Birthday Listkeeper Description

Birthday Listkeeper

  • 6 month term
  • 6 months sobriety
  • Must be member of Business List.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below:

Business Meeting Chair Description

Business Meeting Chair

  • 2 year term
  • 5 years sobriety
  • Must remain member of Business List.
  • Moderate business meetings; keep discussions focused on agenda.
  • Keep track of and review all discussions.
  • Be responsible for keeping the issues clear. If a motion is offered, be sure that it is stated clearly and distinctly so that all know what they are discussing and voting on.
  • Set agenda for meetings, placing items on the agenda in the order received.
  • 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.
  • Will be available, in conjunction with the Secretary and Listkeepers, to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • List of Trusted Servant letter templates are provided here.

Grapevine Rep Description

Grapevine Representative

  • 1 year term
  • 1 year sobriety
  • 1 year 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letter commonly used is provided in the link below:

Greeter Description

Greeter (2 positions)

  • 1 year term
  • 1 year sobriety
  • Reads GROW mail daily.
  • Must be member of Business List.
  • Receives inquiries requesting information about GROW from Listkeeper.
  • 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.
  • If new member does not have access to the web, forwards group information, as requested.
  • Works closely with Listkeeper.
  • Sends resubscription requests to the Listkeeper.
  • Communicates with the GROW 12-Step Volunteer Listkeeper about women who may need extra support.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below:

GSR OIAA Backup Description

GSR / OIAA back-up

  • 2 year term
  • 2 years sobriety
  • Must be member of Business List.
  • Serves on Steering Committee.
  • 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.
  • Work closely with the group’s OIAA Representative (subscribe to OIAA to remain informed).
  • Serve as back-up to the OIAA Representative.
  • 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.
  • 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).
  • Common duties and requirements to all Trusted Servant positions is described here.

Listkeeper and Alternate Listkeeper Description

Listkeeper and Alternate Listkeeper

  • 2 year term (1 year as back-up; 1 year as primary listkeeper)
  • 2 years sobriety
  • Must be member of Business List.
  • Serves on Steering Committee.
  • Will be available, in conjunction with the Business Chairperson and Secretary, to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member.
  • GROW Administration Password will be changed every two years, starting in April 2015.
  • Conduct a roll call every year. 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.
  • 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.
  • Greet, correspond with, introduce and subscribe emergency 12th Step calls.
  • Forward names to 12th Step Listkeeper.
  • Maintain two-month archive of these names.
  • 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 busines 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below:

OIAA Representative Description

OIAA Representative

  • 1 year term
  • 2 years sobriety
  • Serves on Steering Committee.
  • Must be a member of Business List.
  • 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.
  • The Alternate votes if Rep is unavailable. Each group has one vote — 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.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.

Secretary Description

Secretary

  • 1 year term
  • 2 years sobriety
  • Must be member of Business List.
  • Should have completed AA Steps 1 through 12.
  • Adheres to confidentiality of private emails.
  • Serves on the Steering Committee.
  • Works closely with the other Trusted Servants including privately and discreetly informing members who stray from the guidelines.
  • Will be available, in conjunction with the Business Chairperson and Listkeepers, to answer questions/concerns/issues from any member of GROW. These Trusted Servants will confer among each other to provide an appropriate answer or resolution based on prior Group Conscience guidelines, and will respond back to the inquiring member.
  • Maintains a list of emergency contact phone numbers of all trusted servants for use by trusted servants, not for general distribution.
  • Keeps a current list of trusted servants and term dates.
  • Calls for nominations/volunteers.
  • Confirms nominees will accept and serve.
  • Announces new trusted servants.
  • Sends Steering Committee Welcome Letter to all new trusted servants.
  • Fields questions sent both publicly and privately.
  • Serves as temporary back-up to the Business Meeting Chair.
  • Does NOT handle anything related to the business meeting.
  • Informs the business chair if elections are needed for trusted servants.
  • Review GROW mail daily.
  • Has an understanding of the duties of each job.
  • Sends FYI Letter and GROW Mail List Guidelines monthly to GROW membership.
  • Knows how to access job descriptions and form letters (particularly the monthly FYI and GROW Guidelines letters) necessary to carry out the tasks.
  • Sends letter of introduction to new Temporary Mentor and the birthday, sponsor, weekly meeting lead, and 12th step listkeepers when they begin new term.
  • Is available to temporarily carry out the tasks of the Temporary Mentor and Birthday, Sponsor, Weekly Meeting Lead, and 12th Step Volunteer listkeepers, as necessary.
  • Maintains current copies of birthday, sponsor, weekly meeting lead, and 12th Step Volunteer lists.
  • Acts as a focal point to receive complaints when Trusted Servant(s) do not fulfill responsibilities and work with the Steering Committee and the Trusted Servant to resolve performance issues.
  • When a Trusted Servant becomes unavailable or unwilling to fulfill her duties, temporarily serves in that role and work with the Steering Committee to fill the position. Train the new volunteer who accepts the vacant 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. 3 questions will be sent to the group each week over a 4-week period. Each week’s responses will be summarized, posted back to the group, and the results discussed and reviewed by members at the next Business Meeting to determine if action needs to be taken. These will be posted in addition to the Weekly Topics.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below:

Sponsor Listkeeper Description

Sponsor Listkeeper

  • 6 month term
  • 1 year sobriety
  • Must be member of Business List.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letter commonly used is provided in the link below:

Temporary Mentor Description

Temporary Mentor

  • 1 year term
  • 1 year of continuous sobriety
  • 1 year membership in GROW
  • Must be a member of the Business List
  • Will be a member of the Steering Committee
  • Read GROW mail daily to note when the Greeter introduces new members in order to contact the new member privately to offer additional support in making  solid connection with the Group and/or AA.
  • About 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 .
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below:

Treasurer Description

Treasurer

  • 2 year term
  • 2 years sobriety
  • 2 years as a member of GROW
  • Must be a member of Business List.
  • Serve on Steering Committee.
  • 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 quarterly contributions to GSO (The General Service Office, Grand Central Station, PO Box 459, New York, NY 10164-0423; Group Service # 633230)
    • $12.00 monthly to OSO-AA (PayPal: dean.collins@insightplanners.com) (6 months expenses)
    • $50.00 annual subscription to Grapevine magazine
  • Submit semi-annual reports (prior to each business meeting).
  • Submit a Treasurer’s report to the Steering Committee each month.
  • 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.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letter commonly used is provided in the link below:

12th Step Volunteer Listkeeper Description

12th Step Volunteer Listkeeper

    • 6 month term
    • 1 year sobriety
    • Must be member of Business List.
    • 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.
    • Notify 12th Step Back-up, Group Listkeeper and Greeters, if unavailable for a period of time. (Backup will then assume the above responsibilities).
    • Common duties and requirements to all Trusted Servant positions is described here.
    • Wording for letter commonly used is provided in the link below:

 

Web Admin Description

Web Admin

  • 1-year term
  • 4 years sobriety
  • 4 years GROW membership
  • Served a full term as Web-keeper of the GROW website
  • Member of Business List
  • Voting member of the Steering Committee
  • Maintain GROW Server PLESK account
  • Maintain a periodic backup of the GROW database
  • Maintain GROW website updates (WordPress, theme and plugins)
  • Inform Steering Committee when updates are made to the website
  • Consult with Steering Committee before making substantial design or content changes to GROW website
  • Support Web-keeper and Backup Web-keeper on WordPress site issues
  • Provide Web-keeper and Backup Web-keeper with all necessary information and passwords to access all web accounts and web server
  • Provide the Web-keeper’s email address to the web hosting service and designate her as co-owner
  • As owner of the g-r-o-w web account, help ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement
  • Upon retirement, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service.
  • Common duties and requirements to all Trusted Servant positions is described here.

Webkeeper Description

Webkeeper

  • 1-year term
  • 2 years sobriety
  • 2 years GROW membership
  • Served a full term as Backup Web-keeper
  • Must be member of Business List
  • Voting member of the Steering Committee
  • Is second holder of the Treasurer’s passwords
  • 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
  • Maintain a password-protected private section on g-r-o-w.com to provide GROW members with information about GROW, including:
    • List of trusted servants and job descriptions
    • Info about how we conduct business
    • Group conscience decisions
    • Common Welfare Guidelines
    • Archives in keeping with group conscience guidelines
    • Important Addresses
  • Work closely with 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
  • Inform Steering Committee when updates are made to the website
  • Consult with Steering Committee before making substantial design or content changes to GROW website
  • Post 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, transfer website account to successor, provide successor with all necessary information, including job guidelines, and serve as a mentor for a period of time to ensure continuity of service
  • Common duties and requirements to all Trusted Servant positions is described here.

Webkeeper Backup Description

Webkeeper Back-up

  • 1- year term
  • 1 year of sobriety
  • 1 year in GROW membership
  • Member of Business List
  • Voting member of the Steering Committee
  • Maintains the Weekly Meeting Topics in the private section of www.g-r-o-w.com
  • Support Webkeeper in maintaining public website (www.g-r-o-w.com) 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
  • Common duties and requirements to all Trusted Servant positions is described here.

Weekly Leader Listkeeper Description

Weekly Leader Listkeeper

  • 12 month term
  • 6 months sobriety
  • Must be member of Business List.
  • 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.
  • Post monthly Step and Tradition discussion topics to correspond with the month.
  • Common duties and requirements to all Trusted Servant positions is described here.
  • Wording for letters commonly used are provided in the links below: