Category Archives: Group Conscience Decisions Summary

2022 Group Conscience Decisions

April 2022

• Group Conscience Decision: Assign “qualifying GROW membership” to TS positions for which this requirement has not been specified. Required membership in GROW will be equal to the length of the term of office.
  Requirement for membership in GROW equal to the term of office will be assigned to the following Trusted Servant Position Descriptions:
• • 12th Step Listkeeper – 6 months
  • Birthday Listkeeper – 6 months
  • Sponsor Listkeeper – 6 months
  • General Service Representative (GSR) – 1 year
  • Grapevine Representative (GVR) – 1 year
  • Greeter – 1 year
  • OIAA Representative – 1 year

For more information on this Group Conscience decision, please refer to Proposal 1 from the April 2022 business meeting.

• Group Conscience Decision: Revise the Secretary’s position description to delete contradictory, ambiguous, or unreasonable expectations. The bullet referring to the “Mini-Steering Committee” will also apply to the Business Meeting Chair and Listkeepers position descriptions.
  For more information on this Group Conscience decision, please refer to Proposal 2 from the April 2022 business meeting.

Secretary

• • 1-year term
  • 2 years sobriety
  • One-year membership in GROW
  • Must be member of Business List
  • Adheres to confidentiality of private emails
  • Serves on the Steering Committee
  • Works closely with the other Trusted Servants including privately and discreetly informing members who stray from the guidelines
  • Maintains a current list of trusted servants and term dates
  • Serves on GROW’s Mini-Steering Committee with the Business Meeting Chair and Listkeepers to address questions/concerns/issues from any member of GROW
  • Maintains a list of emergency contact phone numbers of all trusted servants for use by trusted servants, not for general distribution
  • Calls for nominations/volunteers
  • Confirms nominees will accept and serve
  • Announces new trusted servants
  • Sends Steering Committee Welcome Letter to all new trusted servants
    Informs the business chair if elections are needed for trusted servants
  • Sends FYI Letter and GROW Mail List Guidelines monthly to GROW membership
  • Acts as a focal point to receive complaints when Trusted Servant(s) do not fulfill responsibilities, and works with the Steering Committee and the Trusted Servant to resolve performance issues
  • When a Trusted Servant becomes unavailable or unwilling to fulfill her duties, works with the Steering Committee to fill the position
  • Conducts a Group Inventory every 2 years (in even-numbered years) between the Business Meetings of April and October by sending out the 12 Questions on our website. Three questions will be sent to the group each week over a 4-week period. Each week’s responses will be summarized, posted back to the group, and the results discussed and reviewed by members at the next Business Meeting to determine if action needs to be taken. These will be posted in addition to the Weekly Topics.
  • In the event that the current Greeter and / or Listkeeper is unable to complete the task of their respected positions, the Secretary will put out a call to the membership for help to fulfill those tasks needed until the current Greeter and / or Listkeeper issue is resolved. The Secretary’s call to the membership would include a prerequisite of having served in those requested positions so that they may assume those duties quickly and efficiently.
  • Common duties and requirements to all Trusted Servant positions are described here
  • Wording for letters commonly used are provided in the links below:
    • FYI Letter
    • GROW Mail List Guidelines
    • New Trusted Servant Letter
  • List of other Trusted Servant letter templates are provided here

• Group Conscience Decision: Revise the AA Preamble wherever it appears in our form letters and on our website to reflect the October 2021 General Service Conference decision to change the wording in AA’s Preamble from “men and women” to “people.”
  For more information on this Group Conscience decision, please refer to Proposal 3 from the April 2022 business meeting.
• Group Conscience Decision: GROW approves the expenditure of funds to acquire support services from Dean Collins (oso-aa.org) or other professionals in managing the GROW website. GROW therefore authorizes the Website Administrator to incur expenses up to $300 per year to secure the needed support.Recommended Language: Add fifth bullet to the “Pay all group expenses…” section of the Treasurer’s position description: “Up to $300 per year to Dean Collins dba Insight Planners, or other professionals, for consulting services on GROW’s WordPress-based website. Add a tenth bullet to the Website Administrator’s revised position description: “May seek professional services to resolve technical issues up to an annual limit of $300.”
  For more information on this Group Conscience decision, please refer to Proposal 4 from the April 2022 business meeting.
• Group Conscience Decision: GROW approves a new form letter that the Temporary Mentor can send to the group each month, as required in her position description.< br/>
  For more information on this Group Conscience decision, please refer to Proposal 5 from the April 2022 business meeting.

Recommended Language:

Temporary Mentor Letter #3
“Hello, GROW members. As Temporary Mentor, I work with new members who often do not know how to find more information about AA. I provide this to our new members in my first message to them, but all GROW members might also benefit from visiting AA’s main websites. This is 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.

Please contact me if you have any questions.

[ Name ]
Temporary Mentor

• Group Conscience Decision: GROW modifies the current web keeping-related trusted servant positions, eliminating the webkeeper backup position, adding a ‘Topic Archivist’ position, and assigning 5-year terms for the Website Administrator and Webkeeper positions.
  For more information on this Group Conscience decision, please refer to Proposal 6 from the April 2022 business meeting.

Recommended Language:

Website Administrator

• 5 year term
• 4 years sobriety
• 4 years GROW membership
• Must be familiar with WordPress and the administration of Websites
• Member of Business List
• Non-voting member of the Steering Committee
• Maintains GROW Server account
• Maintains a periodic backup of the GROW database
• Maintains GROW website updates (WordPress, theme, and plugins)
  May seek professional services to resolve technical issues up to an annual limit of $300
• Consults with Steering Committee before making substantial design or content changes to GROW website
• Supports Web-keeper and Topic Archivist on WordPress site issues
  Provides Web-keeper and Topic Archivist with all necessary information and passwords to access all web accounts and web server
• Provides the Webkeeper’s email address to the web hosting service and designate her as co-owner
• As owner of the g-r-o-w web account, helps ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement
• Upon retirement, transfers website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor during the transition to ensure continuity of service.
• Common duties and requirements to all Trusted Servant positions is described here

Webkeeper

• 5 year term
• 2 years sobriety
• 2 years GROW membership
• Must be member of Business List
• Non-voting member of the Steering Committee
• Should be familiar with WordPress and website management
• 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
• Maintains the 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
  • Archives in keeping with group conscience guidelines
  • Important Addresses
• Works closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the member’s section of the GROW website and that archived materials are accessible to GROW members
• Consults with Steering Committee before making substantial design changes to GROW website that have not been dictated by group conscience decisions
• Posts 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, transfers website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor during the transition to ensure continuity of service
• Common duties and requirements to all Trusted Servant positions is described here
• Topic Archivist
  • 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 www.g-r-o-w.com
  • Common duties and requirements to all Trusted Servant positions is described here

October 2022

• Group Conscience Decision: Edit the position description for the 12th Step Volunteer Listkeeper to assure that notices of “12th Step Calls” go out to the volunteers within 48 hours that a message is received by GROW.
  For more information on this Group Conscience decision, please refer to Proposal 1 from the October 2022 business meeting.
  Recommended Language: Edit the seventh bullet in the 12th Step Volunteer Listkeeper’s position description as shown below:
  • Forwards those letters to the 12th Step CommitteeVolunteers within 48 hours after the subject message appeared in GROW.

• Group Conscience Decision: Amend the position description for the Business Meeting Chair to add working with the Webkeeper to assure meeting materials are posted to the website as soon as possible.
  For more information on this Group Conscience decision, please refer to Proposal 2 from the October 2022 business meeting.
  
  Recommended Language: Amend the tenth bullet in the Business Meeting Chair position description:
• • Work closely with other trusted servants, especially the Secretary and Webkeeper.

Add a new twelfth bullet as shown below:

• • Work closely with the Webkeeper to assure meeting documents are posted to the website as quickly as possible. Give the Webkeeper documents that include:
• all reports and proposals, Minutes, and Summary documents
• Summaries for each phase for Proposals (discussion, voting, and final outcome (is or is not adopted as a Group Conscience Decision).

• Group Conscience Decision: To assist GROW to be better informed about AA as a whole in the case of a vacant GSR post; at the Business Meeting we ask for a TS to volunteer to receive and forward the quarterly AA Newsletter Box 4-5-9 and to highlight the Calendar page as per our Group Conscience October 2018.
  For more information on this Group Conscience decision, please refer to Proposal 3 from the October 2022 business meeting.
  Note: During the meeting, the current OIAA Representative agreed to take on the GSR position as well, consistent with the April 2012 Group Conscience Decision (If we do not have enough volunteers to cover both positions, we can have one volunteer handle both GSR and OIAA positions.)

• Group Conscience Decision: GROW authorizes Cheryl B to poll our membership to identify women who are interested in attending the 2024 International Women’s Conference (IWC) in Washington DC and to represent GROW in contacting the IWC to explore opportunities to participate by staffing a booth, either separately or in cooperation with other online AA groups, or volunteering for other service opportunities. She will report her findings in the April 2023 Business Meeting and seek approval for further action.
  For more information on this Group Conscience decision, please refer to Proposal 4 from the October 2022 business meeting.

• Group Conscience Decision: GROW will create a working group to address the Alternatives to Address Vacancies. The working group will take a closer look at the issues to identify ways in which we can focus on supporting our online AA women’s meeting while hopefully still providing support to individual GROW members.
  For more information on this Group Conscience decision, please refer to Proposal 4 from the October 2022 business meeting.

To support effective action, this proposal includes several measures to facilitate communication and maximum participation in the working group. These include:

• • keep grow-business active for at least six months (until the next scheduled business meeting), during which all current Trusted Servants would be subscribed automatically,
  • issue a call to current Trusted Servants for volunteers to form a working group that would identify the priorities and major issues and propose alternatives for changes to “the way GROW operates,”
  • invite interested GROW members who are not Trusted Servants to subscribe to the business-grow mailing list to participate in the working group,
  • temporarily suspend some GROW Business Guidelines to allow the working group to make specific proposals that would be discussed and voted on grow-business outside of our scheduled business meeting process (while still adhering to the existing Business Meeting Guidelines process for proposals – reaching Group Conscience decisions), and
  • offer specific issue areas to be addressed based on the comments made to date.

2021 – Group Conscience Decisions

April 2021

1. Delete “Mailman Letter – Business List” and “Mailman Letter – Regular List” from the Trusted Servants/Letter Templates webpage

   Delete the references to the above two letters in the Listkeeper Position Description and replace with a reference to the Listkeeper Message letter template.

   Rationale: The two Mailman Letters currently listed on our website are no longer used, and the links are broken.

   For more information on this Group Conscience decision, please refer to Proposal 1 from the April 2021 business meeting.

2. GROW will maintain a page on its website that lists Group Conscience decisions.

   Rationale: GROW’s previous website contained a straightforward list of the specific language of Group Conscience decisions reached in our business meetings. On our new website, it is difficult to do research for proposals being developed and to support actions taken in response to queries or issues that come up in our e-mail meeting. The website is our archive for GROW. It is the only place where past decisions are documented, and it should provide easy access to Group Conscience decisions.

   For more information on this Group Conscience decision, please refer to Proposal 2 from the April 2021 business meeting.

3. Add to some position descriptions a bullet requiring that Trusted Servants have been a member of GROW for at least one year. The positions that would be subject to this requirement are: Business Meeting Chair, Listkeeper, Treasurer, Secretary, and Weekly Leader Listkeeper.

   Rationale: Some Trusted Servant positions demand that the person holding the position has a working knowledge about how GROW works. Position descriptions already include membership requirements for the Website Administrator and the Webkeeper and Webkeeper Backup (four, two, and one years respectively).

   In order to assure effective support for GROW’s continued successful operations, Trusted Servants in key positions should have been members of our group for least one year. The normal training by the outgoing Trusted Servant may not be adequate in situations where decisions and/or actions should reflect our historic approaches. Members who are new to GROW will not have the experience they would get from serving in other positions first and attending our business meetings.

   For more information on this Group Conscience decision, please refer to Proposal 3 from the April 2021 business meeting.

4. Given the improvement in OIAA operations and management, GROW will resume contributions to that organization by allocating 20% of our surplus to OIAA, with the remaining 80% continuing to go to GSO.

   Rationale: In October 2014, GROW decided to discontinue its contributions to OIAA because our OIAA Representatives had consistently reported ineffective operations and management in the organization. (To read about the decision-making process at that time, visit http://www.g-r-o-w.com/members/groupc/gctopics/gc_oiaa.htm#contributions). Our current OIAA Representative’s Report for April 2021 reveals significant improvement in the organization’s operations and more effective support of alcoholics who visit their website. Attendance at OIAA meetings has significantly increased, positivity has increased (as opposed to prior arguments and conflict), and accountability is now an important value of the organization.

   For more information on this Group Conscience decision, please refer to Proposal 4 from the April 2021 business meeting.

   Recommended Language: Revise the following bullet in the Treasurer’s position description to reflect GROW’s decision to reinstate contributions to OIAA.

   • Pay all group expenses per the distribution below and maintain a prudent reserve of $122.00:
     • Make quarterly contributions, prior to each Business meeting, to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0423; Group Service # 633230). Allocate 80% of the total available contribution amount to GSO
     • Allocate 20% of GROW’s total available contribution amount to OIAA
     • $12.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)
     • $50.00 annual subscription to Grapevine magazine

5. Amend the Treasurer’s position description to change the requirement to make quarterly distributions to bi-annually, prior to each business meeting.

   Rationale: The current position description requires the Treasurer to make quarterly distributions to GSO. This has not been done for some time, as distributions have actually been made once a year. Our Treasurer recommends that the distributions be done every six months when the Treasurer’s report is prepared for the business meeting. It takes us back to Prudent Reserve every six months and makes the bookkeeping much simpler.

   For more information on this Group Conscience decision, please refer to Proposal 5 from the April 2021 business meeting.

   Recommended Language: Amend the sub-bullet under “Pay all group expenses per the distribution below and maintain a prudent reserve of $122.00:” as shown below. (Given the apparent approval of resuming OIAA contributions, I’m showing the two relevant sub-bullets for clarity.)

   • Pay all group expenses per the distribution below and maintain a prudent reserve of $122.00:
     • Make quarterlybiannual contributions prior to GROW’s business meetings to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0) and OIAA.  Allocate 80% of the total available contribution amount to GSO.
     • Allocate 20% of GROW’s total available contribution amount to OIAA
     • $12.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)
     • $50.00 annual subscription to Grapevine magazine

   ---

   October 2021

6. GROW will devote one meeting to service in the last week of the month before recruitment begins (February and August). While the topic will not be limited to service within GROW, all current TSs are encouraged to share on their experience in the job to encourage GROW members to volunteer when recruitment begins. The Weekly Leader Listkeeper will reserve the last Sunday of February and September for the topic of Service.

   Rationale: The proposal reflects broad agreement in business meeting participants’ comments addressing the lack of volunteers for Trusted Servant (TS) positions. Comments broadly, but not unanimously, supported having a GROW meeting topic devoted to service before the recruitment process begins.

   For more information on this Group Conscience decision, please refer to Proposal 2 from the October 2021 business meeting.

   Recommended Language: Add to the Weekly Leader Listkeeper’s position description an eleventh bullet:
   “Allocate the last meeting in February and August by identifying Service as the topic next to the date on the volunteer lead request message.”

7. In the Secretary’s recruitment messages, rather than referring members to the position descriptions for Trusted Servants, provide a brief description of their job that includes its basic function and how it benefits GROW, the time required to do the job, workload intensity, and the busiest times. The descriptions will also include the name and email address of the person currently holding the position. The Business Meeting Chair and Secretary will work with Trusted Servants to develop the job descriptions before the March 2022 recruitment effort begins.

    Rationale: The proposal reflects broad agreement in business meeting participants’ comments addressing the lack of volunteers for Trusted Servant (TS) positions. Discussions revealed that GROW’s position descriptions are too long and to detailed to attract volunteers. There was near-unanimous agreement that hearing from the current TS about the position was much more effective. Because TSs change over time, and their experiences will be different, the Chair is proposing that a simple job description that can be used during every recruitment process would be more practical. This would not replace the individual TS shares about their experience in the position that TSs post during the Service topic GROW meeting.

   For more information on this Group Conscience decision, please refer to Proposal 3 from the October 2021 business meeting.

2011 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2011.

April 2011

• Approved new job description for "Temporary Mentor."
• Modified job description of "Weekly Leader Listkeeper from a 6-month to a one-year term.
• Modified the Job Description of the Greeter by adding: “Sends copy of current Weekly Topic to new members as they join.”
• Agreed to table discussion about new back-up positions. Rather, our present Rotating Back-up Trusted Servant will get in touch privately with the other Trusted Servants, for whom she is providing back-up, to exchange contact information to ease the transition if the need arises to call upon her to assist with one of the Lists. We can revisit this topic in the October Business meeting.
• Agreed to add a Back-up Greeter (2nd Greeter) position to share the workload with the Greeter. The Job Description would be the same as for Greeter.

October 2011

• Approved minor changes in our monthly letter that goes out to the membership and the letter that goes out to members upon joining the business list to make these letters more accurate and to “streamline” the process.
• Approved modifications to Greeter Letter #2 sent to new members to: simplify the letters, correct grammatical errors, and provide instruction for access to their personal web pages and / or retrieve their passwords. Change the wording in Letter # 2 to read: "If you would prefer to receive the Digest version, please contact our Listkeeper at grow-owner@oso-aa.org and she will make the change for you."
• Approved modifications to the current letter that the Greeters send to the group, to introduce a new member by including the new member name and email address at the beginning of the letter rather than at the end.
• Approved modifications to the Listkeeper’s Job Description to clarify how to manage former members who wish to re-join the group and to eliminate a listed task which is outdated.
• Approved modifications to the Treasurer’s Job Description to clarify that the incoming Treasurer will be responsible to set up a PayPal and checking account dedicated to GROW collections and activity.
• Approved change to the wording in our “12 Step Opportunity Letter” to make it consistent with the wording in that letter (i.e. change “12” to “12th”).
• Approved posting on the GROW website a listing of prior topics and the lead shares.
• Approved modifications to the Job Description of the Weekly Leader Listkeeper (WLL) to discontinue the mid-week re-posting of the topic by the WLL and to discontinue re-posting the Step & Tradition letters in the middle of the month. It was also suggested that the Weekly Chairperson may re-post the topic/meeting if she chooses to do so.
• Approved changes to the Job Description for the Rotating Back-up to offer back-up assistance to the following Trusted Servant positions: Weekly Leader Listkeeper, Birthday Listkeeper, Temporary Mentor, 12th Step Chair and Sponsor Listkeeper.

2010 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2010.

May 2010

• It was decided to add the most recent Group Inventory to the GROW Web Page.
• It was decided to hold our next Group Inventory in June 2010.

November 2010

• It was decided that the Webmaster be a non-rotating TS position
• It was decided to reinstate the position of Rotating Backup
• It was decided not to have GROW Business cards
• It was decided to add to the “Welcome” letter a paragraph that advises all members to add grow@oso-aa.org to their address book
• It was decided to have a new position temporary mentor to assist new members adjusting to online AA
• It was decided to send a polite reply to person sending survey and then referral to OIAA.
• It was decided to adding the following to the webkeeper and back-up webkeeper job descriptions designs, develops, and maintains the GROW website so that it is accessible to people with visual disabilities as well as those without visual disabilities.

2009 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2009.

April, 2009

Note: during the April meeting, the GROW group changed from Binhost to OSO-AA because of increasing concerns for the support of the list servers.

• Treasurer and PayPal Account
  Each Treasurer will setup a paypal account that would be for the duration of the treasurer’s term and that each subsequent treasurer open a new PayPal account.
• Having an either / or signer for account
  It was decided that we will keep it simple by having one signer for account.
• Frequency of Treasurer reports
  It was decided that the Treasurer will every 6 months to the Business Meeting and monthly to the Steering Committee.
• Treasurer as sole signer and controller of bank account
  It was decided that the Treasurer will be sole signer and controller of the bank account.

2008 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2008.

January, 2008

GROW authorizes the Treasurer to pay our email list
service provider bill up to six months in advance, as per an earlier
group conscience decision

April, 2008

• Second Signer for Treasurer
  A group conscience decision was made to have a
  non-rotating 2nd signer to assist the treasurer.
• Frequency of Business Meetings
  It was decided to hold business meetings twice per year in April and October.

October, 2008

• Common Language for Trusted Servants
  It was decided to separate out certain text (called “common language” during discussion) in the trusted servant positions an post these statements in one place only, with a link in each description to this common language.
• Weekly Meeting reminders and posting of chairs
  It was decided to post regular weekly reminders of the meeting topics and to post the upcoming chairs.
• Change in Steering Committee structure
  It was decided to change the steering committee to the following guidelines:

  All trusted servants whose term is longer than six months are members of the steering committee. In addition, the Steering Committee will include the Immediate Past Business Chair, Immediate Past Secretary, Immediate Past GSR, and the Webkeeper.

  + The SC helps out trusted servants as needed.

  + If someone needs to step aside from a position, or if one becomes
  vacant for some reason, the SC seeks out volunteers and appoints them
  until the next business meeting.

  + In the case of “disruptions,” the SC follows the GROW guidelines,
  with the changes that three members are chosen from among the SC
  (instead of having it mandated which trusted servants intervene).

  • Trusted Servant Positions
    It was decided to change the trusted servant list to the following:
    • Birthday listkeeper
    • Business Chair
    • Greeter (1)
    • GSR representative
    • Listkeeper
    • Listkeeper Backup
    • OIAA rep
    • Secretary
    • Sponsor listkeeper
    • 12-step listkeeper
    • Treasurer
    • 2nd signer
    • Weekly topic listkeeper
    • Webkeeper
    • Webkeeper backup
  • Secretary and Business Chair responsibilities
    We reached consensus on the responsibilities for the Secretary and for the Busines Chair:

    Secretary
    

    • 1 Year term
    • 2 years sobriety
    • Must be member of Business List
    • Should have completed AA Steps 1 through 12
    • Adheres to confidentiality of private emails
    • Serves on the Steering Committee
    • Works closely with the other Trusted Servants including privately and
      discreetly informing members who stray from the guidelines
    • Maintains a list of emergency contact phone numbers of all trusted
      servants for use by trusted servants, not for general distribution
    • Keeps a current list of trusted servants and term dates
    • Calls for nominations/volunteers
    • Confirms nominees will accept and serve
    • Announces new trusted servants
    • Sends Steering Committee Welcome Letter to all new trusted servants
    • Fields questions sent both publicly and privately
    • Serves as temporary back-up to the Business Meeting Chair
    • Does NOT handle anything related to the business meeting
    • Informs the business chair if elections are needed for trusted servants
    • For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties.

    Business Meeting Chair

    • 2 year term
    • 5 years sobriety
    • Must remain member of Business List
    • Moderate business meetings; keep discussions focused on agenda
    • Keep track of and review all discussions
    • Be responsible for keeping the issues clear. If a motion is offered, be sure that it is stated clearly and distinctly so that all know what they are discussing and voting on.
    • Set agenda for meetings, placing items on the agenda in the order received.
    • Work closely with other trusted servants, especially the Secretary.
    • Serve as temporary back-up to the Secretary.
    • Know all group conscience decisions and guide group to adhere to them.
    • Have knowledge and good understanding of A.A. Traditions and A.A. Service Manual.
    • Have understanding of Group Conscience Guidelines and A.A. guidelines and how to apply them.
    • As much as possible, remain fair and unbiased, willing to listen and be flexible. (At times the Chair will need to remain flat-footed. Refer to A.A. Service Manual)
    • Have knowledge and good understanding of A.A. Concepts.
    • Review all posts from both business and main list for items which should be brought to the business meeting.
    • Be prepared for an increase in both public and private correspondence.
    • Be accountable for answering questions.
    • Writes and files minutes at end of each 4-day period for business list.
    • Writes and files a summary at end of each 4-day period for main list.
    • Counts votes during group conscience decisions.
    • Announces results of votes in business meeting minutes.
    • Receives information from Secretary if elections are needed.
    • If more than one volunteer for a position, calls for election, and counts votes
    • For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties.

2007 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2007.

January, 2007

• PayPal Guidelines [decision by consensus]

  Agreed to include PayPal as one option for making 7th Tradition contributions to GROW, and approved the following guidelines:

  1) GROW will offer PayPal as a method for making 7th Step Contributions.

  2) GROW will register for PayPal’s standard website payment service using an email account established only for this purpose and for use only by the GROW Treasurer and Secretary. The PayPal account and e-mail address will be connected to the account established by the Treasurer for the purposes of GROW finances. The e-mail address will stay the same through Treasurer and Secretary rotations. The password will change with each Treasurer and Secretary.

  3) The Treasurer’s 7th Tradition Letter will stress that PayPal is only one option for contributing to GROW and include the following informational warning to her message:

  If a member chooses to use PayPal as a payment option, she should be aware of the following:

  * PayPal is a safe money-exchange operation if (and only if) you follow their safety recommendations, which are posted very clearly on their website.

  * Always go to the website through typing in their URL: https://www.paypal.com (note the “s” is important).

  * Do not go to the website through a link on any email letter.

  * Always assume that an email message sent to you that says it is from PayPal is a scam. PayPal does not send out email to members.

  *If you are at all uncomfortable, consider using another means to contribute to GROW

.

• Revised 7th Tradition Letters [decision by consensus]
  

  Hi Everyone,

  The basket is now being passed. Tradition Seven: “Every A.A. group ought to be fully self-supporting, declining outside contributions.” We have no dues or fees, but we do have expenses. These include rent for the listserver and web page, bank fees, and contributions to OIAA and GSO.

  Contributions are appreciated, and can be made by check or by PayPal. See procedures below.

  TO CONTRIBUTE BY CHECK

  Per group conscience, please make checks payable to [INSERT TREASURER’S NAME] with “GROW” in the memo line and mail to: [Treasurer’s name and mailing address]

  If you want confirmation of contribution, please include your e-mail address.

  TO CONTRIBUTE BY PAYPAL

  To contribute using PayPal, first read “Important Note About PayPal” below so you do this safely. Then, go to PayPal’s secure website: (https://www.paypal.com/us/)

  – If you don’t already have an account, sign up for a PayPal account

  – Click the Send Money tab

  – Enter an amount and recipients email, which is: tradition7@g-r-o-w.com

  – PayPal will send confirmation of your payment.

  =========================

  Important Note About PayPal:

  If you choose to use PayPal, please remember that PayPal is a safe money-exchange operation if (and only if) you follow the safety recommendations posted on the PayPal website.

  * To safely and securely access the PayPal website or your account, open a new web browser (e.g. Internet Explorer, Safari, Firefox) and type in the PayPal URL (https://www.paypal.com/us/) to be sure you are on the real PayPal site.

  * PayPal will send confirmation of payment. They will never ask for your password in an email. Always assume any email from PayPal asking for a reply is a scam and do not reply.

  *To learn more about protecting yourself from fraud, visit the PayPal Security Center. Click “Security Center” on the bottom of any PayPal page.

  *If you are at all uncomfortable using PayPal, consider sending your contribution by check.

  [ ENTER TREASURER’S NAME ]

• Revised Job Descriptions [decision by consensus]
  • Secretary – To current wording we have added the following:

    “Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/.”

  • Treasurer – To current wording we have added the following:

    “Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/

    Set up password for the PayPal account; share this password with the Secretary *and the webkeepers.

  • Webkeeper – We do not currently have a job description for GROW webkeeper.

    A draft of a complete job description will be offered at the April business meeting. The following items will be included:

    As owner of EsoSoft account, change the forwarding information of tradition7@g-r-o-w.com with each new Treasurer.
    Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/, and provide technical support to Treasurer as needed.

• PayPal Account Ownerships [decision by consensus]

  Approved Laura B. to be listed as the “owner” of GROW’s PayPal account

• PayPal Documentss [decision by consensus]

  Agreed PayPal documents need not be posted on the GROW website, but will be made available to members upon request.

• Emergency Contact Information [decision by consensus]
  Agreed that all trusted servants will provide an emergency contact phone number to the GROW Secretary. This information will be available only to Trusted Servants, and not for general distribution.

July, 2007

• Form Letters [decision by consensus]
  A simple list of letters and notices that are to be posted to GROW (what they are, which job does them, how often sent) will be maintained by the archivist and posted in the members-only section of the GROW website.

• Rotating Backup [decision by consensus]
  Agreed to create a new trusted servant titled “Rotating Back-up.” This trusted servant would be “on call” to temporarily carry out the tasks of the Birthday Listkeeper, the Sponsor Listkeeper, and the Weekly Meeting Lead Listkeeper if necessary.

  Rotating Back-up Job Description

  1 year term

  1 year sobriety
  Must be member of business list
  Review GROW mail daily
  Be available to temporarily carry out the tasks of the Birthday, Sponsor, and Weekly Meeting Lead listkeepers, as necessary.
  Have an understanding of the duties of each job
  Know how to access job descriptions and form letters necessary to carry out the tasks
  Send letter of introduction to new birthday, sponsor and weekly mtg. listkeepers when they begin new term.
  Maintain current copies of birthday, sponsor and weekly meeting lead lists
  Provide successor with all necessary information, and serve as a mentor for a period of time to ensure continuity of service.

  The following are helpful to this position:
  o Organized
  o Good E-mail program such as Eudora, Outlook, etc.
  o Reliable Server
  o Good communication skills
  o Be able to cut, copy, paste, and save to a folder

• Secretary Backup [decision by consensus]
  Agreed that the Business Chair backs-up Secretary.
• Steering committee Welcomes New Trusted Servants [decision by consensus]
  Agreed that the Steering Committee will send out a welcome letter to each new trusted servant. The letter will include a thank you and simple guidelines, including where to find her job description, who to ask for help, and what to do if she can’t complete her duties. The one letter will include the names and contact information for all of the trusted servants.

October, 2007

Job Descriptions [decision by consensus]

Agreed to make the following changes to job descriptions for the purpose of uniformity and clarity:

BUSINESS MEETING CHAIR
Added to “Work with Secretary and Listkeeper to deal with disruptions”…
*in keeping with Our Common Welfare Guidelines, as approved group conscience.* (with link to common welfare guidelines)

GREETER
Add links to Greeter letters 1 and 2

LISTKEEPER
Add links to E-Mail Etiquette and Monthly Listkeeper Message
Add to “Work with Chair and Secretary to deal with disruptions”…
*in keeping with Our Common Welfare Guidelines, as approved group
conscience.* (with link to common welfare guidelines)

SECRETARY
Add links to Etiquette and FAQ
Delete Welcome Letter, add Greeter letters 1 and 2 with links
Add: Send Steering Committee Welcome Letter [link] to all new trusted servants.
Add: “Work with Chair and Listkeeper to deal with disruptions”…
*in keeping with Our Common Welfare Guidelines, as approved group
conscience.* (with link to common welfare guidelines)

SPONSOR LISTKEEPER
Delete “Periodically confirm sponsor volunteers are still GROW members”
Replace with: “At the term’s beginning and midterm, confirm sponsor volunteers are still GROW members. “
Add to “Once each month mail sponsor list to the group and seek
additional volunteers for online sponsoring”…
***”using Sponsor Letter Template approved by group conscience”

TREASURER
Delete: “# Send weekly announcements to the group, passing the basket (announcement includes a postal mailing address for contributions)
Replace with: Send weekly passing-the-basket announcement to the group, using the 7th Tradition Announcement Template approved by group conscience. Be sure to include your postal mailing address for mail-in contributions (with link)

12 STEP VOLUNTEER LISTKEEPER

Delete: “Occasionally verify that members of the 12 Step Committee are
current GROW members
Replace with: “Verify once a month that members of the 12 Step Committee are current
GROW members.”

Delete: “Send out periodic [MONTHLY] announcements”
Replace with: “Send out monthly announcements to the group regarding Step
opportunities, using 12-Step Opportunity Letter approved by group
conscience.”

WEEKLY LEADER LISTKEEPER

Delete: “Schedule should be completed up to three months in advance”
Replace with: “Schedule should be completed for no more than three
months in advance.

Delete “Make periodic announcements to the group asking for volunteers
Replace with “At the end of each month, call for topic volunteers to fill the 3rd unfilled month, using Weekly Leader Template approved by group conscience.” (with link.)

Webkeeper & Backup [decision by consensus]

Agreed to the following job descriptions for the webkeeper and webkeeper backup:

WEBKEEPER

Non-rotating term
2 years sobriety
2 years GROW membership

Must be member of Business List

Be a non-voting member of the Steering Committee

Maintain 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
–Archives in keeping with group conscience guidelines
–Important Addresses

Work closely with GROW Archivist and 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.

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 quarterly business meetings and keep updated throughout the business meeting.

Ensure that any material post on g-r-o-w.com appropriately protects the anonymity of anyone mentioned.

As owner of the EsoSoft account, pay annual service fee and provide copy of invoice/receipt to GROW Treasurer for reimbursement.

As owner of the EsoSoft account, change the forwarding information of tradition7@g-r-o-w.com with each new Treasurer.

Provide the Backup Webkeeper’s email address to EsoSoft and designate
her as co-owner.

Provide Backup Webkeeper with all necessary information and passwords
to access the Esosoft account and web server.

Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/, and provide technical support to Treasurer as needed. Must be able to reply to business and steering committee email within 48 hours. If unable to do so, should inform the steering committee in advance, or in the case of a computer related problem, telephone another member of the Steering Committee.

Upon retirement, transfer EsoSoft 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.

The following are helpful to this position:

–Organized
–Good E-mail program
–Reliable Server
–Good communication skills
–Be able to cut, copy, paste, and save to a folder
–Basic knowledge of web design and development and
ability to problem solve server issues with service provider

BACKUP WEBKEEPER

Non-rotating term

2 years sobriety

2 years GROW membership

Must be member of Business List

Carry out duties as outlined in the Webkeeper Job Guidelines and
maintain g-r-o-w.com in the absence of the Webkeeper.

Be designated as co-owner of the EsoSoft account.

Receive, from the Webkeeper, all necessary information and passwords
to access the EsoSoft account and g-r-o-w.com web server.

As co-owner, receive copies of all email messages, invoices and
account statements from EsoSoft.

Receive copies of email messages sent to tradition7@g-r-o-w.com; have
access to the GROW PayPal account at https://www.paypal.com/, and
provide technical support to Treasurer as needed.

In the event of an emergency in which the Webkeeper is no longer
available, contact EsoSoft to make necessary changes in account.

In the permanent absence of the Webkeeper, assume the duties
permanently, or at least until the next business meeting when a new
Webkeeper can be selected.

In absence of the Webkeeper, pay annual EsoSoft service fee and
provide copy of invoice/receipt to GROW Treasurer for reimbursement.

Transfer EsoSoft account to permanent Webkeeper or designate new
Backup Webkeeper as co-owner, providing all necessary passwords and
information to access EsoSoft account and web server.

Serve as a mentor to replacement for a period of time to ensure
continuity of service.

Non-responding TS Language [decision by consensus]

Must be able to reply to business and steering committee email within 48
hours. If unable to do so, should inform the steering committee in
advance, or in the case of a computer related problem, make every effort
to telephone another group member who can let the Steering Committee know.

* Lack of response to business, steering committee, or direct personal
email by another trusted servant for a period of seven consecutive days
will be reason for a temporary replacement chosen by the steering committee.

* Lack of response to business, steering committee, or direct personal
email by another trusted servant for a period of fourteen consecutive
days will be reason for temporary replacement by steering committee
until a permanent replacement can be chosen by the next business meeting.

Birthday Listkeeper Job Description [decision by consensus]

We have agreed to change the Birthday Listkeeper’s Job Description as follows:

• Add link to Sample Birthday Letter
• Delete: “Send out notice to group toward end of month, asking who is
  celebrating 3-, 6-, 9-, 12- and 18-month birthdays in the following month (requesting replies to be sent privately.)”
• Replace with: “Send out notice to group toward end of month, asking who is celebrating 30 days, 3-, 6-, 9-, 18-month, or any multiple of annual birthdays, in the following month (requesting replies to be sent
  privately.)”
• Delete “Develop list of celebrants for each month and — at the end of
  each week — send to the group a list of those members who will celebrate 3-, 6-, 9-, 12- and 18-month birthdays during the coming week; or, if the Birthday Listkeeper so chooses, send birthday announcements to the group early in the a.m.on the day of each birthday.”
• Replace with: Develop list of celebrants for each month and — at the end of each week — send to the group a list of those members who will celebrate 30 days, 3-, 6-, 9-, 18-month, or any multiple of annual birthdays during the coming week; or, if the Birthday Listkeeper so chooses, send birthday announcements to the group early in the a.m.on the day of each birthday.”

2006 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2006.

January, 2006

By consensus:

• Agreed that we want a summary of founders’ history and, with permission from Grapevine Magazine, a copy of the story “Oreos and a T-shirt” posted on our g-r-o-w.com Archives section.
• Agreed that the current Treasurer term will be shortened to July so that the Secretary and Treasurer will rotate at the same time.
• Agreed that GROW will maintain bank records for a period of seven (7) years.and that records older than seven (7) years will be destroyed.

By majority vote:

Adopted the following Archive Guidelines, which encompass and/or replace the Archive Proposal adopted in April 2000:

1. The Archives are established to maintain a history of Grateful Recovering Online Women (GROW) in order to provide for an accurate rendering of the experience of GROW from its inception for the benefit of future GROW members and A.A. as a whole. We also recognize that archives serve a technical purpose in an online environment.
2. GROW shares are automatically archived on the binhost server, and available to subscribed GROW members with a unique password which is disabled when the member is unsubscribed from GROW.
3. GROW-BUS shares are automatically archived on the binhost server, and available only to GROW-BUS list members during business meetings.
4. GROW and GROW-BUS archives are never publicly available. They are understood to be the property of the email list and will be deleted from the binhost server if or when the GROW email lists discontinue services with the binhost provider.
5. Archives maintained by the Archivist and posted in the password protected members’ only section of g-r-o-w.com will include:

   a) A history written by the founders of GROW.

   b) A listing of trusted servant job guidelines, and current trusted servants and terms.

   c) Quarterly reports for the most recent 2 years from Treasurer, Listkeeper, Secretary, OIAA, GSR and Steering Committee Secretary.

   d) All Group Conscience decisions.

   e) 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.

   f) Business meeting agendas and minutes for the most recent 2 years.

6. The GROW Archivist will maintain in her possession electronic back-up of those items listed in Section 5a through 5f.
7. The GROW Archivist is authorized to destroy pre-binhost personal shares in her possession. She is further authorized to save, at her discretion, specific pre-binhost GROW email that could alter and/or further define GROW history with the understanding that these shares would never be made public.
8. The GROW Archivist shall ensure that any non-binhost archived documents protect the individual anonymity, and shall work with the web keeper to ensure that these documents are appropriately displayed on g-r-o-w.com.

April, 2006

Adopted the following revision of the Archivist Job Description [decision by consensus]:

ARCHIVIST JOB DESCRIPTION

-Non-rotating term

-5 years sobriety

-1 year GROW membership

-Must be member of Business List

-Be a non-voting member of the Steering Committee

-Read all email from GROW meeting list, all email from GROW Business List,and all Steering Committee correspondence daily.

-Serve as focal person for GROW Archives, working with the Co-archivist, Steering Committee and Webkeeper to ensure that pertinent group history is preserved and that archives are accessable to GROW members in keeping with the GROW Archives Guidelines.

-Ensure that any publicly-presented material appropriately protects the anonymity of anyone mentioned.

-Maintain an electronic copy of pre-binhost archives as determined by GROW Archives Guidelines.

-Be able to access and research GROW and GROW-BUS archives on binhost as appropriate.

-Upon retirement, provide successor with all necessary information, including job guidelines, letter templates, and active lists; and serve as a mentor for a period of time to ensure continuity of service.

-The following are helpful to this position:

Organized

Good E-mail program such as Eudora, Outlook, Netscape, etc.

Reliable Server

Good communication skills

Be able to cut, copy, paste, and save to a folder

Good service sponsor

Adopted the following revision of the Co-Archivist Job Description [decision by consensus]:

C0-ARCHIVIST JOB DESCRIPTION

-1 year term

-3 years sobriety

-3 months GROW membership

-Must be member of Business List

-Be a member of the Steering Committee

-Provide support and back-up to the Archivist.

-Read all email from GROW meeting list, all email from GROW Business List,
and all Steering Committee correspondence daily.

-Maintain in her possession a an electronic back-up of pre-binhost archives as determined by GROW Archives Guidelines.

-Be able to access and research GROW and GROW-BUS archives on binhost as
appropriate.

-At the end of the term, provide successor with job guidelines and pre-binhost archives; and serve as a mentor for a period of time to ensure continuity of service.

-The following are helpful to this position:

Organized

Good E-mail program such as Eudora, Outlook, Netscape, etc.

Reliable Server

Good communication skills

Be able to cut, copy, paste, and save to a folder

Good service sponsor

Weekly meeting leaders should have a minimum of three months GROW membership and a minimum of three months sobriety [decision by consensus].

July, 2006

By consensus:

• E-mail addresses of our trusted servants will be included in the monthly message sent by the Secretary to GROW.
• All trusted servants are required to attend business meetings and will be automatically subscribed to the business list by the Listkeeper.
• We will make our 7th Tradition contribution checks in the name of our treasurer.

October, 2006

By consensus:

• We will include the word “daily” in the Greeter (and Back-Up Greeter) job description, with regard to reading GROW mail.
• We will include a sentence in the Greeter (and Back-Up Greeter) job description to the effect that the Greeter send an e-mail to the 12-Step Volunteer Listkeeper about women who need extra support.
• Reaffirmed that weekly meeting leads are sent on Sunday, with no time specified. The Weekly Lead Listkeeper may, at her discretion, maintain a list of available leaders she can call on to start the meeting if no lead is posted by Monday morning.

By majority vote:

• Weekly meeting leaders should have a minimum of 30 days GROW membership and a minimum of 90 days of sobriety. (This changes group conscience by consensus of April 06)

2005 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2005.

January 2005

Agreed by Consensus:

1. The web hosting and domain registration accounts shall list Webmaster as owner. Webmaster will provide Web Committee with the necessary contact information so they can access the account should Webmaster be unable to. This would allow the Web Committee or a designee to change the account information, make payments, etc.
2. Web Committee members who have the experience and willingness to serve as back up will be provided with the necessary information by Web Master to access the webserver to make changes or updates, if necessary.
3. Committee members interested in learning about web building can do so little by little and help the Web Master monitor the website for mistakes, broken links and problems.

April 2005

Agreed by Consensus:

1. Combined the Greeter/Welcomer job description to reflect the combining of these positions, a decision we made in Oct. 04, and which took effect when the last welcomers finished their terms. The revised job description reads as follows:
   

   Greeter/Welcomer Job Description

   -1 Year Term 1 Year Sobriety

   – Member of Business List

   – Receive inquiries requesting information about GROW from Listkeeper.

   – Send initial response to potential new member.

   – Keep track of inquiries.

   – After receiving appropriate response (sometimes need to clarify Third Tradition adherence or being female) subscribe them to the list.

   – After receiving confirmation from listservice that the subscription has been accepted, send a welcome letter to the new member (letter provided), and introduce new member to the group. ( Place in subject line: New Member [email address]

   – Respond to questions from new members regarding the group.

   – If new member does not have access to the web, forward group information, as requested.

   – Work closely with Listkeeper.

   – Send resubscription requests to the Listkeeper.

   – Provide successor with all necessary information, including job guidelines; and serve as a mentor for a period of time to ensure continuity of service.

   – The following are helpful to this position:

   -Good organizational skills

   -Frequent checks for e-mail

   -Good e-mail program with filters and know how to set them up

   -Be able to cut, copy, paste, and save to a folder

2. An Archives Committee, comprised of Susan G., Lori, Gigi, and Timi T., is tasked with revising GROW’s archives procedures to reflect, as best as possible, the discussions we have had during this business meeting. The committee will seek input from our Listkeepers regarding their proposal before it is presented at the October business meeting.
3. Revised Greeter’s letter to read as follows:
   

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

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

   To share with the group, just address your email to grow@binhost.com and your post will be forwarded to all members.

   Please be sure your email is set to send and receive plain text, and do not type in all CAPS.

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

   You’ll find lots more information on our GROW web site. The URL for GROW is:

   http://www.g-r-o-w.com

   Some of the information is for members only, so you’ll need the following:

   user name: sobertoday

   password: how2484

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

   I hope Grateful Recovering Online Women is helpful to you in your
   journey and growth in sobriety. Again, Welcome!

July 2005

By consensus:

• Reaffirmed that Co-archivist fills in for Archivist during temporary absence of the Archivist.
• Agreed to leave the Archivist and Co-archivist job descriptions as they are. Adding the word “continuous” is considered unnecessary and the words “membership of AA” redundant.

October 2005

MINUTES – By consensus

• The Secretary and Chair will carry out their duties as written and the Secretary will post Minutes to both GROW and GROW-BUS, reaffirming previous group conscience.
• GROW BUS Minutes should include enough detail to accurately record what transpires during each 4-day segment and should be identified in the subject line as “Minutes” rather than “Update” or “Summary.

”

• The following clarification about what Minutes should contain is to be added to the Secretary’s job description:
  • What TS reports were presented to the meeting
  • What discussions were on the table
  • The outcome of the discussion
  • How that decision would be entered into the record as a GC Decision (wording)
  • What discussions are ongoing and a brief background as to why
  • If there was a change to a previous group conscience decision; what it is changing from and to
  • Any other business before us and the outcome
  • TS positions filled and still open
  • GROW website url and password

BIRTHDAYS – By consensus

It has been recorded as group conscience decision that GROW will celebrate quarterly sobriety dates in addition to the annual birthdays we now recognize, and the Birthday Listkeepers job description has been revised to reflect this change.

WEEKLY TOPIC – By consensus

Our Weekly Meeting Lead Listkeeper will resume maintaining a list of topic shares and pass the list on to her replacement; and for reference purposes, a list of topic shares will be displayed in the Archive section of g-r-o-w.com for a period of one year.

ARCHIVES – By consensus

GROW will discontinue the archiving of shares to GROW. We authorized our Archivist to save, at her discretion, specific GROW emails that could alter and/or further define GROW history with the understanding that these shares would never go public. (This applies to past, present and future archiving procedures).

We will maintain 10 digests at all times, leaving it to our Listkeepers and Archivists (guided by these and past unrevised group conscience decisions) to determine how and when to delete past archives and turn off the current archive option.

These decisions have been incorporated into the Archive Guidelines adopted in April 2000. GROW’s Archive Guidelines now read as follows:

GROW ARCHIVE GUIDELINES – (Adopted 4/00; revised 10/05)

The Archives are established to maintain a history of Grateful Recovering Online Women (GROW) in order to provide for an accurate rendering of the experience of GROW from its inception for the benefit of future GROW members and A.A. as a whole.

As of October, 2005, we do not archive shares to the GROW list and our Archivist is authorized to save, at her discretion, specific GROW emails that could alter and/or further define GROW history with the understanding that these shares would never go public.

We will maintain 10 GROW digests at all times, leaving it to our Listkeepers and Archivists to determine how and when to delete past archives and turn off the current archive option.

These decisions do not change the Archives Guidelines adopted in April, 2000.

Archives may include: Pertinent correspondence on founding of the group Listing of TS’s Terms, who/when, service responsibilities (when, why and if changed) Quarterly reports from each TS Group Conscience decisions Form letters (Greeter, Welcomer, Listkeeper, majordomo, meeting format, 12 Step Chair, Topic Leader Chair, Sponsor Listkeeper, FYI, E-Mail Etiquette, etc.) Changes within the group structure (ex, listserver change) Steering Committee Actions (summary) * Business meeting minutes and agenda’s Copies of the digest for a period of 2 years to be reviewed periodically to insure pertinent group history be preserved.

A representative sampling of the archives will be publicly displayed as suggested by the GSO Guidelines. These publicly presented archives will contain historical documents that may be of the greatest interest to the largest number its members. All other archives may be made available in a timely manner to current members upon request.

The current Archivist will serve as a nonrotating historian so that there will be a focal person for the collection.

The Archivist will receive copies of Steering Committee mail and be non-voice receiver of correspondence.

The Steering Committee will select a recording secretary among its members to provide a summary of Steering Committee discussions and actions.

The Archivist shall ensure that any publicly presented material appropriately protect the anonymity of anyone mentioned. i.e., the standard of first name-last initial shall apply.

A rotating Co-Archivist will assist the non-rotating Archivist. The Co-Archivist is a one year term (suggested length of sobriety – 3 years; suggested length of GROW membership – 3 months)

2004 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2004. The previous year’s listings are for 2002; there were no group conscience decisions made in 2003.

January, 2004

Agreed to:

1. continue to send our representative to OSC;
2. oppose the the proposed OSC Charter;
3. withhold any other decisions (and discussions) regarding OSC until the group arrives at a Charter we can support; and that we
4. write a brief statement to this effect for our rep to share with OSC.

Changed Treasurer term length from one (1) year to two (2) years.

April, 2004

Agreed to add the following statement to the GSR/OCR job description:

• ” Anticipate heavy increase in correspondence, especially during the months when OSC is in session.”

Agreed by vote to change the percentage of our excess funds donated to OIAA and GSO as follows:

• GROW will contribute 20% to OIAA and 80% to GSO. Our OIAA Rep will privately let the OIAA Treasurer know that we are reducing our contribution in keeping with our letter of April, 2003.

Agreed by consensus to the following:

• We will send the amount originally scheduled for April, as these funds were collected under the group conscience of a 50/50 split between OIAA and GSO.

July/August, 2004

The July business meeting was extended into August because the July meeting was interrupted by server problems. GROW changed listservers from Esosoft to Binhost during this time frame.

• Agreed by unanimous vote to revise the treasurer job guidelines to include a requirement of at least one year as a member of GROW. (8/0404)
• Agreed by consensus to withdraw from OSC. (8/0404)
• Agreed by consensus that for the September 2004 inventory, we will use the same 12 inventory questions we have used in our previous two group inventories.
• Agreed by consensus to increase our prudent reserve to $100 in anticipation of possible increased expenses with Treasurer rotation and new bank account in October.

October, 2004

• Archives: The change to Binhost, which now provides us with password-protected searchable archives by date, topic, author and topic created several questions to answer. By consensus we decided: 1) We will continue providing the archive section on the g-r-o-w website. 2) The g-r-o-w website archive section will include a link to the Binhost archives; 3) The GROW archivist will continue to backing up the digests and saving them to a disk for safekeeping.
• By consensus we reaffirmed that the archivist should be a non-rotating trusted servant.
• By consensus we reaffirmed that our archive procedures are in keeping with traditions.
• By consensus we decided that the Webkeeper should be a non-rotating trusted servant position and that there should be a back-up.
• By consensus we agreed to combine the Greeter and Welcomer positions when the current Welcomers’ terms end.
• By consensus we agreed that, because of restrictions by her local banks, our current treasurer, Annette, will ask for checks to be made out to her with GROW as a memo. (There is no consensus at this time to extend this decision to future treasurers).
• By consensus we agreed that the Webkeeper and Archivist should be reimbursed for the cost of the website and the cost of disks needed to back up digests.
• By consensus we agreed that the founder’s correspondence should be maintained by the founders and not available for general perusal. (There is no consensus at this time as to whether said correspondence should be available to someone other than the founders for research purposes).
• By consensus we agreed that the GSR will serve as the OIAA alternate. (Clarification: We will have one OIAA representative who has no GSR duties and one GSR who also serves as the OIAA Alternate.

2002 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2002. The next year’s listings are for 2004; there were no group conscience decisions made in 2003.

July, 2002

By consensus agreed to the following:

1. That GROW continue to send an Online Service Representative to the Online Service Conferences, but that GROW will withhold any formal endorsement of the OSC until (at least) after a report on the next conference scheduled for January 2003.
2. That the Online Service Representative advise the GROW steering committee and/or business list of Advisory ballots and any other significant decisions presented as representing group conscience for all online AA groups.

At our October 2002 business meeting, we may want to discuss provisions for the service position of Online Service Representative. In the meantime Tina and Karen will keep the steering committee informed, and our April 2003, business agenda will include a review of the report on the January 2003, conference.

2001 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2001.

April 2001

• By consensus agreed to add the responsibility for re-posting the topic mid-week to the Weekly Leader Listkeeper job description.
• By consensus, the secretary will post the following reminder to the group at least once a month (this is in addition to the entire guide to email etiquette currently being posted): “Hi, Just a reminder that we here in GROW enjoy both on- and off-topic posts. While we send personal messages such as welcomes, hugs, and “enjoyed-your-share” comments privately, when one of our members needs help, we can all benefit from the show of open support and the sharing of experience, strength and hope shared publicly.
• By consensus, agreed to conduct a group inventory in September, 2001.

October 2001

• By consensus agreed:
  1. Hold off on putting a button on our website until we have a chance to see how it works for other groups; and
  2. Add a statement under our current OIAA link informing visitors that 24-hour help is available by visiting the OIAA website, or by calling Alcoholics Anonymous as listed in local telephone directories.
• By consensus agreed that GROW welcomer(s) will send our online sponsor list to new members.

2000 Group Conscience Decisions

This is a summary of the group conscience decisions made in 2000.

January 2000

• Due to an emergency change in our list service provider from Esosoft to World during the preceeding quarter, our list cost has increased. As there is no annual discount with the new service, we will pay on a monthly basis. The refund due us for advance payment on our previous account will be applied to the GROW website. The GROW website will remain at Esosoft, at least until these funds are spent.
• The Secretary and the Business Meeting Chair service responsibility descriptions are revised to include:
  • must be able to commit to reading email on a daily basis;
  • must participate in all steering committee meetings;
  • must be able to reply to business and steering committee email within 48 hours. If unable to do so, should inform the steering committee in advance, or in the case of a computer related problem, telephone another member of the Steering Committee.
  • Lack of response to business, steering committee, or direct personal email for a period of seven consecutive days will be reason for a temporary replacement chosen by the steering committee.
  • Lack of response to business, steering committee, or direct personal email for a period of fourteen consecutive days will be reason for temporary replacement by steering committee until a permanent replacement can be chosen by the next business meeting.
• GROW will host a special women’s chat session during the OIAA Suite hosting at 2000 International Convention. GROW “business cards” will be made available, the content of which will be decided by our OIAA representatives.
• The OIAA representative will make at least quarterly reports to the group, relying on the steering committee as a sounding board to help sort out which issues affect A.A. as a whole and thus require a group conscience.
• Adopted the following Archives Proposal:
  

  * The Archives are established to maintain a history of Grateful Recovering Online Women (GROW) in order to provide for an accurate rendering of the experience of GROW from its inception for the benefit of future GROW members and A.A. as a whole.

  * Archives may include: Pertinent correspondence on founding of the group Listing of TS’s Terms, who/when, service responsibilities (when, why and if changed) Quarterly reports from each TS Group Conscience decisions Form letters (Greeter, Welcomer, Listkeeper, majordomo, meeting format, 12 Step Chair, Topic Leader Chair, Sponsor Listkeeper, FYI, E-Mail Etiquette, etc.) Changes within the group structure (ex, listserver change) Steering Committee Actions (summary)

  * Business meeting minutes and agenda’s Copies of the digest for a period of 2 years to be reviewed periodically to insure pertinent group history be preserved.

  * A representative sampling of the archives will be publicly displayed as suggested by the GSO Guidelines. These publicly presented archives will contain historical documents that may be of the greatest interest to the largest number its members. All other archives may be made available in a timely manner to current members upon request.

  * The current Archivist will serve as a nonrotating historian so that there will be a focal person for the collection.

  • The Archivist will receive copies of Steering Committee mail and be non-voice receiver of correspondence.
  • The Steering Committee will select a recording secretary among its members to provide a summary of Steering Committee discussions and actions.
  • The Archivist shall ensure that any publicly presented material appropriately protect the anonymity of anyone mentioned. i.e., the standard of first name-last initial shall apply.

  * A rotating Co-Archivist will assist the non-rotating Archivist. The Co-Archivist is a one year term (suggested length of sobriety – 3 years; suggested length of GROW membership – 3 months)

April 2000

GROW will support a mail list being formed for the duration of the OIAA International Convention where convention visitors could share on the chosen topic, demonstrating how e-mail meetings work. GROW will ask for volunteers from the group to participate. We will not open the GROW mail list up to convention visitors.

July 2000

• By consensus, adopted the Archives Committee report and recommendations for the archives Storage and Display.
• By consensus, approved the Archivist position as a trusted servant.

  We have found nothing in A.A. literature stating that a non-rotating position cannot be considered a trusted servant. We believe that the person assuming the responsibility of archivist is being trusted to perform a considerable service for the group, and that in keeping with group autonomy, we can choose to define this non-rotating position as a trusted servant.

• By consensus, approved procedure for replacing non-rotating Archivist if necessary.

  In the event that the permanent archivist must be replaced, the co-archivist will be offered the position of permanent Archivist. If the co-archivist declines, she will serve as temporary archivist until a permanent archivist is selected following our guidelines and normal procedures for selecting trusted servants.

• By consensus, agreed to post the call for trusted servants at least 3 days before the start of a business meeting to maintain a 7-day window and stay in sync with the business meeting schedule.
• By consensus, agreed that the relapse of a trusted servant is a matter to be handled privately by the Secretary, with support and advice from the Steering Committee as necessary. A trusted servant who relapses would be asked to resign and encouraged to return, when sober, to any open trusted servant position for which she is qualified.
• By consensus, adopted a Co-Archivist job description

October 2000

By consensus, approved the following clarification to be added to the co-archivist job description: “Each new co-archivist is provided with an up-to-date archive file by the previous co-archivist, which she maintains and adds to during her term, then passes on to the next co-archivist.”

1999 Group Conscience Decisions

This is a summary of the group conscience decisions made in 1999.

January 1999

• All service commitments currently held shall be extended for a period of one month so all positions will expire during the month of a regularly scheduled business meeting. (One time only extension.)
• Backup Trusted Servants will step in to a vacated position and fulfill the balance of the remaining term of those Trusted Servants resigning before their commitment is up.
• The end of service commitment will be staggered for these positions to maintain continuity of subscribing service to our new members. (One time only.)
• The topic will be reposted during the week with encouragement to hear from members who haven’t yet shared on topic.
• Decisions about whether to immediately subscribe someone (possibly still drinking and asking for help and/or information) or send such requests on to the Greeters will be at the discretion of our Listkeeper.
• The doors of the business meeting will remain open to all members for the duration of the meeting, and the steering committee will determine how to bring late comers up to speed with the least amount of disruption to the business at hand.
• GROW does not allow group postings of any copyrighted material for which permission to distribute has not been obtained from the copyright owner.

April 1999

The business list will be closed at the end of each quarterly business meeting. All members will be unsubbed from the business list, and will need to re-subscribe to the business list at the start of each new business meeting.

October 1999

• GROW will, in addition to our regular weekly topics, have a Step discussion and a Tradition discussion each month; Step and Tradition to correspond with the month. (To begin immediately). The following format will be sent every Sunday separately from the weekly topic:
  

  Subject Line: Step and Tradition Topic

  According to group conscience, GROW holds monthly Step and Tradition discussions to correspond with the month. This being [month], you are invited to share on Step ____ and Tradition _____ in addition to the weekly topics.

  Step _____ (Include as it appears in the contents of the 12 x 12)

  Tradition _____ (Include both short and long form).

• The group secretary position shall be assigned the role of list “owner.”
• Beginning with the March invoice, we will change payment on account to Esosoft from semi-annual to annual. We will increase our prudent reserve to accommodate this change.
• The dates of service for our Members at Large will run from November through October (appointed during October business meeting, rotate out at the end of the next October business meeting).

July 1998

• 7/6/98 – To archive group history
• 7/7/98 – To register group with GSO
• 7/8/98 – Seventh tradition distribution
• 7/13/98 – To develop a website for the group
• 7/17/98 – To conduct business on a separate mail list
• 7/18/98 – To hold business meetings quarterly (in the months of January, April, July, October) using a 4-day format. No digest on business list.
• 7/19/98 – To use Esosoft as Listserver
• 7/23/98 – Adoption of Traditions in Cyberspace
• 7/27/98 – Trusted Servants positions will be filled by either volunteer or nominee. If more than one meets group guidelines, the position will be filled by election.
• 7/28/98 – Steering Committee: purpose and who serves.
• 7/29/98 – To hold periodic group inventory (how often still to be determined)

August 1998

• 8/3/98 – Adopted weekly meeting format
• 8/4/98 – Several general guidelines
  • Group Conscience Guidelines
  • Group Guidelines for Mail List Etiquette
  • Common Welfare Guidelines (disruptions procedure)
• 8/11/98 – Online Sponsor Statement
• 8/14/98 – Greeter letter; Birthday Listkeeper Service Responsibilities; Trusted Servants, terms of Service and Sobriety Requirements
• 8/17/98 – Archivist to develop service responsibilities after a trial period in this position
• 8/19/98 – Treasurer Service Responsibilities
• 8/20/98 – To use Esosoft WWW services for website. Only AA recovery links to be included
• 8/21/98 – Name of Group “Grateful Recovering Online Women (GROW)
• 8/22/98 – To pay Esosoft for 6 months service each pay period. To pay by check (cash) not credit card.
• 8/23/98 – To send new meeting announcement to appropriate sources; several service position responsibilities:
  • Welcomer Service Responsibilities
  • Chair Service Responsibilities
  • Greeter Service Responsibilities
  • GSR Service Responsibilities
  • Leader Listkeeper Service Responsibilities
  • OIAA Rep Service Responsibilities
  • Secretary Service Responsibilities
  • 12 Step Listkeeper Service Responsibilities
  • Sponsor Listkeeper Service Responsibilities
• 8/24/98 – Listkeeper Service Responsibilities; several “form” letters:
  • Pass-the-Basket Announcement
  • majordomo Letter – Main List
  • majordomo letter – Business List
  • Welcomer Letter
• 8/25/98 – Several items:
  • 12 Step Volunteer Letter
  • FYI Letter Format, to include list of current trusted servants, group addresses and web page information.
  • Secretary to serve as second signer on checking account in case of emergency
• 8/31/98 – All Group Conscience Decisions have a six month “no revisit.”

September 1998

• 9/2/98 – To have password-protected members-only web pages for member information not of general interest to the public.
• 9/3/98 – Only the approval address will be shown on the public pages of the website; reply to be set to sender of original mail
• 9/4/98 – First group inventory to be held in September, 1999 and at least every two years thereafter.
• 9/5/98 – First business meeting to be held in January, 1999.