Category Archives: 2020 Business Meeting – October

2020 – Group Conscience Decisions

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2020 – Group Conscience Decisions

April 2020

  1. Edit Monthly Listkeeper Message and Greeter Letter #2 to address the problem of shares that bounce to the listkeepers because they are addressed to more recipients than GROW.  Further edit Greeter Letter #2 for clarity and brevity.

    Rationale: “Too many recipients” bounces require listkeepers to take several actions. Shares that bounce are delayed from reaching GROW. Some members do not resend, even after being notified by the listkeeper.

    For more information on this Group Conscience Decision, please refer to Proposal 4 from the April 2020 business meeting.

    Recommended Language:

    Monthly Listkeeper’s Message

    Important Addresses
    Listkeeper’s Address: grow-owner@oso-aa.org
    (Use this address to change your subscription, or to unsubscribe, resubscribe or ask questions about GROW-related email problems).

    Send shares to the List use this address: grow@oso-aa.org
    (Use this address for all your shares or posts of any sort to the regular list. Address your share to ONLY the grow@oso-aa.org address. If another address is included (even if in the ‘Cc or ‘Bcc field) the email will bounce).  The list is set up to accept messages that are addressed to Grow only. The individual(s) you send messages in addition to GROW will probably receive the message; however, the Grow list will not.
    NOTE: Please do not post subscription change requests to GROW because they are too easily overlooked.

    GROW Website:
    http://www.g-r-o-w.com
    To access the member’s section, you’ll need the following password:
    Password: sobertodayhow2484

    The GROW Website provides members with all of the information listed in this email, plus business meeting updates, and an archive section. Check the Website for what is happening in GROW.

    Personal Webpages
    Each member has a password protected personal webpage where she can make changes to her account, such as:
    -vacation (disable mail delivery)
    -unsubscribe
    -change her account from regular mail to digest or visa versa

    http://oso-aa.org/mailman/listinfo/grow_oso-aa.org
    If you lose your password, you can retrieve it here:
    http://oso-aa.org/mailman/options/grow_oso-aa.org

    Scroll down the page to the lower part, under the blue bar titled “Password Retrieval.” Click on “remind” and your password will immediately be sent to the email address you use for GROW.

    If you do not feel comfortable making your own changes, please address all such requests to the listkeeper’s email box, which is: grow-owner@oso-aa.org

    Greeter Letter #2

    Welcome to GROW! This is one of two emails you will receive from me with the information you need to start participating in our meeting right away. You might want to save these for future reference.

    Sharing with the Group

    Address your email to grow@oso-aa.organd your post will be sent to all members.

    • Do not add any other addresses to the email or it will bounce. This includes addresses in the ‘Cc or ‘Bcc address fields.

    Address your share to ONLY the grow@oso-aa.org address. If another address is included (even if in the ‘Cc or ‘Bcc field) the email will bounce).  The list is set up to accept messages that are addressed to Grow only. The individual(s) you send messages in addition to GROW will probably receive the message; however, the Grow list will not.

    Add grow@oso-aa.org to your Address Book to ensure GROW emails don’t go to your SPAM folder.

    Replying to a Post

    • Do not use the “Reply to All” option when you respond privately to another member’s post to GROW, as your personal message will also be directed to the GROW list and it will bounce to the Listkeepers.
    • For those using phones and tablets, be aware that the default reply option is often “Reply to All.” Please double-check.

    Email Volume
    The volume of mail through the GROW list can be overwhelming. If you experience this, you might find it very helpful to choose one or more of the following:

    • Create a separate email address to reduce the confusion of mixing GROW mail with your other email. Email the Listkeepers at grow-owner@oso-aa.orgwith your new address. As an FYI, AOL and Yahoo addresses have been problematic for some members with the GROW list.
    • If you use an existing email for GROW, you might create folders for your GROW email; filters can also be set up to direct GROW mail into the GROW folder.
    • Request the Digest Version (a file containing the day’s posts in a single email) by contacting the Listkeepers at grow-owner@oso-aa.org.

    Topics
    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.

    • Off topic posts should be appropriate for an AA meeting. Please note in your subject line if your share is Off topic (Off Topic: … )
    • On topic posts are your shares on the weekly meeting topic. Please note in your subject line if your share is On topic (On Topic: … )
    • Please do not type in all CAPS; this is considered to be yelling.

    Web Site and Password
    Visit the GROW web site for more information. The URL for GROW is: http://www.g-r-o-w.com. For the members only section you’ll need the password: sobertodayhow2484

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

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

    Again, welcome
    [ Greeter Name ]
    Grateful Recovering Online Women

  2. GROW adopts the following policy for addressing non-performance in a Trusted Servant position.

    Rationale:

    There have been several instances in the past where a Trusted Servant did not fulfill all the duties outlined in her position description.

    While this may have created problems, Trusted Servants who were aware of the problem did not have a formal process for bringing the problem to the attention of the Steering Committee, and their complaint was never raised. Therefore, no action was taken to correct the problem. In one instance, the issue was raised with some Trusted Servants, but there was no process for allowing the Trusted Servant to improve her performance or for making a decision on whether the Trusted Servant should be removed. This proposal provides a formal process that will make it easier to raise such problems to the Steering Committee, to allow the Trusted Servant to correct performance, and to remove the Trusted Servant if performance does not improve.

    For more information about this Group Conscience Decision, please refer to Proposal 6 from the April 2020 business meeting.

    Recommended Language: The following statement will be added as #9 to the Business Meeting Guidelines.

    When a Trusted Servant (TS-A) feels that another Trusted Servant (TS-B) is not meeting the requirements of her position description, TS-A will take her issues to the small Steering Committee (made up of the Business Chair, Secretary, and Listkeepers) for consideration. She should not engage with or confront TS-B. The small Steering Committee can choose to bring the issue to the full Steering Committee.

    The review of TS-B’s performance should be based only on the duties outlined in the position description. If it is found that the complaint is based on different personal working styles, preferences, or infrequent mistakes – and TS-B is otherwise meeting the requirements of her job description, the complaint will be dismissed without informing or involving TS-B. If it is established that one or more of the duties assigned to TS-B is not being met, the small Steering Committee will:

    1. Assure that TS-B is aware of and allowed to respond to the complaints and, if appropriate, to propose remedial actions to correct problems.
    2. If TS-B does not propose remedial actions, the small Steering Committee will establish appropriate remedial actions that TS-B can take to correct the problems;
    3. Establish a timeframe and deadline for remedial actions to be taken and documented;
    4. If the small Steering Committee has not already elevated the issue to the full Steering Committee, they will inform the larger Steering Committee of the findings, remedial actions, and timeframe;
    5. The full Steering Committee will decide whether TS-B can remain in the position or should be removed;
    6. If the Steering Committee decides that TS-B should be removed from the position, they will inform her in writing of their decision. The Secretary will deliver the documented decision to TS-B and call for volunteers to fill the position to the end of the current term.

    October 2020

    1. In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month, and the WLL will invite members to share on that Tradition.

      Rationale

      • Since we decided to devote the first meeting each month to the appropriate Step, posting and discussion of the Tradition has not happened. The tradition meeting has not been posted in over 6 months. It has been lost. When we discussed creating a Step meeting, there was a lot of discussion about whether it should be just the Step or the Step and Tradition. It was never the intent of the participants in the business meeting to drop the Traditions from our meetings.
      • Currently, these are the relevant bullets in the WLL job description:
      • Allocate the first meeting of each month to the corresponding Step by identifying the Step as the topic next to the date on the volunteer lead request message.
      • Post monthly Step and Tradition discussion topics to correspond with the month.
      • The existing bullet in the Weekly Leader Listkeeper’s job description is not clear and confuses the Step Meeting with the way it was done before that meeting was created. The recommended change clarifies GROW’s expectations for assuring the Tradition is highlighted each month.

      For more information about this Group Conscience Decision, please refer to Proposal 3 from the October 2020 business meeting.

      Recommended Language: Replace the existing bullet (“Post monthly Step and Tradition discussion topics to correspond with the month.”) with the following: “At the beginning and middle of each month, post the corresponding Tradition and invite members to share on that topic anytime during the month.”

    2. Add text of common duties as (shown at the end of this proposal) to the “New Trusted Servant Letter.”

      Rationale: There is no mention anywhere of the common duties that have developed from time and issues arising. Further, not all job descriptions contain a reference or link to the Common Duties. The welcome letter informs the new TS where they can find the job description, but unless they are curious and investigate the site, the common duties can be overlooked. I for one have found answers to many questions and a tried and true guideline in that piece of literature and would like to see it brought up to the awareness of the incoming Trusted Servant. It is as simple as adding it to the bottom of the letter already being sent out to new trusted servants.

      For more information about this Group Conscience Decision, please refer to Proposal 4 from the October 2020 business meeting.

      Recommended Language:

      Dear [ Name of New Trusted Servant ],

      Thank you for volunteering for the position of [ Trusted Servant Position ].

      You are replacing [name of past trusted servant] in this position. She will send you any up-to-date lists and/or letter templates you will need to fulfill your duties. She will also mentor you as you transition into your new job. Her email address is [email address of past trusted servant]. If you have not heard from her, we encourage you to contact her now.

      Please review your job description immediately. Each job description has been established by group conscience. If your job requires making periodic announcements to the group, please do so as outlined in your job description. Letters/announcements are also a matter of group conscience, developed to ensure a consistent message to all GROW members. Other than including your own name and contact information where appropriate, please do not change the text of the message.

      If you have not yet received information from the outgoing [ Trusted Servant Position ], you can access your job description and any letter templates needed for your job on the GROW website.

      Trusted Servant job descriptions are described here.
      List of Trusted Servant letter templates are here.

      Sometimes a job can feel a little scary. If you have *any* questions, please ask. Along with your mentor, the Steering Committee is here to answer questions and support you in your service to GROW. As GROW Secretary, I am the primary contact for trusted servants. You are also welcome to email any one of the Steering Committee members listed at the end of this email.

      If you find yourself unable to fulfill your obligations, temporarily or otherwise, please let me or another Steering Committee member know immediately. We will ensure that your tasks are carried out in your absence.

      Again, thank you for your service to GROW. Service work is important to individual recovery, and it is essential to the well-being of our group. We hope you find serving GROW to be a rewarding experience.

      Trusted Servant Common Duties

      The following describes duties that are common expectations for all Trusted Servants.

      • Must be a member of Business List
      • Smooth and uninterrupted volunteer service to GROW depends upon your ability to carry out your commitments. If a Trusted Servant finds that she cannot meet all the duties listed in her Job Description, she will inform the Secretary and/or Business Meeting Chair that she is unable to fulfill her responsibilities. Working with the Trusted Servant and the Steering Committee, the Secretary and/or Business Chair will then seek alternatives for assuring all duties are covered (including securing a temporary back-up or advertising the position on the main list). If a member of the Steering Committee is concerned that not all items in a job description are being met, she may bring her concern to Secretary and/or Business Meeting Chair, who will work with the Trusted Servant to assure their duties are covered.
      • 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.
      • Provide successor with all necessary information, including job guidelines and letter templates, and serve as a mentor for a period of time to ensure continuity of service.
      • Be able to cut, copy, paste, and save to a folder.

    3. Expand GROW’s statements about using URLs in message to allow links to AA meetings on Zoom.

      Rationale: With the pandemic, AA zoom meetings are taking place all over the world. They have quickly become an essential tool for many in recovery. Because our ESH is vital to AA meetings and our sobriety, sharing the Zoom ID and password (or the URL link) would be appropriate in these uncertain times.

      For more information about this Group Conscience Decision, please refer to Proposal 5 from the October 2020 business meeting.

      Recommended language:
      In Weekly Format Letter, “Topic for the week” section:
      [ Introduce the Topic of the Week – Remember that we do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom. ]

      In GROW Mail List Guidelines (5th bullet):
      We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom.

    4. Change the reference to “URLs” in the Weekly Lead Format letter and the GROW Mail List Guidelines to “links.”

      Rationale:

      In discussing whether to allow links to AA meetings on Zoom, participants talked about the security issues that GROW members have experienced in the past when messages contained links to websites outside GROW or AA. To address that, in April 2019, the business meeting approved a Group Conscience decision to add a statement about not using URLs in the Topic section of the Weekly Lead Format letter and in the GROW Mail List Guidelines. The prohibition on URLs did not include the GROW website or AA websites.

      Our current discussion highlighted the point that the risk to GROW members does not result from the use of URLs in messages but from links based on those URLs. A member can type in a URL without linking to the questionable source. Then members can simply copy and paste the URL into their web browser without exposing the mailing list to viruses or malware.

      This proposal addresses the distinction between using URLs alone and creating links from those URLs to an outside source.

      For more information about this Group Conscience Decision, please refer to Proposal 6 from the October 2020 business meeting.

      Recommended Language:

      In the Topic section of the Weekly Lead Format letter, change “URLs” to “links” and include examples to help weekly leaders understand the difference.
      “[Introduce the Topic of the Week – Remember that we do not include  links to sites outside GROW except links to the AA, Grapevine, and GROW websites.]

      You may include URLs (e.g., http://www.g-r-o-w.com – no link – or http://www.aa.org/ – linked), but do not create the link that would automatically take the reader to that URL address. Some programs automatically create links when a URL is entered, so you will need to remove the link. If you need help with this, please contact a GROW Trusted Servant.”

      In the fifth bullet of the GROW Mail List Guidelines, change “URLs” to “links” and add a brief message about how to get help if you do not know how to prevent automatic links.
      “We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include  links to sites outside GROW except links to the AA, Grapevine, and GROW websites. You can use URLs (e.g., http://www.aa.org/), but do not create a link that would automatically take the reader to that URL address. Some programs create links automatically, so if you need help with this, please contact a GROW Trusted Servant.”

1020 – Summary of the last 3-day session

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Results of Voting on Proposal 6 (change “URLs” to “links”)
Ten people voted on Proposal 6.5, all of them supporting the proposal. The vote was unanimous.
Therefore, Proposal 6 is adopted as a Group Conscience decision.

Group Conscience decision:
Change the reference to “URLs” in the Weekly Lead Format letter and the GROW Mail List Guidelines to “links.”

Results of Voting on Proposal 7 (Webkeeper Exemption)
Twelve people voted on Proposal 7, all of them supporting the proposal. The vote was unanimous.
Therefore, Proposal 7 is adopted as a Group Conscience decision.

Group Conscience decision: For the Webkeeper position, approve in advance a one-time exemption from the requirement for having served a full term as Webkeeper Backup when a volunteer meets all other requirements for the position.

Summary of Discussions on Proposal 5 (links to AA meetings on Zoom)

In addition to comments made during the third 3-day session, seven (7) participants commented during our second three days on Proposal 5 that would allow links to AA meetings on Zoom. One member suggested forming an Ad Hoc group that might post Off Topic messages about Zoom meetings to get a sense of how members would respond or to act as an example to members of how to do it. A few members supported this suggestion; however, no proposal was offered to establish such a group. Certainly, participants in this business meeting are encouraged to share Zoom meetings (meeting name, ID, password) as off topic messages at any time.

One participant asked if GROW members have asked for this information and observed it was more likely that GROW members want to share the information on groups they like – recommend them to GROW members. She pointed out that OIAA has a huge directory of online meetings and that OIAA invests a huge effort in keeping that listing updated. She suggested that there may not be a need for GROW to duplicate the information available elsewhere but that we might refer members to the OIAA listing or other sources. She did not think a new webpage was needed since there are already pages that offer information and “who to contact” help in both the members’ section and the About AA page in the public area. She also suggested that our 12th Step Volunteers might be a valuable resource of this information for those who share about wanting info on Zoom AA meetings.

Another participant suggested that a short and simple monthly reminder might been good to remind our members that they can share information about AA meetings on Zoom and what form that information should take.

There seemed to be general agreement that we should postpone posting the information on the website at this time. Several felt that we may know more in April 2021 about our members’ needs and whether to post this information on our website.

There was not a general consensus about whether the FYI Letter is a proper vehicle for letting members know they can post Off Topic messages referring AA meetings on Zoom by presenting the group name and the Zoom ID and password. Several members felt the FYI Letter was not the appropriate place. However, there did seem to be a consensus that Off Topic posts about AA meetings on Zoom are acceptable.

In order to bring this proposal to a vote, it should be revised to reflect all comments. Our Business Meeting Guidelines state that “If any item on the agenda has not reached a 2/3 majority vote by the 17th day of the business meeting, the item is tabled and held over to the next scheduled business meeting.” There is not enough time left in this meeting to complete the process (of discussing a revised proposal, voting on it, entertaining a Minority Opinion, holding a re-vote, and finalizing the Group Conscience) before or on the 17th day of our meeting.

Therefore, the Chair will table this proposal and hold it for consideration in the April 2021 business meeting.

In the meeting summary that goes to the GROW mail list and in a separate message, the Chair will highlight our consensus that members should be able to post their recommendations for AA meetings on Zoom, emphasizing that links are prohibited but that posting the name of the meeting and the ID and password are acceptable.

This was the fifth and last 3-day session of our business meeting. Thank you all for participating in our October 2020 business meeting. YOU have made it a productive smooth-running meeting! Your comments were insightful and very helpful for our decision-making.

1020 – Minutes of fourth 3-day session

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Results of Voting for Proposal 3 (Tradition Meeting)

Fifteen (15) participants voted on Proposal 3.3 which calls for the Weekly Leader Listkeeper to post the corresponding Tradition for the month at the beginning and in the middle of each month, inviting members to share on the Tradition anytime during the month.

The vote was unanimous in favor of the change. Therefore, the proposal is approved and adopted as a Group Conscience decision.

Group Conscience decision:
In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month, and the WLL will invite members to share on that Tradition.

Results of Voting on Proposal 4 (Trusted Servant Common Duties)

Fourteen (14) participants voted on Proposal 4.3 which would add the Trusted Servant Common Duties to the end of the existing “New Trusted Servant Letter.”

The vote was unanimous in support of the proposal. Therefore, it is approved and adopted as a Group Conscience decision.

Group Conscience:

Add the Common Duties of Trusted Servants to the bottom of the “New Trusted Servant Letter.”

Summary of Discussions on Proposal 5 (links to AA meetings on Zoom)

There were many comments on this proposal covering a wide range of related topics. There were a few areas where participants agreed. There were also areas where comments may have been similar, but they did not represent general agreement. Rather, they suggested things where further discussion is needed.

Areas of agreement:

Zoom meetings are an important part of sobriety, especially during the pandemic. Participants were unanimous that AA meetings on Zoom are a valuable tool for sobriety and that referrals to specific AA meetings on Zoom are appropriate information to include in GROW messages.

Links should not be included in GROW messages. After a member’s report of being hacked on two occasions when non-approved links were contained in a message to GROW and a former Listkeeper’s report of the additional workload she had when several members e-mail accounts were hacked, participants agreed that we should not allow links to AA meetings on Zoom.

It was also pointed out that the existing language used in the Weekly Lead Format and the GROW Mail List Guidelines incorrectly refers to URLs, while it is really the links that create the security problem. Therefore, the Chair will submit a new proposal to amend existing language in the Weekly Lead Format and GROW Mail List Guidelines to replace “œURL” with “œlink”.

Referrals to Zoom meetings should not contain links but should instead refer to the Zoom meeting name, ID, and Password. GROW members can find specific AA Zoom meeting with this information, and a link to the specific meeting is not necessary. They can find further information on AA meetings on Zoom through a web search or through the OIAA website.

Areas where more discussion is needed:

  • Should GROW supply information on AA meetings on Zoom or leave it to individual members to give their recommendations?
  • What information does GROW want to distribute to its members?
    If GROW lists AA meetings on Zoom as a service to our members, is it endorsing one meeting above another?
  • How would GROW inform its members of information about AA meetings on Zoom?
  • If it is posted on our website or sent out in a monthly message to GROW, who would be responsible for maintaining accurate and timely  information?
  • Is the FYI letter the appropriate way to get this information to GROW members?
  • Is the GROW website the appropriate place to make the information available?

Because more discussion is needed before we can vote on this proposal, the Chair extended discussion through the fourth 3-day session.

Call for discussion of Job Descriptions for Trusted Servant supporting the GROW website
At the beginning of this 3-day session, the Chair called for a discussion about the job descriptions of the Trusted Servants supporting GROW’s website. Because the Webkeeper Backup position has been vacant since the new website was launched and because the Webkeeper position has a requirement for one full term as Webkeeper Backup, it became apparent that no one could qualify for that important position until October 2021. The Chair asked participants to comment on how to handle that issue or any other issues with the three job descriptions that might need to be changed.

Only one participant commented on the issues related to the Trusted Servant positions. The comment addressed the Webkeeper position and the requirement for one year’s experience as Webkeeper Backup and suggested that an exemption from this requirement could be granted if and when a volunteer steps forward. In the fifth 3-day session, the Chair will present a proposal to grant such an exemption if and when a voluteer steps forward if the Secretary determines that she meets all other requirements in the job description.

We will delay further discussions about the TS job descriptions until the April 2021 business meeting.

Call for Discussion of New Proposals
The Chair presented two new proposals for discussion in this 3-day session. Both proposals result from our discussions of whether to allow links to AA meetings on Zoom and how to resolve a requirement for the Webkeeper position.

Proposal 6: Change the references to €œURLs€ in the Weekly Lead Format letter and the GROW Mail List Guidelines to €œlinks,” adding an explanation for members that may not understand the difference. 

Recommended Language:
In the Topic section of the Weekly Lead Format letter, change €œURLs€ to €œlinks€ and include examples to help weekly leaders understand the difference.

[ Introduce the Topic of the Week €“ Remember that we do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites. ]

You may include URLs (e.g., http://www.g-r-o-w.com – no link – or http://www.aa.org/ – linked), but do not create the link that would automatically take the reader to that URL address. Some programs automatically create links when a URL is entered, so you will need to remove the link. If you need help with this, please contact a GROW Trusted Servant.

In the fifth bullet of the GROW Mail List Guidelines, change €œURLs€ to €œlinks€ and add a brief message about how to get help if you do not know how to prevent automatic links.

  • We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites. You can use URLs (e.g., http://www.aa.org/), but do not create a link that would automatically take the reader to that URL address. Some programs create links automatically, so if you need help with this, please contact a GROW Trusted Servant.

Rationale: In discussing whether to allow links to AA meetings on Zoom, participants talked about the security issues that GROW members have experienced in the past when messages contained links to websites outside GROW or AA. To address that, in April 2019, the business meeting approved a Group Conscience decision to add a statement about not using URLs in the Topic section of the Weekly Lead Format letter and in the GROW Mail List Guidelines. The prohibition on URLs did not include the GROW website or AA websites.

Our current discussion highlighted the point that the risk to GROW members does not result from the use of URLs in messages but from links based on those URLs. A member can type in a URL without linking to the questionable source. Then members can simply copy and paste the URL into their web browser without exposing the mailing list to viruses or malware. This proposal also highlights the difference between using URLs alone and creating links from those URLs to an outside source for GROW members that may not understand the technical aspects.

Proposal 7: For the Webkeeper position, approve in advance a one-time exemption from the requirement for having served a full term as Webkeeper Backup when a volunteer meets all other requirements for the position.

Rationale: At this time, the Webkeeper position is vacant. To fill the position, a volunteer is required to have two years of sobriety, two years as a member of GROW, and to have served a full term as Webkeeper Backup. From the time the new website was launched until October 1, 2020, the position of Webkeeper Backup was vacant. Therefore, no one could qualify for the Webkeeper position.

This proposal allows the Secretary to apply an exemption, without having to seek approval from the Steering Committee, from the requirement for having served as Webkeeper Backup for the volunteer who steps forward to take the Webkeeper position and who meets all other requirements of the position.

1020 – Proposal 7: Webkeeper Exemption

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Proposal 7: For the Webkeeper position, approve in advance a one-time exemption from the requirement for having served a full term as Webkeeper Backup when a volunteer meets all other requirements for the position.

Rationale:

At this time, the Webkeeper position is vacant. To fill the position, a volunteer is required to have two years of sobriety, two years as a member of GROW, and to have served a full term as Webkeeper Backup. From the time the new website was launched until October 1, 2020, the position of Webkeeper Backup was vacant. Therefore, no one could qualify for the Webkeeper position.

This proposal allows the Secretary to apply an exemption, without having to seek approval from the Steering Committee, from the requirement for having served as Webkeeper Backup for the volunteer who steps forward to take the Webkeeper position and who meets all other requirements of the position.

Summary of Discussion

Six (6) participants commented on the proposal, generally supporting the proposal. One participant would extend the exemption to all GROW service positions, stating that the Secretary should have discretion when volunteers do not meet all requirements for a position. Another participant asked about the Steering Committee’s involvement in granting an exemption. The Chair pointed out that since this one-time-only exemption was being considered during a business meeting, our Steering Committee is involved in the decision-making.

Voting Results

Twelve people voted, all of them supporting the proposal. The vote was unanimous.

Therefore, Proposal 7 is adopted as a Group Conscience decision

Group Conscience decision

For the Webkeeper position, approve in advance a one-time exemption from the requirement for having served a full term as Webkeeper Backup when a volunteer meets all other requirements for the position.

1020 – Proposal 6: Change URLs to Links

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Proposal 6: Change the reference to “URLs” in the Weekly Lead Format letter and the GROW Mail List Guidelines to “links.”

Recommended Language:
In the Topic section of the Weekly Lead Format letter, change “URLs” to “links” and include examples to help weekly leaders understand the difference.

[Introduce the Topic of the Week – Remember that we do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites.]

You may include URLs (e.g., http://www.g-r-o-w.com – no link – or http://www.aa.org/ – linked), but do not create the link that would automatically take the reader to that URL address. Some programs automatically create links when a URL is entered, so you will need to remove the link. If you need help with this, please contact a GROW Trusted Servant.

In the fifth bullet of the GROW Mail List Guidelines, change “URLs” to “links” and add a brief
message about how to get help if you do not know how to prevent automatic links.

We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites. You can use URLs (e.g., http://www.aa.org/), but do not create a link that would automatically take the reader to that URL address. Some programs create links automatically, so if you need help with this, please contact a GROW Trusted Servant.

Rationale:

In discussing whether to allow links to AA meetings on Zoom, participants talked about the security issues that GROW members have experienced in the past when messages contained links to websites outside GROW or AA. To address that, in April 2019, the business meeting approved a Group Conscience decision to add a statement about not using URLs in the Topic section of the Weekly Lead Format letter and in the GROW Mail List Guidelines. The prohibition on URLs did not include the GROW website or AA websites.

Our current discussion highlighted the point that the risk to GROW members does not result from the use of URLs in messages but from links based on those URLs. A member can type in a URL without linking to the questionable source. Then members can simply copy and paste the URL into their web browser without exposing the mailing list to viruses or malware.

This proposal addresses the distinction between using URLs alone and creating links from those URLs to an outside source.

Summary of Discussion

There were no substantive comments on this proposal, although several participants voiced their support for it.

Voting Results

Ten people voted on Proposal 6.5, all of them supporting the proposal. The vote was unanimous.

Therefore, Proposal 6.5 is adopted as a Group Conscience decision

Group Conscience Decision

Change the reference to “URLs” in the Weekly Lead Format letter and the GROW Mail List Guidelines to “links.”

Recommended Language:

In the Topic section of the Weekly Lead Format letter, change “URLs” to “links” and include examples to help weekly leaders understand the difference.

  • [Introduce the Topic of the Week – Remember that we do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites.]
    You may include URLs (e.g., http://www.g-r-o-w.com – no link – or http://www.aa.org/ – linked), but do not create the link that would automatically take the reader to that URL address. Some programs automatically create links when a URL is entered, so you will need to remove the link. If you need help with this, please contact a GROW Trusted Servant.
  • In the fifth bullet of the GROW Mail List Guidelines, change “URLs” to “links” and add a brief message about how to get help if you do not know how to prevent automatic links.
    We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs links to sites outside GROW except links to the AA, Grapevine, and GROW websites. You can use URLs (e.g., http://www.aa.org/), but do not create a link that would automatically take the reader to that URL address. Some programs create links automatically, so if you need help with this, please contact a GROW Trusted Servant.

1020 – Minutes of the third 3-day Session

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Minutes for Third 3-day Session

During the third 3-day session, the Chair presented the results of voting on two proposals and summarized discussions and called for votes on two proposals, and presented a new proposal for discussion.

RESULTS OF VOTING

Proposal 1: Reduce the membership requirement for Webkeeper Back-up from 1 year to 6 months.

Nineteen (19) participants voted on Proposal 1.2, which would change the membership requirement for the Webkeeper Backup from one year to six months. Twelve (12) participants voted “I disagree” (63%) on the proposal, and seven (7) voted “I agree. (37%) ” Therefore, Proposal 1 did not meet the requirement for a 2/3 majority. In the absence of a 2/3 majority, this proposal will be set aside and cannot be raised again for a year.

Proposal 2: Modify the job descriptions for the Greeter and Listkeeper trusted servant positions to stress the importance of timely processing of requests for membership in GROW.

This Proposal was tabled in our April 2020 meeting because the process could not be finished before the business meeting closed. The April proposal was amended to address Listkeeper as well as the Greeter position.

Eighteen (18) participants voted on Proposal 2. Sixteen (16) participants voted “I agree” on the proposal, and two (2) voted “I disagree,” meeting the requirement for a 2/3 majority. Those who voted “I disagree” have been invited to submit a Minority Opinion. If anyone changes their vote from “I agree” to “I disagree,” the Chair will call for a re-vote on the proposal. If there is no Minority Opinion or no one changes their vote as a result, the Proposal will be accepted as a Group Conscience decision.

Summary of Discussions in the third 3-day Session

Proposal 3: In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month, and the WLL will invite members to share on that Tradition. Five participants made substantive comments on the proposal, all of them supporting the changes to change Weekly Leader Listkeeper’s job description. During the third 3-day session, we will vote on this proposal.

Proposal 4: Add the Common Duties of Trusted Servants to the bottom of the “New Trusted Servant Letter.” Six (6) participants made substantive comments, all of them supporting the including the text of “Trusted Servant Common Duties” in the New Trusted Servant Letter without modification. We will vote on the proposal during the fourth 3-day session.

New Proposal to be Discussed in the fourth 3-day Session

Proposal 5: Change language about not using URLs in messages to allow links/ID’s to AA Zoom meetings.

Recommended language:

In Weekly Format Letter, “Topic for the week:” section:

[ Introduce the Topic of the Week – Remember that we do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom. ]

In GROW Mail List Guidelines (5th bullet):

We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom.

Rationale: With the pandemic, AA zoom meetings are taking place all over the world. They have quickly become an essential tool for many in recovery. Because our ESH is vital to AA meetings and our sobriety, sharing the Zoom ID and password (or the URL link) would be appropriate in these uncertain times.

1020 – Minutes for 1st & 2nd 3-day sessions

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Minutes for 1st and 2nd 3-day Sessions

Introductory business meeting materials were presented. These included reports from our Secretary, Treasurer, Listkeepers, outgoing Business Meeting Chair, and OIAA Representative. Reports from the GSR and Grapevine Rep have not been submitted at this time. Two proposals were presented for discussion in the first 3-day session, and two additional proposals were presented for discussion in the second 3-day session.

Proposal 1: Reduce the membership requirement for Webkeeper Backup from 1 year to 6 months.

Recruitment for Trusted Servants was conducted through the month of September. Since the position was established in April 2019 when the new GROW website became active, no volunteers had surfaced for the Webkeeper Backup position, and it has remained vacant.

One volunteer offered to take the Webkeeper Backup position for the term from October 2020 to October 2021. While the volunteer more than met the requirement for one year of sobriety, she did not meet the requirement for one year of membership in GROW. This proposal would allow her to serve as Webkeeper Backup by changing the membership requirement from one year to six months.

Fourteen participants made substantive comments on the proposal. Most, but not all, of the comments indicated a preference to leave the requirement as is at one year. The Website Administrator suggested that, while the current requirement should not be changed, it might be possible to make an exception given the volunteer’s length of sobriety and willingness to serve. Several participants agreed with this suggestion. We postponed further discussion of this issue.

The Secretary learned shortly before our business meeting that another GROW member had expressed interest in the Webkeeper Backup position. She is a long-standing member of GROW and meets both the membership and sobriety requirements. While she had initially agreed to take the Webkeeper position, she was not confident that she had the skill level necessary for our Webkeeper. She has since agreed to take the Webkeeper Backup position, leaving the Webkeeper position vacant at this time.

Nineteen (19) participants voted on Proposal 1.2. Twelve (12) participants voted “I disagree” (63%) on the proposal, and seven (7) voted “I agree. (37%) ” Therefore, Proposal 1 did not meet the requirement for a 2/3 majority.

In the absence of a 2/3 majority, this proposal will be set aside and cannot be raised again for a year. The Chair will, however, open a discussion of the website-related job descriptions.

Proposal 2: Modify the job descriptions for the Greeter and Listkeeper trusted servant positions to stress the importance of timely processing of requests for membership in GROW.

Our group receives many inquiries and requests for membership from women who are struggling and want help to stop drinking or stay stopped. Our Listkeepers and Greeters are the first point of contact for these potential new members. If approved, this proposal would

change “daily” to “several times a day” and assure more timely processing of requests from new members.

Eight participants made substantive comments on the proposal, all of them supporting changes to the Greeter and Listkeeper job descriptions to make clear GROW’s expectation that these Trusted Servants will check their e-mails several times a day (rather than daily).

Participants voted on this proposal during the second 3-day session. Eighteen (18) participants voted on the proposal. Sixteen (16) participants voted “I agree” on the proposal, and two (2) voted “I disagree.” Therefore, Proposal 2.2 met the requirement for a 2/3 majority vote approving the proposal.

Before it can be accepted as a Group Conscience decision, participants who voted “I disagree” will have the opportunity to present a Minority Opinion. If anyone changes their vote as a result, the Chair will call for a re-vote. If no minority opinion is submitted and no one changes their vote, the proposal will be accepted as a Group Conscience decision.

Proposal 3: In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month, and the WLL will invite members to share on that Tradition.

Since we decided to devote the first meeting each month to the appropriate Step in April 2019, posting and discussion of the Tradition has been lost. When we discussed creating a Step meeting, there was a lot of discussion about whether it should be just the Step or the Step and Tradition. It was never the intent of the participants in the business meeting to drop the Traditions from our meetings.

When the monthly Step was approved, a bullet was added to the job description. The existing bullet, however, was never changed to address the Tradition meeting separately. This proposal will correct that oversight and make clear GROW’s commitment to AA’s Traditions.

Five participants made substantive comments on the proposal, all of them supporting changes to change Weekly Leader Listkeeper’s job description to send out a “Tradition meeting” message twice a month that invites members to share on the appropriate AA Tradition throughout the month.

Participants will vote on this proposal during the third 3-day session.

Proposal 4: Add the Common Duties of Trusted Servants to the bottom of the “New Trusted Servant Letter.”

When GROW established the first Trusted Servant positions, we developed a set of “Common Duties” that would apply to all positions. However, today, not all job descriptions contain a reference or link to the Common Duties. While the introduction letter for new Trusted Servants contains a link to the Common Duties, they can easily be overlooked. Adding the text of the Trusted Servant Common Duties to the introduction letter that every Trusted Servant already receives when they move into a position will highlight those functions to which GROW expects all Trusted Servants to adhere.

Six (6) participants made substantive comments on the proposal to include the text of “Trusted Servant Common Duties” in the New Trusted Servant Letter. All of the comments supported the proposal without modification or edits.

Participants will vote on this proposal during the third 3-day session.

1020 – Proposal 5: Links to Zoom

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Proposal 5: Change language about not using URLs in messages to allow links/ID’s to AA Zoom meetings.

Recommended language:

In Weekly Format Letter, “Topic for the week” section:
[ Introduce the Topic of the Week – Remember that we do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom. ]

In GROW Mail List Guidelines (5th bullet):
We do not send attachments, chain letters, solicitations, virus alerts or announcements of non A.A. functions. We do not include URLs to sites outside GROW except links to the AA, Grapevine, and GROW websites, and AA meetings on Zoom.

Rationale

With the pandemic, AA zoom meetings are taking place all over the world. They have quickly become an essential tool for many in recovery. Because our ESH is vital to AA meetings and our sobriety, sharing the Zoom ID and password (or the URL link) would be appropriate in these uncertain times.

Summary of Discussions

There were many comments on this proposal covering a wide range of related topics. There were a few areas where participants agreed. There were also areas where comments may have been similar, but they did not represent general agreement. Rather, they suggested things where further discussion is needed.

Areas of agreement:
Zoom meetings are an important part of sobriety, especially during the pandemic. Participants were unanimous that AA meetings on Zoom are a valuable tool for sobriety and that referrals to specific AA meetings on Zoom are appropriate information to include in GROW messages.

Links should not be included in GROW messages. One member reported experiences with her e-mail being hacked and created serious problems. One of our listkeepers also shared her experience in helping members whose e-mails were hacked and the additional workload the hacks created for her. It was also pointed out that the language used in the Weekly Lead Format and the GROW Mail List Guidelines refers to URLs, which are not the security problem. The problem is links that may import viruses or malware into our personal e-mail programs. Therefore, the chair proposes to revise Proposal 3.4 to address “links” rather than “URLs” and will submit a new proposal to amend existing language in the Weekly Lead Format and GROW Mail List Guidelines to replace “URL” with “link.”

Referrals to Zoom meetings should not contain links but should instead refer to the Zoom meeting name, ID, and Password. GROW members can find specific AA Zoom meeting with this information, and a link to the specific meeting is not necessary. They can find further information on AA meetings on Zoom through a web search or through the OIAA website.

Areas where more discussion is needed:

Should GROW supply information on AA meetings on Zoom or leave it to individual members to give their recommendations? One member pointed out that only one Zoom meeting had been presented to GROW in a member’s message. Other members seemed to suggest that GROW should provide a central information point for this information. One member suggested that GROW create a webpage with information on AA meetings on Zoom.

What information does GROW want to distribute to its members? GROW could send different kinds of information for AA meetings on Zoom: referrals to specific meetings, the OIAA webpage with a partial listing, or searches on Zoom (I tried this with no success). Some participants have pointed out that it is easy to find this information through web searches or OIAA, arguing that there is no need for GROW to take this on.

Another thing to consider: If GROW lists AA meetings on Zoom as a service to our members, is it endorsing one meeting above another? Would we be communicating an implicit preference as a group (as opposed to a personal referral by a GROW member)? One participant mentioned that she feared that GROW providing the information could become almost an infomercial. This is something we should consider.

How would GROW inform its members of information about AA meetings on Zoom? The mechanisms that participants discussed included individual GROW members’ messages, the FYI letter, and a possible webpage. If we rely on GROW members’ referrals, the larger group would not be responsible for the accuracy or timeliness of the information. If we were to insert the information in the FYI letter or create a webpage, several issues should be decided:

Who would be responsible for the information? We know that at least one AA meeting on Zoom will continue beyond the pandemic. But if other meetings are discontinued or their schedules change, who in GROW would be responsible for making sure they are removed or updated? How can we assure that the information is kept up-to-date?

Is the FYI letter the appropriate way to get this information to GROW members? This is personal opinion: We already include a lot of information in the FYI Letter that goes out at the beginning of the month. Based on my own behavior, I don’t think members who’ve been with GROW over a few months will read the whole letter, if any of it. Members like me would never see it. Personally, I think it is better to send the info out separately in a short message that members will pay attention to. The question becomes the source of the information. What meetings will be included? Who is responsible for identifying appropriate meetings?

Is the GROW website the appropriate place to make the information available? The website seems to be a natural place to house the information on AA meetings on Zoom. Several questions follow. Would this be in the private members area or on the public side of the website? Who is responsible for identifying the AA meetings we want to list? What would be the process for listing specific meetings? Should there be a Trusted Servant responsible for assuring the accuracy and timeliness of the information?

The Chair recommends that we revise Proposal 5.4 after we have resolved issues on which comments did not reveal a consensus. The Chair will present a new proposal to one area where there was clear consensus: changing references to “URLs” to “links” in the Weekly Lead Format and the GROW Mail List Guidelines. (Summary of Discussions follows these talking points.)

We will have another three days to discuss these points:

  1. Should GROW supply information on AA meetings on Zoom or leave it to individual members to give their recommendations?
  2. What information does GROW want to distribute to its members?
  3. How would GROW inform its members of information about AA meetings on Zoom?
  4. Who would be responsible for the information?
  5. Is the FYI letter the appropriate way to get this information to GROW members?
  6. Is the GROW website the appropriate place to make the information available?

1020 – Proposal 4: TS Common Duties

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Proposal 4: Common Duties of Trusted Servants

Add text of common duties as (shown at the end of this proposal) to the “New Trusted Servant Letter.”

Rationale

There is no mention anywhere of the common duties that have developed from time and issues arising. Further, not all job descriptions contain a reference or link to the Common Duties. The welcome letter informs the new TS where they can find the job description, but unless they are curious and investigate the site, the common duties can be overlooked. I for one have found answers to many questions and a tried and true guideline in that piece of literature and would like to see it brought up to the awareness of the incoming Trusted Servant. It is as simple as adding it to the bottom of the letter already being sent out to new trusted servants.

New Trusted Servant Letter as amended (see bottom for new language shown in red):

Dear [ Name of New Trusted Servant ],

Thank you for volunteering for the position of [ Trusted Servant Position ].

You are replacing [name of past trusted servant] in this position. She will send you any up-to-date lists and/or letter templates you will need to fulfill your duties. She will also mentor you as you transition into your new job. Her email address is [email address of past trusted servant]. If you have not heard from her, we encourage you to contact her now.

Please review your job description immediately. Each job description has been established by group conscience. If your job requires making periodic announcements to the group, please do so as outlined in your job description. Letters/announcements are also a matter of group conscience, developed to ensure a consistent message to all GROW members. Other than including your own name and contact information where appropriate, please do not change the text of the message.

If you have not yet received information from the outgoing [ Trusted Servant Position ], you can access your job description and any letter templates needed for your job on the GROW website.

Trusted Servant job descriptions are described here.

List of Trusted Servant letter templates are here.

Sometimes a job can feel a little scary. If you have *any* questions, please ask. Along with your mentor, the Steering Committee is here to answer questions and support you in your service to GROW. As GROW Secretary, I am the primary contact for trusted servants. You are also welcome to email any one of the Steering Committee members listed at the end of this email.

If you find yourself unable to fulfill your obligations, temporarily or otherwise, please let me or another Steering Committee member know immediately. We will ensure that your tasks are carried out in your absence.

Again, thank you for your service to GROW. Service work is important to individual recovery, and it is essential to the well-being of our group. We hope you find serving GROW to be a rewarding experience.

Trusted Servant Common Duties

The following describes duties that are common expectations for all Trusted Servants.

  • Must be a member of Business List
  • Smooth and uninterrupted volunteer service to GROW depends upon your ability to carry out your commitments. If a Trusted Servant finds that she cannot meet all the duties listed in her Job Description, she will inform the Secretary and/or Business Meeting Chair that she is unable to fulfill her responsibilities. Working with the Trusted Servant and the Steering Committee, the Secretary and/or Business Chair will then seek alternatives for assuring all duties are covered (including securing a temporary back-up or advertising the position on the main list). If a member of the Steering Committee is concerned that not all items in a job description are being met, she may bring her concern to Secretary and/or Business Meeting Chair, who will work with the Trusted Servant to assure their duties are covered.
  • 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.
  • Provide successor with all necessary information, including job guidelines and letter templates, and serve as a mentor for a period of time to ensure continuity of service.
  • Be able to cut, copy, paste, and save to a folder.

Summary of Discussions (Trusted Servant Common Duties)

Six (6) participants made substantive comments on the proposal to include the text of “Trusted Servant Common Duties” in the New Trusted Servant Letter. All of the comments supported the proposal without modification or edits.

Voting Results

Fourteen (14) participants voted on Proposal 4.3 which would add the Trusted Servant Common Duties to the end of the existing “New Trusted Servant Letter.”

The vote was unanimous in support of the proposal. Therefore, it is approved and adopted as a Group Conscience decision.

Group Conscience Decision:

Add the Common Duties of Trusted Servants to the bottom of the “New Trusted Servant Letter.”

New Trusted Servant Letter as amended:

Dear [ Name of New Trusted Servant ],

Thank you for volunteering for the position of [ Trusted Servant Position ].

You are replacing [name of past trusted servant] in this position. She will send you any up-to-date lists and/or letter templates you will need to fulfill your duties. She will also mentor you as you transition into your new job. Her email address is [email address of past trusted servant]. If you have not heard from her, we encourage you to contact her now.

Please review your job description immediately. Each job description has been established by group conscience. If your job requires making periodic announcements to the group, please do so as outlined in your job description. Letters/announcements are also a matter of group conscience, developed to ensure a consistent message to all GROW members. Other than including your own name and contact information where appropriate, please do not change the text of the message.

If you have not yet received information from the outgoing [ Trusted Servant Position ], you can access your job description and any letter templates needed for your job on the GROW website.

Trusted Servant job descriptions are described here. (Link to relevant job description)

List of Trusted Servant letter templates are here. (Link to relevant job description)

Sometimes a job can feel a little scary. If you have *any* questions, please ask. Along with your mentor, the Steering Committee is here to answer questions and support you in your service to GROW. As GROW Secretary, I am the primary contact for trusted servants. You are also welcome to email any one of the Steering Committee members listed at the end of this email.

If you find yourself unable to fulfill your obligations, temporarily or otherwise, please let me or another Steering Committee member know immediately. We will ensure that your tasks are carried out in your absence.

Again, thank you for your service to GROW. Service work is important to individual recovery, and it is essential to the well-being of our group. We hope you find serving GROW to be a rewarding experience.

Trusted Servant Common Duties
The following describes duties that are common expectations for all Trusted Servants:

  • Must be a member of Business List
  • Smooth and uninterrupted volunteer service to GROW depends upon your ability to carry out your commitments. If a Trusted Servant finds that she cannot meet all the duties listed in her Job Description, she will inform the Secretary and/or Business Meeting Chair that she is unable to fulfill her responsibilities. Working with the Trusted Servant and the Steering Committee, the Secretary and/or Business Chair will then seek alternatives for assuring all duties are covered (including securing a temporary back-up or advertising the position on the main list). If a member of the Steering Committee is concerned that not all items in a job description are being met, she may bring her concern to Secretary and/or Business Meeting Chair, who will work with the Trusted Servant to assure their duties are covered.
  • 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.
  • Provide successor with all necessary information, including job guidelines and letter templates, and serve as a mentor for a period of time to ensure continuity of service.
  • Be able to cut, copy, paste, and save to a folder.

1020 – Proposal 3: Tradition Meeting

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Proposal 3: Tradition Meeting

In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month, and the WLL will invite members to share on that Tradition.

Recommended Language: Replace the existing bullet (“Post monthly Step and Tradition discussion topics to correspond with the month.”) with the following: “At the beginning and middle of each month, post the corresponding Tradition and invite members to share on that topic anytime during the month.”

Rationale

Since we decided to devote the first meeting each month to the appropriate Step, posting and discussion of the Tradition has not happened. The tradition meeting has not been posted in over 6 months. It has been lost. When we discussed creating a Step meeting, there was a lot of discussion about whether it should be just the Step or the Step and Tradition. It was never the intent of the participants in the business meeting to drop the Traditions from our meetings.

Currently, these are the relevant bullets in the WLL job description:

  • Allocate the first meeting of each month to the corresponding Step by identifying the Step as the topic next to the date on the volunteer lead request message.
  • Post monthly Step and Tradition discussion topics to correspond with the month.

The existing bullet in the Weekly Leader Listkeeper’s job description is not clear and confuses the Step Meeting with the way it was done before that meeting was created. The recommended change clarifies GROW’s expectations for assuring the Tradition is highlighted each month.

Summary of Discussions on Proposal 3 (Tradition meeting)

Five participants made substantive comments on the proposal, all of them supporting changes to change Weekly Leader Listkeeper’s job description to send out a “Tradition meeting” message twice a month that invites members to share on the appropriate AA Tradition throughout the month.

Voting Results

Fifteen (15) participants voted on Proposal 3.3 which calls for the Weekly Leader Listkeeper to post the corresponding Tradition for the month at the beginning and in the middle of each month, inviting members to share on the Tradition anytime during the month.

The vote was unanimous in favor of the change. Therefore, the proposal is approved and adopted as a Group Conscience decision.

Group Conscience decision:

In the Weekly Leader Listkeeper’s job description, revise the existing bullet that mentions the monthly Tradition posting to make it clear that the tradition corresponding to the month will be posted twice each month (beginning and middle of month), and the WLL will invite members to share on that Tradition.

Recommended Language:

Replace the existing bullet (“Post monthly Step and Tradition discussion topics to correspond with the month.”) with the following:

At the beginning and middle of each month, post the corresponding Tradition and invite members to share on that topic anytime during the month.

 

1020 – Proposal 2: Greeter/Listkeeper

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Proposal 2: Greeter/Listkeeper Job Description

This Proposal was tabled in our April 2020 meeting because the process could not be finished before the business meeting closed. The April proposal has been amended to address the Listkeeper as well as the Greeter position. Please submit your comments before midnight (your time) Sunday, October 4.

Modify the job descriptions for the Greeter and Listkeeper Trusted Servant positions to stress the importance of timely processing of requests for membership in GROW.

Recommended Language:

  • Replace the third bullet in the Greeter job description with: “Checks e-mail several times a day for Listkeepers’ notice about inquiries from potential members.”
  • Replace the tenth bullet on the Listkeeper job description with: “Receive and forward to greeters all requests for new membership, checking grow-owner@oso-aa.org several times a day to assure prompt processing of inquiries.”

Rationale

GROW’s primary mission is to carry the message of Alcoholics Anonymous. Our group receives many inquiries and requests for membership from women who are struggling and want help to stop drinking or stay stopped. Our Listkeepers and Greeters are the first point of contact for these potential new members.

The third bullet of the current job description for the Greeters currently says “Reads GROW mail daily.” This statement is incorrect, in that checking GROW e-mail has nothing to do with notices from the Listkeepers. Listkeepers send the notices to the individual Greeter’s e-mail address. The statement suggests Greeters should only check for such notices once a day, which may increase the time between a potential member’s inquiry and GROW’s response beyond what we want to assure “the hand of AA” is always there.

The tenth bullet of the Listkeeper job description says “Receive and forward to greeters all requests for new membership” but does not establish a timeframe for processing the inquiries. Adding a statement that Listkeepers should check for inquiries from potential new members several times a day further assures that “the hand of AA” is always there.

Summary of Comments on Proposal 2

Eight participants made substantive comments on the proposal, all of them supporting changes to the Greeter and Listkeeper job descriptions to make clear GROW’s expectation that these Trusted Servants will check their e-mails several times a day (rather than daily).

Results of Voting on Proposal 2

Eighteen (18) participants voted on Proposal 2.2, which would modify the Greeter and Listkeeper job descriptions so that they would be required to check e-mail several times a day (rather than the current “daily”) to assure prompt processing of requests for membership in GROW.

Sixteen (16) participants voted “I agree” on the proposal, and two (2) voted “I disagree.” Therefore, Proposal 2.2 met the requirement for a 2/3 majority vote approving the proposal.

Before this proposal can be adopted as a Group Conscience decision, we will hear the views of participants who voted “I disagree.” If anyone changes their vote as a result, we will call for a re-vote.

Minority Opinion

“I voted in disagreement because the language of check mail “several” times a day could possibly limit the volunteers who could otherwise take on this responsibility if they now they can check mail at least once daily. Checking mail daily does not seem to be an overwhelming responsibility.

“It would be beneficial to remember this is an online group. If someone is in crisis, and our listkeepers know this, I would hope they would refer the person on to AA locally wherever they are. Person-to-person contact is much more beneficial for crisis situations. Online is for support, in my humble opinion, it is not where “crucial” contact is.

“Remember rule 62; Let’s not take ourselves so seriously.”

Final Results of Voting

A Minority Opinion was published on October 9. No one has changed their vote as a result.

Therefore, Proposal 2.2 is approved and adopted as a Group Conscience Decision.

GROUP CONSCIENCE Decision:

Modify the job descriptions for the Greeter and Listkeeper trusted servant positions to stress the importance of timely processing of requests for membership in GROW.


Recommended Language:

  • Replace the third bullet in the Greeter job description with: “Checks e-mail several times a day for Listkeepers’ notice about inquiries from potential members.”
  • Replace the tenth bullet on the Listkeeper job description with: “Receive and forward to greeters all requests for new membership, checking grow-owner@oso-aa.org several times a day to assure prompt processing of inquiries.”

 

1020 – Proposal 1: Webkeeper Back-up

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Proposal 1: Webkeeper Backup

Reduce the membership requirement for Webkeeper Back-up from 1 year to 6 months.

Recommended Language: Change the third bullet in the Webkeeper Backup job description as follows:

  • 1 year 6 months in GROW membership

Rationale

This job has been vacant for more than 6 months. A newer member to GROW volunteered for this position but cannot serve because she hasn’t been a member of GROW for a year.

Summary of Discussion on Proposal 1

Fourteen participants made substantive comments on the proposal to change the membership requirement for the Webkeeper Backup from one year to six months. Most, but not all, of the comments indicated a preference to leave the requirement as is at one year. It was pointed out that the position has remained vacant since the new website became active and that the single volunteer, who has 16 years sober, has been a member of GROW for only six months.

The Website Administrator suggested that, while the current requirement should not be changed, it might be possible to make an exception given the volunteer’s length of sobriety and willingness to serve. Several participants agreed with this suggestion. We will postpone further discussion of this issue for now and possibly revisit an ‘exception’ proposal later in this meeting.

Results of Voting on Proposal 1

Nineteen (19) participants voted on Proposal 1.2, which would change the membership requirement for the Webkeeper Backup from one year to six months.

Twelve (12) participants voted “I disagree” (63%) on the proposal, and seven (7) voted “I agree. (37%) ” Therefore, Proposal 1 did not meet the requirement for a 2/3 majority.

In the absence of a 2/3 majority, this proposal will be set aside and cannot be raised again for a year.

1020 – OIAA Report

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Oct 2020 OIAA Report

I’m Sophie, serving as our Online Intergroup of AA Rep.

What is OIAA?  The Online Intergroup of AA

The Intergroup exists to aid the groups in their common purpose of carrying the AA message to the alcoholic who still suffers.

Each and every online AA group can have one voting representative (currently that’s me for GROW). But any AA member is welcome to join, listen/read discussions, and on any Wednesday (known in OIAA AA Wacky Wednesday) can ask any off topic discussion question relating to online AA.

OIAA currently provides information to AA or to newcomers in several ways….

* World Wide Web Meeting Directories listing online AA groups – every format of online group can be found listed here: https://aa-intergroup.org/oiaa/meetings/

* The OIAA Unity Committee – communicates with other A.A. service bodies, such as local districts, intergroups, areas, regions, AAWS, GSO-NY, and GSO-UK. Currently the Unity Committee is working at building links with all GSO’s (General Service Offices) worldwide.

* The OIAA Public Information Committee – responds to needs at the public level and facilitates public awareness and understanding of Alcoholics Anonymous by means of the Internet, news media, personal contact, or non-AA public functions through conference approved literature, speakers, or correspondence.

The principal responsibilities of the Online Intergroup of AA are:

    • to promote the unity of online AA groups in accordance First Tradition One
    • to use the internet to carry the message of AA in accordance with Tradition Five
    • to respond to the needs of the online AA groups in accordance with Tradition Nine
    • to provide a central source of information about online AA through a website, directory, and the activities of its members, in accordance with Tradition Eleven

If you’ve been a member of a f2f AA group, you’ll probably know that your GSR (Group Service Representative) attends a local f2f Intergroup or Area Assembly, and that they carry your group’s voice – they discuss and vote on wider AA issues that support AA’s Primary Purpose. These forums such as Intergroups and Assemblies help groups work together to achieve more than just an individual group could do alone. In these times, this has never been truer in the online world of AA.

So, just like your f2f Intergroup or Assembly, the OIAA has Committees to organise the 12th Step Work and the support it offers online AA. Anyone is welcome to serve on these Committees, it’s not just down to group reps to carry out all the service needed.

This link takes you to a list of the OIAA Committees and what they do: https://aa-intergroup.org/about-aa/oiaa-members/

If communicating with newcomers is the service you’re looking for, you could join the 12th Step Committee. If you want to be involved in carrying the message to professionals (eg. medics, prison, judiciary), CPC (Cooperating With The Professional Community) could be for you. You can offer time in carrying the message to the public by working with The Public Information Committee.

I have always been encouraged to serve AA beyond my home group. The global world of AA and our service structure fascinates me and has given me many opportunities to give back. Committees can be challenging (opportunities for GROW-ing), but I’ve found them also to be inspiring too.

OIAA is constantly in assembly, which I found a very different and strange format to understand in the beginning. There are many threads of discussion to follow and lots of comments to read, but I’m learning ways to follow these and be ready to make an informed vote on behalf of GROW when needed.

For me, getting an understanding of the wider AA world online has been an added dimension to my sobriety. I’ve found a bunch of service friends amongst the Unity Committee in OIAA, and I know other committees are focused units ploughing forwards to better serve the online AA groups.

You might see little off-topic announcements from me as your OIAA Rep when I hear something in OIAA that I think may be of use to some of you.

In love and service,
Sophie
OIAA Rep for GROW

1020 – Listkeeper’s Report

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Oct 2020 Listkeeper’s Report

Our membership as of September 30, 2020 is 241. Regular list members 241 and 23 Digest members (this number is always a little larger than our actual count because some members have two subscriptions – one for regular posts and one for digests and some members have two regular list addresses.)

At the conclusion of our last business meeting, April 1, 2020; we had 166 members. This time last year we had 374 members. We conducted the Roll Call earlier this year and unsubbed many who did not reply as well as resubbed many members.

Big giant thanks to our greeters Lisa M. and Louise H. as well as Nancy C for keeping up with the large volume of requests while we were all quarantined due to COVID-19! This coming service term will include myself and Karen H as Listkeepers, while Karrie C and Lisa will continue as greeters. Thank you so much for all of your service ladies!

Respectfully submitted,
Sarah K and Nancy C
GROW Listkeepers

1020 – Business Chair Report

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Oct 2020 Business Chair Report

There was one topic discussed after the April 2020 business meeting. A couple of members posted links and/or information about other meeting available on Zoom or another online platform.

The small steering committee discussed this, and the secretary asked the women who posted not to publish links but to inform members that there are other resources they use and ask anyone interested to contact them privately for specific information.

The discussion about changing the membership requirement for a trusted servant position will be discussed as a proposal in the October meeting.

Joan Bancroft
Outgoing Business Chair

1020 – Treasurer’s Report

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Oct 2020 – Treasurer’s Report

Paypal Deposits
Deposit                     Balance
Apr……………………….. 125.89……………… 125.89
May………………………… 60.00……………… 185.89
June………………………… 10.00……………… 195.89
July…………………………. 64.26……………… 260.15
August…………………….. 54.12……………… 314.27
September………………. 66.12……………… 380.39

Ally Deposits
Deposit               Balance
Prudent Reserve……………………………….. 122.03
Apr- ……………………… 175.03……………… 297.06
May………………………….. 0.03……………… 297.09
June………………………… 50.03……………… 347.12
July…………………………… 0.03……………… 347.15
August…………………….. 35.03……………… 382.18
September………………. 50.00……………… 432.18

Total
$ 380.39        Paypal
$ 432.18        Ally
$ 814.57        Total

We have no bills due, and there have been no other expenses during the period from April 1, 2020 to date.

I will keep $122.00 for prudent reserve and will send the remaining $692.57 as our donation to GSO.

Respectfully submitted,
Cheryl Baughman
GROW Treasurer

1020 – Secretary’s Report

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Oct 2020 Secretary’s Report

Outgoing Trusted Servants:
(Terms ending October 1, 2020)

    • 12 Step Volunteer Listkeeper (04/20-10/20): Danna M. email
    • Birthday Listkeeper (04/20-10/20): Susan J. email
    • Sponsor Listkeeper (04/20-10/20): Alison B. email
    • Business Meeting Chair (10/18-10/20): Joan B. email
    • GSR (10/18-10/20): Kate M. email
    • GVR (10/19-10/20): Bobby T. email
    • Greeter (4/20-10/20): Louise H. email
    • Listkeeper (4/20-10/20): Nancy C. email
    • Secretary (10/19-10/20): Laurie C. email
    • Website Administrator (4/20-10/20): Tanya C. email

Current Trusted Servants
(as of October 2020)

  • 12 Step Volunteer Listkeeper: Claire H <harrisonclaire33@gmail.com>
  • Birthday Listkeeper: Julie K <julie.kapala2013@gmail.com>
  • Sponsor Listkeeper : Lynn <lilitaliangal@gmail.com>

Trusted Servants who make up the Steering Committee:

  • Business Meeting Chair (10/20 to 10/22) Danna M <danna.growmail@gmail.com>
  • GSR (10/20-10/21): Nicole W <nicolewaltersparker@icloud.com>
  • GVR (10/20-10/21): Barbara ‘Barb’ M <barbaramanolache@gmail.com>
  • Greeter (4/20-4/21): Lisa M <lmmgrow@gmail.com>
  • Greeter (10-20 -10-21): Karrie C <kchaneycoo@gmail.com>
  • Listkeeper (4/20-4/21): Sarah K <smkeester@gmail.com>
  • Listkeeper Alternate (10/20-10/21): Karen H <fromie10@gmail.com>
  • OIAA Rep (10/20-4/21): Sophie R <sophieflookgrowbusiness@gmail.com>
  • Secretary (10/20-10/21): Nancy C <cybergram@eastlink.ca>
  • Temporary Mentor (4/20- 4/21): Sarah M <the.bhakti.yogini@gmail.com>
  • Treasurer (10/19-10/21): Cheryl B <cab7thtradition@gmail.com>
  • Website Administrator (10/20-10/21): Cheryl D <cdematt@gmail.com>
  • Webkeeper <vacant>
  • Webkeeper Backup <vacant>
  • Weekly Leader Listkeeper (4-20 to 4/21): Rene Goldsworthy <renegoldsworthy517@gmail.com>
  • Immediate Past Business Meeting Chair: Joan B
  • Immediate Past GSR: Kate M
  • Immediate Past OIAA: Lynn H and Kirsten V.
  • Immediate Past Secretary: Laurie C

1020 – Business Meeting Welcome

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Oct 2020 – Business Meeting Welcome

Greetings, and welcome to the October 2020 Business Meeting of Grateful Recovering Online Women (GROW).

I am danna, a recovering alcoholic, and your Business Chair for this meeting. Thank you for participating!

This is a closed meeting, open only to members of GROW, for the discussion of business as it relates to our group. Our business meetings run in four-day segments and last no more than 29 days.

I will post each Agenda item, one by one, in separate emails and **ask that you respond to each accordingly.** This makes it easier to “tally” the responses and suggestions to each item. We will have a three-day period of open discussion on each Agenda item. This, hopefully, will allow all members regardless of work schedules, time zones, etc. to participate and comment. At the beginning of the 4th day, I will post summarize our discussions and offer recommendations on any changes suggested by the discussions.

Before we begin, let’s have a moment of silence to reflect on why we are here, followed by the Serenity Prayer.

God, grant me the serenity to accept the things I cannot change,
courage to change the things I can
and the wisdom to know the difference.
Amen

In this Business Meeting, let us be guided by The Twelve Traditions:

  1. Our common welfare should come first; personal recovery depends upon A.A. unity.
  2. For our group purpose there is but one ultimate authority — a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants; they do not govern.
  3. The only requirement for A.A. membership is a desire to stop drinking.
  4. Each group should be autonomous except in matters affecting other groups or A.A. as a whole.
  5. Each group has but one primary purpose—to carry its message to the alcoholic who still suffers.
  6. An A.A. group ought never endorse, finance or lend the A.A. name to any related facility or outside enterprise, lest problems of money, property and prestige divert us from our primary purpose.
  7. Every A.A. group ought to be fully self-supporting, declining outside contributions.
  8. Alcoholics Anonymous should remain forever nonprofessional, but our service centers may employ special workers.
  9. A.A., as such, ought never be organized; but we may create service boards or committees directly responsible to those they serve.
  10. Alcoholics Anonymous has no opinion on outside issues; hence the A.A. name ought never be drawn into public controversy.
  11. Our public relations policy is based on attraction rather than promotion; we need always maintain personal anonymity at the level of press, radio and films.
  12. Anonymity is the spiritual foundation of all our traditions, ever reminding us to place principles before personalities.

Let us all keep in mind our Unity of Service statement from the Grapevine of September 1998:

“Unity seldom means that we all agree on everything. Nor is unity served by setting aside our concerns and conforming to the majority opinion (or the vocal minority) . . . Unity is best achieved by a full hearing of all points of view . . . time for all of those involved to step back from emotional responses . . . as well as careful consideration and prayer for that which will best serve the group or AA as a whole.”

Thank you for being here and for your dedication to GROW.

Respectfully submitted,
danna M.
GROW Business Chair