefit to the Trustees’ Fund averages $1500-$1700.
Annual talk-a-thon fundraiser: net proceeds average $600-$700.
Individual member donations at monthly Intergroup meetings average $30-$40.

The following is an excerpt from Article VII-Trustees’ Fund of the 'Area 2 Northern California Intergroup By-Laws and Standing Rules'.

Section 1.
Each group that volunteers to contribute to the Trustees' Fund may do so at the rate of $1.50 per member per month (total monthly attendance divided by the number of meetings that month).

Section 2.
The Trustees' Fund shall never become liable beyond its present balance. The present balance is that amount in the Trustees' Fund at the time the expenses for the Board of Trustees meeting are approved or conditionally approved by Intergroup.

Section 3.
The Trustees of Area 2 shall submit all requests for the funds in writing to Intergroup two (2) meetings in advance of the Board of Trustees meeting for review by Intergroup. Approval of this request requires only one (1) voting by Intergroup.

Section 4.
Expenditures for each Trustee’s attendance at Board of Trustees meetings shall be paid from the Trustees’ Fund as follows:

For meeting locations exceeding a 200-mile radius from a Trustee’s residence, commercial airfare at the lowest attainable rate; and ground transportation not provided by the hosting conference committee to-and-from the airport;
for meeting locations within a 200-mile radius from a Trustee’s residence, mileage reimbursement at the current standard mileage rate for the charitable use of a personal vehicle as prescribed by Internal Revenue Service guidelines;
two (2) nights' lodging including taxes for each Trustee; if the Board of Trustees meeting is extended to a third day, third night’s lodging including taxes shall be reimbursable;
two (2) days’ meals for each Trustee shall be reimbursable up to but not to exceed $55.00 per day; if the Board of Trustees meeting is extended to a third day, third day’s meals shall be reimbursable up to but not to exceed $55.00;
the cost of attending the entire International Conference, including lodging and meals;
$100 deposit, which shall be applied toward the registration fee of the subsequent International Conference for the current Trustee or Trustee-elect.

Section 5.

All of the above expenditures, i.e., airfare/ground transportation, mileage reimbursement, lodging, meals, registration fee, deposit toward subsequent conference registration fee, shall be supported by cash/credit card receipts and/or cancelled checks and reported on the Area 2 Northern California Intergroup Trustee’s Travel Expense Report form.
The Area 2 Northern California Intergroup Trustee’s Travel Expense Report shall be submitted to Intergroup no later than the first Intergroup meeting following the related Board of Trustees meeting and shall be accompanied by any funds due back to Intergroup.
Any amount of the requested funds not used shall be returned to the Trustees’ Fund.
No advance shall be made and no expenses reimbursed for any Trustee who fails to adhere to Article VII, Section 5., Paragraphs 1.) and 2.) for any future event unless, and until, all past expense reports and reimbursements are made current to the satisfaction of Intergroup.

Section 6.
No funds assigned to the Trustees' Fund shall be borrowed, diverted or used for any other purpose than as expressed herein.

Section 7.
In the event that the Trustees' Fund is insufficient to fund all four (4) Trustees, the fund shall be divided equally among the four (4) Trustees.

Area 2A - Calgary

Submitted by Richard C.
It is large area geographically with 3 intergroups (Vancouver, Edmonton and Calgary) and three trustees. Each Intergroup has one trustee. Each Intergroup may fund their trustee position differently. Calgary has a separate trustee bank account. Groups when making donations, specify whether it is for General Account or for the Trustee Account. The trustee presents a budget/final expense report to Intergroup for each Trustee Meeting and International Conference held. Normally there is enough money in the account to cover each Trustee Meeting and International Conference’s expenses ($1,000 -$1,200 CAD). If there is not enough in the trustee account to cover the expenses, the balance would be the trustee’s responsibility.

Area 5 - Montreal, Quebec, Canada: English Intergroup.

Submitted by Herb B.
We provide Can.$ 700.00 ( approx.US$ 600.00 ) to our trustee for each conference. These funds come from our Intergroup general funds. Some of this money comes from a special trustee collection at our monthly celebrations ( last Saturday of each month ) where we have a supper ( total cost to each adult is 7.00 for the supper. ) and do our key tags, medallions and pinnings, to all members who celebrate any aniversary that month. The balance of the cost for the conference is paid for by the trustee.

Area 5A - Newfoundland, New Brunswick, Nova Scotia and PEI.

Submitted by Marlene O.
I’ve read the postings on the subject of Intergroup Trustee funding contained on this site and I must admit to feeling envious of some of my fellow trustee’s situations with regards to this issue.

While I would dearly love to be able to say that in my area, our Intergroup can 100% financially support their Trustee to travel to 2 Board of Trustee meetings/conferences per year, sadly this is not the case. It is an unwritten ‘understanding’ that whomever takes on the position of Trustee for Area 5A, they will have to be prepared to solely cover the costs of traveling as there has never been sufficient funds in our Intergroup to cover the expenses incurred by the current Trustee to attend BOT meetings. Also, attendance in our Intergroup is low with an estimated 25% of all meetings in this huge area being represented at present (and this is a high estimate I might add!)

Earlier this year, the Area 5A Intergroup initiated a system for dispersing any/all funds that are currently in the Intergroup’s bank account in the following manner: 65% - to the Trustee for traveling expenses/costs to go to one Board of Trustee meeting per year (which is the mandatory attendance requirements as per the Guidance Code); 30% - for Intergroup usage for travel/incendiary expenses to visit new groups to help spread the word of Gamblers Anonymous; and lastly 5% to cover any minor expenses that the Intergroup itself incurs i.e. service charges from the bank etc.

This spring I attended the Chicago BOT meeting as I’d missed the previous fall one in Florida and again, adhering to the Guidance Code guidelines, I had to attend this one regardless of location. Upon my return, I submitted an expense report to my Intergroup in the amount of $1260.60 and received back the amount of $664.30 from my Intergroup. Needless to say I was pleased, as this was over 50% of costs incurred and one of the least expensive out of pocket BOT trips I’ve taken to date.

The geographical area of 5A is much too large for one trustee to even begin to cover. For me to personally get to Newfoundland from my home province of New Brunswick would involve one of the following 2 scenarios: 1. Airfare from Halifax, Nova Scotia (a 3 hour drive from my home to that airport) to St. John’s, Nfld., would cost approximately $365.00 return trip (on a seat sale basis) plus any additional expenses such as hotels/meals etc. – a very costly visit or 2. Drive for 6 hours to the ferry terminal in North Sydney, Nova Scotia; take a 6-8 hour ferry ride ($135.00+); then drive another 4-6 hours to reach the city of St. John’s, Nfld., hotels/meals etc. This is unlikely to happen while I am trustee as sadly I cannot afford to do this.

It is my humble opinion that ANY person should be able to run for the position of Trustee, regardless of their own personal financial status, but sadly, this isn’t what is happening currently in our Area. I by no means negate or cast judgment on the past trustees of this area as they’ve done a fine job in representing us, but I do feel that the need to be reasonably ‘well off’ is keeping others from taking on this position.

Other than dividing up the 4 provinces currently under the umbrella of Area 5A, I see no other solution to the financial and distance dilemma. If any of my fellow GA members or Trustees have suggestions on how to solve the low attendance of our Intergroup and (hopefully increase our solvency issues as well), and be able to cover this huge area, by all means please contact me. I feel as if I’m not doing the best job possible as a Trustee simply because I cannot visit as many groups in my area as I would like due to either long distances to travel and/or lack of funds to do so.

Area 5B - All French meetings in the Province of Quebec

Submitted by André G.
The area has 2 trustees and all expenses are paid for by the General Accounts of the 2 Intergroups in the area, prorated to the number of groups in each Intergroup. The trustees will present an estimate of the total cost at both Intergroups meeting prior to the Trustees meeting and will receive the requested funds after and if the Intergroups have voted in favor. The Intergroups will pay for air transportation, 2 additional nights for the trustees meeting and meals, the cost of the Conference and any justifiable expense (parking, shuttle services etc...).

Most likely, the General funds are sufficient to cover the amount requested as our groups are very generous but the trustees are encouraged to be as frugal as possible with the expenses.

After the trustees meeting, each one of the two trustees will prepare a statement of account with all receipts included and will either reimburse the Intergroups if the cost was less than what was received or be reimbursed if the cost was higher.

This way, any member meeting the trustee criteria may run for trustee, regardless of his/her personal financial situation. However, no expense is reimbursed for the local trustee work.

Area 5C - Ottawa, Canada

Submitted by John L.
Our area asks groups to indicate on their group donations to intergroup if a portion of the donation is to go to the trustee fund. The money for the trustee is kept separate from the money used for intergroup expenses for the area.

One trustee is sent to a conference once a year and is given enough to cover the cost of travel and 2 nights hotel. The cost of attending the conference is not covered. We would be very happy to see the trustee meetings reduced to one a year.

Area 6C - North and South Carolina

Submitted by Joe B.
The funding for the 4 Trustees for this area, which by the way is very large, comes solely from Intergroup donations, whether it be from rooms or fund raisers by Intergroup. The amount that each Trustee receives is based three factors...we must have at least 3 months in the treasury to cover any and all expenses for Intergroup, {donations for ISO, Hotline, etc.} then it depends on how many Trustees will be attending the International Conference. It has never been more that $400 per Trustee, maximum of $1,200, It has been as low as $250. For the Chicago conference there will be 3 Trustee attending with each receiving $400.

Area 7 - Louisiana, Mississippi and Lower Coast of Alabama

Submitted by Kathy S.
Our Area is quite different than other Areas. We have 3 Intergroups in our area and have what we call Area 7. Area 7 is sort of like an Intergroup of all Intergroups coming together .Thanks goes to Charlean S. for this. We have a treasurer and secretary for Area 7. We have quarterly meetings to discuss the business within the Area. We feel the same as Area 2 does, that any member who meets the requirements for becoming a trustee, should be able to do so, without it being a burden to them financially. We do this through group donations to the Area 7 account, and fundraisers such as our Mini Conferences. Which is our biggest fundraiser. We try to put on an annual Mini Conference that all members can afford to attend. It has worked for us so far. Our Trustees (We have 2) have been financed 100% to each of the International Conferences.

Area 8 - Chicago Intergroup

Submitted by Kathy H.
OUR INTERGROUP PAYS FOR 4 NIGHTS IN THE HOTEL, B PACKAGE, AIRFARE, A FOOD ALLOWANCE, AND PARKING AT THE AIRPORT. WE HAVE BEEN FUNDING 4 TRUSTEES FOR SEVERAL YEARS WITHOUT ANY HELP OUTSIDE OUR CHICAGO INTERGROUP MEETINGS

Area 12 - New Jersey Intergroup

Submitted by David M.
NJ INTERGROUP GUIDANCE CODE, ARTICLE 8: TRUSTEE FUNDING

With regard to meetings of the Board of Trustees (assuming funds are available) it will be the responsibility of NJIG to reimburse the Trustees for certain approved expenses. All funding shall be based o reimbursement only and will only be for money actually spent by the Trustee and is limited to covered expenses.
Meetings will be broken down into two categories; those taking place no more than two hundred miles from the meeting place of NJIG (a drivable meeting) and those in excess of two hundred miles from the meeting place of NJIG (non-drivable meeting). Certain expenses shall be relative to all meetings and others will depend on the location of the meeting.
When meetings are associated with a conference, the cost of the conference shall be a covered expense. When funding for a hotel is a covered expense, that expense will be based on the cost of one-half the discounted room rate provided by the host hotel. When the cost of a meal is a covered expense, it will be calculated at not more than $10.00 for breakfast, not more than $15.00 for lunch and not more than $25.00 for dinner. In the event a Trustee adopts to pay for a conference package, any meal, which is listed as a covered expense and is included in the conference package, will be credited to the Trustee at the amount listed above.

Drivable meeting - Driving expenses will be 20 cents per mile driven based on the distance between the host hotel and the meeting place of NJIG. Hotel expense will be covered for Thursday and Friday night. Meal expense(s) will include Thursday lunch and dinner and Friday breakfast, lunch and dinner.

Non-drivable Meeting - Airfare will be a covered expense. At least sixty days prior to the meeting the Trustees must submit, as a group, a projected airfare, which once approved by NJIG, will serve as the maximum allowable reimbursement amount. Hotel expense will be covered for Wednesday, Thursday, Friday and Saturday. Dinner on Wednesday night will be covered, as will all three meals on Thursday, Friday and Saturday.

Trustee Reimbursement Form - In order to be reimbursed, each Trustee must submit a Trustee Reimbursement Form as provided by NJIG. This form shall be submitted only after the Trustee has actually incurred the expense but must be submitted no later than 45 days after the expense was incurred. Under no circumstance shall a Trustee receive funding prior to actually incurring an expense nor shall a Trustee ever be funded for more than they actually spent. (Example: The meal allowances listed are MAXIMUMS and can be paid only if the trustee actually incurred the expense.)
The TRF shall be submitted to the Treasurer of NJIG who shall approve the expense and then forward a copy of the form to the Chairperson of NJIG for approval. Only after both Parties approve the reimbursement shall the check signers for NJIG be authorized to sign the check for reimbursement. In the event of a disagreement relative to the expense, the matter shall be resolved by a vote of NJIG.

All expense reports and funding requests must be received by NJIG no later than 45 days after the close of the Trustee meeting. If a Trustee fails to do so then the Trustee will not be eligible for funding for the next Trustee meeting. If a Trustee misses two consecutive NJIG meeting or three meetings between July and June then that Trustee will not be funded for that year unless they apply to NJIG and their funding is approved by a Formal Group Vote. (02/10/2005)

Area 15 - New York Intergroup

Submitted by Chuck R.
To be reimbursed, a Trustee must attend all four BOT sessions. The reimbursement is based on the average air travel cost for all Trustees plus two night's stay at the host hotel. We do not cover the cost of the conference; just the costs associated with attending the Trustee meetings. We also allow a reasonable amount for meal money. We vote on the amount of reimbursement at the last Intergroup meeting prior to the conference. The reimbursement amount is suggested after calculating all costs, then an approximate figure is voted on for approval by the body.

Área 21 - España

Submitted by Andrés G.
En España tenemos dos Trustees y ya hemos hecho las reservas para la Conferencia de Los Ángeles 2007 aunque como el Área dispone de pocos medios económicos nos pagaremos nosotros mismos los gastos ya que iremos los dos Trustees, el Presidente de la R.S.O, y tres Hermanos más.

Esperamos que en próximas Conferencias podamos disponer en el futuro de dinero en el Área para pagar parte de los gastos de los próximos Trustees.

Estamos muy ilusionados por participar y conocer a tantos Hermanos que aunque estén tan lejos en distancia están tan cerca en sentimiento y amor.

Note from the Trustee Admin: This is the first time that I can recall that we received a Trustee Line submission from someone in Spain. I took the time to try my best to translate what Andres wrote in Spanish. Hopefully, this will convey his intent in English.

In Spain we have two Trustees and we have already done the reservations for the Conference of Los Angeles 2007 although like the Area has few economic means we ourselves will pay to ourselves the expenses since we will go two Trustees, the President of the R.S.O, and three more Brothers.

We hope that in next Conferences we could have in the future of money in the Area to pay part of the expenses of the next Trustees.

We are much excited for taking part and meeting so many Brothers who although they should be that far in distance are so close in feeling and love.

I like very much this news of other brothers but I do not write because I do not handle well English but hope to be able to dominate it and then I will write very pleasant, but meanwhile I will strain in translating from Spanish to English

Area 23A - São Paulo, Brazil

Submitted by Vera T.
The first meeting I have attended was the 2006 Southern Conference. The Intergroup of Area 23A contributed approximately US$900, which covered most of the airline ticket (US$1,000).

The next conference that I will attend, California 2007, will be paid with my own resources, since our area does not have enough resources.