Proposal 1: Website TS Job Descriptions
Updated Web Admin, Web-keeper and Backup Web-keeper Job Descriptions.
Discussion on Proposal 1
Joan. This email didn’t come thru properly. I’m not sure about three proposals.
However it is not physically possible to have served as webkeeper (non-rotating). And have a minimum two years sobriety / two years membershipShe would have to have been in grow at least four years to fill those requirements. The web-keeper has the same minimums.
It makes more sense to me to ask for a one year membership – with holding a service position to become familiar with how grow works. And a minimum 5 years sobriety for such technical positions.
Response: I agree to increase the sobriety and GROW membership requirements for the Web Admin position.
However, I think it is reasonable to have 4 years sobriety and 4 years of GROW membership for the Web Admin.
I am opposed to “5” because the Web-keeper upon completing their term would have 4 years of sobriety and 4 years of GROW membership … if we increase the sobriety and GROW membership in this position … we could possibly eliminate potential Trusted Servants for these positions. Just something to consider.
Are we going to state anywhere that to be the Web Admin, one should have experience with one of the other 2 web-keeper positions?
I am confused because I was on the website committee and I do not remember discussing these job descriptions at all.
For Web Admin: May we please have a description of what the “GROW server PLESK account” is, in Web Admin job description?
I support the Web Admin position description as far as I understand it.
For Web-keeper: Eliminate the highlighted bullet point about Archives. We let those go a long time ago.
Agree with the change to voting status.
Not sure why the proposal includes the part about membership dispute. This could go into the record but I don’t think it needs to be in the job description.
For Backup Web-keeper: Same remark regarding the membership dispute. Otherwise I agree with the description.
Thank you to those working on this project.
Could we have some idea from the committee how much time the Backup Webkeeper position takes each week? And how much training is involved? Since it remains open…
Response: PLESK is a web hosting platform with a control panel that allows the server administrator to perform tasks necessary for site maintenance ie. Backups, etc.
As the Web Admin I use this control panel to monitor site backups (which are on auto) set up an auto and any updates needed to the site ie. Plugins, Theme, WordPress. If need be if there are hosting issues I would work with our hosting service within this area to resolve. Sounds complicated however not so much.
I hope this explains it.
As part of the progression in these trusted servant positions … I would work with Allison in the second year to understand my position and as I rotate off, I would be available as on-going support much like we do with the Business Chair and Secretary positions.
Response: This proposal was submitted by me and is work in progress.
Unfortunately, life on life terms has played a big role in this hurried proposal … please accept my amends.
Allison and I had hoped only to refine the job descriptions that are currently posted on the site from the duties performed this past term and I, alone, inadvertently left the requirement of serving in the prior position … this was discussed in the website committee. Please accept my apologies.
I would like to amend my proposal to (1) add another line be added to the web-keeper job description that includes a requirement of serving a full term as backup web-keeper.
[Note that Allison was placed in the position of web-keeper at our last business meeting by group conscience and I moved to position of web-admin (a new position). Going forward I feel this requirement (full-term as backup web-keeper) would be important.]
Likewise, (2) add another line be added to the web-admin job description that includes a requirement of serving a full term as web-keeper.
For the same reasons as the web-keeper position.
There is an additional amendment to (3) move the line “Is second holder of the Treasurer’s passwords.” from the Backup Web-Keeper to Web-Keeper because of the sensitive nature and because the Backup Web-Keeper is the newbie position in this service-line opportunity.
As for discussions on the sobriety and membership requirements … I will comment separately.
I’m still a newbie in sobriety and to grow but I just thought I’d share on this one since I am a web designer and seo consultant.
I don’t know the background of our 400+ members but I would guess that most of them don’t have web keeping background. It’s not difficult work but you definitely need training because it’s possible to take down the website entirely with a simple update done incorrectly. The basics could easily be taught in a few sessions with whoever is running the site now so as long as the volunteers are computer savvy, I would say they could learn what they need to know without being a full blown web designer. WordPress is great for that.
I think it’s a nice idea to have two year terms for these positions. If the website has been built properly, there shouldn’t be a huge time commitment for these roles and this way, they have time to learn the skills, do the job and then pass on the skills to the next volunteer.
As for requirements for these positions, if it has been difficult to fill them (which it seems it has been?) maybe put in the description that full training would be given to the volunteer if they don’t have much web experience? Again, I don’t know who has been running the web so I don’t know if that’s available but it’s an idea since I’m sure the majority of people see that job title and automatically think ‘not for me’
I would lower the requirements for the web back up role. Maybe 1 year for both sobriety and grow membership just to be able to get newer people in who would maybe step up to web-keeper or admin after their back up term is complete.
Also, I’ve noticed that seo (search engine optimization) is not properly set up for the web so it’s not super easy to find it via a Google search. Maybe add that to the tasks for the positions?
Hopefully that was helpful, thank you ladies for all that you do!!!
Kathy, alcoholic. Sarah, I appreciate your expertise and willingness to share it. You will intuitively know when a big commitment is right for you. Very good that you are recognizing your limitations regarding when and how you use your gifts.
I too am eager to jump into service (not only to AA, but with support for STEM students, at my church, and with respect to climate change action, which was the technical focus of my career). I overcommitted throughout my career, but now in retirement and after a relapse, I am finally learning that too many commitments bring on anxiety, which is a trigger for me and so many of us. I now am taking a slower approach to why and how I commit to service. The challenge of altering and reprogramming my fundamental and life-long inclination to “save the world” by doing too much has been among the most difficult I have encountered, sober or actively in my addiction. I am grateful to the God of my understanding and to the wonderful program people in my life for the support I have had making these changes. These changes also are one day at a time.
The situation where a membership dispute created a problem in website management is extremely rare (only once to my knowledge). Personally, I don’t think it’s necessary to add this to the Web Admin position, as other unique situations might arise that call for a different action or response. The job descriptions can’t possibly address everything that might come up.If you feel the bullet is necessary, I would make it more general, for example …
“Where the Steering Committee takes an action that impacts how the GROW website is managed, the Web Administrator will work closely with the Business Meeting Chair to assure the action is implemented consistent with the Committee’s intent and the smooth operation of the site.”
I agree, it should be left out. We cannot possibly cover all situations that may arise. If something must be added I agree with Danna’s revised bullet below:
I just want to be sure I understand how the web positions are being structured. It appears that there is a “chain” here similar to the listkeeper job where the “back-up” (or alternate) is committing to more than one year of service. That is, the backup is signing up with the expectation that she will become webkeeper for two years and then web administrator for another two years. This means the back-up web-keeper would be making a six-year commitment to GROW.I don’t think that’s reasonable.
First, how many of us could make a commitment that extended over the next six years of our unpredictable lives? Second, it basically means that our members could only volunteer for the back-up job – that the web-keeper and web administrator jobs would be closed to volunteers. While I recognize that technical skills are limited, we can’t assume that new members will not have both the required sober time and the necessary skills to fill any one of those positions.
Am I misunderstanding the way the position descriptions are intertwined? If so, please explain how you envision this progression working. I just think a six-year commitment would discourage any of our members from volunteering as webkeeper backup. There must be a better way – maybe just one-year commitments for each position. I don’t have the answer, but I need to ask the question.
“Work closely with Steering Committee to ensure that pertinent group history is preserved and that archives are accessible to GROW members in keeping with the GROW Archives Guidelines.” Gigi suggests eliminating this bullet from the webkeeper job description.
Rather than eliminate it, I would reword it with something that reflects the fact that our website IS now our archives. Personally, I think it’s very important that the webkeeper is aware of and fulfills that important function. If we remove the bullet from the position description, we may be more likely to lose important documentation, especially for our business meetings and group conscience decisions.
I would, however, amend the reference to the Steering Committee to emphasize the Business Meeting Chair’s role in assuring meeting notes, group conscience decisions, etc. are recorded correctly on the website.
Also, I don’t see an “Archives Guidelines” on the website. That doesn’t mean it’s not there. I just couldn’t find it. If the Guidelines have been eliminated from the website, the reference to them should be removed. If they are still in effect, never mind.
I suggest the following changes to the bullet rather than eliminating it:
“Work closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the members’ section of the GROW website and that archivesd materials are accessible to GROW members in keeping with the GROW Archives Guidelines” [remove only if the Archives Guidelines are no longer on the website]
Response: Thank you for your comments.
The structure is similar to that of the listkeeper due to the nature of the position just as is the listkeeper’s position is.
The Backup Web-keeper with be giving small routine tasks (ie the weekly meeting posts) that would allow that trusted servant to understand the function of the website.
Then the transition to Web-keeper which would include other routine tasks (ie business meetings posts) within the same vain except would also get some exposure to administrative duties.
Then the transition to Web Admin which would have other routine tasks (updates and user / server functions) to perform and be available to help the Web-keeper and Backup Web-keeper because they were one. This way as Web Admin, the trusted servant would have the needed skills to help the Backup Web-keeper and Web-keeper.
The past Web Admin would roll off and be available to assist the current Web Admin as we do with the Business Chair, Secretary and Listkeeper positions.
6 years is a long commitment and I am all for changing each position to a year … making it a 3-year commitment ie Backup Web-keeper 1-year term, Web-keeper 1-year term and Web Admin 1-year term. The big key is rotation of service.
Each position as with all trusted servant positions can be a part of our recovery journey and working as a team can enhance that effort as we share our ESH with each other.
Danna you and I have and Allison and I have too. I treasure those opportunities while serving my group.
I disagree with the statement that “it basically means that our members could only volunteer for the back-up job – that the webkeeper and web administrator jobs would be closed to volunteers” … every position is open to the grow membership … these particular positions are progressive because it involves a learning curve using WordPress for particular functions. And by doing the progressive steps, the trusted servant would have the tools needed to be successful.
Hope that helps.
I like Tanya’s suggestion to require just one year in each position to require just a three year commitment. It seems less daunting to the volunteer.
After a number of terms, and in several years there won’t need to be a “ commitment for three years” We should have had some people who took the positions and retired and then can step back into them – once they have done the job. It’s only for the start up that we need the progression.
Thank you all for your thoughts here. Making these service posts 1 year commitments seems very wise.
Thank you all for this clarifying discussion. I think that in the long run having shorter terms of service will generate more, not fewer, volunteers.
Again, apologies for the lateness of my response. Looking into our Archives group conscience decisions on the old web site, there have been none since 2006. The “archives” mentioned were on Binhost, which has not been our server for quite a long time. It is correct that most of this information (see requirements below) is posted on our website, and of course we want our Web Admin and Steering Committee to work closely on keeping up with these. The suggested wording offered by Danna is accurate and up-to-date. It reflects our mandate to maintain certain records of our group on our website in a password-protected area. I for one would love to keep somewhere a listing of past TSs but that is probably not practical.
Archives maintained by the Archivist and posted in the password protected members’ only section of g-r-o-w.com will include:
- A history written by the founders of GROW.
- A listing of trusted servant job guidelines, and current trusted servants and terms.
Quarterly reports for the most recent 2 years from Treasurer, Listkeeper, Secretary, OIAA, GSR and Steering Committee Secretary. - All Group Conscience decisions
- Current letter and format templates used by or for Greeter-Welcomer, Listkeeper, email list provider, meeting format, 12 Step Chair, Topic Leader Chair, Sponsor Listkeeper, FYI, E-Mail Etiquette, etc.
- usiness meeting agendas and minutes for the most recent 2 years.
Results of Voting on Proposal 1
Voting: Twelve (12) participants in favor, and no one voted against Proposal 1.1. Therefore, Proposal 1 is adopted as a Group Conscience decision.
Group Conscience Decision:
The updated job descriptions are as follows:
Web Admin
- 1-year term
- 4 years of sobriety
- 4 years in GROW membership
- Served a full term as Web-keeper of the GROW website
- Member of Business List
- Voting member of the Steering Committee
- Maintain GROW Server PLESK account
- Maintain a periodic backup of the GROW database
- Maintain GROW website updates (WordPress, theme and plugins)
- Inform Steering Committee when updates are made to the website
- Consult with Steering Committee before making substantial design or content changes to GROW website
- Support Web-keeper and Backup Web-keeper on WordPress site issues
- Provide Web-keeper and Backup Web-keeper with all necessary information and passwords to access all web accounts and web server
- Provide the Web-keeper’s email address to the web hosting service and designate her as co-owner
- As owner of the g-r-o-w web account, help ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement
- Upon retirement, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service.
- Common duties and requirements to all Trusted Servant positions is described here.
Web-keeper
- 1-year term
- 2 years of sobriety
- 2 years in GROW membership
- Served a full-term as Backup Web-keeper
- Must be member of Business List
- Voting member of the Steering Committee
- Is second holder of the Treasurer’s passwords.
- Maintains public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and for the purpose of attracting new members. Information should include:
- Info about Alcoholics Anonymous
- Info about GROW
- Frequently Asked Questions
- Our Guiding Philosophy
- Guide for Email Etiquette
- Traditions in Cyberspace
- How to become a member
- Maintain a password protected private section on g-r-o-w.com to provide GROW members with information about GROW, including:
- List of trusted servants and job descriptions
- Info about how we conduct business
- Group conscience decisions
- Common Welfare Guidelines
- Important addresses
- Work closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the members’ section of the GROW website and that archived materialsare accessible to GROW
- Inform Steering Committee when updates are made to the website
- Consult with Steering Committee before making substantial design or content changes to GROW website
- Post all business meetings and keep updated throughout the business meeting
- Ensure that any material posted on g-r-o-w.com appropriately protects the anonymity of anyone mentioned
- Upon retirement, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service
- Common duties and requirements to all Trusted Servant positions is described here.
Backup Web-keeper
- 1-year term
- 1 year of sobriety
- 1 year in GROW membership
- Member of Business List
- Voting member of the Steering Committee.
- Maintains the Weekly Meeting Topics in the private section of g-r-o-w.com.
- Support Web-keeper in maintaining public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and to for the purpose of attracting new members:
- Info about AA
- Info about GROW
- FAQs
- Guideline for Email Etiquette
- Traditions in Cyberspace
- How to become a member
- Support the Web-keeper in maintaining a password-protected private section on g-r-o-w.comto provide GROW members with information about GROW, including:
- List of trusted servants and job descriptions
- Info about how we conduct business
- Group conscience decisions
- Common welfare guidelines
- Important addresses
- Common duties and requirements to all Trusted Servant positions is described here.