Finance Committee Agenda - January 2026
Trusted Servant1. Opening
Opening prayer or Responsibility Statement
2. Introductions
Committee members
3. Review of Finance Committee Scope & Responsibilities
Review current, adopted Finance Committee scope
Clarify roles, authority, and limitations
Confirm shared understanding of responsibilities
4. Approval of Previous Minutes
Reading of minutes from last quarter
Motion to approve or approve as corrected
5. Committee Organization
Election or appointment of Finance Committee Secretary
6. Committee Work Session
Review and work assigned agenda items in committee
Clarify scope, ownership, and next steps for each item
Agenda Item 2026-01-10-007
Technology & Communications (and consult with Finance): Purchase of Additional Hybrid Meeting Equipment.
Area 41 will purchase additional equipment to support hybrid meetings and events, which allow for both virtual and in-person participation, in an amount up to $2,500 including tax.
Proposed Equipment:
• Two projectors, one laptop, one small amplifier, six additional webcams with tripods, and cases for audio equipment storage and transport
The AV Servant will be responsible for oversight, management, and storage of this equipment.
Background:
Per Agenda Item 2021-07-10-017, passed in January 2025: “The hybrid meetings will utilize some borrowed equipment from A.A. members for a period of one year… At the end of this period, the hybrid meetings would continue with the Area purchasing additional necessary equipment.”
Member-Donated Equipment Since January 2025:
Audio mixer, projector stands, projector screens, receiver and wireless microphone set, all-in-one computer with wireless keyboard and mouse, tripods, ethernet switch, and various cables, extension cords, and surge protectors (estimated $1,200 value). All donated items are now Area property.
Estimated Cost Breakdown for Remaining Needed Equipment (amounts include shipping and tax where applicable):
• Two projectors – $1,499.98
• One laptop – $224.14
• One small amplifier – $61.05
• Six additional webcams with tripods – $318.42
• Cases for audio equipment storage/transport – up to $325
Area 41 currently utilizes the hotel’s house sound, with the approved contract extending through 2028. If the Area chooses to meet in other types of facilities in the future, additional sound system equipment may need to be considered.
7. Review of Newly Assigned Items
Identify newly assigned finance-related items
Assign responsibility and establish timelines
Agenda Item 2026-01-10-001
Finance: Amend Area 41’s Financial Guidelines to update the dollar amounts set for what expenses can be approved by the treasurer, from $100 to $150 and the Finance Committee, from $400 to $500 as outlined in Section 4, paragraph 1, sections a, b, and c.
Background: The current guidelines were approved in 2008. Suggested increases are in line with inflation and maintain the spirit of the limits.
Agenda Item 2026-01-10-003
Finance: To remove any “Sponsorships or Incentive” payments from outside venues when considering hotel bids. Area 41 will not accept such offers.
Background: 7th Tradition states “We are self supporting, declining outside contributions.” When considering hotel bids for 2027 & 2028, two hotels offered payments from their local Visitors Bureau. These were removed. In the future any such Sponsorships or Incentives will be deleted from any hotel bids that are submitted to Area 41 for presentation to the Fellowship.
8. Income Tax Preparation – Next Assembly
Review income tax requirements
Establish preparation timeline
Confirm items to be ready for review at next Assembly
9. Budget Transparency Discussion
Discussion item: Posting Area 41 budget on the website
Review scope, precedent, and implications
Determine whether to advance as a formal agenda item
10. Area 41 Finance FAQs
Review Finance FAQs (last updated 2018)
Identify outdated content
Assign updates and completion timeline
11. Wrap-Up / Next Steps
Review action items
Confirm assignments and deadlines
12. Closing
Closing prayer or Responsibility Statement
