Beginning the Group Inventory 

Have at least one meeting before the inventory meeting. Use this time to decide on issues such as: who should facilitate the meeting, questions to be answered before the inventory meeting (anonymously if desired), basic “ground rules” and “participant’s rights,” and any other related “agreements” for how the inventory meeting will be conducted. 

Establish “ground rules.” Let the group know that everyone will have a chance to speak to each question; each person speaking only once until all that wish to speak have done so. Try to discourage back and forth discussion. If your group is large, you may need to put a time limit on comments.

Determine what topics will be discussed. Consider asking some of the questions to the entire group either instead of sending ahead of time, or to talk about solutions to issues identified in the written pre-inventory questionnaire responses. 

Direct all comments to the facilitator. If you (the facilitator) have an opinion to share, do so, but make sure you do not dominate the discussion. As the facilitator, you are to be as impartial as possible. Take notes (or ask another member to do so) and offer those notes, or a full write up of the inventory to all members of the group.

Solutions may be offered, but no vote will be taken until all voices are heard. After the group has a chance to review the information, another group conscience meeting can be scheduled to discuss (and if appropriate, vote on) the solutions offered in the inventory. 

Schedule another business meeting (or dedicate the next regularly scheduled business meeting) members can bring solutions as motions for the group to vote on adopting (i.e. format changes, and more suggested changes discussed) 

If things get too heated, or are taking too long, use the group conscience to decide if the meeting should be continued at another date. The group inventory meeting can be more than one meeting if needed to allow all opinions to be heard, and all issues to be discussed. While time limits on speaking are suggested to manage the length of the meeting, there is value in “cooling off” if the meeting gets heated, or allowing members to step away to sleep on and think on the issues discussed in the first meeting. If people are going to change their mind or be swayed by the opinions shared in the inventory, it’s usually after cooling off time to think about the issues discussed. 

For either members to answer in writing before the inventory (anonymously if desired)or to answer together as part of the Group Inventory, depending on what the Group Conscience decides when planning the Inventory

• Why are you participating in the Group Inventory? What do you hope to get out of this experience? How long have you been a member of this Group?
• What is the basic purpose of the group?
• Does the group do its fair share toward participating in the purpose of MA — as it relates to our Three Legacies of Recovery, Unity, and Service? 
  • Do new members keep coming back, or does the turnover seem excessive? If so, why? What can we as a group do? 
  • Are all members given the opportunity to speak at meetings and to participate in other group activities?
  • Is the spirit of rotating being followed (so that the members in service are rotating on a regular basis, with elections being held every 6 months, or other period of time?)
• Do we emphasize the importance of sponsorship? How effectively? How can we do better?
  • Does someone make a sponsorship announcement and ask for available sponsors to raise their hand?
  • Do our members volunteer to sponsor? Do our new members have a hard time finding sponsors? Is there anything we can do to help members feel more comfortable agreeing to sponsor?
  • Does our District have a sponsor support meeting? Offer any training or support for new sponsors? 
• What more can the group do to carry the message? 
  • What has the group done lately to bring the MA message to the attention of professionals in the community—the physicians, clergy, court officials, educators, and others who are often the first to see marijuana addicts in need of help?
  • What has our group done to bring MA meetings to hospitals and institutions (including rehabilitation and mental health facilities and sober living), whether in-person or virtual. World Services’ H&I Trustee can provide support for starting local H&I meetings, which are often the first way members learn about MA.
• How is the group fulfilling its responsibility to the Seventh Tradition?
  • Do we make donations to the District or Region? World Services? 
• Do we have any kind of safety committee, new member liaison, safety liaison or meeting announcement about which trusted servants members (especially new members) can contact if they feel unsafe?
  • Do we have any kind of basic safety “rules” in place as a group that members are aware of? Do we include any announcements at the start of the meeting about the basic safety rules (e.g. no smoking or vaping on camera, dressing appropriately, using the phone list and/or group chat only for recovery-based discussion, and not for self-promotion or romantic advances, not using the meeting chat for anything other than recovery, etc.) 
  • What do we do to protect the anonymity of members listed on our phone list? Does our phone list have anything written on it, or announced when it is shared, about what the proper and improper uses of it are? 
  • Do we take steps to ensure the safety of the chat (by turning off the ability to chat privately or at all during meetings?)
• Do you have any additional questions or suggestions for the group?

You may want to have members answer some basic questions ahead of time to prepare for the Group Inventory meeting. They can be submitted anonymously, if desired. You can use “Google forms” to create a form with some questions for submission (anonymously if desired). Reach out to [email protected] or [email protected] for support. Your Group can add (or exclude) any questions to best suit the needs of the group. 

You can also suggest that members of your group review AA’s “Traditions” Checklist and ask themselves the questions included in that pamphlet to see how well each member individually is embodying the 12 Traditions. You can also discuss whether any of those questions should be adapted for use in the group inventory meeting.  It is only a suggestion to review and respond to these questions before the inventory, or in writing (or via Google forms) to allow anonymity. Your group has autonomy to conduct the inventory however the group conscience determines is the best for the Group, which may mean reading through these questions together as a part of the Inventory meeting.

Suggested Pre-Inventory Questions about Meeting/Group Logistics for Group Service Members, i.e. Chair, Secretary and Treasurer, to Answer Ahead of Time

• Do your meetings start at the time and place that your meeting schedule lists?
  • On the MA World Services’ Meeting Finder, district website and/or printed schedules is it listed accurately?
  • Are the meeting’s characteristics on the MA Meeting Finder, such as contact info location, and time also up to date? 
• What is the average weekly attendance at your meeting?
  • Does the Group have a stable meeting place (whether in-person or virtual)?
  • Has your location/platform (e.g. Zoom, if virtual) been an asset to your group? Are there unique challenges? (e.g. Zoom bombers, or members abusing the chat?) 
• Are business meetings held every month? On a regular date?
  • How does your group take a group conscience at business meetings? Does your group have an established policy on what is needed for a motion to pass, (i.e. is a simple majority or 3/4 majority needed for a motion to pass?)
    • Do you have a written group conscience on the meeting format, group service positions, voting procedures, etc.?  
  • Are minutes kept at each business meeting? Does the group keep records (of speakers, meetings, business meeting minutes?)
  • How well does the District keep its historical and institutional record?
• What are the trusted servant positions in the group?
  • Do members fulfill commitments, or are there vacant positions?
  • Do some members double up on commitments? 
  • Do members regularly rotate service commitments i.e. every 6 months are positions voted on again so new trusted servants have an opportunity to be of service (and avoid burnout for members remaining too long in one role?)
• Does the treasurer keep accurate financial records and report regularly to the group so that can be shared with the District or Region?
  • Are regular bank deposits made? Is loose cash kept around?
  • Are two signatures required on checks if the group has a checking account?

It is suggested that your group decide on some “ground rules” and “participant rights” prior to beginning the inventory so that everyone feels as though the discussion is fair and allows everyone an opportunity to share their opinions. The following are taken from MA’s 12 Concepts of Service, which are guiding spiritual principles in regards to service.

• Everyone has the right to decision. (Concept 3)
• Everyone has the right to participate (by being a part of any conversation or debate, and voting). (Concept 4) 
• The minority opinion has the right to appeal. (Concept 5)

“Before we begin the group inventory process, as a group we will discuss how to make sure we adhere to these Concepts and rights during the inventory process, and also brainstorm other agreements together we’d like to have in place for our Group Inventory.” Your group can discuss and vote on the “ground rules” for the group inventory meeting.

The group conscience is the collective conscience of the group membership and this represents substantial unanimity on one issue before definitive action is taken. This is achieved by the group members through the sharing of full information, individual points of view, and the practice of MA’s principles. For a group conscience to be fully informed, group members should review all the pertinent information with a willing and open mind to listen to minority opinions, or why any members disagree. Placing principles before personalities, each member has an opportunity to share their individual viewpoints on the matter. The trusted servant(s) will then hold a vote to determine the majority opinion (also known as the group conscience) on the subject. 

There is no one right way to obtain a group conscience, other than to be guided by MA’s 12 Traditions and Spiritual Step Principles. MA groups are autonomous, and so are free to develop their own ways of obtaining a group conscience. MA World Services does not govern, and merely exists as a resource. In their autonomy, MA’s meetings have developed a wide variety of unique ways of holding business meetings, voting, discussing proposed motions, and reaching a group conscience. On sensitive issues, the group works slowly, discouraging formal motions until a clear sense of its collective view emerges. Group members should come together in mutual trust to arrive at a group decision, not one individual’s personal triumph. In this way, members are open and have a willingness to maybe change their own opinions after obtaining information or hearing the viewpoints of others.