Group Conscience Topics
Trusted Servant Positions
- Archivist > Replacing Archivist (7/00)
- Archivist > Term of Office (10/04)
- Business Meeting Members at Large > Term of Office (10/99)
- Grapevine Representative (10/15)
- Grapevine Representative (4/15)
- Greeter (10/04)
- Greeter Backup > Eliminating Greeter Backup (10/12)
- Greeter Backup > Combining Greeter & Welcomer (4/11)
- Greeters > Consolidating Greeters (10/12)
- Greeters > Consolidating Greeters (10/04)
- Greeter/Listkeeper Backup (4/15)
- GSR & OIAA Reps > Consolidating Positions (4/12)
- Listkeepers > Shared Responsibiities (10/12)
- Rotating Backup > Eliminating Position (10/15)
- Rotating Backup > Reinstating Position (11/10)
- Rotating Backup > Establishing Position (7/07)
- Secretary (10/99)
- Temporary Mentor > Reinstating Position (11/10)
- Temporary Mentor > Establishing Position (7/07)
- Treasurer > 2nd Signer (4/09)
- Treasurer > PayPal (4/09)
- Treasurer > Position Requirements (10/15)
- Treasurer > Position Requirements (10/13)
- Treasurer > Position Requirements (7/04)
- Treasurer > Position Requirements (1/04)
- Treasurer > Reporting (4/09)
- Treasurer > Split Position (10/13)
- Treasurer Job Description > Term of Office (10/15)
- Treasurer Job Description > Term of Office (4/11)
- Treasurer Job Description > Term of Office (1/06)
- Treasurer Job Description > Term of Office (1/04)
- Webkeeper & Webkeeper Backup Job Descriptions (1/07)
- Webkeeper & Webkeeper Backup as Second Holder of Treasury Password (10/14)
- Webkeeper > Term of Office (11/10)
- Webkeeper Backup > Establishing Webkeeper Backup as a Separate Position (10/15)
- Webkeeper Backup > Second Holder of Treasurer's Passwords (10/15)
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Arcshivist
Archivist > Replacing Archivist (7/00)
Decision: In the event that the permanent archivist must be replaced, the co-archivist will be offered the position of permanent Archivist. If the co-archivist declines, she will serve as temporary archivist until a permanent archivist is selected following our guidelines and normal procedures for selecting trusted servants.
Archivist > Term of Office (10/04)
Decision: We have consensus that the Archivist position should remain non-rotating.
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Business Meeting Members at Large
Business Meeting Members at Large > Term of Office (10/99)
Decision: The dates of service for our Members at Large will run from November through October (appointed during October business meeting, rotate out at the end of the next October business meeting).
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Proposal: Grapevine Representative (10/15)
Decision: We established the position of Grapevine Representative. This was voted in unanimously. Susan G. is our new GvR. We are grateful for her service.
Discussion: This new position was proposed in April, and an Ad Hoc committee was formed to come up with a proposal and a form letter. The ad hoc committee, comprised of Tanya Q., Marti K., Cheryl B. and Michelle M., represented a variety of types of experience with Grapevine. The proposal and form letter are thorough and detailed. Discussion revolved around timing for sending the letter and share. It was decided that this topic will be in addition to our weekly topics, much as our Step and Tradition topics are. It will be monthly.
Proposal: Create a Grapevine Representative position consistent with the following job description:
- The GROW GVR (GrapeVine Rep) term will last one year.
- One year of sobriety and one year of membership in GROW.
- Must be member of Business List.
- Member of Steering Committee.
- The GVR will chair one meeting a month on the topic presented in that month’s Grapevine.
- Sends a form letter to the membership which shares the tools of the Grapevine both print and online.
- The GVR will receive a 1-year subscription to the Grapevine (print and online) paid for by the GROW Treasurer.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
We are all invited to share on the Grapevine topic of the month.
This month's topic is: [from http://www.aagrapevine.org/]
This month's feature story in print is: [from http://www.aagrapevine.org/ - summary available online]
This month's online feature story is: [from http://www.aagrapevine.org/]
Note: In order to read entire article one has to subscribe; however there is usually one that is available to read in its entirety.]
The Grapevine offers a Daily Quote which will be sent directly to your Inbox. You can sign up for it at http://www.aagrapevine.org/emails.
The Grapevine also offers you many service opportunities to share YOUR Experience, Strength and Hope either in print (story or artwork - http://www.aagrapevine.org/contribute) or audio (http://www.aagrapevine.org/audio-portal).
In addition there are several contests to enjoy such as the photo contest - http://www.aagrapevine.org/photocontest or caption contest - http://www.aagrapevine.org/content/submit-caption.
Please take this opportunity to enjoy AA's "meeting in print"! And to discover all the other wonderful things Grapevine (http://www.aagrapevine.org/) has to offer!
With gratitude,
GROW GVR
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Grapevine Representative (4/15)
Decision: Table the motion to create a new position of Grapevine Rep and create an ad hoc committee to study the proposal.
Discussion: There is a lot of support for GROW to have a Grapevine Rep. Several members had questions about how this would work. Here is what I suggest we do: Let's form an ad hoc committee to study this and bring it back next October. The ad hoc committee will investigate any and all means that GROW can have a Grapevine Representative. Some ideas include having the GVR have the magazine subscription and share stories; look into having a group online subscription (if possible); any other ideas this group may suggest. We can gather information and vote on this in the fall. Volunteers for the committee, please contact me.
After discussion, we have talked about forming an ad hoc committee to determine the feasibility of this item. The Committee will report back in the October business meeting. We will vote on the amended proposal which tables adopting a GVR until a committee reports back in October. In this next 4-day segment, April 14 - 17, we will vote on tabling the following proposal and forming an ad hoc committee to study it. I already have several volunteers for this: Tanya, Cheryl B., Michelle M. If you would like to volunteer for this ad hoc committee, please write to me at: telperion.1214@gmail.com. We will vote on this proposal -- as follows -- during the next 4-day segment, from April 14 - 17.
Proposal: GROW creates a new position, Grapevine Rep. Rationale: One of the topics for discussion at this year's General Service Conference is expanding the awareness of AA members about the Grapevine, our meeting in print. Many groups have a Grapevine Representative. Since Grapevine now has a very active online presence, many of our members may find it useful, informative and enjoyable. Revised Proposal: Grapevine Rep: Table the motion to create a new position of GVR, and create an ad hoc committee to study the proposal.
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Greeter
Greeter > Consolidating Greeters (10/12)
Decision: Eliminate the position of "Back-up Greeter" and simply have two "Greeters," and the two Greeters will have the autonomy to determine what works best for their schedules to rotate and provide adequate coverage for the group. Change the titles of Greeter and Back-up Greeter to "Co-Greeters." Those two individuals will work out a schedule of shared responsibility for their duties.
Proposal: Eliminate the position of Back-up Greeter. This position does not rotate into the Greeter's job and, according to the job descriptions for both, shares the job responsibilities of the Greeter. This would mean that we need two volunteers as Greeters - not as Back-up or Co-Greeters. The Chair recognizes that this Proposal presents an "alternative" or "expansion" to Proposal 4.1, previously submitted for discussion.
Discussion: There appeared to be a consensus that we eliminate the position of "Back-up Greeter" and simply have two "Greeters." Further, there appears to be consensus that the two Greeters will have the autonomy to determine what works best for their schedules to rotate and provide adequate coverage for the group.
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Greeter > Consolidating Greeters (10/12)
Decision: We will call both positions "Greeter" and those two individuals will have the autonomy to determine what works best for their schedules to rotate and provide adequate coverage for the group.
Proposal: Change the titles of Greeter and Back-up Greeter to "Co-Greeters". It is proposed that the two "Co-Greeters" will work out a schedule of shared responsibility for their duties, with one handling primary responsibility for a designated period of time and then rotating with the other. For example: Co-Greeter 1 might cover the month of January and Co-Greeter 2 will function as the Back-up, to participate only as needed. At the beginning of February, Co-Greeter 2 will rotate to take on primary responsibility for greeting and introducing newcomers, and Co-Greeter 1 will function as the Back-up. Our current Greeters can comment further (and probably give a better description) about this Proposal and the practice that has been informally instituted during the past year.
Discussion: Virtually everyone agreed with this Proposal, or at least did not oppose it. You will note a new Proposal that will be submitted separately for discussion that expands on this current suggestion.
- One member suggested that the Back-up Greeter does not rotate into the Greeter's position, and this position shares the same duties/job responsibilities as those of the Greeter. Therefore, there is no need for the name change to Co-Greeter. Let's just call them both 'Greeters'.
- It was also recommended that the group not "legislate" or specify how the Greeters will coordinate or rotate their duties, but that this be left up to the Greeters.
Greeter > Combining Greeter & Welcomer(10/04)
By consensus we agreed to combine the Greeter and Welcomer positions when the current Welcomers' terms end.
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Greeter Backup
Greeter > Elinimating Greeter Backup (10/12)
Decision: Eliminate the position of "Greeter Backup" and simply have two "Greeters."
Greeter Backup > Establishing 2nd Greeter (4/11)
Decision: Agenda Item passed by unanimous vote in favor of adding a Back-up Greeter (2nd Greeter) position to share the workload with the Greeter.
Discussion: Note: It was felt that the potential work load for the Greeter (as expressed by those who have recently functioned in that capacity) can be such that the position requires more that the Rotating Back-up could reasonably provide. Therefore a separate Agenda Item was created to add a Back-up Greeter position. We do not yet have consensus on this item.
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Greeter/Listkeeper Backup (4/15)
Decision: In the event that the current Greeter and / or Listkeeper is unable to complete the task of their respected positions, the Secretary can put out a call to the membership for help to fulfill those tasks needed until the current Greeter and / or Listkeeper issue is resolved. The Secretary's call to the membership would include a prerequisite of having served in those requested positions so that they may assume those duties quickly and efficiently.
Proposal: Propose that GROW maintains a list of past Greeters and Listkeepers in the event of an emergency. Rationale: These are jobs that require training, so Rotating Backup cannot simply step in. Past Greeters can fill in if a Greeter has no online access or other emergency. Same for Past Listkeepers.
Comments:
This Proposal needs a bit more discussion:
- 2 members have questions about how this could work.
- 1 member suggests that we have Immediate Past Greeters and Immediate Past Listkeepers, as we do I.P. Secretary, Business Chair, and IGR.
- 1 member asks how we could generate a list of past Greeters and Listkeepers who could help out in time of need.
- 1 member suggests we check with past Greeters and Listkeepers to determine who is available and willing.
- 1 member opposes this proposal and finds it too complicated.
- 1 member suggests that we consult previous TS lists for names of individuals who held these positions in the past.
Let's please try to narrow this down to a concrete suggestion in our next Segment, so that we may vote on it in Segment 3 (April 14 - 17).
Revised Proposal 5.1: Backup Greeters and Listkeepers: GROW will maintain a list of past Greeters and Listkeepers in the event of an emergency.
Discussion about how this might be done, and explanation from the listkeepers about why it has been requested. VOTE pending in Segment 3. This proposal -- as follows -- will be voted on during the next 4-day segment, from April 14 - 17.
Revised Proposal 5.3: Current Greeters and Listkeepers may put out a request to the membership for all past Greeters and Listkeepers who are willing to be on a backup list for times when they may be needed.
This item passed with 13 in agreement and two in disagreement.
The two ladies who disagreed make up what is known in AA as the "minority opinion." The next 4-day segment, from April 18-21, is the opportunity for the minority to express their feelings about why this item is not needed. If they succeed in changing anyone's mind who voted for the item, they can call for a re-vote. Therefore, ladies who voted against this item, please state why you voted against this, if you wish. If you do not wish, the vote will stand as is.
If anyone changes their mind after seeing the minority opinion, please contact me through this list or at my email telperion.1214@gmail.com.
Minority Opinion(s)
I voted no on this proposal for a number of reasons: 1) Who is going to be responsible for keeping the "list?"; 2) Who is going to be responsible for keeping the list up to date over the years as members come and go?; 3) I don't feel it's necessary to "keep a list." If a current greeter or list keeper is experiencing difficult circumstances in life that inhibit her ability to do her job, it's as simple as sending out a "help needed" letter to the general membership asking for anyone who has held this position in the past, to fill in while the person who is in office needs to step away. I personally think we are complicating a very simple matter; and 4) if you feel it necessary, we can add a blurb to the secretary job description that she has the ability to place a call for help and replace the current officer in case of emergency, either temporarily or for the duration of the term.
Thank you allowing me to express my minority opinion explaining why I disagree with the proposal of a backup list for Greeters and Listkeepers. These are crucial positions within GROW and having past experience would indeed be helpful in times of need. However I feel that this action adds unneeded complexity and goes against the philosophy of "keeping it simple". I feel this proposal adds another layer of administrative duties and protocol in updating and maintaining the lists. For instance - who would create and maintain this list? How would we ensure that the list is current and up-to-date? I feel it would be better to have the secretary put a simple call out to the group requesting urgent help to fill-in the vacant (Greeter and/or Listkeeper) position preferably from those that have occupied the respected position the past so that they can tackle the task at hand. I feel these instructions could be added to Secretary trusted servant description with a one line instruction stating that prequisite. So in summary, I feel that this proposal as it is written adds 1) unneeded complexity going against the philosophy of "keeping it simple", 2) has some administrative components that could be a nightmare to maintain and update. And lastly 3) this essence and purpose of this proposal could be simply achieved by having the secretary add the perquisite of having served in the position before filling it in for the term needed in the urgent request.
- Thanks for the opportunity to hear the "minority opinion." I have changed my opinion (for what it's worth). I agree that this Proposal (5.4) adds unneeded complexity and administration. I prefer to"Keep it Simple" and I agree with the suggestions that Tanya and Laurie have made.
- I too have changed my mind, given what has been put forward by both Tanya and Laurie. I am going for the 'keeping it simple' option, which, in this case, I think is just that the listkeepers ask for previous greeters/listkeepers to volunteer if and when needed.
- I too have changed my vote. Thank you for the expressed minority opinion. Between us we can keep it simple.
- I, too, have changed my mind and I Do Not Agree with either Proposal 5.1 or 5.4 as written because, in my opinion, it is not necessary to maintain a list of past Greeters & Listkeepers in the event of an emergency. Only the Greeters & Listkeepers know when one of them will be away for an extended period of time and they can call on former members who have held the position to help out. I can't imagine a GROW member refusing to help out regardless of the circumstances - whether or not they are on a backup list. Also, I Do Not Agree with the Minority Opinion that the Secretary should maintain some sort of list.
- I, too, have changed my opinion and feel that keeping it simple is the best policy.
Revised Proposal 5.5: In the event that the current Greeter and / or Listkeeper is unable to complete the task of their respected positions, the Secretary can put out a call to the membership for help to fulfill those tasks needed until the current Greeter and / or Listkeeper issue is resolved. The Secretary's call to the membership would include a prerequisite of having served in those requested positions so that they may assume those duties quickly and efficiently.
This item PASSES with 16 in favor and zero opposed.
Webkeepers, please add this to the Secretary description on our web pages.
During this segment, the group voted on 5.5, the revised version of the motion to back up our Greeters and Listkeepers. Five members (at least) decided to change their votes after minority opinion was expressed. The item was re-worded during Segment 4 after the first few members offered to change their votes. The vote was taken during this segment and the item passed, 16 in favor and none opposed.
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GSR & OIAA Service Positions
GSR & OIAA Service > Consolidating Positions
Decision: If we do not have enough volunteers to cover both positions, we can have one volunteer handle both GSR and OIAA positions. There were no opinions expressed against
Proposal: Combine the General Service Representative (GSR) and Online Intergroup Alcoholics Anonymous Representative (OIAA) positions which would then be handled by one person.
Revised Proposal: If it is found that the group does not have sufficient volunteers for all open Trusted Servant positions, one person may handle the General Service Representative (GSR) and Online Intergroup Alcoholics Anonymous Representative (OIAA) positions at the same time.
Discussion: We did NOT reach consensus on this Proposal.
- Some members who had held one or both of these positions responded that it is a good idea to have one volunteer cover both positions, unless we have ample volunteers in which case each position could be handled individually.
- One member felt that a Trusted Servant should not hold two positions at the same time, as it is not fair to the membership as a whole.
- Our current OIAA rep says that she has held each position at different times and both at the same time (to fill in) and feels that one person can easily handle both.
- Our current GSR indicated she is willing to give it a try if we can "revisit" the topic if the task becomes too much for one person to handle.
Since we did not arrive at consensus on this Proposal, the Chair suggests that we REPHRASE the Proposal and see if we can get complete agreement:
"If it is found that the group does not have sufficient volunteers for all open Trusted Servant positions, one person may handle the General Service Representative (GSR) and Online Intergroup Alcoholics Anonymous Representative (OIAA) positions at the same time."
Revised proposal discussion:
- Four ladies commented that we should combine the two positions (GSR & OIAA Rep) permanently. It is suggested that, if desired, this be raised as a Proposal at the October 2012 Business Meeting.
- Though a suggestion was made that our Rotating Back-Up (RBU) could cover one of these positions, if needed, our present RBU clarified that these positions are not covered by the RBU.
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Listkeepers
Listkeeper > Shared Responsibiities (10/12)
Decision: We will change the title of Back-up Listkeeper to Alternate Listkeeper, and the Listkeeper and Alternate Listkeeper will work out a schedule of shared responsibility for their duties, with one handling primary responsibility for a designated period of time and then rotating with the other.
Proposal: Proposal 3.1: for discussion and a decision that we change the titles of Listkeeper and Back-up Listkeeper to "Co-Listkeepers". It is proposed that the two "Co-Listkeepers" will work out a schedule of shared responsibility for their duties, with one handling primary responsibility for a designated period of time and then rotating with the other. For example: Co-Listkeeper 1 might cover the month of January and Co-Listkeeper 2 will function as the Back-up, to participate only as needed. At the beginning of February, Co-Listkeeper 2 will rotate to take on primary responsibility for the List and Co-Listkeeper 1 will function as the Back-up. Our current Listkeepers can comment further (and probably give a better description) about this Proposal and the practice that has been informally instituted during the past year.
Proposal 3.4: that we change the title of Back-up Listkeeper to Alternate Listkeeper, and that the Listkeeper and Alternate Listkeeper will work out a schedule of shared responsibility for their duties, with one handling primary responsibility for a designated period of time and then rotating with the other.
Discussion: There was a LOT of discussion about this Proposal, and quite a bit of it was from persons who have served as Listkeeper for our group. The Chair sincerely hopes that the following summary of comments, in no particular order, accurately reflects the discussion:
- Our current Listkeeper initiated this Proposal and very eloquently explained her rationale in two separate posts, and all are referred to her prior posts for those details. She expressed that the reality of how the Listkeeper and Back-up Listkeeper have worked together over the past few years has truly been as a "team" with each bearing full responsibility for the job at different times. To that end, she recommends that the titles reflect this "shared responsibility" and use the terms Co-Listkeepers or Listkeeper 1 and Listkeeper 2.
- Many (most) disagreed with the idea of specifying in the Job Description "how" or "that" the two Listkeepers would share responsibility. It was felt that the two Listkeepers could, should, and would work this out between themselves.
- It was also suggested that we not worry so much about titles, but rather, focus on having two Listkeepers who can work well together: "I believe that the two, if they are a good team, will have to communicate effectively and coordinate their activities. If they don't, we will have problems that titles or job duty descriptions will not be able to fix."
- Others felt it would be important to identify a "Lead Listkeeper" and "Listkeeper" to reflect that one has more knowledge/experience and that consideration should be given to the possibility that this would be advantageous for purposes of accountability.
- It was also pointed out that the job titles "Listkeeper and Backup Listkeeper" serve a a purpose in that the Backup can be in a "training" role for a period of time. This allows someone to volunteer for this position without prior experience and have an opportunity to be trained. And, once trained, the Backup can relieve the Listkeeper as needed and even sign correspondence as "Listkeeper," without the need to change the job titles.
- Another commented that "It mightn't always work so easily as it does with our present Listkeepers and, therefore, should be laid out in the title(s)."
The comments will be summarized and we will have another four days of discussion to seek agreement. If we do not have consensus at the end of this (current) four days, we will table the discussion until the next Business meeting.
- The job of Listkeeper(s) is too busy for one to be considered "Back-up". Both Listkeepers should be called "Co-Listkeepers" or "Listkeeper 1" (LK1) and "Listkeeper 2" (LK2).
- "Back-up Listkeeper" does not confer the amount of responsibility and time commitment required of the role, "LK1" and "LK2" are preferable titles.
- The job title of "Back-up Listkeeper" serves a purpose for an individual who may be in a "training" mode. The job description can be intimidating, and we would be more likely to get volunteers if it is felt there would be a "training" period.
- It might not always work so easily and smoothly as it does with our present Listkeepers, and therefore, the levels of responsibilities/roles should be laid out in the title(s).
- Some members did not see the need to change the titles at all.
- Some members agreed with changing the titles to LK1 and LK2.
There was considerable discussion about this topic, with several different titles proposed. Ultimately, it was suggested that we adopt the title "Alternate Listkeeper" to replace "Back-up Listkeeper". The Chair presents a revised proposal to reflect what is felt to be the consensus of the group. The Chair is guardedly optimistic that we have reached consensus on this proposal, as revised, and is therefore calling for Head Nods/ Head Shakes.
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Greeter/Listkeeper Backup (4/15)
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Rotating Backup
Rotating Backup > Eliminating Position (10/15)
Decision: This position will be removed from our Trusted Servant roster. The additional requirements for the Secretary will be added to her job description. She will coordinate with the list keepers (Birthday, Sponsor and 12th Step Volunteers) to keep current lists.
Discussion: The Secretary proposed that we eliminate this position. This position backed up the Birthday, Sponsor, and 12th Step Volunteers List Keepers. The Secretary can hold the lists. If a Trusted Servant must give up her position, the Secretary can put out a call to the group. One other consideration of this change is that the job description mentions handling disputes and discrepancies. Our web site has a procedure for this in place, as mentioned in our Common Welfare Guidelines. (Please see our web site.) The Secretary, Listkeepers and Chair handle these if they happen, and bring them to the Steering Committee. Another consideration of this change is that the Secretary can be holding two positions at one time for a brief time, if one member steps down and no one steps up to the opening. This is true because she holds the lists. This proposal was voted in by majority with one abstention.
Proposal: The Secretary submitted a line-by-line commentary on the job description for the Rotating Backup, noting that many items were already covered by other positions and approved procedures.
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Rotating Backup > Reinstating Position (11/10)
Decision: It was decided to reinstate the position of Rotating Backup
Discussion: We have discussed who would train a new Trusted Servant after the unexpected departure of the current position-holder. Many options came up like the most experienced GROW members would do the training or the member who had last held the TS job.
New proposal to address this issue: Reinstate the Rotating Backup position to fulfill these roles as well as the duties described in the 2007 position description:
- fill in as weekly leader when the topic is not posted on Sunday (whether she uses a topic from a list or some other method);
- temporarily fill positions when a TS is not available and then train the new volunteer who takes the job,
- act as a focal point for the Steering Committee when a TS is not fulfilling her job responsibilities; and
- the Rotating Backup would be the person to contact with complaints, would take the issue to the steering committee when action is necessary and then work with the TS to correct problems.
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Rotating Backup > Establishing Rotating Backup (7/07)
Rotating Backup [decision by consensus]
Agreed to create a new trusted servant titled "Rotating Backup." This trusted servant would be "on call" to temporarily carry out the tasks of the Birthday Listkeeper, the Sponsor Listkeeper, and the Weekly Meeting Lead Listkeeper if necessary.
Rotating Back-up Job Description
- 1 year term
- 1 year sobriety
- Must be member of business list
- Review GROW mail daily
- Be available to temporarily carry out the tasks of the Birthday, Sponsor, and Weekly Meeting Lead listkeepers, as necessary.
- Have an understanding of the duties of each job
- Know how to access job descriptions and form letters necessary to carry out the tasks
- Send letter of introduction to new birthday, sponsor and weekly mtg. listkeepers when they begin new term.
- Maintain current copies of birthday, sponsor and weekly meeting lead lists
- Provide successor with all necessary information, and serve as a mentor for a period of time to ensure continuity of service.
- The following are helpful to this position:
- Organized
- Good E-mail program such as Eudora, Outlook, etc.
- Reliable Server
- Good communication skills
- Be able to cut, copy, paste, and save to a folder
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Secretary
Secretary Position (10/99)
The group secretary position shall be assigned the role of list "owner."
Temporary Mentor
Temporary Mentor > Establishing Position (11/10)
Decision: It was decided to have a new position temporary mentor to assist new members adjusting to online AA
Proposal: A "temporary sponsor" should made available to the new women who join. Some women are brand new to AA and/or some are new to the Internet. I'm thinking we may have more "retention and sharing"if there is someone who is checking in with the new person each day to see if they have questions or need anything.
Discussion: We discussed whether a "temporary sponsor" be made available to the new women who join. Some women are brand new to AA and/or some are new to the Internet. I'm thinking we may have more "retention and sharing"if there is someone who is checking in with the new person each day to see if they have questions or need anything? The "temporary sponsor" may come from the list of those who have volunteered to sponsor. One idea many shared was that if this was implemented that the term be temporary mentor rather than sponsor. The "temporary sponsor" may come from the list of those who have volunteered to sponsor. I'd like to get some feedback from the Business Meeting group to determine if there is a consensus that this would be a useful thing to try.
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Treasurer
Treasurer > 2nd Signer (4/09)
Decision: The Treasurer will be sole signer and controller of the bank account.
Treasurer > PayPal (4/09)
Decision: Treasurer and PayPal Account: Each Treasurer will setup a paypal account that would be for the duration of the treasurer's term and that each subsequent treasurer open a
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Treasurer > Position Requirements (10/15)
Decision: The Treasurer must be a member of GROW for 2 years, starting with the next term.
Discussion: Because the Webkeeper Backup will be the second holder of the Treasurer's passwords, it makes sense for the terms [Treasurer and Webkeeper Backup] to be the same where there is overlap in responsibility. We will change one item in the Treasurer's job description. It currently calls for the Treasurer to be a member of GROW for one year; we will make that two years, to align with the Webkeeper Backup job description. It will take effect with our next Treasurer (October 2015).
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Treasurer > Position Requirements (10/13)
Decision: 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. The Proposal was Withdrawn.
Proposal: New Requirements for Treasurer & Past Treasurer.
- It is recommended that the Treasurer have 5 years of continuous sobriety and 2 years in GROW, preferably with some service time on the GROW Steering Committee.
- We will waive the interim requirement for the vacant Treasurer position and begin the new 2 year term commencing October 2013.
- In the future, the Immediate Past Treasurer will serve as emergency back-up to the current Treasurer. The Immediate Past Treasurer will remain on the Steering Committee.
Discussion: 14 out of 20 members who responded have agreed to this Proposal; 5 members disagreed stating that 5 years of sobriety and that 2 years would be sufficient, and one member abstained with the following opinion:
"I don't think 2 years or 5 years will prevent bad things from happening to the group's money. I've seen women with 20+ years of sobriety go to jail for extortion. I've been the Secretary for a group where the Treasurer ran off with the money. Things happen regardless of the constraints you put on the position. What I would not like to see happen is someone lose an opportunity for a service position because the requirements for the position were over constrained."
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Treasurer > Position Requirements (7/04)
Decision: The following line will be added to the Treasurer's Job Description: "The treasurer should have one year as a member of GROW."
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Treasurer > Position Requirements (1/04)
Decision: The motion about the Treasurer's length of membership with GROW will be carried over to the July 2004 business meeting.
Proposal: TREASURER JOB DESCRIPTION: MINIMUM MEMBERSHIP IN GROW. We discussed establishing a minimum length of membership in GROW for the Treasurer. We did not reach consensus. In addition, Cheryl T. wrote that when she requested the discussion, she did not intend for the background information and rational she provided to become part of the job description. This has been amended in the full. Agenda Item posted separately. (Was Jan. 04, Agenda item 3a)
Discussion: In January, we discussed establishing a minimum length of membership in GROW for the Treasurer. At that time we agreed on a one-year membership, but disagreed on additional wording. The item was carried forward from the January business meeting, as we did not reach consensus.
At the start of this meeting, this motion was submitted: "The treasurer should have at least six months as a member in GROW."
The Chair asked if Mage would be willing to amend the motion to reflect the one year membership that the group had seemingly agreed upon in January. The motion was amended as follows: "The treasurer should have at least one year as as a member in grow."
Because there were some concerns about trying to decide this before knowing how the position might change with the banking proposal also on the agenda, the Chair asked if the group wished to hold off on the issue, or continue on with the formal process. These are the opinions recorded: HOLD OFF: 10
Treasurer > Reporting (4/09)
Decision: It was decided that the Treasurer will report every 6 months to the Business Meeting and monthly to the Steering Committee.
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Treasurer > Split Position (10/13)
Decision: Proposal was tabled for discussion at our April 2014 meeting.
Proposal: As you know, our Treasurer became very ill and could not carry out her job commitment so we did not have instant access to her files at that time. The Steering Committee felt it necessary to review the details of the Job Description to see if they could tighten up some of the requirements of the position. Although we still have two Proposals on the table, the Chair has decided to present the following Proposal 3.7 so that this matter may be settled as soon as possible.
The following Proposal reflects Steering Committee's decision to split the duties for two Treasurers:
Proposal 3.7 - It is proposed that the Treasurer's job be split into two positions as follows:
- A non-rotating position that "owns" the GROW bank account and manages access to the GROW paypal account. As treasurers rotate, this position would be responsible for managing access to these accounts for the new treasurer.
- The existing rotating Treasurer position would remain unchanged. Some of the details in the existing position description would need to be changed to match this new arrangement. My recommendations for changes are below.
Discussion: This arrangement would be similar to the Web page arrangement which is a non-rotating position. The purpose is to alleviate some of the overhead in establishing new accounts each time the Treasurer rotates through and maintains a long-term bank account for the group.
Job Description for Treasurer
- 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
- Manage the GROW bank account
- 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/
- 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 first, maintain a prudent reserve equal to 6 months group expenses and distribute excess according to group guidelines as follows:
- 20% OIAA (OIAA Inc., P.O. Box 133, Newberry Springs, CA 92365-0133)
- 80% to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0423; Group Service # 633230)
- (The treasurer need not make the donations if they are less than $5 to each organization at the time the contribution)
- Submit quarterly reports (prior to each business meeting).
- 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.
- Send copies of deposits, canceled checks and bank statements to Secretary monthly.
- 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 (below).
- Click here for the wording of "form" letters.
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Treasurer > Term of Office (10/15)
Decision:The second holder of the Treasurer's passwords is the Webkeeper Backup, and the terms of both job descriptions must be aligned. The Treasurer must be a member of GROW for two years, starting with the next term.
Discussion: The rotating out Treasurer sent an email to the business list, with changes to the job description of Treasurer as it is posted on the GROW web site. Most of these changes are considered housekeeping and the Web Keeper deals with them; there is no need to vote on these. They have already been decided. A few of the items needed clarification. As mentioned in Proposal 2, the second holder of the bank and Paypal accounts needed to be confirmed by the business group. The Webkeeper Backup continues to hold the passwords. The question of aligning the terms of these two positions was considered. The terms are now the same, as are the requirements for doing the jobs. The question of having a Backup Treasurer was discussed, and the current and past Treasurers felt that unnecessary. This proposal passed unanimously.
Proposal: The second holder of the Treasurer's passwords is the Webkeeper Backup, and the terms of both job descriptions need to align. The Treasurer must be a member of GROW for 2 years, starting with the next term.
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Treasurer > Term of Office (4/11)
Decision: We did not reach consensus on this Agenda Item, and a decision was made to have a committee, composed of our present Treasurer and prior Treasurers, research and investigate this issue and present a solution at the October Business Meeting.
Proposal: Make the Treasurer position non-rotating because of problems associated with trying to get the PayPal account changed over when a new volunteer was prepared to take
Discussion:
It is requested that the current Treasurer the incoming volunteer for the Treasurer position inform the members about the problems that were encountered with PayPal when an attempt was made for the new Treasurer to assume the position.
A comment was made, and there was agreement, that we should not allow PayPal to dictate that our Treasurer position should be non-rotating.
It was suggested, and all were in agreement, however, that we should convene an adhoc committee, composed of present and past Treasurers of this group. Such committee would be charged with the task of studying the issue of timely and appropriate transfer of the Treasurer responsibilities from the outgoing Trusted Servant to the incoming Trusted Servant. It is requested that the committee explore and develop a way for the incoming Treasurer to set up a PayPal account to receive GROW funds (from members all over the world), in accordance with the May 2009 Group Conscience decision.
It is requested that our current Treasurer coordinate convening the committee members and that a report and plan of action be presented to the Business Meeting in October 2011. In the meantime, we will maintain status quo with Lori continuing as Treasurer.
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Treasurer > Term of Office (1/06)
Decision: the current Treasurer term will be shortened to July so that the Secretary and Treasurer will rotate at the same time.
Proposal: Consensus reached on the following item: To decrease the number of times the second check signer needs to change, thereby saving inconvenience and expense, the current Treasurer term will be shortened to July so that the Secretary and Treasurer will rotate at the same time.
Discussion: The Chair noted that six participants reponded and no one disagreed with the proposal to decrease the number of times the second check signer needs to change, thereby saving inconvenience and expense.
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Treasurer > Term of Office (1/04)
Decision: The term of Treasurer has been lengthened from one year to two years.
Discussion: When the treasurer position changes hands each year, the incoming treasurer must open a new dedicated bank account to which she has access in her own community. This includes getting the GROW secretary's signature on a bank card. The outgoing treasurer must close the GROW bank account she opened the previous year, and she must mail all records to the incoming treasurer. With some of the changes our volunteers have found in opening new accounts, and with other difficulties, this transition process has taken as long as two months.
We have discussed options in the past, including 1) lengthening the term of treasurer from one year to two years and 2) looking into the possibility opening an account with a national banking system.
- Several members voiced support for extending the treasurer position to two years, and no one has voiced opposition to a two-year term.
- Several members have offered other suggestions as well. For example, the current Treasurer would support a two year term, and she also favors looking into some type of permanent checking account for GROW. She offered to look into this type of account.
- We are reminded that there are some very restrictive banking procedures in place in this era of Homeland Security.
- A member noted that we haven't changed treasurers since we made the decision to "maintain a checking account in the name of the Treasurer, the Secretary, and, if possible, the group. This must be a non-business account used for GROW business only." She wondered if we should just wait and see what, if any, difficulties arise with the next change-over.
- A former Treasurer reported that having checks made out to GROW sometimes causes her problems, and it was suggested that we consider making checks out to the treasurer and putting GROW in the "for" line.
Revised discussion statement for discussion January 23 - 26: The Treasurer holds a key position and has the responsibility for our online existence and credibility of our group. For the protection of GROW, the individual who handles all member contributions, pays all of our bills, and maintains all of our financial records should have a history of at least one year as a member of GROW and one year of active participation such as membership in two business meetings.
When the treasurer position changes hands, the incoming treasurer must open a new dedicated bank account to which she has access in her own community. This includes getting the GROW secretary's signature on a bank card. The outgoing treasurer must close the GROW bank account she opened the previous year, and she must mail all records to the incoming treasurer. Our past Treasurers have had difficulties in opening new accounts, and this transition process has taken as long as two months. We have discussed options in the past, including 1) lengthening the term of treasurer from one year to two years and 2) looking into the possibility opening an account with a national banking system. A committee was going to look into the latter.
The emails for this item are difficult to sort through, because some commented during an earlier discussion and either changed their decisions or did not respond during the second round of discussions. There have been seven (7) respondents, and all seven support a one-year membership for the treasurer position.
The opinion on the issue of active participation isn't quite so clear, but as best as I can decipher what's happened so far, it appears that three (3) of the seven (7) respondents oppose (or are "uncomfortable with") requiring active participation as a stated guideline.
The Chair reported that she had heard nothing from a committee. She asked if one had been formed and, if not, could one be formed. She suggested that three members could canvass local banks and report back their findings to this meeting. She returned later the same day with findings from four (4) banks in her area. It was suggested that we discuss that we discuss extending the service term for the Treasurer now, and that we ask a committee to further explore the banking issue and report back to the April business meeting. The objective would be to make a decision one way or another, and if the choice is to change to a permanent bank account and prepare to transition with the new Treasurer in October.
Eight (8) respondents support revising the Treasurer job guidelines to reflect a two year term. These eight also appear to suport further exploration of setting up a permanent account with a national bank. Several members volunteered to research this further and report back in April.
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Webkeeper & Webkeeper Backup
Webkeeper & Webkeeper Backup Job Descriptions (1/07)
Webkeeper - We do not currently have a job description for GROW webkeeper.
A draft of a complete job description will be offered at the April business meeting. The following items will be included:
As owner of EsoSoft account, change the forwarding information of tradition7@g-r-o-w.com with each new Treasurer. Receive copies of email messages sent to tradition7@g-r-o-w.com; have access to the GROW PayPal account at https://www.paypal.com/, and provide technical support to Treasurer as needed.
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Webkeeper & Webkeeper Backup as Second Holder of Treasury Password (10/14)
Decision: This week, the lone "objection / disagreement" of Proposal 8.3 - Webkeeper as 2nd Holder of Treasury Password was withdrawn. This means that we have achieved consensus on this Proposal.
Proposal: It is proposed that we name the Webkeeper (Webkeeper Backup by default) as backup and password holder instead of the Secretary on our accounts as stated in Proposal 7.3. The Secretary's position is a one-year term while the Webkeeper's is a non-rotating position.
Discussion: As you are aware, we did not achieve consensus of Proposal 8.3 because we did not have 100% agreement by all members. The Vote was 16 for and 1 against. We now move into the formal voting procedure as detailed in our Guidelines for Business Meetings.
A motion was made and seconded, and we moved into the formal voting procedure on Proposal 8.3 which reads as follows: It is proposed that we name the Webkeeper (Webkeeper Backup by default) as backup and password holder instead of the Secretary on our accounts as stated in Proposal 7.3. The Secretary's position is a one-year term while the Webkeeper's is a non-rotating position.
If approved, the word 'Secretary' in the Treasurer's Job Description would be replaced with 'Webkeeper/Webkeeper Backup'.
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Webkeeper Position > Term of Office (11/10)
Decision: There is consensus that the webmaster be non-rotating.
Proposal: Should the webmaster be a non-rotating position and should it be announced for volunteers?
Discussion: We have discussed whether the position of webmaster should be made a rotating position. There has been much lively discussion with several members stating the position should be rotating & others saying due to the technical nature of the job that it should not be rotating.
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Webkeeper Backup (10/15)
Establishing Webkeeper Backup as Separate Position (10/15)
Decision: The proposal to define our position of Webkeeper Backup has passed 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 Back Up Web Keeper was a permanent position and the second holder of the bank and Paypal accounts passwords. To change the position to a rotating position means that the password must be discussed again. The Chair divided the topic into two proposals. See Proposal 5 for the Treasurer job description considerations.
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. Melanye C. is our new Back Up Web Keeper. We are grateful for her service.
Proposal (as accepted):
- 2 year term
- 2 years sobriety
- 2 years GROW membership
- Member of Business List
- Voting member of the Steering Committee
- Is second holder of the Treasurer's passwords (added in separate group conscience decision)
- Support Webkeeper in maintaining public website
for GROW to provide information about Alcoholics Anonymous and to for the purpose of attracting new members: - Info about AA
- Info about GROW
- FAQs
- Guideline for Email Etiquette
- Traditions in Cyberspace
- How to become a member
- Support the 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 >Second Holder of Treasurer's Passwords (10/15)
Decision: The second holder of the bank and Paypal accounts needed to be confirmed by the business group. The Webkeeper Backup will continue to hold the passwords.
Discussion: GROW Biz needs to decide who holds the password in addition to the Treasurer. Is our permanent webkeeper willing to take on this duty, or should it be assigned elsewhere? For group consideration: There needs to be consistency in terms. If a rotating Trusted Servant holds the password, her job description and term time and length should be consistent with the Treasurer. Do we regard this as important, or are we comfortable with differing times required to do jobs that overlap? Would we be comfortable with a backup person changing every year, for example?
A few of the items needed clarification. As mentioned in Proposal 2, the second holder of the bank and Paypal accounts needed to be confirmed by the business group. The Back Up Web Keeper continues to hold the passwords.