2018 Group Conscience Decisions
This is a summary of the group conscience decisions made in 2018.
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October 2018
Delete item d. (Web Page Information) in the GROW FYI CONTENTS section of the FYI Letter sent out by the Secretary each month.
Add a reminder to the Weekly Meeting Format Letter (between the Preamble and "How It Works") to emphasize the principle of anonymity in our meetings: "Who you see here, what you hear here, when you leave here, let it stay here."
Recommended Language:
Insert the following sentences as a separate stand-alone paragraph between the Preamble and "How It Works" in the Weekly Meeting Format Letter:- "Who you see here, what you read here, when you leave here, let it stay here. (Anonymity refers to personal information and personal issues - not the message of recovery.)"
Increase the monthly contribution to Dean Collins (oso-aa.org) to reimburse him for any time and effort to support GROW's website, particularly the new website WordPress configuration. Double the current contribution from $12 per month ($72 for six months) to $24 ($144 for six months).
Recommended language:
Edit the sub-bullet in the Treasurer's job description under the 11th bullet ("Pay all group expenses...") to reflect the change in contributions to oso-aa:- $24.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)
Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them. She will also include the recommended language in Temporary Mentor Letter #1.
Recommended language:
Recommended Language: Add a new 10th bullet to the Temporary Mentor job description as follows:
Insert the following language as a new third paragraph in Temporary Mentor Letter #1 and as a monthly stand-alone message to GROW:Just a reminder that you can learn more about AA by visiting one of these links:
- the Alcoholics Anonymous general services office and information such as "The AA Big Book and 12 & 12, along with many pamphlets as well as links to local resources for AA.
- AA's Online Intergroup (OIAA) where you can find meeting lists as week as real-time phone and other Internet types of meetings.
- AA's Grapevine magazine with stories and audio stories and Grapevine subscription options.
Expand on the Temporary Mentor by establishing a Newcomer Committee, as the Sponsorship pamphlet suggests some groups do.
Recommended language:
Add as a new 11th bullet to the Temporary Mentor job description as follows:
- Establish and lead a Newcomer Committee (that may include members who are new to recovery from alcoholism) who will assist in supporting newcomers to GROW and AA.
The General Services Representative (GSR) will post the GSO Calendar of Events each month to the GROW list. The Calendar is contained in the back pages of the current quarterly Box 4-5-9.
Recommended language:
- "You can find the GSO Calendar of Events on pages 11-12 [depending on the month] of the 4-5-9 Newsletter [Note: link to the newsletter changes for each issue]."
The Grapevine Representative (GVR) will post a link to the calendar on the Grapevine website each month. This may be within her report or separate from it.
Recommended language:
Add a new 8th bullet to the Grapevine Representative's job description as follows:
- Either as part of the Grapevine Form Letter or in a separate message to GROW members, the GVR will share a link to the Grapevine Calendar of Events (at http://www.aagrapevine.org/calendar).
GROW will create new website using WordPress as its platform to be hosted on the current host (oso-aa.org). The workgroup will present the proposed website in October 2018 that will include revised job descriptions for the Webkeeper and Webkeeper Backup as well as for a new Trusted Servant position of Website Administrator.
Workgroup Report/Proposal
The workgroup proposes creating new website using WordPress as its platform. This allows for an archival, user-friendly, device-responsive solution that has plagued our current website. We recommend hosting it with our current host (oso-aa.org). The cost of hosting will not change from our current contributions. The cost for building the new website will be $0 as it will be built by members of the workgroup.
The process for building the new website will take 5-6 months to complete, and it is the intent of the workgroup to migrate the content of the old website to the new website without any major changes. However, due to the nature of the new platform (WordPress) there may be some deviation in its structure. It is the intent of the workgroup to note any such deviation and present it as a proposal for approval in the October business meeting
Proposed detail timeline:
- Set up the site and structure - 2 weeks
- Copy content over 30 pages a month; current website has 91 pages - 3 months
- Review and test - one month
- Discuss and iron out roles and description of trusted servants - admin, web-keeper and backup web-keeper. Prepare proposals to present in October - 2 weeks
- Standards and rules (category/tags) for web-keepers, checklist for admin - 1 week
- Prepare proposal(s) to be approve for site deviation(s) - 1 week
- Projected total time - 4 1/2 months - 6 months (to allow for life events)
The workgroup recommends adding an Admin trusted-servant position with a specific list of functions to manage and oversee the backend of the website. We also recommend modifying the roles of webkeeper and backup webkeeper to the functions of maintaining the content of the website. We recommend that all these positions be rotating and voting members of the steering group. The specifics and detailed responsibilities of these roles will be presented in the October meeting.
It is our intent from this proposal is to get approval from the membership to proceed with building the new website.
It is outside the scope of this proposal to 1) review and modify the role of the Treasurer to be the keeper of the domain and host as they are the ones that transfer payment to those pertinent entities and 2) to review the contributions paid to oso-aa.org.
GROW will participate in the OIAA monthly meeting by providing the following anonymous data about our group: (1) Total membership number and number of new members and (2) Total amount of sobriety for members celebrating sobriety birthdays.
The OIAA Representative will ask the Listkeeper to provide the number of new members each month and will use the Birthday Listkeepers end-of-month summary to collect the anonymous sobriety birthday information.
Amend Treasurer's Job Description to reflect actual practices and constraints: (a) Delete line item directing Treasurer to submit monthly reports to the Steering Committee. (b) Change period for distributions to GSO from quarterly to semi-annual consistent with our Business Meetings.
Add language about not using URLs in messages to blank "Topic for the week" section of the Weekly Meeting Format Letter.
Recommended Language (add to the Weekly Meeting Format Letter as shown):
Topic for the week:
[ 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.]
Delete references in the GSR job description to the OIAA Representative including the position title and two bullets describing the GSR's involvement with OIAA. Consistent with this change, also delete references to GSR in OIAA Rep job description.
Delete the following three duties from the Greeter job description that are not relevant to the job:
- If new member does not have access to the web, forwards group information, as requested.
- Sends resubscription requests to the Listkeeper.
- Communicates with the GROW 12-Step Volunteer Listkeeper about women who may need extra support.
Amend the existing bullet in the Grapevine Representative job description that calls on the GVR to lead one meeting a month and add sentences to the Grapevine Form Letter inviting members to share on the month's theme.
Recommended change in job description:
- The GVR will inform the group of the topic presented in that month's Grapevine.
- Recommended change in Grapevine Form Letter: Add the following language to the first paragraph as follows:
This month's topic is: [from aagrapevine.org/]. This month's feature story in print is: [from aagrapevine.org/] - summary available online. This month's online feature story is: [from aagrapevine.org/]. Note that in order to read entire article, one has to subscribe; however, there is usually one that is available to read in its entirety. I encourage you to share on this month's Grapevine theme or feature story. When you do, please put "Grapevine Topic:" in the subject line of your message.
Amend existing duties in the Weekly Leader Listkeeper job description to specify the timing as follows:
Amend existing bullet and add a new bullet to address non-related duties:
Send the one-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis. At mid-week, re-post the Sunday meeting topic e-mail letter.
Add language specifying timing on two existing bullets:
- At mid-week before the new meeting provide weekly topic leader with clean copy of meeting format.
- At the beginning of each month, post Step and Tradition discussion topics to correspond with the month.
Amend the bullet referring to a 12th Step Back-up to delete that reference as shown below:
Recommended Language (for 12th Step Listkeeper job description):
Notify the Secretary if unavailable for a period of time. Secretary will either assume the above responsibilities or work with the Steering Committee to assure the duties are performed in the 12th Step Volunteer Listkeeper's absence). The 12th Step Listkeeper will provide a current list of 12th Step Volunteers to the Secretary/Greeters/Listkeepers when she notifies her of her temporary absence.
Recommended Language (for Secretary job description - new bullet):
In 12th Step Volunteer Listkeeper's temporary absence, either alert 12th Step volunteers of a need for support or work with Steering Committee to assure these duties are covered.
For Listkeepers' job description, delete three existing bullets referring to 12th Step activities:
Greet, correspond with, introduce and subscribe emergency 12th Step calls.
Forward names to 12th Step Listkeeper.
Maintain two-month archive of these names.