YEAR 4 COMMITTEE MEMBER DUTIES/TIMELINE

Here WE go again!  This is your swan song! It's probably a little bittersweet. You've gone from getting suckered into lugging home boxes of handouts, to having to read the illegible registrations onto a spread sheet, to being the "responsible" one  for things like beds and menus. You've been promoted to "supervisor", unfortunately the pay stays exactly the same.

 

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.   Previous notes say this can be a Zoom meeting, but breakfast is a much nicer way to reconnect with each other. You pick the spot, so might as well make it close to your house right!?!

Recap what duties everyone else has and the general timelines: YR 1 guy get working on door prizes, and stress YR 2 guy to get a PO BOX.  (you need the address before printing registrations).  Make sure the YR 3 guy has the contact information for Beulah, Pizza, and insurance (its all in the YR 3 committee duties file)

*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 the "old guy"  by now, so you already knew this.

CHOOSE AN CONFIRM THE DATE/TIME OF MEETING #2!!!

 

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.   Make sure the newbie has ordered the door prizes!  This meeting is an easy one to do via Zoom. YOU NEED TO SEAT UP THE ZOOM ROOM AND SEND THE OTHER MEMBERS THEIR INVITE.   

YR 1 Guy should have door prizes ordered by this time. Do NOT delay!  Yr 3 Guy should have insurance and have touched base with the pizza lady,  Yr 2 Guy should have a resentment over how busy he is compared to everyone else!

*Hint: No matter how "confirmed" this meeting was at the last one, you better send a reminder 1-2 days ahead of time. It will be missing from at least one calendar.  Give the 2nd year guy a ribbing about how busy he is!!

CHOOSE AND CONFIRM MEETING DATE/TIME OF MEETING #3 (remind your guys 1-2 day before)

 

Meeting #3:  SELECTION SATURDAY (or Sunday)

This meeting is in early January. Ideally it will be about four (4) weeks before the retreat.  To be of maximum use this one should definitely be IN PERSON!

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.

*CALL Tom Corigan and ASK him to present the "history of the retreat"

*CALL Tom Nehman and ASK him to do the 7th step pray on Sunday morning

*CALL  Road to Hope (Trevor has been a good point guy) to borrow 2 Coffee Makers

CHECK IN WITH THE OTHER GUYS ON THE FOLLOWING:  Raffle Prizes, a BIG BOOK and a thank you Card, pizza order

Hint: Go to breakfast with the fellas first. It's nice to start a busy day with a full belly!

SEND OUT CONFIRMATION EMAILS. I KNOW IT SEEMS LIKE COMMON SENSE THAT IF WE CASHED YOUR CHECK YOU ARE IN. IT IS NOT. SAVE YOURSELF THE CALLS, AND JUST SEND THE CONFIRMATION!!

CONFIRM DATE/TIME FOR MEETING #4 (remind these guys, yet again...yes you are their mother)

 

Meeting #4:  Room Assignments/ Name Tags

This meeting is about one week prior to the retreat. 

Try to avoid top bunks. Keep our more seasoned members on the first floor.

Scan/Send the room assignments to the rep at BB. They need these to make the beds. Make sure the other committee member have everything they need: ie, raffle prizes, pizza order.

*DON'T FORGET THE FRUIT  (DON"T BUY GREEN BANANAS!!!)  

*You'll nee 2 BIG cans of coffee. BB will provide cream/sugar/cups

*Get Paper Plates and napkins for the pizza party. This has always been hit or miss, don't want to be without when the time comes!!

*Hint:  You will find out just how much “acceptance” your fellow alcoholics have. You'll also find out how terrible their penmanship is, no matter how much you emphasize the importance on their application.

 

Ad Hoc Meetings

It has been our experience that a quick 15 minute Zoom meeting can be very helpful. If you need this, just ask. It will likely clear up what may take a mind numbing number of text messages.  

 

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)