Category Archives: 2019 Business Meeting – October

Proposal 2.6.a: Change the GROW Webpage to Align with the Changes Suggested Concerning Online Sponsors

Rationale: After removing the available online sponsors webpage, GROW should address using online sponsors to help our members, especially our new members, navigate the process of finding an online sponsor.

(See Recommended Language under Group Conscience Decision below.)

Minority Opinion Discussion on Proposal 2.6.a

• I disagree because the member is in the members only section, the password is no longer necessary. We could change the language to something like … You can find the current trusted servant’s email in the list of Grow’s current Trusted Servants.
• I agree with Laurie, in that I think we should delete the last sentence of the last paragraph that addresses the password. It’s not needed because the member would already be in the members’ section. Therefore, I change my vote to “No.”
• I also feel the password should be deleted/is unnecessary
• Thank you, members. Here is why I voted No on Proposal 2.6 for the Sponsor pages. I agree with Laurie’s comment and I would like to add that I want our new web site to be accurate. It would be nice to keep it simple and not filled with errors and redundancies.
• The web site password on this page is redundant and should be excluded. Not only that, but it could confuse a new member, since the website will not call for the password again.
• To me this could be seen as a housekeeping item and taken care of by webkeepers, but since it came up in the Proposal, we need to straighten it out in the business meeting.

Results of Voting on Proposal 2.6.a

Proposal 2.6.a received 14 yes and 0 no votes. The motion passes.

Group Conscience Decision

Add the introductory paragraphs to the online sponsor webpage at g-r-o-w.com/member-welcome/trusted-servants/online-sponsors/ that addresses online sponsorship.

Many of us have found there is nothing like a live voice at the end of the phone, or a warm hug in face-to-face contact when we are overwhelmed with a problem in our lives. On-line sponsorship can add another dimension to your recovery as do on-line meetings. Each month, GROW provides a list of available online sponsors who have volunteered for this service. Please be aware that you can also ask anyone in GROW to be your sponsor. Online sponsors are not limited to this list. Know that it may take a few trials to find the right fit for you in a Sponsor.

GROW’s Sponsor Listkeeper sends out the list of available online sponsors at the beginning of each month. If you want to contact our Sponsor Listkeeper, you can find the e-mail address of the current Trusted Servant by going to the Members section on our website at http://g-r-o-w.com/member-welcome/trusted-servants/. At the bottom of the page will be a link to the current roster. Look for the Sponsor Listkeeper on that list.

Proposal 2.4.a: Replace the existing Temporary Mentor Letter #1 with the following.

Hi [ New Member Name ],

I am [ Mentor Name ], Temporary Mentor for GROW. I see that you joined GROW recently and I’d like to welcome you! In the past, some members have found our information overwhelming at first, so we created this position (Temporary Mentor) as a helpful resource should you have questions and/or concerns about how our group and/or AA works.

Each month, our Sponsor Listkeeper sends out a list of women in GROW who have volunteered to sponsor our members. For your convenience, I include the current list at the bottom of this note. You can watch for shares from these women on the mailing list. When you read a share that touches you personally or that reflects what you want in sobriety, I recommend that you write to them. After you know them better, you can ask them to sponsor you. The Sponsor Listkeeper can send you a list of available sponsors in GROW.  Please be aware that you can ask anyone in GROW to sponsor you. You do not have to limit your choices to the List of Available Online Sponsors. In case you would like to contact our Sponsor Listkeeper, you can write to her at [SLK e-mail].

Just a reminder that you can learn more about AA by visiting one of these links:

• The Alcoholics Anonymous general services office and information such as the AA Big Book (titled “Alcoholics Anonymous”) or the “12 Steps and 12 Traditions,” along with many pamphlets as well as links to local resources for AA.
• AA’s Online Intergroup (OIAA) where you can find meeting lists as well as real-time phone numbers and other Internet types of meetings.
• AA’s Grapevine magazine with stories and audio stories and Grapevine subscription options.

It would be my pleasure to correspond with you by email (or phone) so if you’d like some help, just let me know. Thanks.

[ Temporary Mentor Name ]
GROW Temporary Mentor

[List of Available Sponsors]

Rationale:  The letter on the test website is outdated and does not reflect changes that were approved in the October 2018 and April 2019 business meetings. The second paragraph in the proposed letter reflects those decisions and a change that is necessary given our Group Conscience decision to eliminate the Available Online Sponsors webpage from GROW’s website. It also reminds newcomers that they can ask anyone in GROW to be their sponsor.

Minority Opinion Discussion on Proposal 2.4.a

I disagree because – the list for sponsors should be available by request. Not simply sent to all the new members .

I like all in red, except the sentence beginning *for your convenience* which I think should be omitted. This is because the woman has already been informed (in same letter) to look out for a twice monthly list shared to the group. I too believe she needs to ask for this herself.

Also, we’re living in a techno age where info is shared too easily by some. We have lots of new members who are young and so are switched on to tech/phone. I don’t think this info should be prone to being put out there any more than it already is.

I disagree with including the sponsor list in the letter. I think it could easily be shared out.

I agree with Louise and Laurie. Remove the struck out sentences and I am good to go.s Laurie.

Results of Voting on Proposal 2.4.a

Proposal 2.4.a has passed, 12 yes and 1 no, so we achieved 2/3 majority.

Group Conscience Decision

Proposal 2.4.a has passed, 12 yes and 1 no, so we achieved 2/3 majority.

Recommended language for the Temporary Mentor Letter is now as follows.

Hi [ New Member Name ],

I am [ Mentor Name ], Temporary Mentor for GROW. I see that you joined GROW recently and I’d like to welcome you! In the past, some members have found our information overwhelming at first, so we created this position (Temporary Mentor) as a helpful resource should you have questions and/or concerns about how our group and/or AA works.

Just a reminder that you can learn more about AA by visiting one of these links:

• The Alcoholics Anonymous general services office and information such as the AA Big Book (titled “Alcoholics Anonymous”) or the “12 Steps and 12 Traditions,” along with many pamphlets as well as links to local resources for AA.
• AA’s Online Intergroup (OIAA) where you can find meeting lists as well as real-time phone numbers and other Internet types of meetings.
• AA’s Grapevine magazine with stories and audio stories and Grapevine subscription options.

Each month, our Sponsor Listkeeper sends out a list of women in GROW who have volunteered to sponsor our members. When you read a share that touches you personally or that reflects what you want in sobriety, I recommend that you write to them. After you know them better, you can ask them to sponsor you. The Sponsor Listkeeper can send you a list of available sponsors in GROW.  Please be aware that you can ask anyone in GROW to sponsor you. You do not have to limit your choices to the List of Available Online Sponsors. In case you would like to contact our Sponsor Listkeeper, you can write to her at [SLK e-mail].

It would be my pleasure to correspond with you by email (or phone) so if you’d like some help, just let me know. Thanks.

[ Temporary Mentor Name ]
GROW Temporary Mentor

Proposal 2.3.a:  Revise the Temporary Mentor job description to add a bullet for coordinating with the Sponsor Listkeeper to assure new members have the current GROW Sponsor List.

Minority Opinion Discussion on Proposal 2.3.a

I disagree with providing all new members the list. I believe the list itself needs to be a request There for the job description needs not state this as a requirement for this position .

I voted ‘no’ for the very same reason stated by Laurie below (above).

I d like the list to be a request, not included in the email, and also voted no.

Nicely done. However – Work with the Sponsor Listkeeper to assign a Temporary Sponsor when requested, —is fine. But –
provide new members the email address for Sponsor Listkeeper, and include a link to the web page with the password for members with instructions to select the ONLINE SPONSOR page for more information.
– should be removed –
All of this information is in the FYI PAGE. Sent out by the greeters. And in temp mentor letter one. So it is not a separate task- and redundant info .
I would suggest using bullet points for separate tasks , And I would remove this last sentence.

My exact reasons for voting no.  Leave the list off and I am good with the rest of it. As below.
Work with the Sponsor Listkeeper to assign a Temporary Sponsor when requested, provide new members a link to the Sponsor Listkeeper, and include the current list of GROW Sponsors at the bottom of Temporary Mentor #1 form letter.

Agree with Laurie that the Sponsor list should not be sent to all members by our Temporary Mentor. Only those who want the list should be sent it. They can find it by contacting our Sponsor List Keeper with links that we give them.  This is an simple way to show someone how to begin to take responsibility for themselves and to learn how to ask for help, two basic precepts of early recovery. Having lost confidence in ourselves, when we find the things we do working for us, it restores our confidence and self-worth. Let’s encourage that!

I agree with Gigi.  I think bullet points should definitely be used as that makes easy to read and follow.

Results of Voting on Proposal 2.3.a

Proposal 2.3.a received 19 yes and 0 no votes.

Group Conscience Decision

The Temporary Mentor job description now reads as follows.

Temporary Mentor Job Description

• 1 year term
• 1 year of continuous sobriety
• 1 year membership in GROW
• Must be a member of the Business List.
• Will be a member of the Steering Committee.
• Read GROW mail daily to note when the Greeter introduces new members in order to contact the new member privately to offer additional support in making solid connection with the Group and/or AA.
• About 2-3 days after she joins, contact each new member to explain your position as Temporary Mentor (TM), offering to answer questions or provide guidance until the member feels comfortable in the GROW group (see Temporary Mentor #1 form letter).
• Work with the Sponsor Listkeeper to assign a Temporary Sponsor when requested and provide new members a link to the Sponsor Listkeeper.
• Refer the newcomer to other online AA resources, as well as ways to find face-to-face AA resources.
• Maintain working relationship with, and assist new member as needed with learning, GROW email etiquette guidelines.
• Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them.
• Common duties and requirements to all Trusted Servant positions is described here.

Proposal 2.5: This proposal is made to eliminate the Newcomer Committee

Rationale: The Newcomers Committee was created in the October 2018 business meeting to provide support to the Temporary Mentor. As proposed, the committee would have been made up of women who are new to sobriety – to whom new members to GROW and sobriety could better relate. When the Temporary Mentor called for volunteers, no newcomers volunteered; however, several women with long-term sobriety did volunteer.

The committee began with 11 members, but two of them have withdrawn. Of the nine remaining members, two are willing at this time to be temporary sponsors for new GROW members. The current Temporary Mentor has not experienced workload conflicts and has not had to call on the committee for help except to find a temporary sponsor for the one new member who have asked about it.

While established to help both the Temporary Mentor and new GROW members who are also new to sobriety, the Newcomer Committee did not achieve the goal of having members within their first year of sobriety. Rather, the members have long-term sobriety. Further, only two of the nine members are, at this time, available to be Temporary Sponsors for new members. The current Temporary Mentor has been able to handle the workload without recourse to the Committee. Therefore, the Newcomers Committee has been inactive and is not needed.

Discussion on Proposal 2.5

Sadly this was a flat-out bust. F2f practice did not translate well into the online world.

Is this something that has worked in the past? Maybe we could try for another round of the committee? I know I would’ve liked that when I first signed up. I personally try to reach out to the new women because I have heard that it’s hard for them to relate to the shares. Then again, maybe it hasn’t worked because the need hasn’t been strong enough. I don’t know the demographic of the people signing up. The group definitely does seem to be made up of people who find online support once they’re already established in their sobriety.

It is interesting that a lot of women coming to GROW now have some sobriety under their belts and may not need the Newcomer help – and I do believe that many of us reach out to the newcomers – maybe it isn’t necessary. The orientation to the site and the shares are important and the digest is always there. Just my thoughts.

By way of explanation, we had an incident in which a newcomer asked someone on the sponsor list to sponsor her, and did not get a reply for over a week. Or maybe she never got one. I was Immediate Past TM and the one who was doing the job at the time consulted with me. We came up with this idea, and in GROW once we have a group conscience in place, it must stand for a minimum of one year.
This is the end of that year. The idea was mine and I felt it was risky. This is something that does not translate well from the f2f world to online. In early sobriety I had a f2f sponsor and she directed me in a meeting to go talk to a newcomer. I would never have thought I had anything to offer. I learned that day that sometimes a newcomer can relate better to someone with a month than 15 years. But without that encouragement to go do it, online newcomers will not step forth, we have found. There have been no shortage of newcomers this year, yet you are the only one who has stepped up. So I don’t think this will work.
GROW has Greeters, Sponsor listkeeper and sponsors, Temporary Mentor, and 12th Step Volunteers with a listkeeper for that group. IMHO we do lots to support newcomers. We encourage new members to go to f2f meetings and functions and to find f2f sponsors. At some point it is up to each new member to put together her own spiritual tool kit. The fact is, sometimes people have to go out again to realize that they need this. We are here to plant seeds as well as to nurture new recovery and support on-going recovery. I hesitate to share this because it is long. Thank you for bearing with me.

I think the ad hoc committee has done a great job of ensuring that new women in particular have access to a temporary sponsor. Many thanks, guys, for the work put in here.
The newcomer committee didn’t work out, Sarah. I was TM after Gigi (and just before Danna) and, due to approx eight women all at once calling out for help, I was spending a lot of time writing back and forth. Gigi suggested a NC so we tried it out. However, that brief period of the eight needing help wasn’t repeated (not in my time left as TM and I don’t think in the present TM’s experience).
I think establishing a close-working link (as has been suggested by the committee) between the sponsor listkeeper and the TM will serve the same purpose as the NC was originally intended to serve. This way, though, the women willing to be sponsors will be able to indicate whether they will be available as temporary sponsors too. I like it. It’s simple and straightforward. Less convoluted as we were in danger of having too many pathways for the newcomers and none closely enough aligned as to ensure effective communication.

Thank you Gigi and Louise for clarifying this. I thought that the NC was a great idea but if you both say there is no need, I’m all for simplicity.

I also appreciate the clarification and feel that we have the positions in place to adequately address the needs of newcomers if and when they are willing.

Results of Voting on Proposal 2.5

Voting: Seventeen (17) participants in favor, and no one voted against Proposal 2.5. Therefore, Proposal 2.5 is adopted as a Group Conscience decision.

Group Conscience Decision:

• The Newcomer Committee has been eliminated.

Proposal 2.2: This proposal suggests changes to the Sponsor Listkeeper form letters

Proposal: Revise the current form letters for the Sponsor Listkeeper so that they are easier to read and focus on only one idea. Separate the content into: (1) monthly mailing to GROW membership announcing the available online sponsees, (2) monthly invitation for GROW members to volunteer to be included on the Sponsor List, and (3) monthly confirmation that people on the sponsor list wish to remain there.

Discussion on Proposal 2.2

Joan, I think maybe the committee overlooked the paragraph starting with “many of us have found….
I don’t see the need to include it twice. It appears in the Sponsor List Announcement and in the introductory paragraph about online sponsorship. My opinion.

Thank you for forwarding the comment, Joan. However, I disagree. The reason for duplicating the language is to be consistent from one GROW source to another. Proposal 2.2 is for the Sponsor List Announcement form letter that the Sponsor Liskeeper sends out each month, while Proposal 2.6 adds the same language to our website page on sponsors will will remain the same over time.
To me, the issue isn’t how many times it’s said but whether we are consistent in GROW’s different ‘publications.’

So…. do we need to include something on the letter to confirm that they still want to be on the sponsor list that they are still a member of GROW and wish to be of service to the membership.

I like the new form letters. I like the system for the SLK.

Thanks for the clarification Danna & Gigi. I agree this is about having consistency across our “publications”.

Following up on Laurie’s point about clarifying that one is a sponsor in GROW, we could simply add “in this group” to the letter where it is now placed in red (below). Letter #3 already mentions that this sponsorship is in GROW.

Alternatively, we could add something to the effect of One must be a member of GROW to be on this list, or something like that at the end of the first paragraph.

Thank you for the amendment. However, I feel the check between the SLK by the Listkeeper to confirm someone is still a current member should remain. I’m not sure why it would be a good idea to take this out. I have done two roles – 12th Step Listkeeper & Sponsor Listkeeper and found it was essential for me to check in with the Listkeeper as members do unsubscribe and it takes the Listkeeper a minute to run the check.

I am suggesting this as an addition to having the SLK confirm with the listkeepers. The persons signing up to be sponsors should know that they are supposed to remain members of our group to stay on the list.

I must say I never thought of it before this meeting but having email addresses that could be shared is a concern. I would be comfortable with keeping the list of available sponsors just on the website. I do feel it should still be required to check monthly with the women to see if they still want to be a sponsor on the list and are still a part of GROW. This is potentially the first contact a new person will make and therefore its important we try to make sure it is correct.

Results of Voting on Proposal 2.2

Voting: Seventeen (17) participants in favor, and no one voted against Proposal 2.2. Therefore, Proposal 2.2 is adopted as a Group Conscience decision.

Group Conscience Decision:

Updated Sponsor Listkeeper form letters are as follows:

# 1 – Sponsor List Announcement:
Dear Women of GROW,
Grateful Recovering Online Women supports sponsorship. We offer this list to you of women who are willing to sponsor on-line. Many of us have found there is nothing like a live voice at the end of the phone, or a warm hug in a f2f contact when we are overwhelmed with a problem in our lives. On-line sponsorship can add another dimension to your recovery as on-line meetings. Please be aware that you can also ask anyone in GROW to be your sponsor. Online sponsors are not limited to this list. Know that it may take a few trials to find the right fit for you in a Sponsor.

For more information about sponsorship, please visit our web page on sponsorship (g-r-o-w.com/member-welcome/trusted-servants/online-sponsors/) in GROW’s members only section (password: sobertodayhow2484). You can also find AA’s “Questions and Answers on Sponsorship” at www.aa.org/assets/en_US/p-15_Q&AonSpon.pdf.

List of Available Sponsors:
[list sponsor names and information]
Phone numbers of many on the above list are available upon request.

[Name]
Sponsor Listkeeper

#2 – Sponsor List Invitation [New Form Letter]
Dear Women of GROW,

You can enhance your sobriety by offering to sponsor other alcoholics and share what has been given to you with others. If you would like to offer your name as a potential online sponsor in this group, please review the GROW web page on Sponsorship at g-r-o-w.com/member-welcome/trusted-servants/online-sponsors/ (Password: sobertodayhow2484). You might also refer to AA’s pamphlet “Questions and Answers on Sponsorship” at aa.org/assets/en_US/p-15_Q&AonSpon.pdf.

If after reviewing this information, you want to add your name to our list, please send me the following information:

· name
· geographic location
· sobriety date
· telephone number (if you wish)
· current e-mail address
· whether you are interested in being a temporary sponsor for a new member to GROW

You will then be added to our Available Online Sponsors list which is sent to the group each month and to those who ask about sponsorship (whether on a temporary or permanent basis). Know the list is updated every month, and you must affirm your desire to stay on the list from month to month. Please know that you may be asked to sponsor newcomers and be alert to a suggested response time of 48 hours.

Thank you,
[Name]
Sponsor Listkeeper

#3 – Sponsor List Confirmation [New Form Letter]
Dear Volunteer:

Thank you for your service this past month by putting your name and contact information forward for being a sponsor in GROW. If you wish to continue next month, please Reply to [Sponsor Listkeeper Name].

If you do not reply by the end of the month, I will remove your name from the list unless and until you contact me again.

If you want to continue to be on the list, please send me any corrections or changes in your sponsor information.

Thank you,
[Name]
Sponsor Listkeeper
[e-mail address]

Proposal 2: Sponsor Listkeeper job description

This proposal suggests changes to the Sponsor Listkeeper job description.

Rationale: During our discussions on the Temporary Mentor (newcomer committee and providing links to AA resources), it became clear that there are issues related to the Online Available Sponsors list/webpage because the people on that list do not always respond timely (or at all) to newcomers’ requests for help. Further, Available Online Sponsors do not rotate, and the only members that rotate on both the 12th Step List and the Sponsor List are the listkeepers. The Available Online Sponsor webpage creates the impression that only people on the sponsor list can sponsor, which in reality is not the case.

Discussion on Proposal 2.1

My one hesitation about this Proposal is that a person could theoretically no longer be a member of GROW and still remain on the Sponsor list, if the Sponsor Listkeeper does not check in with the listkeepers monthly or so.  Someone could unsub (either by themself through our admin pages or through the listkeepers) and still be receiving letters from the SLK, responding to them, and remaining on the Sponsor list.  It's a really small detail so I hesitate to even bring it up, but something keeps telling me to mention it.

I am in agreement about keeping in the checks to ensure those on the sponsor list are actually still subscribed members of GROW. This is a requirement of others eg 12th Step Listkeeper- to check monthly. Thanks Gigi for the clarification as to why this is important.

I’m not sure we made clear enough our total proposal for the Sponsor Listkeeper (SLK). There are three form letters proposed, instead of the one that exists today. They break up the things the SLK is doing into three discrete actions each month:

1. Presenting the list of available sponsors to the group
2. Asking for volunteers to be sponsors in GROW
3. Confirming that women on the sponsor list want to stay on the sponsor list

We did drop the requirement for the SLK to check with the listkeepers to see if women are still members of GROW. There is a time limit on the ladies' response to the SLK. If they do not respond timely, they will be dropped from the list automatically. While there was not unanimous agreement on this point, most of the participants in the Ad Hoc Committee felt that would be sufficient. The women currently in those positions did not think it necessary.

I must say I never thought of it before this meeting but having email addresses that could be shared is a concern. I would be comfortable with keeping the list of available sponsors just on the website. I do feel it should still be required to check monthly with the women to see if they still want to be a sponsor on the list and are still a part of GROW. This is potentially the first contact a new person will make and therefore its important we try to make sure it is correct.

Results of Voting on Proposal 2.1

Voting: Seventeen (17) participants in favor, and no one voted against Proposal 2.1. Therefore, Proposal 2.1 is adopted as a Group Conscience decision.

Group Conscience Decision:

The Sponsor Listkeeper job description is revised as shown, deleting bullets that have been struck out and adding the bullets shown in red.

Sponsor Listkeeper Job Description

• 6 month term
• 1 year sobriety
• Must be member of Business List.
• Maintains a list of group members who are willing to sponsor online, including: first name, last initial, DOS, email address, location of residence.
• At the term’s beginning and midterm, confirms sponsor volunteers are still GROW members.
• Twice each month sends reminders to the group that the list is available upon request.
• Forwards sponsor list to members when requested.
• At least once each month, mails sponsor list to the group (see Sponsor List Announcement form letter). May want to resend if someone on the list drops out mid-month.
• Each month, invites GROW members to volunteer to be online sponsors (see Sponsor List Invitation form letter).
• Each month, verifies that each woman on the list of available online sponsors want to continue to serve as a temporary or permanent sponsor (see Sponsor List Confirmation form letter).
• The Listkeeper and Sponsor Listkeeper will coordinate to ensure that when someone unsubs, if that person is listed on the Sponsor List, her name will be deleted from the list of available sponsors as well.
• The Sponsor Listkeeper will work with the Temporary Mentor to assure that newcomers who want a sponsor are assigned a temporary sponsor.
• Common duties and requirements to all Trusted Servant positions is described here.
• Wording for letter commonly used is provided in the link below:
• Sponsor List Announcement
• Sponsor List Invitation
• Sponsor List Confirmation

Proposal 1: Website TS Job Descriptions

Updated Web Admin, Web-keeper and Backup Web-keeper Job Descriptions.

Discussion on Proposal 1

Joan. This email didn’t come thru properly.  I’m not sure about three proposals.

However it is not physically possible to have served as webkeeper (non-rotating).  And have a minimum two years sobriety / two years membershipShe would have to have been in grow at least four years to fill those requirements. The web-keeper has the same minimums.

It makes more sense to me to ask for a one year membership – with holding a service position to become familiar with how grow works.  And a minimum 5 years sobriety for such technical positions.

Response: I agree to increase the sobriety and GROW membership requirements for the Web Admin position.

However, I think it is reasonable to have 4 years sobriety and 4 years of GROW membership for the Web Admin.
I am opposed to “5” because the Web-keeper upon completing their term would have 4 years of sobriety and 4 years of GROW membership … if we increase the sobriety and GROW membership in this position … we could possibly eliminate potential Trusted Servants for these positions. Just something to consider.

Are we going to state anywhere that to be the Web Admin, one should have experience with one of the other 2 web-keeper positions?

I am confused because I was on the website committee and I do not remember discussing these job descriptions at all.

For Web Admin: May we please have a description of what the “GROW server PLESK account” is, in Web Admin job description?

I support the Web Admin position description as far as I understand it.

For Web-keeper: Eliminate the highlighted bullet point about Archives.  We let those go a long time ago.
Agree with the change to voting status.

Not sure why the proposal includes the part about membership dispute.  This could go into the record but I don’t think it needs to be in the job description.

For Backup Web-keeper: Same remark regarding the membership dispute.  Otherwise I agree with the description.
Thank you to those working on this project.

Could we have some idea from the committee how much time the Backup Webkeeper position takes each week?  And how much training is involved?  Since it remains open…

Response: PLESK is a web hosting platform with a control panel that allows the server administrator to perform tasks necessary for site maintenance ie. Backups, etc.

As the Web Admin I use this control panel to monitor site backups (which are on auto) set up an auto and any updates needed to the site ie. Plugins, Theme, WordPress. If need be if there are hosting issues I would work with our hosting service within this area to resolve.  Sounds complicated however not so much.

I hope this explains it.

As part of the progression in these trusted servant positions … I would work with Allison in the second year to understand my position and as I rotate off, I would be available as on-going support much like we do with the Business Chair and Secretary positions.

Response: This proposal was submitted by me and is work in progress.

Unfortunately, life on life terms has played a big role in this hurried proposal … please accept my amends.
Allison and I had hoped only to refine the job descriptions that are currently posted on the site from the duties performed this past term and I, alone, inadvertently left the requirement of serving in the prior position … this was discussed in the website committee.  Please accept my apologies.

I would like to amend my proposal to (1) add another line be added to the web-keeper job description that includes a requirement of serving a full term as backup web-keeper.

[Note that Allison was placed in the position of web-keeper at our last business meeting by group conscience and I moved to position of web-admin (a new position).  Going forward I feel this requirement (full-term as backup web-keeper) would be important.]

Likewise, (2) add another line be added to the web-admin job description that includes a requirement of serving a full term as web-keeper.

For the same reasons as the web-keeper position.

There is an additional amendment to (3) move the line “Is second holder of the Treasurer’s passwords.” from the Backup Web-Keeper to Web-Keeper because of the sensitive nature and because the Backup Web-Keeper is the newbie position in this service-line opportunity.

As for discussions on the sobriety and membership requirements … I will comment separately.

I’m still a newbie in sobriety and to grow but I just thought I’d share on this one since I am a web designer and seo consultant.

I don’t know the background of our 400+ members but I would guess that most of them don’t have web keeping background. It’s not difficult work but you definitely need training because it’s possible to take down the website entirely with a simple update done incorrectly. The basics could easily be taught in a few sessions with whoever is running the site now so as long as the volunteers are computer savvy, I would say they could learn what they need to know without being a full blown web designer. WordPress is great for that.

I think it’s a nice idea to have two year terms for these positions. If the website has been built properly, there shouldn’t be a huge time commitment for these roles and this way, they have time to learn the skills, do the job and then pass on the skills to the next volunteer.

As for requirements for these positions, if it has been difficult to fill them (which it seems it has been?) maybe put in the description that full training would be given to the volunteer if they don’t have much web experience? Again, I don’t know who has been running the web so I don’t know if that’s available but it’s an idea since I’m sure the majority of people see that job title and automatically think ‘not for me’
I would lower the requirements for the web back up role. Maybe 1 year for both sobriety and grow membership just to be able to get newer people in who would maybe step up to web-keeper or admin after their back up term is complete.

Also, I’ve noticed that seo (search engine optimization) is not properly set up for the web so it’s not super easy to find it via a Google search. Maybe add that to the tasks for the positions?
Hopefully that was helpful, thank you ladies for all that you do!!!

Kathy, alcoholic. Sarah, I appreciate your expertise and willingness to share it.  You will intuitively know when a big commitment is right for you.  Very good that you are recognizing your limitations regarding when and how you use your gifts.

I too am eager to jump into service (not only to AA, but with support for STEM students,  at my church, and with respect to climate change action, which was the technical focus of my career).  I overcommitted throughout my career, but now in retirement and after a relapse, I am finally learning that too many commitments bring on anxiety, which is a trigger for me and so many of us.  I now am taking a slower approach to why and how I commit to service.  The challenge of altering and reprogramming my fundamental and life-long inclination to “save the world” by doing too much has been among the most difficult I have encountered, sober or actively in my addiction.  I am grateful to the God of my understanding and to the wonderful program people in my life for the support I have had making these changes. These changes also are one day at a time.

The situation where a membership dispute created a problem in website management is extremely rare (only once to my knowledge). Personally, I don’t think it’s necessary to add this to the Web Admin position, as other unique situations might arise that call for a different action or response. The job descriptions can’t possibly address everything that might come up.If you feel the bullet is necessary, I would make it more general, for example …
“Where the Steering Committee takes an action that impacts how the GROW website is managed, the Web Administrator will work closely with the Business Meeting Chair to assure the action is implemented consistent with the Committee’s intent and the smooth operation of the site.”

I agree, it should be left out. We cannot possibly cover all situations that may arise. If something must be added I agree with Danna’s revised bullet below:

I just want to be sure I understand how the web positions are being structured. It appears that there is a “chain” here similar to the listkeeper job where the “back-up” (or alternate) is committing to more than one year of service. That is, the backup is signing up with the expectation that she will become webkeeper for two years and then web administrator for another two years. This means the back-up web-keeper would be making a six-year commitment to GROW.I don’t think that’s reasonable.

First, how many of us could make a commitment that extended over the next six years of our unpredictable lives? Second, it basically means that our members could only volunteer for the back-up job – that the web-keeper and web administrator jobs would be closed to volunteers. While I recognize that technical skills are limited, we can’t assume that new members will not have both the required sober time and the necessary skills to fill any one of those positions.

Am I misunderstanding the way the position descriptions are intertwined? If so, please explain how you envision this progression working. I just think a six-year commitment would discourage any of our members from volunteering as webkeeper backup. There must be a better way – maybe just one-year commitments for each position. I don’t have the answer, but I need to ask the question.

“Work closely with Steering Committee to ensure that pertinent group history is preserved and that archives are accessible to GROW members in keeping with the GROW Archives Guidelines.” Gigi suggests eliminating this bullet from the webkeeper job description.

Rather than eliminate it, I would reword it with something that reflects the fact that our website IS now our archives. Personally, I think it’s very important that the webkeeper is aware of and fulfills that important function. If we remove the bullet from the position description, we may be more likely to lose important documentation, especially for our business meetings and group conscience decisions.

I would, however, amend the reference to the Steering Committee to emphasize the Business Meeting Chair’s role in assuring meeting notes, group conscience decisions, etc. are recorded correctly on the website.
Also, I don’t see an “Archives Guidelines” on the website. That doesn’t mean it’s not there. I just couldn’t find it. If the Guidelines have been eliminated from the website, the reference to them should be removed. If they are still in effect, never mind.

I suggest the following changes to the bullet rather than eliminating it:
“Work closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the members’ section of the GROW website and that archivesd materials are accessible to GROW members in keeping with the GROW Archives Guidelines” [remove only if the Archives Guidelines are no longer on the website]

Response:  Thank you for your comments.

The structure is similar to that of the listkeeper due to the nature of the position just as is the listkeeper’s position is.

The Backup Web-keeper with be giving small routine tasks (ie the weekly meeting posts) that would allow that trusted servant to understand the function of the website.

Then the transition to Web-keeper which would include other routine tasks (ie business meetings posts) within the same vain except would also get some exposure to administrative duties.

Then the transition to Web Admin which would have other routine tasks (updates and user / server functions) to perform and be available to help the Web-keeper and Backup Web-keeper because they were one.  This way as Web Admin, the trusted servant would have the needed skills to help the Backup Web-keeper and Web-keeper.

The past Web Admin would roll off and be available to assist the current Web Admin as we do with the Business Chair, Secretary and Listkeeper positions.

6 years is a long commitment and I am all for changing each position to a year … making it a 3-year commitment ie Backup Web-keeper 1-year term, Web-keeper 1-year term and Web Admin 1-year term. The big key is rotation of service.

Each position as with all trusted servant positions can be a part of our recovery journey and working as a team can enhance that effort as we share our ESH with each other.

Danna you and I have and Allison and I have too.  I treasure those opportunities while serving my group.
I disagree with the statement that “it basically means that our members could only volunteer for the back-up job – that the webkeeper and web administrator jobs would be closed to volunteers” … every position is open to the grow membership … these particular positions are progressive because it involves a learning curve using WordPress for particular functions.  And by doing the progressive steps, the trusted servant would have the tools needed to be successful.

Hope that helps.

I like Tanya’s suggestion to require just one year in each position to require just a three year commitment. It seems less daunting to the volunteer.

After a number of terms, and in several years there won’t need to be a “ commitment for three years”  We should have had some people who took the positions and retired and then can step back into them – once they have done the job.  It’s only for the start up that we need the progression.

Thank you all for your thoughts here.  Making these service posts 1 year commitments seems very wise.

Thank you all for this clarifying discussion. I think that in the long run having shorter terms of service will generate more, not fewer, volunteers.

Again, apologies for the lateness of my response.  Looking into our Archives group conscience decisions on the old web site, there have been none since 2006. The “archives” mentioned were on Binhost, which has not been our server for quite a long time.  It is correct that most of this information (see requirements below) is posted on our website, and of course we want our Web Admin and Steering Committee to work closely on keeping up with these.  The suggested wording offered by Danna is accurate and up-to-date.  It reflects our mandate to maintain certain records of our group on our website in a password-protected area.  I for one would love to keep somewhere a listing of past TSs but that is probably not practical.

Archives maintained by the Archivist and posted in the password protected members’ only section of g-r-o-w.com will include:

• A history written by the founders of GROW.
• A listing of trusted servant job guidelines, and current trusted servants and terms.
  Quarterly reports for the most recent 2 years from Treasurer, Listkeeper, Secretary, OIAA, GSR and Steering Committee Secretary.
• All Group Conscience decisions
• Current letter and format templates used by or for Greeter-Welcomer, Listkeeper, email list provider, meeting format, 12 Step Chair, Topic Leader Chair, Sponsor Listkeeper, FYI, E-Mail Etiquette, etc.
• usiness meeting agendas and minutes for the most recent 2 years.

Results of Voting on Proposal 1

Voting: Twelve (12) participants in favor, and no one voted against Proposal 1.1. Therefore, Proposal 1 is adopted as a Group Conscience decision.

Group Conscience Decision:

The updated job descriptions are as follows:

Web Admin

• 1-year term
• 4 years of sobriety
• 4 years in GROW membership
• Served a full term as Web-keeper of the GROW website
• Member of Business List
• Voting member of the Steering Committee
• Maintain GROW Server PLESK account 
• Maintain a periodic backup of the GROW database
• Maintain GROW website updates (WordPress, theme and plugins)
• Inform Steering Committee when updates are made to the website
• Consult with Steering Committee before making substantial design or content changes to GROW website
• Support Web-keeper and Backup Web-keeper on WordPress site issues
• Provide Web-keeper and Backup Web-keeper with all necessary information and passwords to access all web accounts and web server
• Provide the Web-keeper’s email address to the web hosting service and designate her as co-owner
• As owner of the g-r-o-w web account, help ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement
• Upon retirement, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service.
• Common duties and requirements to all Trusted Servant positions is described here.

Web-keeper

• 1-year term
• 2 years of sobriety
• 2 years in GROW membership
• Served a full-term as Backup Web-keeper
• Must be member of Business List
• Voting member of the Steering Committee 
• Is second holder of the Treasurer’s passwords.
• Maintains public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and for the purpose of attracting new members. Information should include:
  • Info about Alcoholics Anonymous
  • Info about GROW
  • Frequently Asked Questions
  • Our Guiding Philosophy
  • Guide for Email Etiquette
  • Traditions in Cyberspace
  • How to become a member
• Maintain a password protected private section on g-r-o-w.com to provide GROW members with information about GROW, including:
  • List of trusted servants and job descriptions
  • Info about how we conduct business
  • Group conscience decisions
  • Common Welfare Guidelines
  • Important addresses
  • Work closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the members’ section of the GROW website and that archived materialsare accessible to GROW
• Inform Steering Committee when updates are made to the website
• Consult with Steering Committee before making substantial design or content changes to GROW website
• Post all business meetings and keep updated throughout the business meeting
• Ensure that any material posted on g-r-o-w.com appropriately protects the anonymity of anyone mentioned
• Upon retirement, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service
• Common duties and requirements to all Trusted Servant positions is described here.

Backup Web-keeper

• 1-year term
• 1 year of sobriety
• 1 year in GROW membership
• Member of Business List
• Voting member of the Steering Committee.
• Maintains the Weekly Meeting Topics in the private section of g-r-o-w.com.
• Support Web-keeper in maintaining public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and to for the purpose of attracting new members:
  • Info about AA
  • Info about GROW
  • FAQs
  • Guideline for Email Etiquette
  • Traditions in Cyberspace
  • How to become a member
• Support the Web-keeper in maintaining a password-protected private section on g-r-o-w.comto provide GROW members with information about GROW, including:
  • List of trusted servants and job descriptions
  • Info about how we conduct business
  • Group conscience decisions
  • Common welfare guidelines
  • Important addresses
• Common duties and requirements to all Trusted Servant positions is described here.