Group Conscience Topics
Trusted Servant Duties
- 12 Step Volunteer Listkeeper
- Archivist
- Archivist/Co-Archivist
- Backup Webkeeper
- Birthday Listkeeper
- Business Meeting Chair
- Co-Archivist
- Greeter
- GSR
- Listkeeper
- OIAA Representative
- OSC Representative
- Rotating Backup
- Secretary
- Secretary/Business Meeting Chair
- Sponsor & 12 Step Listkeeper
- Sponsor Listkeeper
- Temporary Mentor
- Treasurer
- Webkeeper
- Webkeeper Backup
- Weekly Leader Listkeeper
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12th Step Volunteer Listkeeper
12 Step Volunteer Listkeeper (10/07)
Decision: 12 STEP VOLUNTEER LISTKEEPER
- Delete: "Occasionally verify that members of the 12 Step Committee are current GROW members
Replace with: "Verify once a month that members of the 12 Step Committee are current GROW members." - Delete: "Send out periodic [MONTHLY] announcements"
Replace with: "Send out monthly announcements to the group regarding 12-Step
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Archivist
- Archivist (8/98)
- Archivist > Adopting Job Description (4/06)
- Archivist > Archive Contents (1/05)
- Archivist > Position Status (7/00)
- Archivist > Requirements (7/05)
- Archivist/Co-Archivists > Requirements (10/06)
Archivist (8/98)
Decision: Archivist to develop service responsibilities after a trial period in this position.
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Archivist > Adopting Job Description (4/06)
Decision: With 12 head nods, the Archivist Job Description was accepted as follows.
ARCHIVIST JOB DESCRIPTION (revised 4/12/06)
- Non-rotating term
- 5 years sobriety
- 1 year GROW membership
- Must be member of Business List
- Be a non-voting member of the Steering Committee
- Read all email from GROW meeting list, all email from GROW Business List, and all Steering Committee correspondence daily.
- Serve as focal person for GROW Archives, working with the Co-archivist, Steering Committee and Webkeeper to ensure that pertinent group history is preserved and that archives are accessible to GROW members in keeping with the GROW Archives Guidelines.
- Ensure that any publicly-presented material appropriately protects the anonymity of anyone mentioned.
- Maintain an electronic copy of pre-binhost archives as determined by GROW Archives Guidelines.
- Be able to access and research GROW and GROW-BUS archives on binhost as appropropriate.
- Upon retirement, provide successor with all necessary information, including job guidelines, letter templates, and active lists; and serve as a mentor for a period of time to ensure continuity of service.
- The following are helpful to this position:
- Organized
- Good E-mail program such as Eudora, Outlook, Netscape, etc.
- Reliable Server
- Good communication skills
- Be able to cut, copy, paste, and save to a folder
- Good service sponsor
Proposal: 1) Archives: Job Descriptions In January we agreed to discuss the Archivist and Co-Archivist job descriptions for consistency with each other, and with the January 2006 Revised Archive Guidelines
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Comments: In January, we completed the revision of GROW Archives Guidelines and agreed that we would review the Archivist and Co-Arcivist job descriptions at this business meeting. The Business Meeting Chair posted the current job descriptions as well as the Archives Guidelines. She opened discussion with the reminder that our task was to review the job descriptions for consistency with each other and with the guidelines.
Of the nine members who participated in discussion, seven felt that both job descriptions were fine as written. The Archivist said she felt that the archivist position should suggest a minimum length of GROW membership at least equal to the Co-Archivist position. She felt that the Archivist job description should be revised to reflect the Archivist's tasks consistent with the changes in the Archives Guidelines, and noted that one item should be deleted. Several members agreed, and one suggested a one-year membership for the Archivist because it would give any incoming Archivist a better sense of the group and indicate the probability they would be around for a while.
Several of us think the Archivist job description should specify a length of GROW membership, and two of us suggested that the job description be revised to reflect the new Archives Guidelines. A review of the guidelines suggests that the Archivist positions are much simplified from what they were when the job descriptions were originally written.
Of the nine members who participated in discussion, seven felt that both job descriptions were fine as written. The Archivist said she felt that the archivist position should suggest a minimum length of GROW membership at least equal to the Co-Archivist position. She felt that the Archivist job description should be revised to reflect the Archivist's tasks consistent with the changes in the Archives Guidelines, and noted that one item should be deleted. Several members agreed, and one suggested a one-year membership for the Archivist because it would give any incoming Archivist a better sense of the group and indicate the probability they would be around for a while.
Several of us think the Archivist job description should specify a length of GROW membership, and two of us suggested that the job description be revised to reflect the new Archives Guidelines. A review of the guidelines suggests that the Archivist positions are much simplified from what they were when the job descriptions were originally written. The Chair proposed a draft incorporating the membership time requirement, better reflects the new guidelines, and eliminates redundancy. Other than the job-specific criteria, this would also apply to the Co-Archivist job description.
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Archivist > Archive Contents (1/05)
Decision: It is the consensus of the business meeting participants representing GROW that we revisit the Archive content in April. This will be six months from the last group conscience regarding Archive content. With apologies to our Archivists, the Archivist/Co-Archivist job descriptions will be tabled until we have resolved this issue.
Proposal: Archivist Job Descriptions - 1/12/05I am uncertain as to how to proceed with this agenda item. Different aspects of the archives and/or archive job descriptions have been on the agenda for at least the last three business meetings. In October, responding to Timi's original concerns, we clearly affirmed (reaffirmed?) our group conscience regarding what we archive.
By group conscience we do not revisit an issue for six months once a decision is made. Timi still has concerns, and feels that we haven't had enough discussion. There may be others who feel the same way.
Archivist > Position Status (7/00)
Decision: By consensus, approved the Archivist position as a trusted servant and a non-rotating position.
Comments: We have found nothing in AA literature stating that a non-rotating position cannot be considered a trusted servant. We believe that the person assuming the responsibility of archivist is being trusted to perform a considerable service for the group, and that in keeping with group autonomy, we can choose to define this non-rotating position as a trusted servant.
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Archivist > Requirements (7/05)
No decision was reached on this proposal.
Proposal: The suggestion was to change the Archivist job description to specify "5 years of continuous sobriety and membership in Alcoholics Anonymous" and the Co-Archivist to specify "3 years of continuous sobriety and membership in Alcoholics Anonymous"
Comments: Two members asked for the reasoning behind the suggestion and clarification regarding the membership in AA. The representative for the Archives Committee responded that (with the correction that since AA membership is covered in another part of the job description), there's no need to state anything about it in this item. She further explained that the Archive Committee sought clarity and specificity. Excerpt: "We're not suggesting policing or dictating anything... Being specific by adding the word 'continuous' is only that, being specific. That's honesty, too. It can help members be honest and have a clear understanding."
One member expressed the opinion that keeping members honest isn't our job. "Anyone who would claim total intermittent sobriety periods is following the dictates of a conscience that is not going to be influenced by a TS description. We have to trust what our members tell us because we have no way to confirm or disprove any of it. Jean pointed to the 9th
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Archivist/Co-Archivist
Archivist/Co-Archivists > Requirements (10/06)
Changes to Archivist/Co-Archivist Job Descriptions
Everyone agreed once again on the principle of 'Keep It Simple' and leave the wording alone as we rely on the honesty of the person applying for the position. The word "continuous" is considered unnecessary and the words "membership of AA" redundant.
Proposal: Changes to Archivist/Co-Archivist Job Descriptions.It is suggested for that changes are made to the wording of the Archivist/Co-Archivist poistions.
Archivist current wording: 5 years sobriety; Proposed wording: 5 years of continuous sobriety and membership in Alcoholics Anonymous
Co-Archivist Current wording: 3 years sobriety; Proposed wording: 3 years of continuous sobriety and membership in Alcoholics Anonymous"
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Backup Webkeeper
Backup Webkeeper Job Description (10/07)
BACKUP WEBKEEPER
- Non-rotating term
- 2 years sobriety
- 2 years GROW membership
- Must be member of Business List
- Carry out duties as outlined in the Webkeeper Job Guidelines and maintain g-r-o-w.com in the absence of the Webkeeper.
- Be designated as co-owner of the EsoSoft account.
- Receive, from the Webkeeper, all necessary information and passwords to access the EsoSoft account and g-r-o-w.com web server.
- As co-owner, receive copies of all email messages, invoices and account statements from EsoSoft.
- Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/, and provide technical support to Treasurer as needed.
- In the event of an emergency in which the Webkeeper is no longer available, contact EsoSoft to make necessary changes in account.
- In the permanent absence of the Webkeeper, assume the duties permanently, or at least until the next business meeting when a new Webkeeper can be selected.
- In absence of the Webkeeper, pay annual EsoSoft service fee and provide copy of invoice/receipt to GROW Treasurer for reimbursement.
- Transfer EsoSoft account to permanent Webkeeper or designate new Backup Webkeeper as co-owner, providing all necessary passwords and information to access EsoSoft account and web server.
- Serve as a mentor to replacement for a period of time to ensure continuity of service.
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Birthday Listkeeper
- Job Description Changes (10/07)
- Job Description (8/98)
Birthday Listkeeper (10/07)
Decision: Birthday Listkeeper Job Description [decision by consensus]. We have agreed to change the
Birthday Listkeeper's Job Description as follows:
- Add link to Sample Birthday Lett
- er
- Delete: "Send out notice to group toward end of month, asking who is celebrating 3-, 6-, 9-, 12- and 18-month birthdays in the following month (requesting replies to be sent privately.)"
Replace with: "Send out notice to group toward end of month, asking who is celebrating 30 days, 3-, 6-, 9-, 18-month, or any multiple of annual birthdays, in the following month (requesting replies to be sent privately.)" - Delete "Develop list of celebrants for each month and -- at the end of each week -- send to the group a list of those members who will celebrate 3-, 6-, 9-, 12- and 18-month birthdays during the coming week; or, if the Birthday Listkeeper so chooses, send birthday announcements to the group early in the a.m.on the day of each birthday."
Replace with: Develop list of celebrants for each month and -- at the end of each week -- send to the group a list of those members who will celebrate 30 days, 3-, 6-, 9-, 18-month, or any multiple of annual birthdays during the coming week; or, if the Birthday Listkeeper so
Comments: The sense of the meeting was that there were changes desired for the Birthday Listkeeper job description that were more substantial than those for other jobs, so this was broken off into a second sub-item for its own consideration.
Birthday Listkeeper (8/98)
Decision: Adopted Birthday Listkeeper Service Responsibilities
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Business Meeting Chair
- Job Description (10/08)
- Meeting Disruptions (10/07)
- Secretary Backup (7/07)
- Coordination with Secretary (4/08)
- Coordination with Secretary (7/05)
- Steering Committee (4/16)
Business Meeting Chair Job Description (10/08)
Business Meeting Chair Job Description approved:
- 2 year term
- 5 years sobriety
- Must remain member of Business List
- Moderate business meetings; keep discussions focused on agenda
- Keep track of and review all discussions
- Be responsible for keeping the issues clear. If a motion is offered, be sure that it is stated clearly and distinctly so that all know what they are discussing and voting on.
- Set agenda for meetings, placing items on the agenda in the order received.
- Work closely with other trusted servants, especially the Secretary.
- Serve as temporary back-up to the Secretary.
- Know all group conscience decisions and guide group to adhere to them.
- Have knowledge and good understanding of A.A. Traditions and A.A. Service Manual.
- Have understanding of Group Conscience Guidelines and A.A. guidelines and how to apply them.
- As much as possible, remain fair and unbiased, willing to listen and be flexible. (At times the Chair will need to remain flat-footed. Refer to A.A. Service Manual)
- Have knowledge and good understanding of A.A. Concepts.
- Review all posts from both business and main list for items which should be brought to the business meeting.
- Be prepared for an increase in both public and private correspondence.
- Be accountable for answering questions.
- Writes and files minutes at end of each 4-day period for business list.
- Writes and files a summary at end of each 4-day period for main list.
- Counts votes during group conscience decisions.
- Announces results of votes in business meeting minutes.
- Receives information from Secretary if elections are needed.
- If more than one volunteer for a position, calls for election, and counts votes
- For duties and requirements common to all Trusted Servant positions, see Trusted
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Meeting Disruptions (10/07)
Decision: Added to "Work with Secretary and Listkeeper to deal with disruptions"...
"...in keeping with Our Common Welfare Guidelines, as approved group conscience.* (with link to common welfare guidelines)
Secretary Backup (7/07)
Decision: Agreed that the Business Chair backs-up Secretary.
Coordination with Secretary (4/08)
Decision: No decision was reached on this proposal.
Proposal: Members discussed whether or not the Business Chair's position was too complex. Some thought that it is too complex. Three members with Business Chair experience said that they disagree. It appears that discussion of this item is tied with the frequency and structure of our business meetings and to the Secretary's position because they work so closely together. One member re-arranged the position to separate the responsibilities from the the position to separate the responsibilities from the requirements and the "good to know" information.
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Coordination with Secretary (7/05)
Decision: No decision was reached on this proposal.
Proposal: To consider changing one of the job duties in the Business Chair's list:
Current wording: Coordinate business report with Secretary
Proposed wording: Coordinate business report with Secretary and report summary to the Business List every 4 days during the meeting.
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Steering Committee (4/16)
The following bullet will be added to the job descriptions for the Business Meeting Chair, Secretary, and Listkeepers: The Business Chair, Secretary, and Listkeepers will be available to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member."
If the issue is not resolved with the inquiring member or falls outside the Group Conscience Guidelines, the said Trusted Servants (TS) will present the question / issue to the Steering Committee (SC) for input and resolution. Once resolved, the TS would follow through with informing the inquiring member of the answer and / or direction.
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The following bullet will be added to the job descriptions for the Business Meeting Chair:
"The Business Meeting Chair, or her designee, will provide a summary report of any activity involving the Steering Committee at the next Business Meeting following such activity."
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Co-Archivist
- Co-Archivist (7/05)
- Co-Archivist (10/00)
- Co-Archivist > Adopting Job Description (4/06)
Co-Archivist (7/05)
Decision: Reaffirmed that Co-archivist fills in for Archivist during temporary absence of the Archivist.
Co-Archivist (10/00)
Decision: By consensus, approved the following clarification to be added to the co-archivist job description: "Each new co-archivist is provided with an up-to-date archive file by the previous co-archivist, which she maintains and adds to during her term, then passes on to the next Co-Archivist.
Co-Archivist > Adopting Job Description (4/06)
Decision: The Co-Archivist Job Description was approved by consensus.
C0- ARCHIVIST JOB DESCRIPTION
- 1 year term
- 3 years sobriety
- 3 months GROW membership
- Must be member of Business List
- Be a member of the Steering Committee
- Provide support and back-up to the Archivist.
- Read all email from GROW meeting list, all email from GROW Business List, and all Steering Committee correspondence daily.
- Maintain in her possession a an electronic back-up of pre-binhost archives as determined by GROW Archives Guidelines.
- Be able to access and research GROW and GROW-BUS archives on binhost as appropropriate.
- At the end of the term, provide successor with job guidelines and pre-binhost archives; and serve as a mentor for a period of time to ensure continuity of service.
- The following are helpful to this position:
- Organized
- Good E-mail program such as Eudora, Outlook, Netscape, etc.
- Reliable Server
- Good communication skills
- Be able to cut, copy, paste, and save to a folder
Comments: The question of what is expected of the Co-Archivist was discussed separately.
The current Co-Archivist explained that she serves as back-up to the Archivist, and until the recent revision to the Archive Guidelines, she saved all shares to her computer. She now saves business, quarterly reports, and group conscience decisions. She is not involved with maintaining letter format templates or posting anything to the GROW website.
Jean suggested that the Co-Archivist save exactly the same things as the Archivist in order to have a backup. The Chair wrote that now that Binhost does our archiving, the Archivist saves only specific items. The Webkeeper posts those items on g-r-o-w.com, which is located on a different server hosted by a different provider. Additionally, these files are saved on the Archivist's computer and backed up on an external hard drive. If something to the Webkeeper, her backup can access the data on website server - EsoSoft. The Co-Archivist can access the Binhost files. The most vulnerable archives are pre-Binhost, which the current Archivist has on disk.
One member questioned whether or not the co-archivist position was necessary and suggested phasing it out at the end of the current term.
There were also concerns about what would happen if we left Binhost. A member pointed out that if we can copy and save the archives as local text files, and upon termination of our account, our archives would be deleted from binhost's server.
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Greeter
- Greeter (10/06)
- Greeter > Consolidating Positions (4/05)
- Greeter > Weekly Topics (4/11)
Greeter (10/06)
Decision: The following agend item has reached consensus as group conscience for GROW.
The position as Greeter/Backup Greeter will include the following duties:
1. Greeter is required to read e-mail on a daily basis.
2. Greeter is required to e-mail the 12 Step Volunteer in reference to women in need of extra support.
The additional duties added to the Greeter/Back-up Greeter positions will be revised on g-r-o-w.com
Proposal: Item 1: Greeter & Back-up Greeter Job Descriptions. It has been suggested that our Greeter and Back-up Greeter read the GROW main list mail *daily*. We have been subscribing new members who are either still drinking or in very early sobriety. Greeters are responsible for keeping in contact with new members for a short period of time; see excerpt from Greeter job description below.
Greeter
Receive inquiries requesting information about GROW from Listkeeper. Send initial response to potential new member. Keep track of inquiries. Respond to questions from new members regarding the group.
Additionally, I know it has been discussed in past meetings that Greeters and 12-Step Volunteer Listkeepers be in touch with each other so that our members who are shaky in their sobriety can be given some additional private help.
12-Step Volunteer Listkeeper
Receive letters from Listkeeper or Greeter of new members who need immediate support
Should we include the word "daily" in the Greeter job description, with regard to reading GROW mail?
Should we include a sentence (in the Greeter job description) to the effect that the Greeter send an e-mail to the 12-Step Volunteer Listkeeper about women who need extra support?
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Greeter > Consolidating Positions (4/05)
No decision was reached on this proposal.
Proposal: We need to combine the Greeter & Welcomer job descriptions. Below, for your consideration, is the Greeter job description with the Welcomer duties added.
GREETER/WELCOMER JOB DESCRIPTION
- 1 Year Term
- 1 Year Sobriety
- Member of Business List
- Receive inquiries requesting information about GROW from Listkeeper.
- Send initial response to potential new member.
- Keep track of inquiries.
- After receiving appropriate response (sometimes need to clarify Third Tradition adherence or being female) subscribe them to the list.
- After receiving confirmation from listservice that the subscription has been accepted, send a welcome letter to the new member (letter provided), AND introduce new member to the group. ( Place in subject line: New Member)
- Respond to questions from new members regarding the group.
- If new member does not have access to the web, forward group information, as requested.
- Work closely with Listkeeper.
- Send resubscription requests to the Listkeeper.
- Provide successor with all necessary information, including job guidelines; and serve as a mentor for a period of time to ensure continuity of service.
- The following are helpful to this position:
- Good organizational skills
- Frequent checks for e-mail
- Good e-mail program with filters and know how to set them up
Greeter > Weekly Topics (4/11)
Decision: Modify the Job Description of the Greeter by adding: "Sends copy of current Weekly Topic to new members as they join."
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GSR
- GSR > GSR/OSC Consolidation (4/03)
- GSR/OGR Job Description (4/04)
GSR > GSR/OSC Consolidation (4/03)
Decision: It was agreed to change the current GSR job description to include OSC Rep duties. It will be added to current list of duties and recorded as follows:
"Subscribe to the Online Service Conference (OSC) as a representative for GROW, participating in the twice-yearly meetings as the primary voter for our group."
"Receive group input via the GROW business list and express the group conscience to OSC."
Proposal: Shall GROW revise the guidelines of an existing TS position to include OSC representation; or shall GROW create a new TS position and guidelines to represent us at
GSR/OGR (4/04)
Decision: Add the following statement to the GSR/OGR Job Description: "Anticipate heavy increase in correspondence, especially during the months when OSC is in session."
Comments: Our GSR Rep requested that the GSR/OGR job description be amended to include the amount of time necessary for extra e-mail. One member proposed two separate positions. Jean agreed on the basis that there seems to be too much mail for one position to handle.
After several members suggested splitting the GSR/OGR job, the GSR Rep stated that she did not think this was necessary and asked us again to add a statement to the current job description similar what's written in the Secretary and Chair job descriptions. The chair suggested that we keep the job as it is and add the following statement to the GSR/OGR job description:
Anticipate heavy increase in correspondence, especially during the months when OSC is in session.
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Listkeeper
- Job Description (10/07)
- Responsibilities (8/98)
- Address Changes (7/03)
- Administrative Password (4/15)
- New Members (1/99)
- Returning Members (10/11)
- Roll Call (4/13)
- Sponsor List (4/12)
- Steering Committee (4/16)
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Listkeeper Job Description (10/07)
LISTKEEPER. Add links to E-Mail Etiquette and Monthly Listkeeper Message
Add to "Work with Chair and Secretary to deal with disruptions"...
"...in keeping with Our Common Welfare Guidelines, as approved group conscience.* (with link to common welfare guidelines)
Listkeeper Job Description (8/98)
Decision: Adopted Listkeeper Service Responsibilities
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Address Changes (7/03)
Decision: Change the Listkeepers responsibilities by deleting from the Job Description the following bullet: Advise Meeting Leader Listkeeper, Sponsor Listkeeper, and Birthday Listkeeper of non-temporary unsubs and E-mail address changes.
Administrative Password (4/15)
Decision: The Listkeepers will change their administrative password every two years in odd-numbered years starting with this year. Listkeepers will draft a line to add to the job description and send it to the Webkeepers.
Proposal: Propose the admin password be changed every two years, starting with this year. Hence, it will be changed with the listkeeper rotation in odd numbered years. Rationale: Improved security for our list and admin pages.
Comments: 18 Yes votes, 0 No votes. The proposal passes for the Listkeepers to change their password every two years in odd-numbered years.
New Members (1/99)
Decision: Decisions about whether to immediately subscribe someone (possibly still drinking and asking for help and/or information) or send such requests on to the Greeters will be at the discretion of our Listkeeper.
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Returning Members (10/11)
Decision: Modify the Listkeeper's Job Description to clarify how to manage former members who wish to re-join the group and to eliminate a listed task which is outdated.
Roll Call (4/13)
Decision: The Listkeepers shall conduct a roll call every year. The particulars of when and how shall be left to the discretion of the Listkeepers.
Sponsor List (4/12)
The Listkeeper and Sponsor Listkeeper will coordinate to ensure that when someone unsubs, if that person is listed on the Sponsor List, her name will be deleted there, as well.
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Steering Committee (4/16)
The following bullet will be added to the job descriptions for the Business Meeting Chair, Secretary, and Listkeepers:
“The Business Chair, Secretary, and Listkeepers will be available to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member.” If the issue is not resolved with the inquiring member or falls outside the Group Conscience Guidelines, the said Trusted Servants (TS) will present the question / issue to the Steering Committee (SC) for input and resolution. Once resolved, the TS would follow through with informing the inquiring member of the answer and / or direction.
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OIAA Representative
OIAA Representative > Reporting (1/00)
Decision: The OIAA representative will make at least quarterly reports to the group, relying on the steering committee as a sounding board to help sort out which issues affect A.A. as a whole and thus require a group conscience.
OSC Representative
OSC Representative > Term of Office (4/03)
Decision: The term of office for OSC Representatives should be two years.
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Rotating Backup
- Rotating Backup (10/11)
- Rotating Backup (4/11)
Rotating Backup (10/11)
Decision: The proposal to change the Rotating Backup Job Position was APPROVED, as modified: "Offer back-up assistance to the following Trusted Servant positions: Weekly Leader Listkeeper, Birthday Listkeeper, Temporary Mentor, 12th Step Chair and Sponsor Listkeeper."
Proposal: Proposal for the Job Description for the Rotating Back-up to be modified, as needed, to include the following: actively work with Trusted Servants to receive mentoring and participate in offering back-up assistance to the following Trusted Servant positions: Weekly Leader Listkeeper, Birthday Listkeeper, Greeter, Temporary mentor, and 12th Step Chair.
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Rotating Backup (4/11)
Decision: Our present Rotating Back-up Trusted Servant will get in touch privately with the Trusted Servants for whom she is providing back-up to exchange contact information to ease the transition if the need arises to call upon her to assist with one of the Lists. We can revisit this topic in the October Business meeting.
Proposal: A request has been made to discuss the pros and cons of establishing Back-up positions for some or all of the following positions: Weekly Leader Listkeeper, Birthday Listkeeper, Greeter, Temporary Mentor, 12th Step Chair, OIAA Rep.
Comments: There was lively discussion :-) regarding this Agenda Item. Of those who responded, six were against creating new Back-up positions, and four were in favor. Those who opposed adding new positions reminded us that we have a Rotating Back-up Trusted Servant who is available to help, as needed. Additionally, any of the other Trusted Servants can be called upon to cover a job in the event someone is going to be unavailable for a time.
One member pointed out that, according to the GROW website, the Listkeeper and Backup Listkeeper can back up the Greeter, if needed. The OIAA Rep is backed up by the GSR position. The Listkeeper has a Back-up Listkeeper. The Secretary is backed up by the Business Chair. The Rotating Back-up can help the Birthday Listkeeper, Sponsor Listkeeper, Weekly Lead Listkeeper and the 12 Step Listkeeper.
It was also suggested that the Temporary Mentor (TM) may eventually back-up the Greeter, and perhaps, visa versa. Since the TM is a new position, we should see how that works for the next several months and re-evaluate at the next Business Meeting.
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Secretary
- Secretary Job Description (10/08)
- Secretary Job Description (10/08)
- Secretary Job Description Changes (10/07)
- Business Meeting Minutes (10/05)
- Group Inventory (4/14)
- PayPal (4/14)
- PayPal (1/07)
- Simplification (4/08)
- Steering Committee (4/16)
- Treasury Responsibilities (4/14)
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Secretary Job Description (10/08)
Secretary
- 1 Year term
- 2 years sobriety
- Must be member of Business List
- Should have completed AA Steps 1 through 12
- Adheres to confidentiality of private emails
- Serves on the Steering Committee
- Works closely with the other Trusted Servants including privately and discreetly informing members who stray from the guidelines
- Maintains a list of emergency contact phone numbers of all trusted servants for use by trusted servants, not for general distribution
- Keeps a current list of trusted servants and term dates
- Calls for nominations/volunteers
- Confirms nominees will accept and serve
- Announces new trusted servants
- Sends Steering Committee Welcome Letter to all new trusted servants
- Fields questions sent both publicly and privately
- Serves as temporary back-up to the Business Meeting Chair
- Does NOT handle anything related to the business meeting
- Informs the business chair if elections are needed for trusted servants
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties.
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Secretary Job Description (10/08)
Decision: No decision was reached on this proposal.
Proposal: Secretary's Duties. A committee proposed a revised list of Secretary duties.
Comments: This was a difficult issue. We had two conflicting proposals, but it appears that wasn't clear to many people. One proposal defined the secretary's regular responsibilities and also her responsibilities during a business meeting. The other proposal stated that the secretary wouldn't have business meeting responsibilities.
The business chair's position also depends on how we word the secretary's responsibilities and vice versa. Therefore, during the next 4-day period, the chair will call for discussions on the secretary's responsibilities and separately on the business chair's responsibilities. We will endeavor to make clear (a) the differences between the two proposals and (b) how the two positions affect each other.
Job Description Changes (10/07)
- Add links to Etiquette and FAQ
- Delete Welcome Letter, add Greeter letters 1 and 2 with links
- Add: Send Steering Committee Welcome Letter to all new trusted servants.
- Add: "Work with Chair and Listkeeper to deal with disruptions"..."...in keeping with Our Common Welfare Guidelines, as approved group conscience.* (with link to common welfare guidelines)
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Business Meeting Minutes (10/05)
Decision: Consensus has also been reached on the purpose and content of GROW business meeting minutes. It has been agreed that GROW business minutes should include enough detail to accurately record what occurs during each four-day segment. Additionally, Annette requested that this document be identified in the subject line as "Minutes" rather than
Proposal: Changes to wording and duties of Secretary and Chair For a better and more efficient Secretary/Business Chair it is proposed we change in the Secretary's list:
Current wording: Keep minutes of all business meetings and report to the GROW and GROW BUS every four days during business meeting months.
Proposed wording: Keep minutes of all business meetings and report to the GROW.
Comments: We have a pretty much a consensus on this item with one question being raised about whether this change of wording will in fact change the duties of the Secretary and Business Meeting Chair. The concern is that the secretary's minutes will not be posted to both GROW list and GROW-BUS list and by not doing this we are making a protocol error and confusing the positions.
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Group Inventory (4/14)
Add the following bullet to the Secretary's job description: "Conduct a Group Inventory every 2 years (in even-numbered years) between the Business Meetings of April and October by sending out the 12 Questions on our website. 3 questions will be sent to the group each week over a 4-week period. Each week's responses will be summarized, posted back to the group, and the results discussed and reviewed by members at the next Business Meeting to determine if action needs to be taken. These will be posted in addition to the Weekly.
PayPal (4/14)
On January 26, 2007, Group Conscience approved the following addition to the Secretary's Job Description as it relates to the Treasurer: "Receive copies of email messages sent to Treasury PayPal email account; have access to the GROW PayPal account at https://www.paypal.com." The bullet will be added to the Secretary's Job Description as was decided seven years ago but wasn't inserted in the Job Description at that time.
PayPal (1/07)
Secretary - To current wording, we have added the following: "Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/."
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Simplification (4/08)
Decision: No decision was made on this proposal.
Proposal: Members discussed whether or not the Secretary's position was too complex. Everyone who spoke thought that it is. Many had no ideas for a solution. One member went through the position and eliminated or shifted things to the Business Chair. Another member suggested that we might have a secretary and a co-secretary, and volunteered to suggest how that might be arranged in the next 4-day segment if there was interest. Members did express
Comments: During this four-day period, we discussed the Secretary's position. We started with a proposal to divide the job into two positions. We ended with a proposal to simplify the job description (and some other simplifications). Six members responded, two of whom posted the proposals. One proposal divided the Secretary's job into two Co-Secretary positions. Some of the comments on the proposal were:
- From my experience with service in this group over the past ten years, every time I printed out a job description my mind was overwhelmed, and this kept me out of some positions for several years. But through experience I have found that it is not as daunting as it looks on paper. The actual *doing* is easier than the reading.
- In my opinion, the creation of the Co-Secretary positions is a great idea because there is too much work involved for just one person.
- The second proposal took out wording that is common to all positions in order to make the positions more understandable. Comments on this proposal included:
- When I read the job description, my first impression was that I'm never going to volunteer for this. It's too much work. I like the suggestion about having general guidelines for all positions posted separately. That would lessen the length of individual postings.
- Shortly after I joined this group, the Secretary's position was up for grabs, and I was considering throwing my hat in the ring for consideration until I read the Job Description. I knew then that I would never be able to thoroughly handle all of the duties involved in the job although I had served as Secretary for another online group.
Two possible ways of handling the secretary's position had been proposed, so the chair opened the floor for discussion about this. Three people responded.
- One person had read the proposals over and over again and could not discuss either until a decision was made on the number of business meetings. "In my opinion the enormity of the secretary position is determined by the amount of time we spend in a business meeting."
- Two people responded that instead of having two Co-Secretaries, GROW should have one streamlined position.
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Steering Committee (4/16)
The following bullet will be added to the job descriptions for the Business Meeting Chair, Secretary, and Listkeepers:
“The Business Chair, Secretary, and Listkeepers will be available to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member.”
If the issue is not resolved with the inquiring member or falls outside the Group Conscience Guidelines, the said Trusted Servants (TS) will present the question / issue to the Steering Committee (SC) for input and resolution. Once resolved, the TS would follow through with informing the inquiring member of the answer and / or direction.
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Treasury Responsibilities (4/14)
Decision: Group Conscience approved the following addition to the Secretary's Job Description as it relates to the Treasurer. We will add the following: "Receive copies of email messages sent to Treasury PayPal email account; have access to the GROW PayPal account at https://www.paypal.com ..."
Proposal: On January 26, 2007, Group Conscience approved the following addition to the Secretary's Job Description as it relates to the Treasurer: "Receive copies of email messages sent to Treasury PayPal email account; have access to the GROW PayPal account at https://www.paypal.com ..."
This Proposal is presented only for your approval to add this line to the Secretary's Job Description that was decided seven years ago but wasn't inserted in the Job Description at that time. This is not the time to propose any changes in the job description - that's for another time.
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Secretary/Business Meeting Chair
- Secretary/Business Meeting Chair (1/00)
- Secretary/Business Meeting Chair > Meeting Minutes (7/06)
- Secretary/Business Meeting Chair > Meeting Minutes (10/05)
- Secretary/Business Meeting Chair> Meeting Minutes (7/05)
Secretary/Business Meeting Chair (1/00)
Decision: Adopted revisions to job descriptions for Secretary and Business Meeting Chair.
Comments: The Secretary and the Business Meeting Chair service responsibility descriptions are revised to include:
- must be able to commit to reading email on a daily basis;
- must participate in all steering committee meetings;
- must be able to reply to business and steering committee email within 48 hours. If unable to do so, should inform the steering committee in advance, or in the case of a computer related problem, telephone another member of the Steering Committee. Lack of response to business, steering committee, or direct personal email 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 for a period of fourteen consecutive days will be reason for temporary replacement by steering committee until a permanent replacement can be
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Secretary/Business Meeting Chair > (7/06)
Decision: Discussion of the small proposed changes to the Secretary and Business Chair positions have been tabled until October as there is still active discussion on the topic.
Proposal: Changes to wording and duties of Secretary and Chair for a better and more efficient Secretary/Business Chair it is proposed we change in the Secretary's list:
Current wording: Keep minutes of all business meetings and report to the GROW and GROW BUS every four days during business meeting months.
Proposed wording: Keep minutes of all business meetings and report to the GROW
Consider changing one of the job duties in the Business Chair's list:
Current wording: Coordinate business report with Secretary
Proposed wording: Coordinate business report with Secretary and report summary to the Business List every 4 days during the meeting.
Comments: We are close to consensus on this item with one question being raised about whether this change of wording will in fact change the duties of the Secretary and Business Meeting Chair. The concern is that the secretary's minutes will not be posted to both GROW list and GROW-BUS list and, by not doing, this we are making a protocol error and confusing the positions. The Chair proposes to leave the discussion open for a further 3 days
Clarification: The suggestion was to change the wording of the Secretary and Business Meeting Chair job descriptions so that the Secretary sends Minutes to GROW and the Chair sends an Agenda Summary to GROW-BUS. The suggestion was made by the outgoing Secretary to accurately reflect current practice and for better efficiency.
Several members expressed concern about not sending minutes to GROW-BUS, and several members were concerned about the content of the Minutes, as shown by these questions: "What happens if the minutes sent to the meeting list are inaccurate or incomplete? Don't mean to muddy the waters here, but to give an example, the summary sent out today (the 10th) says the business list has discussed small proposed changes to the Chair and Secretary's job description, but doesn't state the proposed changes. For the purpose of clarity and archiving, shouldn't that be in the minutes?"
Members agreed that our language should be consistent with our actions. "If the Secretary posts summaries to the main list, that action must be reflected in the job description. If the Biz Chair posts agenda updates to the biz list, it must be mentioned in her job description. Custom and language should match." These comments were then followed by a suggestion to further change the Secretary and Chair job descriptions to specifying that the Chair submits agenda updates.
The Chair does not need to be assigned the task of specifically posting agenda updates, as it is already covered in the Chair's job description (keep discussions focused on agenda, keep track of and review all discussions; be responsible for keeping the issues clear). The duties of Secretary and Chair have evolved over a period of four terms. The agenda update was not the same as the Minutes, in content or in purpose. The Chair had unintentionally stopped sending minutes to GROW-BUS when filling in as both Chair and Secretary, and the new Secretary had simply followed suit.
If we can all agree that Minutes should be posted to both GROW and GROW-BUS the job descriptions do not need to change. The Chair and the Secretary simply need to do what their job descriptions have said all along. While there appeared to be consensus for this suggestion, there was confusion between this suggestion and a post from the Chair shortly thereafter. Therefore, the decision was made to table the discussion to the October meeting.
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Secretary/Business Meeting Chair > Meeting Minutes (10/05)
Decision: Consensus has been reached on the Secretary/Chair job descriptions. As a group conscience decision by consensus, the Secretary and Chair will carry out their duties as written, and the Secretary will post Minutes to both GROW and GROW-BUS.
Secretary/Business Meeting Chair > Meeting Minutes (7/05)
Decision: There appeared to be consensus for this suggestion. However, there was confusion between this suggestion and a post from the Chair that was posted shortly thereafter, and so the decision was made to table the discussion to the October meeting.
Proposal: The suggestion was to change the wording of the Secretary and Chair job descriptions so that the Secretary sends Minutes to GROW and the Chair sends an Agenda Summary to GROW-BUS. The suggestion was made by the outgoing Secretary to accurately reflect current practice and for a better and more efficient Secretary/Business Chair.
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Sponsor & 12 Step Listkeeper
Sponsor & 12 Step Listkeeper > Monthly Updates (10/12)
Decision: It was agreed to modify the current Sponsor Listkeeper and 12th Step Volunteer job descriptions as follows:
Sponsor Listkeeper:
The Sponsor Listkeeper will check monthly with each member of the Sponsor list to ensure they continue to want to sponsor, to ensure that newcomers are not given names of individuals who may not be responsive to their request for sponsorship. The Listkeeper and Sponsor Listkeeper will coordinate to ensure that when someone unsubs, if that person is listed on the Sponsor List, her name will be deleted from the list of available sponsors as well.
12th Step Volunteer Listkeeper:
Once a month, verifies that members of the 12th Step Committee are current GROW members and wish to continue their membership on the 12th Step Committee.
Proposal: for discussion and a decision that the appropriate Job Descriptions be modified to reflect that the Sponsor Listkeeper and the 12th Step Volunteer Listkeeper will regularly check with members of their lists to ensure that all are still active and wanting to serve, and will likewise notify the Listkeeper on a regular (monthly?) basis of any changes to their lists, so the Listkeeper can maintain an accurate and updated membership roster. Our Listkeeper(s) have instituted a "pilot program" of this practice since April 2012 and can comment further.
Revision to proposal: Modify the current Sponsor Listkeeper and 12th Step Volunteer job descriptions as follows:
The Sponsor Listkeeper will check monthly with each member of the Sponsor list to ensure they continue to want to sponsor, to ensure that newcomers are not given names of individuals who may not be responsive to their request for sponsorship. The Listkeeper and Sponsor Listkeeper will coordinate to ensure that when someone unsubs, if that person is listed on the Sponsor List, her name will be deleted from the list of available sponsors well.
12th Step Volunteer Listkeeper:
Once a month, verifies that members of the 12th Step Committee are current GROW members and wish to continue their membership on the 12th Step Committee.
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Sponsor Listkeeper
- Sponsor Listkeeper > Updates (4/12)
- Sponsor Listkeeper (10/07)
Sponsor Listkeeper > Updates (4/12)
Decision: The Sponsor Listkeeper will periodically check with members on the list to ensure they are still active in GROW and available to sponsor.
Proposal: It is proposed that the Sponsor Listkeeper contact each member on the list of individuals who are willing to sponsor, to ensure that each individual is still "active" in GROW and interested in and willing to participate in our group.
This Proposal is suggested because there are individuals included on the sponsor list who do not seem to participate in weekly discussions. Such contact by the Sponsor Listkeeper would be done only for those individuals who do not participate. The intent of the Proposal is to ensure that a sponsor list that is put out by GROW does, to the best of our ability, contain individuals who are familiar with, supportive of, and compliant with GROW guidelines.
Comments: We do NOT have complete consensus on this Proposal. Though the Proposal was generally accepted, there were some suggestions that we may want to incorporate in appropriate Job Descriptions.
- Everyone thought it was a good idea for the Sponsor Listkeeper to periodically check with the ladies on the Sponsor List to ensure they want to continue offering that service, especially if they do not share on a regular basis.
- Some agreed that if someone wants to sponsor, they should be regularly sharing in the group meetings. Others expressed that they personally read all the emails and may not share, but they still consider that they are participating in GROW ~ that is, it should not matter if someone participates regularly or not.
- It was suggested that when the Listkeeper unsubs someone, she should also check the Sponsor List to see if that person happens to be listed there, so the name can be deleted there, as well.
Sponsor Listkeeper (10/07)
Delete "Periodically confirm sponsor volunteers are still GROW members"
Replace with: "At the term's beginning and midterm, confirm sponsor volunteers are still GROW members. "
Add to "Once each month mail sponsor list to the group and seek additional volunteers for online sponsoring"...
"... using Sponsor Letter Template approved by group conscience"
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Temporary Mentor
Temporary Mentor > Establishing Position (4/11)
Decision: Approve new job description for "Temporary Mentor".
Comments: The Job Description for "Temporary Mentor" (TM) was generally well received, with some suggested changes as follows:
- Eliminate the phrase: "Continue to correspond as needed this may include introducing her to the Big Book, Twelve and Twelve" The thinking was that this is a job for a Sponsor, not a Temporary Mentor. This phrase has been eliminated from the Job Description.
- A suggestion that was made by a member of the Steering Committee that I left out of the Job Description is to require at least 1 year membership in GROW, so the TM is fluent with our email etiquette. This phrase has been added to the Job Description.
- The TM should make contact with the newcomer within one day of her joining GROW. The previous Job Description reflected that the TM would make contact within 2-3 days of the newcomer joining GROW.
- In the event that the newcomer is new to AA, the TM can refer the newcomer to other online AA resources, as well as ways to find face-to-face AA resources. This has been added.
There was a concern raised about whether the TM job would be very time-consuming and would require a Back-Up TM. The suggestion was made to give the position a trial period (without a Back-up) to see if the TM needs any help; if she does, our next Business Meeting is in October and it can be addressed at that time and one of the volunteers holding a service position could help out in the meantime. The REVISED Job Description is as follows:
TEMPORARY MENTOR Job Description
- 1 year Term
- 1 year of continuous sobriety
- 1 year membership in GROW
- Must be a member of the Business List
- Will be a member of the Steering Committee
- Read GROW mail daily to note when the Greeter introduces new members in order to contact the new member privately to offer additional support in making solid connection with the Group and/or AA
- About one day after she joins, contact each new member to explain your position as Temporary Mentor (TM ), offering to answer questions or provide guidance until the member feels comfortable in the GROW group. (Send letter # 1 - see below)
- Refer the newcomer to other online AA resources, as well as ways to find face-to-face AA resources
- If the TM has not heard from the new member in about 7 - 10 days, send letter #2 (see below)
- Maintain working relationship with, and assist new member as needed with learning, GROW email etiquette guidelines
- Refer new members to GROW Sponsor List (members who are willing to serve as a Sponsor)
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below)
Letter #1
Hi ___ [new member name],
I am ___, Temporary Mentor for GROW. I see that you joined GROW recently and I'd like to welcome you! In the past, some members have found our information overwhelming at first, so we created this position (Temporary Mentor) as a helpful resource should you have questions and/or concerns about how our group and/or AA works. It would be my pleasure to correspond with you by email (or phone) so if you'd like some help, just let me know.
Thanks.
[name]
GROW Temporary Mentor
Letter #2
Hi ___ [new member name],
I haven't heard from you, so I assume that you have settled in nicely in our group. If you have any questions, the offer of help still stands. Please feel free to contact me.
[name]
GROW Temporary Mentor
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Treasurer
- Treasurer Job Description (4/14)
- Treasurer Job Description (10/13)
- Treasurer Job Description (10/07)
- Treasurer Job Description (1/07)
- Treasurer > Accounts (10/11)
- Treasurer > Establishing Position (8/98)
- Treasurer > Password Backup (4/14)
- Treasurer Job Description > Reporting (4/13)
- Treasurer Job Description > Temporary Revision (7/03)
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Treasurer Job Description (4/14)
Decision: We approved the revised Treasurer Job Description:
- 2 year term
- 2 years sobriety
- Must be a member of Business List.
- At least one year as a member of GROW.
- Serve on Steering Committee.
- Maintain a checking account in the name of the Treasurer.
- Ensure that the Secretary has access to the account so it may be accessed in the event of an emergency.
- Set up a PayPal account; share this password with the Secretary.
- Send weekly passing-the-basket announcement to the group, using the 7th Tradition Announcement Template as approved by group conscience. Be sure to include your postal mailing address for mail-in contributions.
- Deposit collections in a timely manner.
- Pay all group expenses per the distribution below and maintain a prudent reserve of $79.50 (6 months group expenses):
- 20% OIAA (OIAA, c/o Mike Lee, 4925 Greenville Ave., Suite 200, Dallas, Texas 7506).
- 80% to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0423; Group Service # 633230).
- $12.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com).
- Send the OIAA and GSO contributions Quarterly.
- Submit semi-annual reports (prior to each business meeting).
- Submit a Treasurer's report to the Steering Committee each month.
- Make copies of deposits, canceled checks and bank statements to Secretary monthly. This can be done by sending copies or providing online access to the account.
- Maintain records of contributions and disbursements, including canceled group checks and bank statements. (Records to be kept for most recent 7 years, per group conscience 1/9/06).
- The treasurer shall pay (if needed) a monthly service fee on the GROW checking account.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties.
Proposal: Revisions to Treasurer's Job Description. The following replaces the proposal (re Splitting the Treasurer's Position) which was carried over from our October 2013 Business Meeting. The presenter no longer believes that this is a two-person job and concerns only the changes that are proposed to the Treasurer's Job Description.
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Comments:
- Having no knowledge of what it is like to administer an online treasury and having *no* desire to find out I will go along with the group decision on these matters. I do want to say how much I appreciate the treasurers we have had and our current treasurer for their service. After 9/11 banking issues I find it difficult enough to be treasurer for a f2f group.
- When I was treasurer, I opened a checking account in my local area for GROW's business. At that time, it was required that GROW's secretary be on the account as well. The problems I remember are the bank wasn't thrilled about adding a person to the account that lived in a different state - they would need copies of identification. The secretary at the time wasn't comfortable with sending a copy of her personal information. Another difficulty was that since the treasurer and secretary's time in office were different, we'd have to mess w/that again in a year or so. Anyway, all that is mute if we're shifting to an on-line bank account.
- I think the purpose of the wording "non-business account" has to do with checking accounts in brick-and-mortar banks. Banking has changed a lot since this was written. It does need updating. I think that GROW needs our Treasurer to have one other person on every account, in case something happens to the Treasurer, as it did last October.
- The Secretary is fine or any other position that is the same term time and length as the Treasurer position.
- I don't understand how Paypal works with regard to our Treasurer. Does each new Treasurer set up a new Paypal account for 2 years?
- I'd like to see the Treasurer report before I comment on frequency of contributions to OIAA and GSO.
- I would suggest that instead of it being the Secretary as back up that we choose a non-rotating position for this. My recommendation would be to keep the Webkeeper (and backup Webkeeper by default) in the position of holding this information. As these are in fact trust funds of a sort, I would suggest that access to them be kept to a minimum, hence the reasoning behind the non-rotating position holders. Having said this, it would also need to be included in the Webkeeper's Job Description.
- Yes, what does the transfer of GROW online bank account and PayPal account look like?
- Each new Treasurer must set that up themselves, correct? And the balance may be transferred via PayPal to the new account? Please clarify if you can what the change-over looks like.
The following questions were raised, and our Treasurer has provided answers to each of them (in brackets).
- Might the Webkeeper/Back-up Webkeeper be the logical keeper(s) of the password as they hold non-rotating positions? [That would be fine, I have no strong opinion one way or another].
- What does the transfer of GROW online bank account and PayPal account look like? [The incoming treasurer establishes new accounts and the outgoing treasurer either sends a check or makes a PayPal contribution to transfer the funds balance.]
- Does each new Treasurer set up a PayPal account for 2 years? [Yes.]
- Is the frequency of contributions to OIAA and GSO reasonable for our group? [Right now there is no frequency identified in our guidelines. It can be done monthly when the treasurer is creating the monthly report to the steering committee or quarterly.]
As we are awaiting the Semi-Annual Treasury Report, no Head Nods/Shakes were called for at this time. This item will be re-presented.
We had lots of discussions on this Proposal during the three weeks as we worked on putting together an updated Job Description for our new Treasurer. Items discussed included: Payments to OSO-AA who handles our web account; 6-month Prudent Reserve for expenses and who should be the second holder of the Treasury password. When it was discovered that the Secretary should be the second holder of the PayPal password (Group Conscience January 2007) instead of the Webkeepers, the group agreed with this version of the Treasurer's Job Description. This led to the final Proposal to insert this GC decision in the Secretary's Job Description.
Once this was posted to the Business Group, members suggested that the word, 'Quarterly' in the line, "Submit quarterly reports (prior to each business meeting)", be changed to: Semi-Annual, Periodic or simply Submit Reports. All but two members agreed with 'Semi-Annual' to coincide with the time period referred to in (prior to each business meeting). The Chair hereby requests that the Webkeepers make the change from Quarterly to Semi-Annual.
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Treasurer Job Description (10/13)
Decision: The Proposal was Withdrawn.
Proposal: Changes to Treasurer's Job Description. It is proposed that the following bullet be removed from the Treasurer's Job Description to reflect the Secretary's current Job Description:"Secure signature from Secretary (to access the group account in an emergency)"
Comments: Because the Treasurer's position is under review, it was found it was not necessary to revise the Treasurer's Job Description at this time.
Treasurer Job Description (10/07)
Delete: "# Send weekly announcements to the group, passing the basket (announcement includes a postal mailing address for contributions)
Replace with: Send weekly passing-the-basket announcement to the group, using the 7th Tradition Announcement Template approved by group conscience. Be sure to include your postal mailing address for mail-in contributions (with link)
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Treasurer Job Description (1/07)
Treasurer - To current wording we have added the following:
Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/
Set up password for the PayPal account; share this password with the Secretary *and the webkeepers.
Treasurer > Accounts (10/11)
Decision: The incoming Treasurer will be responsible to set up a PayPal and checking account dedicated to GROW collections and activity.
Treasurer > Establishing Position (8/98)
Decision: Adopted Treasurer Service Responsibilities
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Treasurer > Password Backup (10/15)
Decision: The Webkeeper Backup will continue to be the second holder of the passwords for the Treasurer accounts.
Treasurer > Password Backup (4/14)
Decision: As the group needed to get more information to the Treasurer re split payments and donations, we require a revision to the Proposal before we can hold discussions. By way of this post, the Chair asks the Treasurer to send us her updated Job Description for approval.
We did not achieve consensus on this item; therefore, this item was tabled for discussion
Proposal: Webkeeper as 2nd Holder of Treasury Password. It is proposed that we name the Webkeeper (Webkeeper Backup by default) as backup and password holder instead of the Secretary on our accounts. The Secretary's position is a one-year term while the Webkeeper's is a non-rotating position.
Rationale: As these are in fact trust funds of a sort I would suggest that access to them be kept to a minimum, hence the reasoning behind the backup being non-rotating position holders. That is not to say than an outgoing Secretary would abuse that information, but why take the risk? (We are alcoholics first.) Having said this, it would also need to be included in the Webkeeper's Job Description. (I don't believe that it is at this time.)
If approved, the word 'Secretary' in the Treasurer's Job Description would be replaced with 'Webkeeper/Webkeeper Backup'.
Comments: This proposal dealt with the position that would be the co-holder of the Treasury password. There was a deluge of responses which seemed to create confusion for some. Perhaps this was because we did not have an updated job description for the Treasurer at the time and the proposal hinted at three people having the password instead of two.
Comments/observations made were as follows:
- I agree on a non-rotating position be the holder of the password - mainly in the interest of simplicity,
- I am opposed to this. The Webkeeper has plenty to do. I'd like to see the work spread around a little. I'd be in favor of the Webkeeper Alternate over the Webkeeper.
- Maybe we need a back up Treasurer? Could that be the Back up Webkeeper? What happens if the Treasurer wants to take a vacation for a couple of weeks or becomes ill?
- I concur that the 2nd person to have account details would not be a backup position, but someone who holds this information in the event of an emergency. Then the accounts could be accessed and the group funds could be transferred once a new treasurer was put in place.
- I do like the idea of it being a non-rotating position so the passwords would not need to be changed every time someone changed office.
- Regarding a backup for the treasurer, I'm not sure what they would do. If I go on vacation, I usually have online access and can send out the weekly "pass the basket" message. Or there are times when I haven't sent it out, I forget sometimes. It's not the end of the world.
- The Backup Webkeeper works for me too. I just think for simplicity sake it be a non-rotating position.AA work is meant to be shared and rotated. That's why I am suggesting that the password during our next meeting in October 2014.go to the Webkeeper alternate.
- My reading of the proposal did not assume there would be any real workload associated with having the password. Rather, it would be a place to 'safeguard' the password over the long-term. I think making the alternate webkeeper the holder of the password would be fine. That position is also non-rotating.
- The way I am reading this proposal is that the treasurer and the webkeeper and the backup web keeper will have access to the password. That's three people, correct?I'm abstaining from voting on this as I haven't got a clue what is happening. I feel like
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Treasurer > Reporting (4/13)
Decision: Therefore, this Proposal was accepted by the group and was inserted in the Treasurer's Job Description. The following items were added:
- Submit a Treasurer's report to the Steering Committee each month;
- Make the monthly Treasurer's report available to the meeting-at-large each month on the "Member Only" section of the GROW website;
- Maintain the last six (6) months of Treasurer's reports on the website.
Treasurer > Temporary Revision (7/03)
Decision: If necessary*, checks to be made out to the Treasurer instead of GROW. This will NOT be a permanent revsion to the Treasurer's job description.
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Webkeeper (10/07)
Decision: Job descriptions will be posted for the Webkeeper and Webkeeper Backup.
Comments: Although this group has had a webkeeper from the beginning, and more recently a backup webkeeper, we have not laid out their job descriptions. This agenda item addressed that lack. Discussion was favorable, as, for example: "I believe that the job descriptions are in order and the content clearly
WEBKEEPER
- Non-rotating term
- 2 years sobriety
- 2 years GROW membership
- Must be member of Business List
- Be a non-voting member of the Steering Committee
- Maintain public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and for the purpose of attracting new members, Information should include:
- Info about Alcoholics Anonymous
- Info about GROW
- Frequently Asked Questions
- Our Guiding Philosophy
- Guide for Email Etiquette
- Traditions in Cyberspace
- How to become a member
- Maintain a password protected private section on g-r-o-w.com to provide GROW members with information about GROW, including:
- List of trusted servants and job descriptions
- Info about how we conduct business
- Group conscience decisions
- Common Welfare Guidelines
- Archives in keeping with group conscience guidelines
- Important Addresses
- Work closely with GROW Archivist and Steering Committee to ensure that pertinent group history is preserved and that archives are accessible to GROW members in keeping with the GROW Archives Guidelines.
- Inform Steering Committee when updates are made to the website.
- Consult with Steering Committee before making substantial design or content changes to GROW website.
- Post quarterly business meetings and keep updated throughout the business meeting.
- Ensure that any material post on g-r-o-w.com appropriately protects the anonymity of anyone mentioned.
- As owner of the EsoSoft account, pay annual service fee and provide copy of invoice/receipt to GROW Treasurer for reimbursement.
- As owner of the EsoSoft account, change the forwarding information of tradition7@g-r-o-w.com with each new Treasurer.
- Provide the Backup Webkeeper's email address to EsoSoft and designate her as co-owner.
- Provide Backup Webkeeper with all necessary information and passwords to access the Esosoft account and web server.
- Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/, and provide technical support to Treasurer as needed.
- Must be able to reply to business and steering committee email within 48 hours. If unable to do so, should inform the steering committee in advance, or in the case of a computer related problem, telephone another member of the Steering Committee.
- Upon retirement, transfer EsoSoft account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service.
- The following are helpful to this position:
- Organized
- Good E-mail program
- Reliable Server
- Good communication skills
- Be able to cut, copy, paste, and save to a folder
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Webkeeper Backup
Webkeeper Backup as Separate Position (10/15)
Proposal: Create a separate job description for the Webkeeper Backup position and change the term from non-rotating to a 2-year term of office.
Webkeeper Backup job description
- 2 year term
- 2 years sobriety
- 2 years GROW membership
- Must be member of Business List.
- Is a voting member of the Steering Committee.
- Is second holder of the Treasurer's passwords.
- Supports Webkeeper in maintaining the public website (g-r-o-w.com) for GROW to provide information about Alcoholics Anonymous and for the purpose of attracting new members. Information should include:
- Info about Alcoholics Anonymous
- Info about GROW
- Frequently Asked Questions
- Our Guiding Philosophy
- Guide for Email Etiquette
- Traditions in Cyberspace
- How to become a member
- Support the Webkeeper in maintaining a password protected private section on g-r-o-w.com to provide GROW members with information about GROW, including:
- List of trusted servants and job descriptions
- Info about how we conduct business
- Group conscience decisions
- Common Welfare Guidelines
- Archives in keeping with group conscience guidelines
- Important Addresses
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Webkeeper Backup as Second Holder of Treasurer's Passwords (10/15)
Decision: It is decided to have the Back Up Web Keeper continue to be the second holder of the passwords for the Treasurer accounts. The terms for these two positions now align. This was voted in unanimously.
Discussion: This job description is new business, but since it involves a discussion that was not yet complete, it is partially old business. Our Webkeeper Backup was a permanent position and the second holder of the bank and PayPal accounts passwords. To change the position to a rotating position meant that the password must be discussed again. The Chair divided the topic into two proposals. See Proposal 5 for the Treasurer job description considerations.
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Weekly Leader Listkeeper
- Weekly Leader Listkeeper (10/07)
- Weekly Leader Listkeeper > Backup Topic Leaders (10/11)
- Weekly Leader Listkeeper > Discontinue Mid-Week Posting (10/11)
- Weekly Leader Listkeeper > Posting Schedule (10/12)
- Weekly Leader Listkeeper > Posting Schedule (10/11)
- Weekly Leader Listkeeper > Term of Office (4/11)
- Weekly Leader Listkeeper > Weekly Lead (11/10)
- Weekly Leader Listkeeper > Weekly Lead (4/03)
- Weekly Leader Listkeeper > Weekly Leader Schedule (4/14)
Weekly Leader Listkeeper (10/07)
Delete: "Schedule should be completed up to three months in advance"
Replace with: "Schedule should be completed for no more than three months in advance.
Delete "Make periodic announcements to the group asking for volunteers
Replace with "At the end of each month, call for topic volunteers to fill the 3rd unfilled month, using Weekly Leader Template approved by group conscience." (with link.)
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Weekly Leader Listkeeper > Backup Topic Leaders (10/11)
Decision: The Weekly Leader Listkeeper (WLL) maintain a "back-up" list of ladies who have requested to lead a meeting but were not able to be scheduled (because of lack of available openings), so that persons on the "back-up" list can be contacted first when the next available month is being scheduled, prior to calling for volunteers from the group, while giving preference to those members who request to lead at or around their sobriety birthday. The consensus seems to be that the WLLs have already been doing these things and that no changes in the job description are indicated at this time.
Proposal: It is proposed that the Weekly Leader Listkeeper (WLL) maintain a "back-up" list of ladies who have requested to lead a meeting, but were not able to be scheduled (because of lack of available openings), so that persons on the "back-up" list can be contacted first when the next available month is being scheduled, prior to calling for volunteers from the group. The current method seems to be "first-come, first-served" and, it seems that some are not able to respond as quickly when the call goes out, and are
Comments: The discussion concerning this proposal helped to clarify the practice of our WLL (present and past), and that is to maintain a list of members who volunteer, but are unable to be assigned to lead a meeting (because of lack of available openings), and strive to give preferential assignments to coincide with sobriety birthdays. Happily, we always seem to have an abundance of volunteers to lead meetings. The consensus seems to be that the WLL can determine how best to fulfill her job responsibilities and no changes in that job description are indicated at this time.
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Weekly Leader Listkeeper > Discontinue Mid-Week Posting (10/11)
Decision: We will discontinue the mid-week re-posting of the topic by the WLL and the mid-month re-posting of the Step & Tradition letters. The Weekly Chairperson may re-post the topic/meeting if she chooses to do so.
Weekly Leader Listkeeper > Posting Schedule (10/12)
Decision: We did not reach consensus on the proposal to post a three-month schedule of meeting topic leads, and as we were nearing the end of this business meeting, it was agreed that we will table this discussion and revisit this topic in the next Business Meeting (April
Proposal: The Weekly Leader Listkeeper (WLL) send to the group on a monthly basis the 3-month schedule of meeting chair dates and corresponding chair women. When one month has been completed, the dates and people for the third month can be posted. This will serve as a reminder to those who are scheduled to chair on a particular date. The Weekly Chair Schedule is prepared 3 months in advance so it may be easy to forget the date we have committed to chair a meeting, or the date on which we've been put on the Back-up List. The weekly reminder and meeting format that are now sent to the scheduled chair person for the upcoming Saturday will still, of course, be required.
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Weekly Leader Listkeeper > Posting Schedule (10/11)
Decision: We will need to table this Proposal until the Business Meeting in April 2012.
Proposal: It has been suggested that the Job Description for the Weekly Leader Listkeeper be modified to include the following: Post to the group at the beginning of every month the list of chair persons for each of the coming weeks in that month.
Comments: Many responses agreed that the WLL should post the list of upcoming Chairpersons to the group at the beginning of the month.
- Some thought the list should only be sent to the Rotating Back-Up person, who would be available to, remind the Chairperson, or fill in, as needed.
- Some who were against posting the list of Chairpersons.
- Felt the responsibility should rest on the individuals who volunteered to Chair, because they receive a confirmation from the WLL, then they receive the Meeting Format during the week before her chair date.
- Early posting may create "pressure" for newer members, and the "degree of anonymity" that is afforded until the appointed time would be appreciated.
- Posting the list early is an unnecessary complication.
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Weekly Leader Listkeeper> Term of Office (4/11)
Decision: Term of office for the Weekly Leader Listkeeper will be extended from a 6-month to a one year.
Comments: The majority of responses were in favor of extending the term for the Weekly Leader Listkeeper (WLL) from 6-months to a one-year term.
However, there were suggestions that warrant further discussion to see if we can get to consensus. Those suggestions were as follows:
- A suggestion was made that there is a lot of responsibility in this position, which may overwhelm someone, especially a newcomer, and a "Team" concept should be developed for the WLL position. One member suggested creating an additional position of "Backup WLL". Another member pointed out that our position of Rotating Back-Up could work closely with the WLL and relieve her for vacations, sickness, etc.
- A concern was raised about extending the term to one-year in that the newcomers may be reluctant to commit to such a position and, thus, would be denied a chance for service in the group. Another member pointed out that newcomers can be encouraged to write to those with birthdays, to greet new members, to volunteer to lead meetings; and perhaps to participate in the 12-Step List.
- A member reminded us that our group is being run mostly by the same people because so few members join the Business Meeting, so the same people seem to keep volunteering
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Weekly Leader Listkeeper > Weekly Lead (11/10)
Decision: No decision was reached on the proposal to clarify duties to assure the topic goes out on Sunday.
Comments: There was much discussion about clarifying the duties of the weekly chair person, specifically, getting the topic posted on Sunday as it states in the job description. One idea was that we do not need to establish a new procedure. We simply need to execute the procedures already in place.
- It appears, from our discussion, that many are in agreement that the duties of the Weekly Listkeeper be clarified. At this time, I am closing discussion and asking for headnods (yes) for a proposal that the following be added to the existing Weekly Lead Listkeeper position description:
- Maintain a list of available leaders who will start the meeting if the assigned weekly lead is not available or if no topic is posted by Monday.
- Maintain a list of available leaders who will start the meeting if the assigned weekly lead is
Weekly Leader Listkeeper > Weekly Lead (4/03)
Decision: We will add the responsibility for re-posting the topic mid-week to the Weekly Leader Listkeeper job description.
Weekly Leader Listkeeper > Weekly Leader Schedule (4/14)
Add this bullet to the Weekly Leader Listkeeper's Job Description: Send the 1-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis (in addition to posting regular weekly reminders of the meeting topics).
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