YEAR 2 COMMITTEE MEMBER DUTIES/TIMELINE

Welcome Back!  SO you lived though year one and still made your way back to us. Fantastic! We are so glad you are here. Now buckle in, this year is going to kick your butt a bit, but at least you’re not the sucker lugging all the boxes anymore!!

 

Meeting #1:  Organizing for the upcoming retreat

This meeting is typically in October. It is the first time we get together as a group to discuss our “plan of attack” for the upcoming year.  

*Hint:  Bring along your clip board from last year. You probably have some notes for “how to improve” that you don’t exactly remember what they meant when you jotted them down 9 months ago.

At this meeting we will discuss generally what needs done to make the Steps to Recovery weekend a success and assign tasks in preparation of the next meeting (either late November or early December). You’re a Vet so you already knew this.

Some tasks that fall to the 2nd year member is the following:-

-Get a PO BOX

You are going to need a PO BOX address to edit onto the new registration forms. Ideally you should get this PO Box before the first meeting in October, that way the 1^st year guy and print registrations and bring them along.  You’ll need the 6 month option. The “Size 2: 5 x 5” is a good fit for our needs.  You might as well get about 3 books of stamps while you’re there too. That’s for your next task.

- Mailing Registration Forms:  

Use the email list in Dropbox to email blast out the registration form to potential campers and commuters!

A lot of the older participants do not use email, so having registration printed allows us to mail those out as early as possible. The 1^st year guy was supposed to print these and bring them to the meeting. Don’t be too hard on him if he didn’t, that just means he didn’t read the Year 1 Committee Member guide.

To get these out you’ll probably need envelopes and stamps. There is a list in the Dropbox. Make sure to delete any returns that cannot be delivered. No need to keep mailing to people that don’t exist at the address.  You should send these out by the first week of November. People will be expecting them then.  (This also helps prevent grumpy old folks from calling to ask when its coming.)

 

 

 

 

-START CHECKING THE PO BOX WEEKLY

About two weeks after the mailing and email blast goes out you will start getting registrations and checks. The first wave or two are the most intense.  About 1/3 to ½ of the registrations will come in within those first couple weeks. After that it gets more under control. We’d suggest checking the PO BOX about once per week. That also helps you have an idea of the number of open beds, and everyone will be asking including the committee and every one else you’ve ever met or haven’t.

-START THE REGISTRATION LIST

Once you are checking the PO BOX you’re going to have to do something with all that information. We’ve found it easiest to use an Excel Spreadsheet (you’ll find the former spreadsheets in Dropbox). This can be pretty time consuming, especially the first batches that are dozens of registrations.  After that its usually less than an hour a week. Hang in there its only 150 …or more than that.  Hey at least you don’t have boxes in your basement.

-MONEY, MONEY, MONEY, MONEY

The other item in those envelopes is checks and money orders. Oh, people will want to hand you cash as well. And, thanks to Brandon Oliver, some of these guys will try to pay by Venmo, Cash App, whateverdabucks, and the like.  Like all check writers (you remember checks right???) people will be tracking them to see they are deposited. I recommend a weekly deposit.  Heck maybe you can go on your way to the PO BOX.

Meeting # 2:  Updates and Check-In

The second meeting is usually in early December. This meeting is good for checking in with each other, getting an idea of registration.  

*Hint:  You’re the guy with all that information so …you’re the guy doing most of that update. Don’t worry your committee members will have random names and money for you.

Meeting #3:  SELECTION SATURDAY (or Sunday)

This meeting is in early January. Ideally it will be about four (4) weeks before the retreat.  

This meeting is several hours in duration, so make sure to set aside enough time.  There are a lot of names to go through. 

In addition to speakers, we will choose Group Discussion Leaders.

Typically, we will select the menu, and touch base with your site contact.

-VERIFICATION EMAIL/CALLS

Those that are registered should be informed about the time of Selection Saturday (or Sunday). If you don’t they’ll reach out and ask. They will call, email, text, and maybe even a post card. Don’t change your phone number. This too shall pass.   Also, this job can be shared with your committee members, but ya know, you’re the guy with the information.  (Bonus: If the year on guy is techy you can probably pass this off to him!)

Meeting #4:  Room Assignments/ Name Tags

This meeting is about one week prior to the retreat.  Ideally, we can get both of these tasks done in the one meeting. Otherwise it will require additional meeting(s) until complete.

*Hint:  You will find out just how much “acceptance” your fellow alcoholics have. 😉

 

Additional Duties Throughout

In addition to the general duties and timeline above, there will be ongoing communication with the committee.  This is typically emailing, calls, text messages with updates of number of registrations as well as any issues the crop up along the way, or questions/concerns from attendees.

Remember, this is a WE committee!!! You were selected because WE believe that you are an asset to the sober community and the attendees at Steps to Recovery weekend.  If there are any questions you have along the way, please ask. WE succeed together!!!

*Hint:   If at any point in time is seems overwhelming or aggravating, reference RULE 62 (12x12 pg. 149)