3/8/2022
We are going to up the amount of petty cash in the cash register to $100 as $60 frequently leaves us with not enough smaller bills.
For Marvin from Park 40, you can just write down what he takes an I will invoice him. He is the only exception to recording transactions in Square.
If you take money from the contribution jar, record it as a group contribution under “Contribution Jar” as the customer and just put the cash in the cash drawer.
1/12/2022
We have LOTS of projects in the IG office. So if you are wanting something to fill your time in the office, talk to Rebekah and Dave and we will find something to interest you.
The Appalachian Regional Roundup is Marh 18-20. This is a 3 day AA conference held in Johnson City. We will be taking a Mobile Intergroup table and this is traditionally our biggest event of the year. We will close the office for these few days. If you are interested in working the event, let Rebekah know so we can get you set up.
We have lots of training videos and hopefully more to come on YouTube. These are an excellent source of info for office processes. Take a look at the channel and watch any of the videos you haven’t seen yet. Here is a link to one on what to when you receive shipments and you should be able to see the rest of the videos on the channel from there. https://www.youtube.com/watch?v=hS1dhuFrVoA
The screw on the door to keep the door open must be screwed in real tight. The locksmith said if we don’t, it will strip the spot that holds it open over time.
We are looking into security options for the office and are open to any suggestions.
We have also had some AA books with some printing issues and will need to check all of the hard back big books. Is anyone interested in heading up this project?
PLEASE, I beg you, record every transaction in the square. Every time you are handed money it should go in the square. Every sale, every contribution should be recorded. Otherwise, we don’t know where the money comes from. I received two drops this week of money given by groups that were not recorded in the square but only written in the logbook.
12/1/2021
We are working on merging Quickbooks and Square. We have had to rename a few items and also re-barcode a few items. Let me know if you run across barcodes that aren’t working. Hopefully you will not notice too much on your end.
We are expecting some new items and some restocks to come in before Christmas. FYI, AA is having some printing and shipping issues so books may come in sporadically as they get those back in stock.
11/24/2021
The latest meeting schedules are saved online on the ETIAA webpage. On the main page under the Meetings dropdown, there is a link to the EAST TN MEETING LIST PDF. It updates every time we make a change so this is best way to get the most current info.
10/13/2021
B-35 the Mini Big Books are not going to be here until at least the last week of October. The New Grapevine Book is on order but I have not received a shipping notification yet so I don’t know when it will arrive.
The cases of books in the Square already include the discount. Do not discount further.
For Marvin from Park 40, you can just write down what he takes an I will invoice him.
PLEASE- record EVERY transaction in the Square. If you don’t for some reason, make sure you note in the log why it is not recorded.
9/15/2021
Did you know we send the newsletter to halfway houses for free? That is why we have so many duplicates on the newsletter mailing list; those are going to halfway house offices. If you know of a halfway house that wants one, just let us know.
PLEASE make sure to drop money after every shift. We are closely tracking the drawer and it helps us keep track.
8/25/2021
We now have an account with Shipstation to be able to send packages from the office without going to the PO as much. I wrote out and printed directions in the white folder. I also put links straight on the computer desktop so hopefully it is easy. Let me know of any bumps.
We also have a new meeting list. It is going to take some getting used but it saves HOURS of work per week and frankly, I think most people are using the app. We did try to get it by location but it does not have that function. You can always search the website by location. We can update the map behind the desk so that we can see where meetings are close to a location. Is anyone interested in taking that on? https://www.etiaa.org/wp-content/uploads/meeting_list.pdf
Is anyone interested in making a project out of making sure all the books in the office are stamped? and the ones on the shelf are priced and stamped? I keep finding them so we need to make sure it gets covered. If you are interested, let me know.
7/28/2021
We got a new square system! Check it out here: https://youtu.be/fGdWcjGbxDQ
I’ve also noticed that not all of the books have been stamped. All books get stamped at the time they are received and priced when they get put out on the shelf. We need to double check that all books are stamped. Watch this video to see the receiving process. https://youtu.be/hS1dhuFrVoA
We got a new computer and a new color printer! We are going to keep the old printer until we run out of ink so use it.
We are also in the market for new, sturdy bookcases so if you know where we can get those in quantity, let us know!
We are now carrying Triplates up to 40 years. I have put the ones over 10 years in the medallion drawers so that people can see them when they are looking without having to worry about roman numerals. 🙂
The Area 64 Assembly will be in town on August 20-22 at the Holiday Inn at Cedar Bluff. If you are interested in working a Mobile IG event, let us know.
7/8/2021
We are getting a new lock and everyone will have their own code. Please let Rebekah know what 4 digit code you want.
It is school supply time and we like to stock up on office supplies now while they are cheap. If you think of any supplies we need or you would like, let Rebekah know.
5/24/2021
Due to our price changes in November, some of our discounts are going away.
Pamphlets and committees we don’t make any money and will lose money on so that discount is discontinued.
So the only discounts we will keep are:
Discounts:
10% off case of 20 books
10% off 100 or more plastic chips
10% off 50 or more bronze medallions
We are currently in the process of trying to sync our online store and in person store inventory. Because of that we have had to change how some of the items are rung up when you can’t use a bar code. It’s mostly changing Bronze Medallions and Plastic Chips. Take a look at it when you get a chance.
We are still working on getting up to two service workers per shift so please mention at your groups and maybe bring a friend!
5/6/21
If a customer requests something we don’t have, please write it down so we know to keep it in stock or maybe add it to our inventory.
4/27/21
Posted to the FB page and in the newsletter: The Intergroup is moving back toward pre-pandemic monthly updates to the Meeting List. Our workload has increased a ton behind the scenes this year. We have launched an online store, revised our website, added training videos and webpage for office service workers, learned, taught and troubleshot zoom, changed our prices and hours and all the work that goes with that and lots of time on hardware and software issues due to updating systems to 2021. So to better manage we are trying to move back to “normal” on as many things as we can. Let your groups know to get changes in a month in advance if you want them to be updated at a certain time. Also a big Thank YOU!!! to all our Service Workers who work so hard for the still suffering alcoholic.
Intergroup was set up to be a volunteer led organization so that we can maximize our AA dollars so if you are getting irritable, restless and discontent, or see a spot where you could do some good, we can find some service work for you! https://www.etiaa.org/service/
4/2/2021
Rebekah is on vacation 4/4 to 4/14 and will be unreachable. Contact Fawn (Treasurer) for urgent ordering, Greg (Office Coordinator) for scheduling issues, Susi (Board Chair) for Hotline issues, Barb (Meeting Coordinator) for scheduling issues and SuZanne (Events) for info about the IG Step Meeting on 4/10. Barb can be reached at meetings@etiaa.org or https://www.etiaa.org/add-or-change-a-meeting/
All other contact numbers/info are in the book.
We got some new jewelry and greeting cards in so check them out. I put trash bags and those mini ziploc bags on subscription on Amazon so they should arrive the week of 4/11 and then on a regular basis after that.
2/24/2021
Rebekah reset square to factory settings so hopefully the issues will stop. Reset and updated both tablets so they should work if Square does not. Made a video about what to do if Square doesn’t work.
Add the YouTube link to the desktop so videos are easier to find. Trying to make one per week if you have any subjects that you would like covered please let me know.
2/19/2021
New video on online orders! One thing that I did not mention in the video is that media mail cannot include any advertisements. Any media mail items over 13 ounces HAVE to go to the Post Office.
Also, here is a page from USPS on Media Mail. https://about.usps.com/notices/not121/not121_tech.htm
2/11/2021
We will have a new book on Monday 2/15. It’s the latest release from AAWS. Please do not put it out before Monday as that is the official release date. Click here to see it.
We now have a few facemasks for sale in the office.
When we add stuff on the online store, sometimes it messes up how it is rung up in the office. If you find any of these instances, let me know and I will fix it. For example, the bookmarks wanted you to pick which bookmark to ring in while in the office. I added a second similar bookmark item into square that will ring up by the barcode so you don’t have to pick which one. This does mean that there will be a few duplicate items so just be aware. Same goes for barcodes that are not reading.
2/3/2021
We have installed a webcam on the main computer. It has a small flap to cover the lens so if you use it, be sure to open the cap.
We also got some mask brackets to go under your mask and make it more comfortable to wear for extended periods as you may have to while in the office. Just take one and keep it with you.
Clean out your items in the fridge. I suspect that some of the stuff in there is Annie’s.
Plastic Chips have arrived. Bag and count them, if you like a project. They don’t count them, they weigh them so we always get more than we ordered and we need to count them so we have the right info for inventory. Please document. I have ordered more bags. They should be arriving from Amazon this week. If the bags are not good, let me know and I will get some more. I think they are the ones that you would put a cookie in (if you sold those) so I’m not sure they will be sturdy enough for what we need.
Also, someone has given out my personal cell number a few times. Please don’t give it out. I’m pleading. You can always give out my work cell like candy. 865 320 8649 Office Service Workers can always call me on my personal number if the issue is time sensitive.
1/26/2021
Shelf Stocking: Some of the shelves are starting to bow from the weight of too many books. We need to make to shelves look full without over stocking. We have plenty of storage space so please put any extras on the metal shelves.
We have updated our website! Check it out! All online meetings are available with links by searching the site, on the app or on the meeting PDF.
There is a form for meeting changes!!!!!!! Direct EVERYONE to the website for meeting changes. Woohoo!!!
We now have an online store! It’s still a work in progress but you can now shop online and have stuff shipped or ready for porch pickup at the Intergroup Office. The front desk computer has email set up to receive any online orders. Make sure the computer is on and email is open. For a Pickup order-just assemble it. For shipped orders, directions are in the white folder. This process is new to us all so let me know where we need more info or anything. Place the email for the completed order into the fulfilled folder and document so we aren’t double sending or not sending orders. Currently, we don’t get many online orders but if we get more we will definitely upgrade the process as needed.
We have new hours starting 2/1/2021 and we are looking for more workers. Shifts are 2 to 5 hours Monday- Saturday and can be weekly, bi-weekly, monthly or on call. Requirements are 1 year sobriety, a sponsor and completion of the 12 Steps.
Monday 11a-4p
Tuesday 11a-4p
Wednesday 9a-4p
Thursday 11a-4p
Friday 11a-7p
Saturday 11a-4p
1/14/2021
While working on the webstore, I’ve changed and added a few things.
Mixed Bag of Plastic Chips- INCLUDES: 6 WHITE, 3 X 30 DAY, 3 X 60 DAY, 3 X 90 DAY, 3 X 6 MONTH, 3 X 9 MONTH, 1 VISITOR, 1 RESENTMENT
1/13/2021
We have an online store! Check it out: https://east-tennessee-intergroup.square.site/
It’s horrible since we still need photos and descriptions but it works. I have also set up an email for the main desk that any orders will go to. Make sure Outlook is always open and it will make a sound when an order arrives. We will be accepting pickup and shipped orders. For a Pickup order-just assemble it. For shipped orders, directions are in the white folder. This process is new to us all so let me know where we need more info or anything. Place the email for the completed order into the fulfilled folder and document so we aren’t double sending or not sending orders. Currently, we don’t get many online orders but if we get more we will definitely upgrade the process as needed.
Once we get it looking good we will roll it our to the public.
We will also be getting a new website any day now. Keep checking back to see how it goes.
12/30/2020
Can I just tell you all how awesome you are? You are and we really appreciate you and your hard work!
We keep finding bags of chips that don’t have 25 chips. When people come in to get a few, ask them to take them from the extras in the medallion organizer. I also put up a sign to direct them. If you don’t know where the extras are, we will gladly show you. If you run out of extras, just put a whole bag in the extras. We need to make sure if they are paying for 25, they get 25. It also doesn’t hurt to count them at the time of sale.
Contribution Jars. Always record anything you take from the Contribution Jar as a Group Contribution and add the customer as “Contribution Jar.” Also make sure you record EVERY transaction. We have been missing some and this messes up our bookkeeping.
If anyone is interested in being the Service Worker Coordinator, let me know. Responsibilities include: making the schedule, making sure we have coverage in case of emergencies (you don’t have to cover, just find someone to cover), train and recruit new service workers.
Feel free to give out Rebekah’s work cell 865*320/8649 for anyone who wants to leave her a voicemail directly. Do not give out her personal cell, that is for Service Workers to reach her while on duty when they need to speak to her now.
When you refund a transaction, could you write down in the log book the reason or you can type it into the square?
12/9/2020
HS and RG were our first two winners of the December raffle. They are named in our log book. HS won a tshirt. I left him a voicemail and told him to come to the office to pick one out. If none of them fit him, he can AA around the world. I was able to get a hold of RG and his shirt is in a manila envelope in the pick up bins.
We have sold some gift cards and it’s that time of the year so here are videos on how to sell and redeem gift cards. FYI we only have e-gift cards.
Holiday Gifts: We are planning to send out Starbucks gift cards via email this year. Please make sure we have your email and let us know if you hate Starbucks and we will get you something else.
11/23/2020
We will be rearranging the office over the Thanksgiving holiday.
For December, we are having a month long open house. Part of the open house is we are giving a raffle ticket to everyone that comes into the office. Limited to one ticket per day. I will put out a roll of tickets and a container for them. Ask them to write their name and number on the ticket so we can contact them if they win. We will also be posting winners in the Facebook Group (if they are okay with that.)
Elections for Intergroup Chairs are in December. I encourage everyone to consider taking on one of these or getting involved in Intergroup at the board level. Here are the positions up for rotation:
Outreach- https://www.etiaa.org/outreach/
Archives- https://www.etiaa.org/archives/
Service Worker Coordinator-https://www.etiaa.org/service-worker-coordinator/
CPC/PI- https://www.etiaa.org/cpcpi/
Spanish Speaking Liason- Outreach but in Spanish – https://www.etiaa.org/outreach/
Website- https://www.etiaa.org/website/
11/17/2020
I have cleaned and sanitized the office and put up more signs about masks.
We are still looking for someone to cover this Friday 11/20.
We’ve reformatted our meeting list so check it out.
Because we have gotten so many calls for people looking for these meetings we have added the “5” Column to designate meetings that are observing the 5 Core Actions suggested by the state.
-Practice Physical Distancing.
-Wear Cloth Face Coverings.
-Practice Proper Handwashing.
-Clean/Sanitize Surfaces.
-Stay Home if You’re Sick.
Y= Yes observing all, S=Observing some, N= Not Observing, ?= We don’t know.
We’ve also discontinued the Knox County Meeting List. We originally started the list to cut down on printing costs but now our printing has decreased so much that it is not practical to continue to update two lists.
11/12/2020
AA for the Alcoholic with Special Needs has been changed to Access to AA. AA for the Woman is now Women in AA. AA for the Gay and Lesbian is now LGBTQ+ Alcoholics in AA.
Plastic Chips have arrived. Please bag and count them. They don’t count them, they weigh them so we always get more than we ordered and we need to count them so we have the right info for inventory. Please document.
We have got some new Large Print items in. We have a Service Manual, This is AA, FAQ about AA. We have also got a new Leading Beginners Meeting Packet.
Don’t assemble Newcomer Packets if all items are not available. Or call Rebekah for clarification.
11/3/2020
Let callers know that meeting changes will take up to two weeks. They are starting to make multiple calls if changes take longer than a day or two.
White, Red, Yellow and Blue chips are ordered. Big Book Large Print and Is AA for You? are backordered. Is AA for Me? is a good sub for the pamphlet. They almost say the same thing.
Pricing- we are still working on pricing items in the office. There are lots of items that still need to be done. Please make a note of any items that you have an issue with. There are lots of pamphlets that need barcodes if you need a project.
Red Chips- If you get any returned with the wrong printing on them, throw them away.
10/31/2020
New price tags. Green lettered price tags are discontinued items. Once they sell out please remove the tag from the shelf and make a note in the log. Red lettered price tags are items on sale.
10/22/2020
We do not provide Meeting Verification Sheets.
10/16/2020
Make sure any boxes of books you put out are stamped. They don’t need to be priced.
DO NOT listen to political stuff in the office even if you turn it off when someone comes in.
Alcoholics Anonymous has no opinion on outside issues; hence the A.A. name ought never be drawn into public controversy.
Rebekah was out this week because she was quarantined after she got exposed and is out of the office until at least Wednesday the 21st.
10/7/2020
Do not use the bubble mailers for anything but mail. They are expensive.
9/30/2020
The Square terminal has been acting up. I did a factory reset of it so hopefully that works. It also seems to correct itself if you hold down the power button to make it reset however that takes a minute. I have also set it up reboot every night at 3am so hopefully that helps. I have updated and charged two tablets to be ready to go as a back up. The external chip card readers are also being charged and are on top of the tablets on top of the bookcase.
We are going to change prices starting November 1.
-GSO and Grapevine materials will match the item price in the catalog so most of our prices on these items will come down. For example Hard Back Big Books will be $9.50.
– Drunk Junk will increase to halfway between our cost and retail so these items will go up. Triplates will be $15.00
-Bronze Medallions will go down to $1.00
If you are interested in help reprice, we will be doing it the afternoon of November 1 so it’s ready to go on November 2.
-Quantity Discounts will still apply.
We just received a VERY large order of books. They only need to be stamped since they will all be repriced on November 1.
Please wear a mask in the office. As AA’s we have no opinion on outsides issues but we do follow all government mandates. There have already been articles about AA meetings causing outbreaks so I’d prefer us not drawing AA into controversy.
All the crystals on the Triplates are guaranteed. They just have to call the number on that little square of paper that comes in the triplate envelopes.
There is a list of Service Work on the dry erase board for anyone who wants. I often use it for people who come in but don’t want a regular service commitment or don’t meet the sobriety length requirements for other service positions and for us when we are bored. I’m making a post about it on FB so you may get some calls.
We are running low on the 12×12 window shades. If we sell them out before the next order, we can take the ones off the wall and sell those.