1019 – Proposal 2.6.a: Online Sponsors Page

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.


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 servants 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.

1019 – Proposal 2.4.a: Temp Mentor Letter #1

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

1019 – Proposal 2.3.a: Temp Mentor Job Desc

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.

1019 – Proposal 2.5: Newcomer Committee

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.

1019 – Proposal 2.2: Sponsor Listkeeper Form

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]

1019 – Proposal 2: Sponsor Listkeeper TS

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

1019 – Proposal 1: Website Trusted Servants

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.

0419 – Proposal 13: Weekly Topic Message

Proposal 13: Weekly Topic Leader Message 

Add language about a On-call Meeting Leader List to Weekly Topic Leader Message and make additional edits to the Weekly Leader Listkeeper Responsibilites.

Recommended Language: “My name is [ Weekly Topic Leader Listkeeper Name ]. I am an alcoholic, and I’m also your
Weekly Leader Listkeeper. I am taking volunteers for the [ time period ].
Here is the calendar of our upcoming leaders scheduled to chair. A big GROW thank you to all
who are committed to growing in service.
Month: [ Month ]
[ Date, Name ] Step Meeting
[ Date, Name ]
[ Date, Name ]
[ Date, Name ]
Here is your opportunity to volunteer to lead a weekly meeting, choosing a topic that relates to
your individual experience, strength and hope or a topic you would like to hear about, that relates
to alcoholism recovery. The requirements necessary to lead a meeting are 90 days of continuous
sobriety and a member of GROW for more than 30 days.
[The April 2019 GROW business meeting designated the first meeting of the month to be a
STEP MEETING. Please limit your lead share to the step of the corresponding month.]
If you would like to volunteer, just hit reply and let me know which available date you would be
willing to lead. Here are the available dates:
[ Month, Day ] Step Meeting
[ Month, Day ]
[ Month, Day ]
[ Month, Day ]
[ Month, Day ]
We try to give thoughtful attention to those who would like to lead a meeting around their A. A.
anniversary. If the date requested is already filled, you will be offered another available date.
Around Wednesday or Thursday of the week before you’re set to chair, I’ll contact you and pass
on the meeting format. If, for some reason you cannot do the meeting on your selected
Sunday, please let me know as soon as possible so I can find a replacement leader.
I look forward to hearing from each and every one of you. The topic meeting is a great way
of saying “hi” and letting us all get to know you better. Thank you for your participation
and thank you for letting me be of service.
[ Name ]
Weekly Leader Listkeeper
P.S. As our membership is *growing*, we are getting duplicate names. When you respond
please include your name and the first initial of your last name.”

Rationale:


Summary of Comments on Proposal 13

No discussion


Results of Voting on Proposal 13

Passed 8 agree, 0 disagree


Group Conscience Decision:

Add recommended language to the Weekly Topic Leader Message.

0419 – Proposal 12: Monthly Step Meeting

Proposal 12: Monthly Step Meeting

  • I propose that the current Step language pertinent to each month be inserted into
    the regular meeting format for the month indicated. It should be inserted at the
    start of the Lead section, and the Weekly Leader may add her lead immediately
    after that.
  • I also propose that the Tradition should continue to be sent at the start of each month just as has been done.

Summary of Comments on Proposal 12

The discussion was a dialog about the language for the step topic and who would
supply it. Here are the comments:

1. Question: Who will insert the language for the Step meeting for the corresponding
month at the beginning of each month? The Weekly Lead or the Weekly Leader
Listkeeper?
Curious,
Laura
2. To Laura’s question, the Weekly Listkeeper will insert the language into to the format.
3. So if I understand correctly
The request for weekly leaders forms will need a paragraph about the first week being a
step meeting
Then when the weekly leader list keeper sends the weekly reminder for the first week of
the month she’s going to have to amend the letter to reflect the meeting is a step
meeting?
If that’s the case we should just approve another letter so she has it on hand
4. If we made it another form letter we would need 12 form letters, 1 for each month. I
think the Weekly Listkeeper can insert the topic each month.
5. I support the proposal to insert the language we currently use for the relevant Step
Meeting.
6. Thanks Amanda for clarifying that change to the weekly Listkeeper job description re
leaving just Tradition as monthly.
7. With respect to all views, I’d suggest we leave it to the weekly Listkeeper to work out if
she needs to pre-prepare additional form letters/drafts or if she’ll copy and paste for the
relevant month. It feels as if this could be a case of trusting our Trusted Servants to carry
out the role, and if needed formalising additional form letters at a future business
meeting?
8. What has been shared here makes sense to me. Seems simpler.
9. Makes sense.
10. This proposal does not include/contain the language to be inserted into the regular
meeting format, and I’m not sure what the “current Step language” means. Could you
insert the recommended language within the proposal so we know what we’re voting on?
11. To answer Danna’s question, the current language refers to the the lead that is used
in the current monthly step meeting. It is in the form letters for the step/traditions
meetings. Does that answer your question?
12. Every proposal that changes a job description, form letter, or any
“official” GROW document should also include a “Recommended Language”
section so that it is very clear what we’re approving. Because this
proposal does not explicitly contain the recommended language, and I’m
not sure what I’m voting on …
I disagree (vote changed to agree)


Results of Voting on Proposal 12

Voting: Twelve (12) participants in favor, and no one voted against.


Group Conscience Decision:

 

0419 – Proposal 11: Weekly Leader Reminder

Proposal 11: Weekly Leader Reminder Letter

Add form letter to GROW form letters page titled Weekly Leader Reminder Letter, to be sent to the upcoming leader on Wednesday. 

Recommended Language:

“Dear :
I’m sending you a friendly reminder that you are scheduled to chair this upcoming Sunday. I’ll be attaching a clean copy of the updated meeting format to this email. Let me know if you have trouble opening it or copying it to an email. Please remember not to add any urls in your post!

**Please reply to this email to verify your availability to lead this Sunday. You must send your meeting lead email on Saturday night, no later than Sunday morning, to ensure that ladies in various time zones will receive the meeting on Sunday morning.

If, for some reason you cannot chair the meeting this Sunday, please let me know before Saturday so I can find a replacement leader.

*For a list of meeting topics that have been previously used, visit the following link on the GROW webpage. http://www.g-r-ow.com/members/topics/chrontopics.htm

Thank you for your service!

-Weekly Leader Listkeeper”

Rationale:

  • This letter needs to be sent each Wednesday to ensure the assigned leader will be available for the upcoming Sunday meeting. There is no “official” form letter on GROW for this. Making this an “official” form letter would make sure the Listkeeper had an approved form letter to use each week, reflecting past business meeting decisions. Refer to the April 2012 business meeting decision below, where it was decided that the meeting be posted on Saturday, no later than Sunday morning.
  • Weekly Meeting > Topic Postings (4/12)
    Decision: We have consensus on this Proposal and it is APPROVED that we begin posting the meeting on Saturday, no later than Sunday morning. We will “revisit” this topic in our October 2012 Business Meeting to discuss possible modification of our website and literature to reflect this change.Proposal: Begin posting the meeting on Saturday, no later than Sunday morning, to ensure that ladies in various time zones will receive the meeting on Sunday.

Summary of Comments on Proposal 11

  1. I strongly disagree with this suggested language. We have been here before, as having meeting leads consistently “on time” has always been an issue. It’s inappropriate to require meeting leaders to post their leads on Saturday, as our meeting starts on Sunday. The group decided in past debates that we can suggest people post on Saturday but not require it. Also, “Sunday morning” is difficult because our members are in so many time zones. I would change the language as follows.
    **Please reply to this email to verify your availability to lead this Sunday. You must can send your meeting lead email on Saturday night, no later than Sunday morning, to ensure that ladies in various time zones will receive the meeting on Sunday morning. I don’t think it’s reasonable to ask people to let the listkeeper know before Saturday if they can’t chair. This will not help with people who simply forget to post their leads (I have been guilty of this) or who have something come up at the last minute. The listkeeper has already asked them to confirm they will be there on Sunday. If they do not confirm, that’s a clear sign there may be a problem. If they do confirm, we have to trust that they’ll do it.Basically, this proposal is asking the meeting leads to solve what is an occasional problem for the Weekly Meeting Lead Listkeeper. I just don’t think it’s necessary. I would delete this sentence completely. If, for some reason you cannot chair the meeting this Sunday, please let me know before Saturday so I can find a replacement leader.
  2. Sounds great.
  3. This letter is very good and I appreciate having it. Thanks to Amanda for taking her job to heart and creating this.
  4. Minority Opinion after the vote
    • My only problem with this proposal is the following sentence: “If, for some reason you cannot chair the meeting this Sunday, please let me know before Saturday so I can find a replacement leader.” I would change my vote to “I agree” if the words “before Saturday” were deleted.
    • I don’t think it’s reasonable to ask people to let the listkeeper know before Saturday if they can’t chair. What happens if the person doesn’t know until Saturday that they won’t be available? This will not help with people who simply forget to post their leads (I have been guilty of this) or who have something come up at the last minute. The listkeeper has already asked them to confirm they will be there on Sunday. If they do not confirm, that’s a clear sign there may be a problem. If they do confirm, we have to trust that they’ll do it.
    • If the Weekly Leader Listkeeper maintains a list of women who will step in to lead a meeting when the scheduled person doesn’t post the meeting, she doesn’t need the advance notice to find a replacement lead.
    • Basically, the language “before Saturday” is asking the meeting leads to solve what is an occasional problem for the Weekly Meeting Lead Listkeeper. I just don’t think it’s necessary. It won’t solve the problem, and it imposes an unnecessary requirement on the weekly lead.
  5. Again, the rationale behind this is to give the WLL a heads up IF POSSIBLE. There is no punishment or consequence if they can’t. This is a courtesy! I don’t think it’s unreasonable to ask people to be courteous and let the WLL know ahead of time if they can’t Chair. If they don’t show or run late, that’s a separate issue. This is for people that know they have a conflict ahead of time.If things happen, they happen and we are more than flexible when life happens! This has been working so far when I sent this request to our chairs.  The big question here is… does the language “before Saturday” help or hurt the group and the way it functions… or this an issue of people personally not wanting so many “guidelines”? This is about what helps our group function and get meetings posted on time for everyone.
  6. This happens so rarely that I don’t think it’s necessary to add another task to the Weekly Topic Leader’s responsibilities. As a group, I think that we can allow our members to think for themselves instead of being told what to do. We can’t legislate courtesy or good manners, or know in advance that we won’t be available on a particular Sunday.  Also, let’s not forget that unlike f2f meetings that last for about 1-1/2 hours (someone had mentioned that they start on time) our meetings last for one week. This gives us plenty of time to receive and share on a Topic by either the Topic Leader or her replacement. My $.02 tonight.
  7. Part of the confusion that I see the possibility of, is double posting of meetings. If an overzealous , stickler for the rules weekly leader doesn’t see a meeting posted by the time required, then, in all fairness to her, she would go ahead and post a meeting, That is clearly unfair to the leader who has been waiting for 3 months to lead a meeting, if she should happen to run late of forget, for a moment. This has been an issue in the past, and we have survived with barely a few meetings posted as late as Monday. But its really not fair to give the lead every chance for their opportunity. My two cents.
  8. I see 8 am PST as a suggestion. I am not intending to hold anyone to this while I am WLL. As long as I know that someone is going to post that day, preferably that morning or midday US time, I am okay with that. It is when I do not hear back from the person signed up that I must find myself with a bit of extra work. Once the business meeting is concluded, I will send out the revised letter seeking backup leaders.

Results of Voting on Proposal 11

Pass 13 agree, 0 disagree


Group Conscience Decision:

Add recommended language to the Weekly Topic Leader Message.

0419 – Proposal 10: Weekly Leader Listkeeper

Proposal 10: Weekly Leader Listkeeper

Add language about a On-call Meeting Leader List to Weekly Topic Leader Message and make additional edits to the Weekly Leader Listkeeper Responsibilites.

Recommended Language: “If you would like to be added to the on-call meeting leader list, please reply and let me know. You will be added to a list of volunteers who are willing to quickly post a weekly topic when the scheduled chair is unavailable. The only requirement is that you are available to check your email every Saturday/Sunday and respond quickly to a request from the Weekly Leader Listkeeper, so she can find someone to chair in a timely manner.”

Rationale:

  • The bullet descriptions concerning calling for volunteers and posting the meeting schedule need more clarity as to when to send each item, so I added “at the beginning of the month”. I have been doing this and it works well to send the call for volunteers and current month’s schedule at the beginning of the month.
  • The bullet concerning posting regularly weekly reminders is a repeat and doesn’t need to be there.
  • The bullet concerning confirming the member’s status two weeks before is not needed, because the list keeper contacts the assigned leader personally on the Wednesday before the meeting. This is an extra, unnecessary duty.
  • The bullets concerning a list for weekly leaders and replacing the topic leader needs more clarity. This has been an unclear area and has caused some problems during my current term. I added a specific time to replace the topic leader, if a topic has not been posted on Sunday morning. Also, if we have a list of willing leaders, why make a general announcement to the group? I believe making a general announcement is embarrassing to the assigned leader and negates the point of having a list of willing leaders. (Refer to the business meeting decision on October 2011 about maintaining a back-up list of willing leaders)

Summary of Comments on Proposal 10

No objection here.


Results of Voting on Proposal 10

Pass 13 agree, 0 disagree


Group Conscience Decision:

Make the additional edits to the Weekly Leader Listkeeper Duties.

Add recommended language to the Weekly Topic Leader Message.

0419 – Proposal 9: Weekly Leader Listkeeper

Proposal 9: Weekly Leader Listkeeper TS Responsibilities

Delete current descriptions and add proposed descriptions for Weekly Leader Listkeeper on the GROW trusted servant responsibilities page.

**** Delete the 8 current bullets below:

  • At the end of each month, calls for topic volunteers to fill the 3rd unfilled month, using Weekly Leader Template approved by group conscience.
  • Send the one-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis (in addition to posting regular weekly reminders of the meeting topics)
  • Schedules should be completed for no more than three months in advance.
  • Post regular weekly reminders of the meeting topics and post the upcoming chairs.
  • Two weeks prior to meeting date, confirm topic leader is still a GROW member.
  • Provide weekly topic leader with clean copy of meeting format.
  • Replace the topic leader if necessary through general announcement to the group.
  • Maintain a list of those willing to lead a topic (chair a meeting) each Sunday, including email address.

*** Add the following 4 bullets for clarity:

  • “At the beginning of each month, send the current month’s schedule of meeting chair dates and corresponding leaders to the group.”
  • “At the beginning of each month, send the Weekly Topic Leader Message form letter for the 3rd unfilled month. Schedules should be completed no more than three months in advance.”
  • “Send the Weekly Leader Letter to the upcoming leader on the previous Wednesday, reminding them of their scheduled meeting lead on the following Sunday. Attach a clean copy of the meeting format. Make sure they reply, verifying their availability to chair the upcoming meeting.”
  • “Maintain a list of on-call meeting leaders that are willing to replace the Topic Leader, if the scheduled leader hasn’t responded to emails or has not posted a meeting by Sunday morning (8 AM PST)”

Rationale:

  • The bullet descriptions concerning calling for volunteers and posting the meeting schedule need more clarity as to when to send each item, so I added “at the beginning of the month”. I have been doing this and it works well to send the call for volunteers and current month’s schedule at the beginning of the month.
  • The bullet concerning posting regularly weekly reminders is a repeat and doesn’t need to be there.
  • The bullet concerning confirming the member’s status two weeks before is not needed, because the list keeper contacts the assigned leader personally on the Wednesday before the meeting. This is an extra, unnecessary duty.
  • The bullets concerning a list for weekly leaders and replacing the topic leader needs more clarity. This has been an unclear area and has caused some problems during my current term. I added a specific time to replace the topic leader, if a topic has not been posted on Sunday morning. Also, if we have a list of willing leaders, why make a general announcement to the group? I believe making a general announcement is embarrassing to the assigned leader and negates the point of having a list of willing leaders. (Refer to the business meeting decision on October 2011 about maintaining a back-up list of willing leaders).

Summary of Comments on Proposal 9

  1. It is so nice to have a nice clear list and procedure for MIA leaders. Again, my thanks!
  2. Thank you for simplifying the process here. This proposal offers effectiveness and manageability. I support this.
  3. Brings more clarity and definite timelines, I like it
  4. Thank you, Amanda. You’ve done a great job at revising this Job Description!
  5. Minority Opinion after the vote.  I voted “I disagree” on this proposal because I cannot support the following bullet as written:
    • “Maintain a list of on-call meeting leaders that are willing to replace the Topic Leader, if the scheduled leader hasn’t responded to emails or has not posted a meeting by Sunday morning (8 AM PST)”
    • My problem with the bullet is the imposition of a time deadline on posting the Sunday meeting (“… by Sunday morning (8 AM PST)”). Our meetings begin on Sunday, but we have never decided as a group that they should begin no later than a specific time on Sunday. This bullet makes that decision for us. It is not appropriate to require our weekly meeting leaders to get their lead out by a certain time on Sunday, particularly when the business meeting has not made that decision.
    • The deadline is stated for the Pacific Standard Time zone, meaning leaders will have to figure out what time that is in their time zone. This is further complicated by the fact that it refers to Standard Time rather than Daylight Savings Time. There will be large portions of the year in which the PST requirement doesn’t make sense.
    • We have, as a group, debated the question of when a meeting should be posted many times. This one bullet in the proposal imposes a decision on Grow that the business meeting participants have not discussed. I would agree with the proposal if the parenthetical “(8 AM PST)” were deleted.
  6. There are several discussions to be had in this opinion. There needs to be three new proposals made I guess. I had them in separate proposals but was told to combine them because we only have a month for this meeting…
    1. Maintaining a list of on call leaders
    2. Posting the meeting late Saturday or early Sunday.
    3. Time frame for posting.
      1. Maintaining a list of on call leaders is already on the current job description for WLL. If there is a disagreement with this, it needs to be a separate proposal.
      2. Posting the meeting on Saturday evening or Sunday morning is a group conscience decision from 2012 that is not being followed through with. We would need a separate proposal to change this.
      3. As far as the additional time, it’s just a courtesy to have the meeting be available for everyone on Sunday morning. 8 AM PST is 11 AM EST and even later for those in Europe. How is that not acceptable? Any later in the day would not be morning anymore. I think this is reasonable. As I said before, face to face meetings have times to show up. No one has had any issue posting the meeting by 8 AM PST since I started testing it out the past few months. If people need more time, they ask and it’s totally fine. If there needs to be a separate proposal for this, I’ll be happy to make one.

Results of Voting on Proposal 9

Voting: Passed after second vote 8 agree, 1 disagree.


Group Conscience Decision:

We have consensus on this Proposal and it is APPROVED that we begin posting the meeting on Saturday, no later than Sunday morning. We will “revisit” this topic in our October 2012 Business Meeting to discuss possible modification of our website and literature to reflect this change.

Proposal: Begin posting the meeting on Saturday, no later than Sunday morning, to ensure that ladies in various time zones will receive the meeting on Sunday.

0419 – Proposal 5: Backup Web-keeper

Proposal 5: Backup Web-keeper

Propose opening the Backup Web-keeper position to the membership. This position will include maintaining the Weekly Meeting Topics on the new GROW website.

Rationale: Proposal 5 will allow another trusted servant to learn the functionality of the new GROW website and allow the GROW Web-keeper and Admin to continue working on the transfer of the GROW business archives.


Summary of Comments on Proposal 5

There was little discussion about the first 5 proposals and members were appreciative of the work of so many members that went into the new website.


Results of Voting on Proposal 5

Voting: Fifteen (15) participants in favor, and no one voted against Proposal 5.1. Therefore, Proposal 5 is adopted as a Group Conscience decision.


Group Conscience Decision:

Propose opening the Backup Web-keeper position to the membership. This position will include maintaining the Weekly Meeting Topics on the new GROW website.

0419 – Proposal 4: Website TS Assignments

Proposal 4: Website TS Assignments

Propose assigning Allison M to the GROW Web-keeper position and assigning Tanya C to the GROW Admin position, both positions commencing April 2019.


Summary of Comments on Proposal 4

There was little discussion about the first 5 proposals and members were appreciative of the work of so many members that went into the new website.


Results of Voting on Proposal 4

Voting: Fifteen (15) participants in favor, and no one voted against Proposal 4.1. Therefore, Proposal 4 is adopted as a Group Conscience decision.


Group Conscience Decision:

Propose assigning Allison M to the GROW Web-keeper position and assigning Tanya C to the GROW Admin position, both positions commencing April 2019.

0419 – Proposal 3: Website TS Positions

Proposal 3: Website TS Positions

Propose using current job descriptions of Backup Web-keeper, Web-keeper and Admin positions track the upcoming changes for review in October 2019 Business meeting.

Rationale: These positions are a work in process and within this time period, the workgroup will be able to flesh out the particular job description and tasks of each position to better correspond with the new platform (WordPress) which the new GROW website is designed on. This platform will be a significant change in how the GROW site is maintained.


Summary of Comments on Proposal 3

There was little discussion about the first 5 proposals and members were appreciative of the work of so many members that went into the new website.


Results of Voting on Proposal 3

Voting: Fifteen (15) participants in favor, and no one voted against Proposal 3.1. Therefore, Proposal 3 is adopted as a Group Conscience decision.


Group Conscience Decision:

Propose using current job descriptions of Backup Web-keeper, Web-keeper and Admin positions track the upcoming changes for review in October 2019 Business meeting.

0419 – Proposal 2: Create Admin TS Position

Proposal 2: Create Admin TS Position

Propose creating a 1-year rotating position of Admin to maintain the functionality and server side of the website with a basic job description as follows:

  • 1-year term
  • 2 years sobriety
  • 2 years GROW membership
  • Served a full term as web-keeper of the GROW website
  • Member of Business List
  • Maintain a periodic backup of the GROW database
  • Maintain GROW website updates
  • 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.

Rationale: The new GROW website is on a WordPress platform which requires additional services not currently defined in the Web-keeper position.


Summary of Comments on Proposal 2

There was little discussion about the first 5 proposals and members were appreciative of the work of so many members that went into the new website.


Results of Voting on Proposal 2

Voting: Sixteen (16) participants in favor, and no one voted against Proposal 2.1. Therefore, Proposal 2 is adopted as a Group Conscience decision.


Group Conscience Decision:

Propose creating a 1-year rotating position of Admin to maintain the functionality and server side of the website with a basic job description as follows:

  • 1-year term
  • 2 years sobriety
  • 2 years GROW membership
  • Served a full term as web-keeper of the GROW website
  • Member of Business List
  • Maintain a periodic backup of the GROW database
  • Maintain GROW website updates
  • 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.

0419 – Proposal 1: GROW Website

Proposal 1: GROW Website

Propose the launch of the new GROW website after the April 2019 Business Meeting for use by the membership. Place the current older GROW website in a subfolder within the GROW hosting structure to allow access for the ongoing transfer of GROW business archives to the new GROW website.

Rationale: The business archives require a bit more time and testing to ensure proper searchability for future trusted servants. However, the ease of posting the weekly meeting topics and access to trusted servants’ job descriptions and forms outweigh the need to keep the new GROW website in the development area until the transfer of the GROW business archives is complete.


Summary of Comments on Proposal 1

There was little discussion about the first 5 proposals and members were appreciative of the work of so many members that went into the new website.


Results of Voting on Proposal 1

Voting: Sixteen (16) participants in favor, and no one voted against Proposal 1.1. Therefore, Proposal 1 is adopted as a Group Conscience decision.


Group Conscience Decision:

Propose the launch of the new GROW website after the April 2019 Business Meeting for use by the membership. Place the current older GROW website in a subfolder within the GROW hosting structure to allow access for the ongoing transfer of GROW business archives to the new GROW website.

1018 – Group Conscience Decisions Summary

October 2018 Group Conscience Decisions

During the October 2018 GROW Business meeting, the following Group Conscience decisions were approved:

  1. Delete item d. (Web Page Information) in the GROW FYI CONTENTS section of the FYI Letter sent out by the Secretary each month.
    For more information on this group conscience decision, please refer to Proposal 2 from the October 2018 business meeting.
  2. Add a reminder to the Weekly Meeting Format Letter (between the Preamble and “How It Works”) to emphasize the principle of anonymity in our meetings: “Who you see here, what you hear here, when you leave here, let it stay here.”
    • Recommended Language: Insert the following sentences as a separate stand-alone paragraph between the Preamble and “How It Works” in the Weekly Meeting Format Letter.
      • “Who you see here, what you read here, when you leave here, let it stay here. (Anonymity refers to personal information and personal issues – not the message of recovery.)”

    For more information in this group conscience decision, please refer to Proposal 3 from the October 2018 business meeting.

  3. Increase the monthly contribution to Dean Collins (oso-aa.org) to reimburse him for any time and effort to support GROW’s website, particularly the new website WordPress configuration. Double the current contribution from $12 per month ($72 for six months) to $24 ($144 for six months).
    • Recommended Language: Edit the sub-bullet in the Treasurer’s job description under the 11th bullet (“Pay all group expenses…”) to reflect the change in contributions to oso-aa.
      • $24.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)

    For more information about this group conscience decision, please refer to Proposal 4 from the October 2018 business meeting

  4. Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them. She will also include the recommended language in Temporary Mentor Letter #1.
    • Recommended Language: Add a new 10th bullet to the Temporary Mentor job description as follows.
      • Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them.

    For more information in this group conscience decision, please refer to Proposal ## from the October 2018 business meeting.

  5. Insert the following language as a new third paragraph in Temporary Mentor Letter #1 and as a monthly stand-alone message to GROW:
    • 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 and 12 & 12, 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 week as real-time phone and other Internet types of meetings.
    • AA’s Grapevine magazine with stories and audio stories and Grapevine subscription options.

    For more information in this group conscience decision, please refer to Proposal ## from the October 2018 business meeting.

  6. Expand on the Temporary Mentor by establishing a Newcomer Committee, as the Sponsorship pamphlet suggests some groups do.
    • Recommended Language: Add as a new 11th bullet to the Temporary Mentor job description as follows.
      • Establish and lead a Newcomer Committee (that may include members who are new to recovery from alcoholism) who will assist in supporting newcomers to GROW and AA.

    For more information in this group conscience decision, please refer to Proposal ## from the October 2018 business meeting.

  7. The General Services Representative (GSR) will post the GSO Calendar of Events each month to the GROW list. The Calendar is contained in the back pages of the current quarterly Box 4-5-9.
    • Recommended Language: “You can find the GSO Calendar of Events on pages 11-12 [depending on the month] of the 4-5-9 Newsletter [Note: link to the newsletter changes for each issue].”

    For more information in this group conscience decision, please refer to Proposal ## from the October 2018 business meeting.

  8. The Grapevine Representative (GVR) will post a link to the calendar on the Grapevine website each month. This may be within her report or separate from it.
    • Recommended Language: Add a new 8th bullet to the Grapevine Representative’s job description as follows.
      • Either as part of the Grapevine Form Letter or in a separate message to GROW members, the GVR will share a link to the Grapevine Calendar of Events (at http://www.aagrapevine.org/calendar).

    For more information in this group conscience decision, please refer to Proposal ## from the October 2018 business meeting.

  9. The new GROW Website extension to the April 2019 meeting granted by default.

1018 – Proposal 1: GROW Website

Proposal 1: GROW Website

GROW will extend the Website Workgroup mandate to the April 2019 Business Meeting.

Rationale: While much work has been done and much accomplished, the website is not yet ready to go “live.” The Webkeeper and website workgroup will finalize the test site and prepare recommendations on how to manage the site in April 2019. They will also recommend new Trusted Servant positions and job descriptions to maintain the site in the future.


Summary of Comments on Proposal 1.5

Eight (8) participants commented on the test website. Those who commented were happy with the site, praising its improvement over the current static HTML website. One person submitted questions/comments for the workgroup to consider as it moves forward. Please refer to the section on the sixth 3-day period for next steps.


Results of Voting on Proposal 1.6

Although the Chair had announced that we would vote on Proposal 1 (to extend the Website Workgroup mandate to the April 2019 Business Meeting) during the sixth 3-day period. However, doing so would take us beyond the 17th day. Since the guidelines call for such proposals to be tabled until the next business meeting and the desired extension would end by the April 2019 meeting, a vote at this time of no practical value.

Therefore, no vote will be taken, and the website extension is granted by default.


Group Conscience Decision:

Website extension is granted by default.

1018 – Proposal 12: GVR / GV Calendar

Proposal 12: GVR and Grapevine Calendar

The Grapevine Rep (GVR) will post link to the calendar on the Grapevine website each month. This may be within her report or separate from it.

Rationale: Follow up to the Group Inventory of Fall 2018 and subsequent review in the business meeting, and in the spirit of connecting with AA as a whole: As far as being “informed about AA as a whole”, 5 out of 8 responses stated a need for more information… No one felt we weren’t supporting AA as a whole, just that we weren’t as informed as we could be.


Summary of Comments on Proposal 12.4

Three (3) participants commented on the proposal calling for the Grapevine Representative to send out a link to the Grapevine Calendar each month. All comments supported it because it improves members’ understanding of AA organizations and events, as was raised in responses to the Group Inventory questions. One participant raised offered “Recommended language” that would be added to the TS job description. Another answered that the TS should have the discretion to carry it out. We will vote on Proposal 12.5 during the fifth 3-day period of our meeting.


Results of Voting on Proposal 12.5

Voting: Seventeen (17) participants voted unanimously in favor of Proposal 11.5; therefore, the proposal is approved and adopted as a Group Conscience decision.


Group Conscience Decision:

The Grapevine Rep will post link to the calendar on the Grapevine website each month. This may be within her report or separate from it.

1018 – Proposal 11: GSR / 4-5-9 Calendar

Proposal 11: GSR and 4-5-9 Calendar

The GSR will post the Calendar of Events each month to the GROW list. It is to be the link to the current quarterly Box 4-5-9, with the indication of the pages of the Calendar.

Rationale: Follow up to the Group Inventory of Fall 2018 and subsequent review in the business meeting: As far as being “informed about AA as a whole”, 5 out of 8 responses stated a need for more information. Several members expressed gratitude for the GSR report and the Box 459 newsletter. No one felt we weren’t supporting AA as a whole, just that we weren’t as informed as we could be.

Recommended Language: You can find the GSO Calendar of Events on pages 11-12 [depending on the month] of the 4-5-9 Newsletter [Note: link to the newsletter changes for each issue].”


Summary of Comments on Proposal 11.4

Four (4) participants commented on this proposal, all of them supporting it because it improves members’ understanding of AA organizations and events, as was raised in responses to the Group Inventory questions. We will vote on Proposal 11.5 during the fifth 3-day period of our meeting.


Results of Voting on Proposal 11.5

Voting: Seventeen (17) participants voted unanimously in favor of Proposal 11.5; therefore, the proposal is approved and adopted as a Group Conscience decision.


Group Conscience Decision:

The GSR will post the Calendar of Events each month to the GROW list. It is to be the link to the current quarterly Box 4-5-9, with the indication of the pages of the Calendar.

1018 – Proposal 6: Temporary Mentor

Proposal 6: Temporary Mentor & AA Resources

Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them. She will also include the recommended language in Temporary Mentor Letter #1.

Rationale: Many of our members who have not been to f2f meetings and are new to our program are not aware of the many resources available to them (especially when people are not.) This is to inform / remind our members that there are real-time meetings, literature for downloading, and audio stories available at all times of the day and night.

Recommended Language:

Add a bullet to the Temporary Mentor job description as follows:

  • Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them.

Insert the following as a new third paragraph in Temporary Mentor Letter #1:

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 and 12 & 12, 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 wekk as real-time phone and other Internet types of meetings.
  • AA’s Grapevine magazine with stories and audio stories and Grapevine subscription options.
  • Each month, include the same language in an open message to the GROW mailing list.

Summary of Comments on Proposal 6.3

Six (6) participants commented on the proposal for the Temporary Mentor to send links to AA resources (AA, OIAA, Grapevine) to newcomers and to send these links to the larger GROW group each month as a reminder. Comments were generally positive, although some offered additional resources (like AA’s GSO and AA-approved literature like the Big Book, 12×12, and Living Sober). As with Proposal 5.2, a couple of participants cautioned against overwhelming people with too much information at one time, suggesting more packets of information would be more effective.

During the third 3-day session, we will vote on the proposal as presented.


Results of Voting on Proposal 6.3

Voting: Nineteen (19) participants voted in favor, and no one voted against Proposal 6.3. Therefore, the proposal meets our requirement for a 2/3 majority is adopted as a Group Conscience Decision.


Group Conscience Decision:

Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them. She will also include the recommended language in Temporary Mentor Letter #1.

1018 – Proposal 5: Newcomer Committee

Proposal 5: Newcomer Committee

To expand on the Temporary Mentor by establishing a Newcomer committee, as the Sponsorship pamphlet suggests some groups do. That committee could be rapid-response for new members much as the OIAA link for “Get Help Now” is. The only requirement could be much less sober time, giving our newer members an opportunity to share their experience, strength and hope.

This committee could have a list of online resources including the AA website, the Grapevine website, the OIAA web site with its links to online meetings including realtime, perhaps even speaker links such as Joe & Charlie on YouTube and other immediate resources for a suffering newcomer. It could be a group of volunteers who are able to respond within hours, as the listkeepers do. My thought is that the Temporary Mentor could lead 2-3 other women who would not hold Trusted Servant positions, like the 12th Step Volunteers.

I suggest that anyone volunteering for this list could be given the list of resources we suggest and become familiar with them before agreeing to take this on. Cruise through the AA, OIAA and Grapevine websites, use them themselves a bit. They do not need to be willing to sponsor.

Rationale: My concern is that all the support that we more-experienced online AAs know about is not known to a newcomer. Yes, a Facebook group could have addressed this, but our anonymity was so much more easily at risk. We can do this “in house” with a small group. This differs from the 12th Steppers in that many of these new members do not get as far as writing to the main list. They are sharing with the Temporary Mentor. Some have had no luck with responses to emails sent to potential sponsors. Others have been challenged to find a resource to help them locally.


Summary of Comments on Proposal 5.2

Eight (8) participants commented on Proposal 5.2 creating a Newcomer Committee to support the Temporary Mentor.

The Trusted Servants who jointly proposed the creation of a Newcomer Committee explained their reasoning as to why it was important and how the committee would operate. Our current Temporary Mentor shared her experience with a portion of newcomers who have tried without success to get a sponsor based on our “Available Online Sponsor” webpage, reporting their queries were not answered timely or at all. Given that some newcomers need a lot of guidance and support, the Temporary Mentor sometimes finds the position overwhelming and could use the support of women who themselves are new to AA’s program in answering questions and supporting women brand new to sobriety.

The committee would be informal, something like the 12th Step List, with members who volunteer and are not Trusted Servants. This gives women with less sober time the opportunity to be of service while also building a strong foundation for their own recovery. The Temporary Mentor would lead the group.

Most of the women who commented on this proposal supported the idea and appreciated the explanations given by the current and immediate past Temporary Mentor. One member suggested that there should be a requirement for a minimum of three months to be on the committee. Others cautioned against overwhelming our new members with too much information too soon.

In the third 3-day session, we will vote on Proposal 5.3 as presented.


Results of Voting on Proposal 5.3

Voting: Sixteen (16) participants voted in favor (80%), and four (4) voted against Proposal 5.3. Therefore, the proposal meets our requirement for a 2/3 majority is adopted as a Group Conscience Decision.


Group Conscience Decision:

To expand on the Temporary Mentor by establishing a Newcomer Committee, as the Sponsorship pamphlet suggests some groups do. That committee could be rapid-response for new members much as the OIAA link for “Get Help Now” is. The only requirement could be much less sober time, giving our newer members an opportunity to share their experience, strength and hope.

1018 – Proposal 4: Contribution to oso-aa.org

Proposal 4: Contribution to oso-aa.org

Increase the monthly contribution to Dean Collins (oso-aa.org) to reimburse him for any time and effort to support GROW’s website, particularly the new website WordPress configuration. Double the current contribution from $12 per month ($72 for six months) to $24 ($144 for six months).

Rationale: Dean provides servers to AA groups without charging anything, and he provides technical support. Many groups make donations to help defray costs, including labor. An increase will help Dean with expenses and show our gratitude for his support over the years.

Recommended language: Change the sub-bullet in the Treasurer’s job description to reflect the increase:

$12.00 $24.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)


Summary of Comments on Proposal 4.1

Eight (8) participants commented on the proposal. While there were some questions, in the end there was consensus supporting the proposal. In the next 3-day period, we will vote on the proposal as presented.


Results of Voting on Proposal 4.1

Eighteen (18) participants in favor, and no one voted against Proposal 4.1. Therefore, it is adopted as a Group Conscience decision.


Group Conscience Decision:

Increase the monthly contribution to Dean Collins (oso-aa.org) to reimburse him for any time and effort to support GROW’s website, particularly the new website WordPress configuration. Double the current contribution from $12 per month ($72 for six months) to $24 ($144 for six months).

1018 – Proposal 3: “Let it Stay Here”

Proposal 3

Add the reminder to the Weekly Meeting Format Letter (between the Preamble and “How It Works”) to emphasize the principle of anonymity in our meetings: “Who you see here, what you hear here, when you leave here, let it stay here.”

Rationale: In f2f meetings, we respect the principle of anonymity and giving people the space to share without fear. Although it will never be perfect the familiar AA saying helps remind us of the spirit of honoring a share without repeating it. In the Group Inventory, it was noted that a person had mentioned taking pieces from shares and repeating them at other meetings. Whilst they said they omitted the name, it is still a form of repeating another person’s share elsewhere.

Recommended Language: Insert the following sentence as a separate stand-alone paragraph between the Preamble and “How It Works” in the Weekly Meeting Format Letter:

“Who you see here, what you hear here, when you leave here, let it stay here.”


Summary of Comments on Proposal 3.1

Twelve participants generated 17 comments, most of them supporting the proposal. A couple of participants felt the new language was not necessary.  One person raised the question of whether we should enforce this principle if a member violated it. No one responded to this query.

Two participants suggested changes to the wording of the insert, and those who commented expressed approval of the changes. The first was to change “what you hear here” to “what you read here” since this is an online format. The Chair has revised the proposal to reflect this change.  A second change would insert clarification of what “anonymity” means (“Anonymity refers to personal information and personal issues – not the message of recovery.”). The Chair has added this sentence to the recommended language in the revised proposal. Proposal 3.2a will include only these changes.

When it was revealed that The Weekly Meeting Format Letter already contains a similar sentence (penultimate paragraph of the format), several people felt the sentence shouldn’t appear twice. The Chair has therefore added as part of the Group Conscience decision deleting the existing penultimate paragraph (“Anonymity Statement: Please remember that “Anonymity is the spiritual foundation of all our traditions, ever reminding us to place principles before personalities.” What you hear here and who you “see” here, let it stay here.” Proposal 3.2b will also include this change.

We will vote on two versions of Proposal 3 in the next three days. Proposal 3.2a incorporates the two suggested editing changes. Proposal 3.2b adds deleting the existing “Let It Stay Here” message from the end of the current Meeting Leader Format Letter.


Results of Voting on Proposal 3.2a

In response to comments, the Chair presented two versions of the proposal. The first version (3.2a) reflected suggested edits to the recommended language that met with general approval. The second version (3.2b) contained the suggested edits as well as the deletion of a similar line (the penultimate paragraph) of the current Weekly Meeting Format Letter. Please see the full text of version 3.2a at the end of this message.

Participants were asked to vote on one of the two versions (indicating an automatic “I disagree” vote for the other version).

Four (4) participants voted in favor (25%), and 12 voted against Proposal 3.2a. Therefore, the proposal did not meet the requirement for a 2/3 majority vote in favor of the proposal.

Please see the results of voting on version 3.2b for next steps (Minority Opinion).

Full Text of Proposal 3.2a
Proposal 3.2a: Add the reminder to the Weekly Meeting Format Letter (between the Preamble and “How It Works”) to emphasize the principle of anonymity in our meetings: “Who you see here, what you read here, when you leave here, let it stay here.”

Recommended Language:
“Who you see here, what you read here, when you leave here, let it stay here.” (Anonymity refers to personal information and personal issues – not the message of recovery.)


Results of Voting on Proposal 3.2b

In response to comments, the Chair presented two versions of the proposal. The first version (3.2a) reflected suggested edits to the recommended language that met with general approval. The second version (3.2b) contained the suggested edits as well as the deletion of a similar line (the penultimate paragraph) of the current Weekly Meeting Format Letter. Participants were asked to vote on one of the two versions (indicating an automatic “I disagree” vote for the other version). See the full text of Proposal 3.2b at the end of this message.

Twelve (12) participants voted in favor (75%), and four (4) voted against Proposal 3.2b. Therefore, Proposal 3.2b met the requirement for a 2/3 majority vote in favor of the proposal.

Our Business Meeting Guidelines allow three days for the minority opinion to be presented and discussed. If, after hearing the minority opinion, any participant wants to change their vote from “I disagree” to “I agree” on Proposal 3.2b, we will conduct a second vote.

At this time, I request each of those who voted “I agree” on Proposal 3.2a to send me a private note letting me know if they plan to post a minority opinion.

After considering the Minority Opinion, if any participant wants to change their vote from “I disagree” to “I agree” on Proposal 3.2b, we will conduct a second vote. If the minority does not want to express their opinion, we will close this discussion, and the vote will stand.

Full Text of Proposal 3.2b:
Proposal 3.2b: Add the reminder to the Weekly Meeting Format Letter (between the Preamble and “How It Works”) to emphasize the principle of anonymity in our meetings: “Who you see here, what you read here, when you leave here, let it stay here.”

Recommended Language:

  1. Insert the following sentences as a separate stand-alone paragraph between the Preamble and “How It Works” in the Weekly Meeting Format Letter:
    “Who you see here, what you read here, when you leave here, let it stay here.” (Anonymity refers to personal information and personal issues – not the message of recovery.)
  2. Delete the penultimate paragraph of the existing Weekly Meeting Format Letter which currently reads: “Anonymity Statement: Please remember that “Anonymity is the spiritual foundation of all our traditions, ever reminding us to place principles before personalities.” What you hear here and who you “see” here, let it stay here.”

Discussion following Minority Opinion

Participants voted to approve Proposal 3.2b (adding the following between the Preamble and “How it Works” of the Weekly Meeting Format Letter). The proposal as approved also deleted the Anonymity Statement from the bottom of the Weekly Meeting Format Letter. The Minority Opinion argued that the Anonymity Statement should not be deleted, and several women changed their vote as a result. It was pointed out that the Anonymity Statement duplicates Tradition 12 (which is above the topic section). So, deleting only part of the Anonymity Statement is inconsistent. We will take a re-vote, addressing only the deletion of the Anonymity Statement, on Proposal 3.5 during the fifth 3-day period of our meeting.


Results of Re-vote on Proposal 3.5

Two (2) participants voted in favor, and 13 voted against (87%) Proposal 3.5 (which was limited to deleting the Anonymity Statement from the bottom of the Weekly Meeting Format Letter). The vote exceeds the requirement for a 2/3 majority, so this part of Proposal 3 fails.

Therefore, the existing Anonymity Statement in the Weekly Meeting Format Letter will not be deleted.


Group Conscience Decision:

The existing Anonymity Statement in the Weekly Meeting Format Letter will not be deleted.

1018 – Proposal 2: Change FYI Letter

Proposal 2: Change FYI Letter

Delete item d. (Web Page Information) in the GROW FYI CONTENTS section of the FYI Letter sent out by the Secretary each month.

Rationale: Currently, the bullet is in the contents, but no such information is provided in the body of the text.


Summary of Comments on Proposal 2.1

Five people commented on the proposal, all agreeing with it. We will vote on Proposal 2.1 in the next 3-day period.


Results of Voting on Proposal 2.1

Voting: Fifteen (15) participants in favor, and no one voted against Proposal 2.1. Therefore, Proposal 2 is adopted as a Group Conscience decision.


Group Conscience Decision:

Delete item d. (Web Page Information) in the GROW FYI CONTENTS section of the FYI Letter sent out by the Secretary each month.

0418 – Proposal 13: OIAA-Related Bullet – Listkeepers’ Job Description

Proposal 13: OIAA-related bullet – Listkeepers’ job description

Proposal 13.4: Edit the existing bullet under the Listkeepers’ Job Description to call for Roll Calls of the GROW membership be done only when there are disruptive email issues, as recommended by oso-aa.org technical support. Our Listkeepers will determine when the issues warrant a Roll Call.

Recommended change in job description: (Listkeepers’ Job Description)
Conduct a roll call every year. Determine the need for and conduct a roll call of GROW members when there are disruptive email issues. Our Listkeepers will determine when the issues warrant a Roll Call, and the particulars of when and how shall be left to the discretion of the Listkeepers.

Rationale: GROW started doing Roll Calls when we were having significant problems with our members receiving and sending e-mails through our server. Some e-mail services were not sufficiently up-to-date to be compatible with our servers. The problems that led to the need for a Roll Call have been resolved. Our tech support person at oso-aa.org advises us that Roll Calls may be necessary when disruptive e-mail issues arise. Therefore, the need to conduct a Roll Call is dependent on two factors: unmanageable disruption of delivering/receiving e-mails through GROW or need to cull members who no longer use or want our service.


Summary of Comments on Proposal 13

There are no more discussions or proposals. Since there were no “I disagree” votes, there is no need to wait for a minority opinion or a revote.


Results of Voting on Proposal 13

The vote was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Edit the existing bullet under the Listkeepers’ Job Description to call for Roll Calls of the GROW membership be done only when there are disruptive email issues, as recommended by oso-aa.org technical support. Our Listkeepers will determine when the issues warrant a Roll Call.

Recommended change in job description: (Listkeepers’ Job Description)
Conduct a roll call every year. Determine the need for and conduct a roll call of GROW members when there are disruptive email issues. Our Listkeepers will determine when the issues warrant a Roll Call, and the particulars of when and how shall be left to the discretion of the Listkeepers.

0418 – Proposal 12: OIAA-Related Bullet – Listkeepers’ Job Description

Proposal 12: OIAA-related bullet – Listkeepers’ job description

Proposal 12.4: Add a bullet to the Listkeepers’ job description about providing monthly information about GROW to the OIAA Representative.

Recommended change in job description: (new 7th bullet)
Provide the OIAA Representative with the total number of GROW members and the number of new members each month.

Rationale: A Group Conscience decision approved during this meeting authorizes the OIAA Rep to provide anonymous information about GROW to OIAA each month. The OIAA Rep does not have access to some of the information, so our Listkeepers will have to provide it. This proposal is a follow-up to the Group Conscience decision.
.


Summary of Comments on Proposal 12

There are no more discussions or proposals. Since there were no “I disagree” votes, there is no need to wait for a minority opinion or a revote.


Results of Voting on Proposal 12

The vote was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Add a bullet to the Listkeepers’ job description about providing monthly information about GROW to the OIAA Representative.

Recommended change in job description: (new 7th bullet)
Provide the OIAA Representative with the total number of GROW members and the number of new members each month.

0418 – Proposal 11: Changes to 12th Step Volunteer Listkeeper’s Job Description

Proposal 11: Changes to 12th Step Volunteer Listkeeper’s job description.

Proposal 11.4: Add a bullet to the OIAA Representative’s job description to submit monthly anonymous information about GROW to OIAA.

Recommended change in job description: (new 6th bullet)
Each month, provide OIAA with (1) the number of members in GROW and the number of new members that month and (2) the total amount of sobriety for members who celebrated an anniversary in that month.

Rationale: A Group Conscience decision approved during this meeting authorizes the OIAA Rep to provide this information. This proposal is a follow-up to the Group Conscience decision.


Summary of Comments on Proposal 11

There are no more discussions or proposals. Since there were no “I disagree” votes, there is no need to wait for a minority opinion or a revote.


Results of Voting on Proposal 11

The vote was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Add a bullet to the OIAA Representative’s job description to submit monthly anonymous information about GROW to OIAA.

Recommended change in job description: (new 6th bullet)
Each month, provide OIAA with (1) the number of members in GROW and the number of new members that month and (2) the total amount of sobriety for members who celebrated an anniversary in that month.

0418 – Proposal 10: Changes to 12th Step Volunteer Listkeeper’s Job Description

Proposal 10: Changes to 12th Step Volunteer Listkeeper’s job description.

Proposal 10.3:

Edit the bullet referring to a 12th Step Back-up to delete that reference as shown below:

Recommended change in job description:
Notify 12th Step Back-up, Group the Listkeeper and Greeters if unavailable for a period of time. (Backup will then Greeters and/or Listkeepers will either assume the above responsibilities or work with the Steering Committee to assure the duties are performed in her absence).

Rationale: The bullet is out-of-date and inaccurate. There is no 12th Step Back-up, nor has there been for some time. The Listkeepers and Greeters can take the lead on covering her duties while the 12th Step Listkeeper is out of pocket, particularly by contacting the Steering Committee to find people who can cover the job.


Summary of Comments on Proposal 10

 


Results of Voting on Proposal 10

The vote (of 16) was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Amend the bullet referring to a 12th Step Back-up to delete that reference as shown below:

Recommended Language (for 12th Step Listkeeper):
Notify 12th Step Back-up, Group the Listkeeper and Greeters Secretary if unavailable for a period of time. (Backup will then Greeters and/or Listkeepers Secretary will either assume the above responsibilities or work with the Steering Committee to assure the duties are performed in the 12th Step Volunteer Listkeeper’s absence). The 12th Step Listkeeper will provide a current list of 12th Step Volunteers to the Secretary/Greeters/Listkeepers when she notifies her of her temporary absence.
Recommended Language (for Greeters and Listkeepers Secretary):
In 12th Step Volunteer Listkeeper’s temporary absence, either alert 12th Step volunteers of a need for support or work with Steering Committee to assure these duties are covered.
For Listkeepers’ job description, delete three existing bullets referring to 12th Step activities.
Greet, correspond with, introduce and subscribe emergency 12th Step calls.
Forward names to 12th Step Listkeeper.
Maintain two-month archive of these names.

0418 – Proposal 9: Changes to Weekly Meeting Listkeeper’s Job Description

Proposal 9: Changes to Weekly Meeting Listkeeper’s job description.

Proposal 9.3: Amend existing duties in the Weekly Leader Listkeeper job description to specify the timing as follows:

Amend existing bullet and add a new bullet to address non-related duties:

Send the one-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis (in addition to posting regular weekly reminders of the meeting topics).
At mid-week, re-post the Sunday meeting letter.
Add language specifying timing on two existing bullets:

At mid-week before the new meeting provide weekly topic leader with clean copy of meeting format.
At the beginning of each month, post Step and Tradition discussion topics to correspond with the month.

Rationale: This proposal results from the Trusted Servant’s review of her current job description. The current job description does not make clear when these actions should occur. Specifying the timing will be helpful to people who are new in the position.


Summary of Comments on Proposal 9

 


Results of Voting on Proposal 9

The vote (of 16) was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Amend existing duties in the Weekly Leader Listkeeper job description to specify the timing as follows:

Amend existing bullet and add a new bullet to address non-related duties:
Send the one-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis (in addition to posting regular weekly reminders of the meeting topics). At mid-week, re-post the Sunday meeting topic e-mail letter.
Add language specifying timing on two existing bullets:
At mid-week before the new meeting provide weekly topic leader with clean copy of meeting format.
At the beginning of each month, post Step and Tradition discussion topics to correspond with the month.

0418 – Proposal 8: Changes to Grapevine Representative’s Job Description

Proposal 8: Add language about not using URLs in messages to the Weekly Meeting Format Letter.

Proposal 8.3:

Amend the existing bullet in the Grapevine Representative job description that calls on the GVR to lead one meeting a month and add a sentence to the Grapevine Form Letter inviting members to share on the month’s theme.

Recommended change in job description:
The GVR will chair one meeting a month on inform the group of the topic presented in that month’s Grapevine.

Recommended change in Grapevine Form Letter (Add a sentence to the first paragraph as follows)
This month’s topic is: [from aagrapevine.org/]. This month’s feature story in print is: [from aagrapevine.org/] – summary available online. This month’s online feature story is: [from aagrapevine.org/]. Note that in order to read entire article, one has to subscribe; however, there is usually one that is available to read in its entirety. I encourage you to share with the group on this month’s Grapevine theme or feature story.

Rationale: This proposal results from the Trusted Servant’s review of her current job description. Leading the weekly meeting is one of the most popular activities for members of GROW, and we quickly fill weekly slots. To reserve one meeting a month for the GVR would prevent many members from having that opportunity. Instead, the GVR will send a monthly message to the group highlighting the magazine’s theme for the month and inviting others to share on that topic.


Summary of Comments on Proposal 8


Results of Voting on Proposal 8

The vote (of 16) was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Amend the existing bullet in the Grapevine Representative job description that calls on the GVR to lead one meeting a month and add sentences to the Grapevine Form Letter inviting members to share on the month’s theme.

Recommended change in job description: The GVR will chair one meeting a month on inform the group of the topic presented in that month’s Grapevine.
Recommended change in Grapevine Form Letter, Add the following language to the first paragraph as follows:
This month’s topic is: [from aagrapevine.org/]. This month’s feature story in print is: [from aagrapevine.org/] – summary available online. This month’s online feature story is: [from aagrapevine.org/]. Note that in order to read entire article, one has to subscribe; however, there is usually one that is available to read in its entirety. I encourage you to share on this month’s Grapevine theme or feature story. When you do, please put “Grapevine Topic:” in the subject line of your message.

0418 – Proposal 7: Changes to Greeters’ Job Description

Proposal 7: Changes to Greeters’ job description.

Proposal 7.3: Delete the following three duties from the Greeter job description that are not relevant to the job:

If new member does not have access to the web, forwards group information, as requested.
Sends resubscription requests to the Listkeeper.
Communicates with the GROW 12-Step Volunteer Listkeeper about women who may need extra support.

Rationale: This proposal results from the Trusted Servants’ review of their job description. Three bullets in the job description have historically not been done and should be removed. The first listed above is irrelevant, especially because if someone has access to e-mail, they have access to the web. The second is not needed because requests to resubscribe have not been received by the Greeters. The third is no more relevant to Greeters than to any other GROW member and should not be included as a specific duty for the Greeters.


Summary of Comments on Proposal 7

 


Results of Voting on Proposal 7

The vote (of 16) was unanimously in favor of the proposal, therefore, the proposal is approved and adopted.


Group Conscience Decision:

Delete the following three duties from the Greeter job description that are not relevant to the job:

If new member does not have access to the web, forwards group information, as requested.
Sends resubscription requests to the Listkeeper.
Communicates with the GROW 12-Step Volunteer Listkeeper about women who may need extra support.

0418 – Proposal 5: Changes to GSR Job Decription

Proposal 5: Changes to the GSR Job Description.

Proposal 5.2: Delete references in the GSR job description to the OIAA Representative including the position title and two bullets describing the GSR’s involvement with OIAA.

Rationale: This proposal results from the review of position descriptions by the Trusted Servant serving in the position. The current GSR, whose term began two years ago, reports that she has had no interaction with the OIAA Representative or with OIAA. Given that the two organizations are very different, it doesn’t make sense for the GSR to be the OIAA Rep’s backup.


Summary of Comments on Proposal 5.2

 


Results of Voting on Proposal 5

Seventeen (17) participants voted “I agree” on the proposal to eliminate mention of the OIAA Representative’s job in the General Service Representative’s job description. No one voted “I disagree;” therefore, the proposal is approved and adopted. Based on participant comments one addition was made to the proposal language for purposes of voting: we added a sentence to remove references to the GSR from the OIAA Rep’s job description.


Group Conscience Decision:

Delete references in the GSR job description to the OIAA Representative including the position title and two bullets describing the GSR’s involvement with OIAA. Consistent with this change, also delete references to GSR in OIAA Rep job description.

0418 – Proposal 4: Website Report and Proposal

Proposal 4: New Website Proposal

Proposal 4.1: GROW will create new website using WordPress as its platform to be hosted on the current host (oso-aa.org). The workgroup will present the proposed website in October 2018 that will include revised job descriptions for the Webkeeper and Webkeeper Backup as well as for a new Trusted Servant position of Website Administrator.

Workgroup Report/Proposal:
The workgroup proposes creating new website using WordPress as its platform. This allows for an archival, user-friendly, device-responsive solution that has plagued our current website. We recommend hosting it with our current host (oso-aa.org). The cost of hosting will not change from our current contributions. The cost for building the new website will be $0 as it will be built by members of the workgroup.

The process for building the new website will take 5-6 months to complete, and it is the intent of the workgroup to migrate the content of the old website to the new website without any major changes. However, due to the nature of the new platform (WordPress) there may be some deviation in its structure. It is the intent of the workgroup to note any such deviation and present it as a proposal for approval in the October business meeting.

Proposed detail timeline:

Set up the site and structure – 2 weeks
Copy content over 30 pages a month; current website has 91 pages – 3 months.
Review and test – one month
Discuss and iron out roles and description of trusted servants – admin, web-keeper and backup web-keeper. Prepare proposals to present in October – 2 weeks
Standards and rules (category/tags) for web-keepers, checklist for admin – 1 week
Prepare proposal(s) to be approve for site deviation(s) – 1 week
Projected total time – 4 1/2 months – 6 months (to allow for life events)
The workgroup recommends adding an Admin trusted-servant position with a specific list of functions to manage and oversee the backend of the website. We also recommend modifying the roles of webkeeper and backup webkeeper to the functions of maintaining the content of the website. We recommend that all these positions be rotating and voting members of the steering group. The specifics and detailed responsibilities of these roles will be presented in the October meeting.

It is our intent from this proposal is to get approval from the membership to proceed with building the new website.

It is outside the scope of this proposal to 1) review and modify the role of the Treasurer to be the keeper of the domain and host as they are the ones that transfer payment to those pertinent entities and 2) to review the contributions paid to oso-aa.org.

We will now have three days to discuss this proposal. Discussions will close at the end of the day on Wednesday, April 4.

A follow-up note to Proposal 4.1: We did not acknowledge the members of the Website workgroup. Our thanks to: Tanya C (Workgroup Leader & Webkeeper), Cheryl D (Webkeeper Backup), Laurie C, Gigi D, and Allison M. I am assuming that these women will answer questions about the proposal.


Summary of Comments on Proposal 4.1

 


Results of Voting on Proposal 4.1

Of the 28 members on the business list, 21 voted in favor of the proposal. No one voted against it. Therefore, we have a unanimous Group Conscience decision, and the workgroup is now authorized to complete the tasks outlined in their Report/Proposal. We want to thank the workgroup for their ongoing efforts to improve GROW’s website: Tanya C (Workgroup Leader & Webkeeper), Cheryl D (Webkeeper Backup), Laurie C, Gigi D, and Allison M.


Group Conscience Decision:

GROW will create new website using WordPress as its platform to be hosted on the current host (oso-aa.org). The workgroup will present the proposed website in October 2018 that will include revised job descriptions for the Webkeeper and Webkeeper Backup as well as for a new Trusted Servant position of Website Administrator.

0418 – Proposal 2: Changes to Treasurer’s Job Description

Proposal 2.2: Changes to Treasurer’s Job Description FYI Letter

Amend Treasurer’s Job Description to reflect actual practices and constraints: (a) Delete line item directing Treasurer to submit monthly reports to the Steering Committee. (b) Change period for distributions to GSO from quarterly to semi-annual consistent with our Business Meetings.

Rationale: Rationale for Proposal 2.2 (a): In October 2013, by group conscience decision, a line was added to the Treasurer’s Job Description stating that the Treasurer would submit monthly reports to the Steering Committee. This has only happened twice – in the first two months after the decision was made. Since then, Treasurer’s reports have been submitted only for the Business Meetings in April and October. Further, it is not clear that monthly Treasurer’s Reports add anything to the effective operations of GROW, especially since no one has raised the lack of them as an issue. Therefore, we should delete that line item duty from the current Treasurer’s job description.

Rationale for Proposal 2.2 (b): Since we started archiving Treasurer’s Reports on GROW’s website in 2013, distributions to GSO have been made sporadically:
Date Amount
Apr-17 $711.04
Oct-16 $1,014.61
Apr-15 $611.35
Sep-14 $1,661.58
Jan-14 $ 260.29
Apr-13 $357.44
Oct-13 $351.66
During this period, distributions have never been made quarterly as required in the Treasurer’s job description. One reason for this is that, on a quarterly basis, total donations have not always been sufficient to cover both the Prudent Reserve and a donation to GSO. Therefore, GROW should make distributions to GSO every six months just prior to the Business Meeting and be included in the regular Treasurer’s Report. This is consistent with the way it has actually been done.


Summary of Comments on Proposal 2.1


Results of Voting on Proposal 2.1

Eighteen (18) participants voted “I agree” on the proposal to delete one task from the job description and to change the frequency of distributions to GSO from quarterly to biannual consistent with our Business Meetings. There were no “I disagree” votes on the proposal. Therefore, the proposal is unanimously approved and adopted.


Group Conscience Decision:

Amend Treasurer’s Job Description to reflect actual practices and constraints: (a) Delete line item directing Treasurer to submit monthly reports to the Steering Committee. (b) Change period for distributions to GSO from quarterly to semi-annual consistent with our Business Meetings.

0418 – Proposal 1: Changes to OIAA Representative’s Job Description

Proposal 1: Changes to OIAA Representative’s job description.

Proposal 1.2: GROW will participate in the OIAA monthly meeting by providing the following anonymous data about our group: (1) Total membership number and number of new members and (2) Total amount of sobriety for members celebrating sobriety birthdays.

The OIAA Representative will ask the Listkeeper to provide the number of new members each month and will use the Birthday Listkeepers end-of-month summary to collect the anonymous sobriety birthday information.

Rationale: OIAA asks that each group representative participates in an ongoing monthly meeting. Many group reps do this by mentioning who they represent and providing some statistics about their group such as, but not limited to: total number of members, number of new members last month, number of shares last month, either total sober years celebrated in the previous month OR the number of members celebrating. All information provided to OIAA by GROWs representative would be completely anonymous, containing no identifying information; only raw numbers would be shared at the OIAA level.


Summary of Comments on Proposal 1 (after approval of proposal)

**** The Chair now realizes that the proposal did not include adding anything to the OIAA Representative’s job description to reflect this decision. We will discuss a new proposal that adds a new bullet to the job description during the fourth 3-day session of our meeting.

**** The Chair further realizes that, in order to provide the information, our Listkeepers will have to keep a tally of new members each month to give this information to the OIAA Rep. We will discuss a new proposal that adds a new bullet to the job description during the fourth 3-day session of our meeting.


Results of Voting on Proposal 1

Sixteen (16) participants voted “I agree” (no one voted “I disagree”) on the proposal to provide anonymous data about GROW to OIAA each month. Therefore, the proposal passes.


Group Conscience Decision:

GROW will participate in the OIAA monthly meeting by providing the following anonymous data about our group: (1) Total membership number and number of new members and (2) Total amount of sobriety for members celebrating sobriety birthdays.

The OIAA Representative will ask the Listkeeper to provide the number of new members each month and will use the Birthday Listkeepers end-of-month summary to collect the anonymous sobriety birthday information.