Welcome Trusted Servants!

Nightly meeting service position descriptions:

Secretary – Opens and closes meetings. Arrives 30 minutes early to open the Zoom room. Chooses speakers each week. Speaker traditionally has at least six months sober and has completed a 5th step. Handles disturbances and conducts business according to Group Conscience. Keeps track of trusted servants and fills positions if needed. Attends monthly business meetings. Suggested but not required six month sobriety requirement. Six month commitment.

Co – Host – Arrives 30 minutes early. Works with the secretary on muting, unmuting, and monitoring screens/chats for inappropriate behavior and removing folks when needed. Suggested six month sobriety requirement. Six month commitment.

Literature Rep – Makes announcement in the chat about the bookstore, connects newcomers to literature buyer for free lit. Stays 5-10 minutes after the meeting to field questions and connect newcomers with our literature buyer for free literature. Collects the name and mailing address of the person needing literature and emailing that information to literature.lateshow@gmail.com. No sobriety requirement. Six month commitment. Updates sponsorship list with new contacts and deletes old contacts from list.

Late Show Meeting Secretary Traditions 

Secretary Commitments: 

  • The minimum length of sobriety required to be a Secretary is six months. 
  • Secretaries are elected for six-month commitments over the following months:
    • December-May and June-November. 
  • Secretaries begin their commitments on the first day of the month of their respective time period and finish on the last day of the month of their time period. This breaks down as follows: 
    • The December Secretary starts December 1st and ends May 31st. 
    • The June Secretary starts June 1st and ends November 31st. 
    • Secretaries are elected at the business meeting of the month before their commitment ends; i.e., the June Secretary is elected at the May business meeting and the December Secretary is elected at the November business meeting. 

Speakers: 

  • The minimum length of sobriety required to speak at any Late Show meeting is six months. Speaker traditionally has at least six months sober and has completed a 5th step.
  • Speakers are only allowed to speak at one Late Show meeting (any night of the week) once every six months. 
  • It is suggested that Secretaries attend meetings other than the Late Show to find speakers other than attendees of the normal Late Show. Secretaries book speakers in advance and send texts or make phone reminders to their speakers on the day of the meeting. 
  • Group tradition is that the outgoing Secretary serves as the incoming Secretary’s first meeting speaker.

Before the meeting: 

  • Arrive and open the zoom room 30 minutes before the meeting starts. 
  • Assign zoom co-host role to your relevant trusted servants and speaker once they are logged in to the meeting.
  • Make sure a literature person shows up to organize literature. 
  • If either commitment does not show up, ask for volunteers to fill in these positions and assist as needed.
  • Ask for volunteers to read “How It Work”, “the tradition for the month (i.e., if it is June, the sixth calendar month, then they would read the sixth tradition)”, and “The Promises”. These can all be found on www.lateshowonline.com.
    • Remember, this is ‘dealer’s choice’, secretaries can recruit/delegate volunteers before 10pm, or a few min after 10pm to encourage the spirit of rotation and participation. Be ready to facilitate however it needs to happen – examples might be:
      • Display the reading on screen, if you or co host are comfortable using zoom’s screen share.
      • Asking volunteers if they’ve got their own copy of the reading at the ready.
      • If the volunteer knows how to utilize zoom chat, putting the reading in the chat (consider dropping it at the right time to avoid it getting lost amongst other chat messages).
      • If the volunteer knows how to utilize zoom chat, and understands how to click through to a browser to view a webpage, then drop a link (see lateshowonline.com ) to the reading in the chat for them to click on. (consider dropping it at the right time to avoid it getting lost amongst other chat messages)

During the meeting: 

  • If your speaker doesn’t show up, ask someone who is present at the meeting to speak instead. 
  • Be punctual – start and end the meeting exactly on time. 
  • Under Zoom Host Tools, under the ‘allow participants to: ‘ settings, update so that ‘unmute themselves‘ and ‘rename themselves‘ is not checked.
  • Follow Late Show script https://www.lateshowonline.com/script/
  • Address disruptions as they happen during the meeting as covered in https://www.lateshowonline.com/safety/  
  • suggestion: ensure your internet connection is stable for zoom and test your microphone is working clearly.

After the meeting: 

  • Under Zoom Host Tools, under the ‘allow participants to: ‘ settings, update so that ‘unmute themselves‘ is checked.
  • Allow at least 15 minutes for the zoom room to remain open for fellowship.
  • Should the group wish to remain in the zoom room for fellowship, and the zoom host has to leave, ensure that zoom host controls are passed to someone staying the room, so as to avoid ending the zoom meeting for everyone.
  • Be sure to log out of the zoom host login (lateshow.eastbay) after you end the meeting.
  • Have a good and safe night! 

Appendix 

Helpful Links:

Using host and co-host controls in a meeting

Managing participants in a meeting

Enable or disable in-meeting security controls

How to use in-meeting controls in Zoom Rooms