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.
*scroll to bottom of this page for additional service position descriptions*
Late Show Meeting Secretary Traditions
Secretary Commitment:
- 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 1st 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.
Speaker Guidelines:
- The minimum length of sobriety required to speak at any Late Show meeting is 6 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 6 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 (as a “step down” share).
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 and is co-hosted so they can unmute themselves for the literature announcement.
- 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 Works”, the tradition for the month – short form (i.e., if it is June, the 6th calendar month, then they would read the 6th tradition)”, and “The Promises” (9th Step 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. Please consider dropping it at the right time to avoid it getting lost amongst other chat messages.
- 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:
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.
- Control the Zoom meeting settings:
- Under ‘Host Tools’, under the ‘allow participants to: ‘ settings, update so that ‘unmute themselves‘ IS NOT checked.
- Coordinate with your other nightly servants to follow the prompts in the script regarding pasting info in the chat, disabling chat during the speaker, giving thanks, etc.
- 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@gmail.com) 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
*more service position descriptions*
General Service Rep (GSR): Attends monthly District meetings, Area assemblies, and monthly Late Show business meetings, shares World Service information with the group. Takes notes at Late Show business meetings and distributes them to the group. 2 year commitment. 2 year sobriety requirement.
Business Meeting Chair: Facilitates monthly Late Show business meetings, maintains list of trusted servants, keeps contact with secretaries, handles inquiries and issues as they may arise. Helps secretaries on their first night. Suggests application of the Twelve Traditions and helps facilitate the group conscience. 2 year commitment. 2 year sobriety requirement.
Intergroup Rep: Attends Intergroup meetings. Acts as liaison between Late Show and Intergroup. Announces Intergroup events and workshops. 1 year sobriety requirement. 1 year commitment.
Treasurer: Keeps Late Show bank account, reports income and expenses regularly to the group including Prudent Reserve, Contributions to GSO/District/NCCA. 2 year commitment. 2 year sobriety requirement. Must have their own source of income. Pays for literature, has a paypal account for the meeting. Venmo-zelle-paypal all work (any form of electronic payment) Pays for zoom, birthday chips and over 300.00 prudent reserve send extra to AA world service.
Literature Buyer: Purchases literature from Central Office to distribute free literature to newcomers as they’re connected to them through nightly Lit Reps. Coordinates with the Treasurer available funds for book orders. Keep track of what books need to be purchased. 1 year sobriety requirement. 1 year commitment.
Fellowship Coordinator: Sets up games or activities for the first Monday of the month birthday celebration before the regular meeting. No sobriety requirement. Is reimbursed for purchases (currently up to $40).
Chip Person: Attends the Late Show for a week before birthday night to make an announcement in the chat, Collects addresses and mails all birthday chips, sings happy birthday to folks on birthday night, not a requirement but preferably someone that lives in the East Bay) Keeps track of chips and contacts treasurer with needs. No sobriety requirement. 6 month commitment.
Greeter: Arrives 30 minutes early and greets people as they come in.