Sends a notice to the group toward the end of each 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).
Develops a list of celebrants for each month.
At the end of each week — or early in the morning on the day of each birthday — sends to the group a list of these members celebrating 30 days, 3-, 6-, 9-, 18-month, or any multiple of annual birthdays during the coming week (or on that day).
At the end of each month, sends a letter to the group with a list including all the celebrants for that month and the total MONTHS of sobriety that were celebrated.
Reminds celebrants they are invited to share personal stories on or around their annual sobriety anniversary.
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.
Review all incoming proposals to ensure that they have not been finalized/approved within 1 year. If the proposal was finalized/approved during the last Business Meeting, inform the member of the 1-year Group Conscience revisit decision and table the item to the next Business Meeting.
Work closely with other trusted servants, especially the Secretary.
Serve as temporary back-up to the Secretary.
Serves on GROW’s “Mini-Steering Committee” with the Secretary and Listkeepers to address questions/concerns/issues from any member of GROW.
Provide a summary report of any activity involving the Steering Committee at the next Business Meeting following such activity. (The Business Chairperson may appoint a designee to provide the report).
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 3-day period for business list.
Writes and files a summary at end of each 3-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.
The GVR will inform the group of 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.
Either as part of the Grapevine Form Letter or in a separate message to GROW members, the GVR will share a link to the Grapevine Calendar of Events (at www.aagrapevine.org/calendar).
The GVR will receive a 1-year subscription to the Grapevine (print and online) paid for by the GROW Treasurer.
Checks e-mail several times a day for Listkeepers’ notice about inquiries from potential members.
Sends initial response to potential new member, using Greeter Letter #1 as approved by group conscience.
Keeps track of inquiries.
After receiving appropriate response (sometimes need to clarify Third Tradition adherence or being female) sends to Listkeeper to subscribe them to the list.
After receiving confirmation from listkeeper that the subscription has been accepted, sends Greeter Letter #2, as approved by group conscience, to the new member.
Sends announcement to the group introducing new member to the group. (Place in subject line: New Member <email address>)
Sends copy of current Weekly Topic to new members as they join.
Responds to questions from new members regarding the group.
Links GROW with A.A. as a whole, serving as group contact with the General Service Office (GSO) of Alcoholics Anonymous (includes providing postal address).
Be listed as the group contact in the International Meeting Directory.
Anticipate heavy increase in correspondence.
Provide GSO with group information as necessary.
Keep group members informed of general service activities, information about conferences and conventions, and pertinent mail, including the newsletter Box 4-5-9, which is the GSO’s primary communication tool.
Assist the group in solving a variety of problems, especially those related to the Traditions, drawing on all the services offered by GSO when appropriate.
Post to the group excerpts from Conference Approved material as needed.
Answer group questions regarding A.A. literature, Traditions, Concepts, etc.
Be familiar with the group conscience process and help guide the group through group conscience decisions as necessary.
Keep the group informed, via quarterly reports to the GROW business list, of discussions which may affect the group or A.A. as a whole.
Post the GSO Calendar of Events each month to the GROW list. The Calendar is contained in the back pages of the current quarterly Box 4-5-9. Recommended Language: “You can find the GSO Calendar of Events on pages 11-12 [depending on the month] of the 4-5-9 Newsletter [Note: link to the newsletter changes for each issue].”
The new GSR is responsible for informing the GSO of the following:
Group name and service number.
The new GSR’s name, address and phone number.
The previous GSR’s name (for removal from the mailing list).
2 year term (1 year as back-up; 1 year as primary listkeeper)
2 years sobriety
One year membership in GROW
Must be member of Business List.
Serves on Steering Committee.
Serves on GROW’s “Mini-Steering Committee” with the Business Meeting Chair and Listkeepers to address questions/concerns/issues from any member of GROW.
GROW Administration Password will be changed every two years, starting in April 2015.
Determine the need for and conduct a roll call of GROW members when there are disruptive email issues. Our Listkeepers will determine when the issues warrant a Roll Call, and the particulars of when and how shall be left to the discretion of the Listkeepers.
Deal with all requests in the administrative mailboxes to subscribe, unsubscribe, or change email addresses on the lists.
Maintain two-month archive of all such requests.
Receive and forward to greeters all requests for new membership, checking grow-owner@oso-aa.org several times a day to assure prompt processing of inquiries.
Process all former members who wish to rejoin the group as new members.
Occasionally correspond with requesters prior to forwarding to greeter to clarify the nature of the request.
Maintain two-month archive of these requests.
Maintain copy of greeter letter to fill in temporarily for absent greeters if no backup greeter is available.
Evaluate each piece of bounced mail and determine if it’s from a nonsubscribed member, a malfunctioning mail server, a full mailbox, a member who has left her ISP without a forwarding address, or is a misdirected email to the Listkeeper.
Deal appropriately with each piece of bounced mail, including forwarding, redirecting, returning, answering, archiving, or deleting it.
Occasionally assist individual members in troubleshooting email delivery and posting problems and use of their email programs, at the discretion of the Listkeeper.
Unsubscribe members whose mail is undeliverable according to pre-established protocol. This protocol includes bouncing mail for up to 24 hours.
Deal with tech staff at the listservice when mailing list software is unresponsive or list is not sending mail.
Archive 10 digests and business digests.
Maintain copies of current Guide to Email Etiquette.
Subscribe all trusted servants to the business list prior to the start of each business meeting.
Post intermittent messages about new problems.
Post status reports about server problems.
Contact listservice when list-approval (i.e. Listkeeper) names need to be changed. Assist with sending new or revised introductory letters to listservice for distribution to new members.
Work with Chair and Secretary to deal with disruptions, in keeping with Our Common Welfare Guidelines, as approved by group conscience.
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.
Subscribes to OIAA as a representative for GROW, linking our group with the online service structure.
Participates in the bi-annual elections and the business of the Intergroup as the primary voter for the group.
Each group has one vote in OIAA — through their representative or their alternate — and no individual can have more than one vote. OIAA suggests that each representative only serve one member group.
The OIAA Representative will ask the Listkeeper to provide the number of new members each month and will use the Birthday Listkeeper’s end-of-month summary to collect the anonymous sobriety birthday information.
Use the GROW business list to keep the group informed of discussions which may affect the group or online A.A. as a whole.
Use the GROW business list to receive input from the group and express the group conscience to OIAA.
Provide successor with all necessary information, including job guidelines; and serve as a mentor for a period of time to ensure continuity of service.
Make quarterly reports of OIAA activities during GROW business meetings.
Works closely with the other Trusted Servants including privately and discreetly informing members who stray from the guidelines
Maintains a current list of trusted servants and term dates
Serves on GROW’s “Mini-Steering Committee” with the Business Meeting Chair and Listkeepers to address questions/concerns/issues from any member of GROW
Maintains a list of emergency contact phone numbers of all trusted servants for use by trusted servants, not for general distribution
Calls for nominations/volunteers
Confirms nominees will accept and serve
Announces new trusted servants
Sends Steering Committee Welcome Letter to all new trusted servants
Informs the business chair if elections are needed for trusted servants
Sends FYI Letter and GROW Mail List Guidelines monthly to GROW membership
Acts as a focal point to receive complaints when Trusted Servant(s) do not fulfill responsibilities, and works with the Steering Committee and the Trusted Servant to resolve performance issues
When a Trusted Servant becomes unavailable or unwilling to fulfill her duties, works with the Steering Committee to fill the position
Conducts 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. Three 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 Topics.
In the event that the current Greeter and / or Listkeeper is unable to complete the task of their respected positions, the Secretary will 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.
Maintains a list of group members who are willing to sponsor online, including: first name, last initial, DOS, email address, location of residence.
Twice each month sends reminders to the group that the list is available upon request.
Forwards sponsor list to members when requested.
At least once each month, mails sponsor list to the group (see Sponsor List Announcement form letter). May want to resend if someone on the list drops out mid-month.
Each month, invites GROW members to volunteer to be online sponsors (see Sponsor List Invitation form letter).
Each month, verifies that each woman on the list of available online sponsors want to continue to serve as a temporary or permanent sponsor (see Sponsor List Confirmation form letter).
The Sponsor Listkeeper will work with the Temporary Mentor to assure that newcomers who want a sponsor are assigned a temporary sponsor.
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 2-3 days 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. (see Temporary Mentor #1 form letter).
Work with the Sponsor Listkeeper to assign a Temporary Sponsor when requested and provide new members a link to the Sponsor Listkeeper.
Refer the newcomer to other online AA resources, as well as ways to find face-to-face AA resources.
Maintain working relationship with, and assist new member as needed with learning, GROW email etiquette guidelines.
Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them.
Maintain a checking account in the name of the Treasurer.
Ensure that the Webkeeper Backup has access to the account so it may be acccessed in the event of an emergency.
Set up a PayPal account; share this password with the Webkeeper Backup.
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 $122.00:
Make bi-annual contributions before GROW Business Meetings, to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0423; Group Service # 633230). Allocate 80% of the total available contribution amount to GSO.
Allocate 20% of GROW’s total available contribution amount to OIAA
Up to $300 per year to Dean Collins dba Insight Planners, or other professionals, for consulting services on GROW’s WordPress-based website.
Submit semi-annual reports (prior to each business meeting).
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.
Maintains a list of members and email addresses of those willing to write 12 Step letters.
Reviews GROW email daily to determine who could use extra support.
Forwards those letters to the 12th Step Committee.
Places in subject line “12th Step Call”.
Receives letters from Listkeeper or Greeter of new members who need immediate support and forwards these to 12th Step Committee.
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.
Sends out monthly announcements to the group regarding Step opportunities, using 12th Step Opportunity Letter as approved by group conscience.
Notifies the Secretary if unavailable for a period of time. Secretary will either assume the above responsibilities or work with the Steering Committee to assure the duties are performed in the 12th Step Volunteer Listkeeper’s absence. The 12th Step Volunteer Listkeeper will provide a current list of 12th Step Volunteers to the Secretary when she notifies her of the temporary absence.
Must be familiar with WordPress and the administration of Websites
Member of Business List
Non-voting member of the Steering Committee
Maintains GROW Server account
Maintains a periodic backup of the GROW database
Maintains GROW website updates (WordPress, theme, and plugins)
May seek professional services to resolve technical issues up to an annual limit of $300
Consults with Steering Committee before making substantial design or content changes to GROW website
Supports Webkeeper and Topic Archivist on WordPress site issues
Provides Webkeeper and Topic Archivist with all necessary information and passwords to access all web accounts and web server
Provides the Webkeeper’s email address to the web hosting service and designate her as co-owner
As owner of the g-r-o-w web account, helps ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement
Upon retirement, transfers website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor during the transition to ensure continuity of service.
Should be familiar with WordPress and website management
Maintains 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
Maintains the 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
Works closely with the Business Meeting Chair and the Steering Committee to ensure that pertinent group history is preserved in the member’s section of the GROW website and that archived materials are accessible to GROW members
Consults with Steering Committee before making substantial design changes to GROW website that have not been dictated by group conscience decisions
Posts all business meetings and keep updated throughout the business meeting
Ensure that any material posted on g-r-o-w.com appropriately protects the anonymity of anyone mentioned
Upon retirement, transfers website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor during the transition to ensure continuity of service
After the letter “Weekly Topic Leader Message ” has been sent to the group, a waiting period of at least 24 hours is encouraged so that all members may have a chance to reply.
At the beginning of each month, send the current month’s schedule of meeting chair dates and corresponding leaders to the group.
At the beginning of each month, send the Weekly Topic Leader Message form letter for the 3rd unfilled month. Schedules should be completed no more than three months in advance.
Send the Weekly Leader Letter to the upcoming leader on the previous Wednesday, reminding them of their scheduled meeting lead on the following Sunday. Attach a clean copy of the meeting format. Make sure they reply, verifying their availability to chair the upcoming meeting.
Maintain a list of on-call meeting leaders that are willing to replace the Topic Leader, if the scheduled leader hasn’t responded to emails or has not posted a meeting by Sunday morning (8 AM PST).
Allocate the first meeting of each month to the corresponding Step by identifying the Step as the topic next to the date on the volunteer lead request message.
Allocate the last meeting in February and August by identifying Service as the topic next to the date on the volunteer lead request message.
At the beginning and middle of each month, post the corresponding Tradition and invite members to share on that topic anytime during the month.
