Trusted Servant Duties and Guidelines
"It takes member participation to ensure that group service work is done... In A.A. groups, these trusted servants are sometimes called 'officers' and usually are chosen by the group for limited terms of service. As Tradition Two reminds us, 'Our leaders are but trusted servants; they do not govern.'"
"These service positions may have titles. But titles in A.A. do not bring authority or honor; they describe services and responsibilities."
- From the pamphlet,
The AA Group: Where it all begins. 2005, p. 16-17.
List of Positions
- Birthday Listkeeper
- Business Meeting Chair
- Grapevine Representative
- Greeters
- GSR / OIAA back-up
- Listkeeper & Alternate Listkeeper
- OIAA Representative
- Secretary
- Sponsor Listkeeper
- Temporary Mentor
- Treasurer
- 12th Step Volunteer Listkeeper
- Webkeeper
- Webkeeper Backup
- Weekly Leader Listkeeper
- Trusted Servant Common Duties
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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- 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 http://www.aagrapevine.org/calendar).
- The GVR will receive a 1-year subscription to the Grapevine (print and online) paid for by the GROW Treasurer.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- The General Services Representative (GSR) will 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]."
- Recommended language:
- 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).
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
Listkeeper & 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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
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.
- 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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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.
- At the term's beginning and midterm, confirms sponsor volunteers are still GROW members.
- Twice each month sends reminders to the group that the list is available upon request.
- Forwards sponsor list to members when requested.
- Once each month, mails sponsor list to the group and seek additional volunteers for online sponsoring, Sponsor Letter Template as approved by group conscience.
- The Sponsor Listkeeper will check monthly with each member of the Sponsor list to ensure they continue to want to sponsor, to ensure that newcomers are not given names of individuals who may not be responsive to their request for sponsorship.
- 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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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. (Send letter # 1 - see below)
- 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.
- Refer new members to GROW Sponsor List. (members who are willing to serve as a Sponsor)
- Each month, the Temporary Mentor will send a short letter reminding GROW members of AA resources available to them.
- Establish and lead a Newcomer Committee (that may include members who are new to recovery from alcoholism) who will assist in supporting newcomers to GROW and AA.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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)
- $24.00 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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
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).
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
Webkeeper
- Non-rotating term
- 2 years sobriety
- 2 years GROW membership
- Must be member of Business List.
- Is a non-voting member of the Steering Committee.
- 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 Steering Committee to ensure that pertinent group history is preserved and that archives are accessable to GROW members in keeping with the GROW Archives Guidelines.
- 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.
- 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.
- As owner of the g-r-o-w.com domain, help ensure that the annual service fee is paid. If necessary, provide copies of invoice/receipt to GROW Treasurer for reimbursement.
- Provide the Backup Webkeeper's email address to the web hosting service and designate her as co-owner.
- Provide Backup Webkeeper with all necessary information and passwords to access all web accounts and web server.
- 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.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
Webkeeper Back-up
- 2 year term
- 2 years sobriety
- 2 years GROW membership
- Member of Business List
- Voting member of the Steering Committee.
- Is second holder of the Treasurer's passwords.
- 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
Weekly Leader Listkeeper
- 12 month term
- 6 months sobriety
- Must be member of Business List.
- Maintain a list of those willing to lead a topic (chair a meeting) each Sunday, including email address.
- Schedules should be completed for no more than three months in advance.
- At the end of each month, calls for topic volunteers to fill the 3rd unfilled month, using Weekly Leader Template approved by group conscience.
- 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.
- Post regular weekly reminders of the meeting topics and post the upcoming chairs.
- Send the one-month schedule of meeting chair dates and corresponding Weekly Leaders to the group on a monthly basis (in addition to posting regular weekly reminders of the meeting topics).
- Two weeks prior to meeting date, confirm topic leader is still a GROW member.
- Replace the topic leader if necessary through general announcement to the group.
- Provide weekly topic leader with clean copy of meeting format.
- Post monthly Step and Tradition discussion topics to correspond with the month.
- For duties and requirements common to all Trusted Servant positions, see Trusted Servant Common Duties (below).
- Click here for the wording of "form" letters.
Trusted Servant Common Duties
- Must be a member of Business List
- Smooth and uninterrupted volunteer service to GROW depends upon your ability to carry out your commitments. If a Trusted Servant finds that she cannot meet all the duties listed in her Job Description, she will inform the Secretary and/or Business Meeting Chair that she is unable to fulfill her responsibilities. Working with the Trusted Servant and the Steering Committee, the Secretary and/or Business Chair will then seek alternatives for assuring all duties are covered (including securing a temporary back-up or advertising the position on the main list). If a member of the Steering Committee is concerned that not all items in a job description are being met, she may bring her concern to Secretary and/or Business Meeting Chair, who will work with the Trusted Servant to assure their duties are covered.
- Must be able to reply to business and steering committee email within 48 hours. If unable to do so, should inform the steering committee in advance, or in the case of a computer related problem, make every effort to telephone another group member who can let the Steering Committee know.
- Lack of response to business, steering committee, or direct personal email by another trusted servant for a period of seven consecutive days will be reason for a temporary replacement chosen by the steering committee.
- Lack of response to business, steering committee, or direct personal email by another trusted servant for a period of fourteen consecutive days will be reason for temporary replacement by steering committee until a permanent replacement can be chosen by the next business meeting.
- Provide successor with all necessary information, including names of celebrants collected while in transition, job guidelines and letter templates; and serve as a mentor for a period of time to ensure continuity of service.
- Be able to cut, copy, paste, and save to a folder.