Tag Archives: gc-0418

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.

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.
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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.

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.

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.

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.

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.

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.

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.

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.

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.

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.