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: