0420 – Second 3-Day Period Summary

April 2020 Business Meeting – Second 3-day period

Proposal 4.2:
Edit Monthly Listkeeper Message and Greeter Letter #2 to address the problem of shares that bounce to the listkeepers because they are addressed to more recipients than GROW. Further edit Greeter Letter #2 for clarity and brevity.

Rationale:

“Too many recipients” bounces require listkeepers to take several actions
Shares that bounce are delayed from reaching GROW. Some members do not resend, even after being notified by the listkeeper.

Monthly Listkeeper’s Message (this is not the entire letter, just the first paragraphs that show the suggested addition.)

Important Addresses
Listkeeper’s Address: grow-owner@oso-aa.org
(Use this address to change your subscription, or to unsubscribe, resubscribe or ask questions about GROW-related email problems).

Send shares to the List use this address: grow@oso-aa.org
(Use this address for all your shares or posts of any sort to the regular list. Address your share to ONLY the grow@oso-aa.org address. If another address is included (even if in the ‘Cc or ‘Bcc field) the email will bounce). The list is set up to accept messages that are addressed to Grow only. The individual(s) you send messages in addition to GROW will probably receive the message; however, the Grow list will not.

NOTE: Please do not post subscription change requests to GROW because they are too easily overlooked.
Revised Greeter Letter #2

Welcome to GROW! This is one of two emails you will receive from me with the information you need to start participating in our meeting right away. You might want to save these for future reference.

Sharing with the Group

Address your email to grow@oso-aa.org and your post will be sent to all members.
Do not add any other addresses to the email or it will bounce. This includes addresses in the ‘Cc or ‘Bcc address fields. Address your share to ONLY the grow@oso-aa.org address. If another address is included (even if in the ‘Cc or ‘Bcc field) the email will bounce). The list is set up to accept messages that are addressed to Grow only. The individual(s) you send messages in addition to GROW will probably receive the message; however, the Grow list will not.
Add grow@oso-aa.org to your Address Book to ensure GROW emails don’t go to your SPAM folder.

Replying to a Post

Do not use the “Reply to All” option when you respond privately to another member’s post to GROW, as your personal message will also be directed to the GROW list and it will bounce to the Listkeepers.
For those using phones and tablets, be aware that the default reply option is often “Reply to All.” Please double-check.

Email Volume
The volume of mail through the GROW list can be overwhelming. If you experience this, you might find it very helpful to choose one or more of the following:

Create a separate email address to reduce the confusion of mixing GROW mail with your other email. Email the Listkeepers at grow-owner@oso-aa.org with your new address. As an FYI, AOL and Yahoo addresses have been problematic for some members with the GROW list.
If you use an existing email for GROW, you might create folders for your GROW email; filters can also be set up to direct GROW mail into the GROW folder.
Request the Digest Version (a file containing the day’s posts in a single email) by contacting the Listkeepers at grow-owner@oso-aa.org.

Topics
A new meeting topic is sent to everyone on the list each Sunday and we share throughout the week. On topic and Off topic shares are welcome.

Off topic posts should be appropriate for an AA meeting. Please note in your subject line if your share is Off topic (Off Topic: … )
On topic posts are your shares on the weekly meeting topic. Please note in your subject line if your share is On topic (On Topic: … )
Please do not type in all CAPS; this is considered to be yelling.

Web Site and Password
Visit the GROW web site for more information. The URL for GROW is: http://www.g-r-o-w.com. For the members only section you’ll need the password: sobertodayhow2484

Other
If you have questions not answered by our website information, please write to me and I’ll be sure to answer them or send your questions to someone who can.

I hope Grateful Recovering Online Women is helpful to you in your journey and growth in sobriety.
Again, welcome
[ Greeter Name ]
Grateful Recovering Online Women

Existing Greeter Letter #2
Welcome to GROW! Now that you’re subscribed, this is one of two emails you will receive to help you start participating in our meeting right away. You might want to print these out for future reference.

Email Volume
We have found that sometimes the volume of mail through the GROW list can be overwhelming. If you experience this, you might find it very helpful to choose one of the following:

create and use a separate email address to reduce the confusion of mixing GROW mail with your primary email address. Please be sure to remember to let the Listkeepers know of your new address.
create folders for your GROW email; filters can also be set up to direct GROW mail into the GROW folder.
request the Digest Version (a file containing the day’s posts in a single email). If you would prefer to receive the Digest version, please contact our Listkeeper at grow-owner@oso-aa.org and she will make the change for you.

Topics
A new meeting topic is sent to everyone on the list each Sunday and we share throughout the week. On topic and Off topic shares are welcome. We ask that Off topic posts be appropriate for an AA meeting. Please note in your subject line if your share is Off topic (we usually type Off Topic: … )

Sharing
To share with the group, just address your email to grow@oso-aa.org and your post will be forwarded to all members. To ensure GROW emails do not get placed in your SPAM folder, please add this address to your Address Book.

Reply
Please do not use the “Reply to All’ option when you respond privately to another member’s post to GROW, as your personal message will also be directed to the GROW list and it will bounce to the Listkeepers.
For those using phones and tablets, be aware that the default reply option is often “Reply to All”, and double-check that you are not using “Reply to All”.

Please do not type in all CAPS, as this is considered to be yelling.

The secretary posts information about the Trusted Servants and guidelines for our email participation once a month. The Listkeeper (the person who makes sure the technical side of our email list works smoothly) also posts information monthly.

Web Site and Password
You’ll find lots more information on our GROW web site. The URL for GROW is: http://www.g-r-o-w.com.
Some of the information is for members only, so you’ll need the following:
password: sobertodayhow2484

Other
If you have questions not answered by our website information, please write to me and I’ll be sure to answer them or send your questions to someone who can.
I hope Grateful Recovering Online Women is helpful to you in your journey and growth in sobriety.

Again, welcome
[ Greeter Name ]
Grateful Recovering Online Women

Discussion was in support of this proposal. One member suggested clarification about what “bounce” means. Her verbiage was added to the suggested letters and messages.
The proposal was unanimously approved.

Proposal 5.2
I propose to delete the word alternate from the list keeping job description.
There are no “ alternates” in the true sense of this word or this work

The dates of term are enough

RATIONAL It simply a housekeeping thing from the secretary viewpoint. When the terms change each 6 months the secretary won’t have to move one person into another position.

There were several objections to this proposal, primarily because it looked incomplete in terms of all the effects that would result. It was suggested that it needed more thought to include all those effects.

Proposal withdraw at the request of the grow member who submitted it. There was no further discussion and there was no vote taken.

Proposal 6.2
Proposal: GROW adopts the following policy for addressing non-performance in a Trusted Servant position.
Proposed Language (new #9 under Business Meeting Guidelines):

When a Trusted Servant (TS-A) feels that another Trusted Servant (TS-B) is not meeting the requirements of her position description, TS-A will take her issues to the small Steering Committee (made up of the Business Chair, Secretary, and Listkeepers) for consideration. She should not engage with or confront TS-B. The small Steering Committee can choose to bring the issue to the full Steering Committee.

The review of TS-B’s performance should be based only on the duties outlined in the position description. If it is found that the complaint is based on different personal working styles, preferences, or infrequent mistakes – and TS-B is otherwise meeting the requirements of her job description, the complaint will be dismissed without informing or involving TS-B. If it is established that one or more of the duties assigned to TS-B is not being met, the small Steering Committee will:

Assure that TS-B is aware of and allowed to respond to the complaints and, if appropriate, to propose remedial actions to correct problems.
If TS-B does not propose remedial actions, the small Steering Committee will establish appropriate remedial actions that TS-B can take to correct the problems;
Establish a timeframe and deadline for remedial actions to be taken and documented;
If the small Steering Committee has not already elevated the issue to the full Steering Committee, they will inform the larger Steering Committee of the findings, remedial actions, and timeframe;
The full Steering Committee will decide whether TS-B can remain in the position or should be removed;
If the Steering Committee decides that TS-B should be removed from the position, they will inform her in writing of their decision. The Secretary will deliver the documented decision to TS-B and call for volunteers to fill the position to the end of the current term.

Rationale: There have been several instances in the past where a Trusted Servant did not fulfill all the duties outlined in her position description. While this may have created problems, Trusted Servants who were aware of the problem did not have a formal process for bringing the problem to the attention of the Steering Committee, and their complaint was never raised. Therefore, no action was taken to correct the problem. In one instance, the issue was raised with some Trusted Servants, but there was no process for allowing the Trusted Servant to improve her performance or for making a decision on whether the Trusted Servant should be removed. This proposal provides a formal process that will make it easier to raise such problems to the Steering Committee, to allow the Trusted Servant to correct performance, and to remove the Trusted Servant if performance does not improve.

Proposal: GROW adopts the following policy for addressing non-performance in a Trusted Servant position.
Proposed Language (new #9 under Business Meeting Guidelines):
When a Trusted Servant (TS-A) feels that another Trusted Servant (TS-B) is not meeting the requirements of her position description, TS-A will take her issues to the small Steering Committee (made up of the Business Chair, Secretary, and Listkeepers) for consideration. She should not engage with or confront TS-B. The small Steering Committee can choose to bring the issue to the full Steering Committee.

Assure that TS-B is aware of and allowed to respond to the complaints and, if appropriate, to propose remedial actions to correct problems.
If TS-B does not propose remedial actions, the small Steering Committee will establish appropriate remedial actions that TS-B can take to correct the problems;
Establish a timeframe and deadline for remedial actions to be taken and documented;
If the small Steering Committee has not already elevated the issue to the full Steering Committee, they will inform the larger Steering Committee of the findings, remedial actions, and timeframe;
The full Steering Committee will decide whether TS-B can remain in the position or should be removed;
If the Steering Committee decides that TS-B should be removed from the position, they will inform her in writing of their decision. The Secretary will deliver the documented decision to TS-B and call for volunteers to fill the position to the end of the current term.

The discussion questions included concern about the mistakes trusted servants make, and that anyone not doing their job should be informed. These concerns were addressed – the proposal does not address mistakes, but a trusted servant not fulfilling duties and that the trusted servant in question would be informed. The proposal is for a process to bring the transgression to the steering committee for resolution.

The proposal passed with a 2/3 majority voting yes and no minority opinion.