0422 – Proposal 6: Website Position Descriptions

Proposal 6: GROW modifies the current web keeping-related trusted servant positions, eliminating the webkeeper backup position, adding a ‘Topic Archivist’ position, and establishing 5-year terms for the Website Administrator and Webkeeper positions. (See proposed Position Descriptions below.)

Recommended Language
Summary of Comments
Results of Voting

Rationale:

Since the current website administrator has been in her position, the webkeeper and webkeeper backup positions have not been filled at the same time.  In addition, the roles and responsibilities are not outlined correctly.

Our current Webkeeper Backup is really posting the weekly meeting topics and not maintaining any aspects of the website structure or design.  This position is necessary for the group and more accurately defined by the new position that is being proposed: Topic Archivist.  Posting the weekly meeting topics maintains an archive of topics that is available for all members to review.  Simplifying this position description will very likely result in more members being willing to volunteer for this position.

The Website Administrator and Webkeeper roles have been very hard to fill by volunteers and are key to maintaining the infrastructure for the group. The premise of this proposal is that by having these two positions with 5-year terms, we can a) better communicate our expectations to the members who fill these roles, b) ensure continuity of infrastructure for the group, and c) have more lead time to identify and train future volunteers.

We will discuss this proposal during the second 3-day session. Please send your comments to grow-business@oso-aa.org or to me privately before midnight (your time) on Thursday, April 7th.
Please remember to include the proposal number in the subject line of your message.

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The 3 positions are:

Website Administrator: Basically, our current web admin is doing both Web Administrator and Webkeeper jobs now. Main focus would be on keeping the plug-ins up-to-date, patched, maintaining security of the website, etc.

Webkeeper: Would manage the webpage structure (categories, menus, etc.), would make any adjustments to content based on group conscience decisions, and would maintain the business meeting content

Topic Archivist: Duties would be what our current webkeeper backup is doing now, posting the weekly topics to the webpage. The requirements for this position have been simplified.

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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.

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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.

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Webkeeper Backup Topic Archivist

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Summary of Comments

Six people commented on Proposal 6 which presented revised position descriptions for all of the website-related Trusted Servant positions. In addition, the proposal would abolish the position of Webkeeper Backup and create a new position of Topic Archivist. The comments supported the proposal; however, there were questions to which the Chair responded ‘publicly’ on the business list.

One commenter asked about the reasoning behind the proposed 5-year terms of office for the Website Administrator and Webkeeper. The proposal initially made both positions non-rotating; however, this was changed to five years to reflect AA’s principle of rotation. The 5-year term also recognizes the difficulty we’ve had in attracting volunteers.
Another commenter suggested that the Website Administrator’s position description should include a bullet authorizing her to use professional services to assist with website management. The Chair has added a bullet as suggested.

Finally, a commenter asked about the implications for getting volunteers of the language “should be familiar with WordPress and website management” in the Webkeeper’s position description. There is a clear but unavoidable tension between the need for volunteers and the skill levels necessary to perform the job.

In the third 3-day session, we will vote on Proposal 6.

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Results of Voting