2007 – Group Conscience Decisions

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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.”