11A CHAPER MEETINGS Session Length: 60 Minutes Target Audience: This level will be for new Arrowmen, Youth and Adult. Learning objectives:! Understand the job descriptions of chapter officers Chief, Vice Chief, Secretary, and Adviser and how they apply to Chapter Meetings. Understand the roles of a Chapter Chief and the Adviser at these meetings.! Appropriate components of Chapter meetings.! Agenda creation and items to include for a Chapter meeting. Purpose(s) of Chapter meetings.! Suggested locations to make Chapter have fun.! Roundtable discussion for questions and answers. Required Materials:! Flipcharts! Power Point presentation file! 3 of clear tape TRAINER PREPARATION Introduction (If you wish to break your session into portions, use this): 2 Minutes Welcome everyone to the session. This is a good time to ask everyone to write down any questions that arise during the session and that time will be given at the end of the session for questions and answers. Trainer Tip: There is a lot of material to cover in 50 to 60 minutes, allow for questions and answers at the end. If you are ahead of schedule take a question. Explain this in advance, so that everyone understands how the session will flow. Stay on schedule. SESSION NARRATIVE This session will cover all the learning objectives mentioned above. Job Descriptions: 15 Minutes CHAPTER CHIEF: Presides over and runs all meetings of the Chapter. Order of the Arrow 11A-1 Boy Scouts of America
Appoints chairmen to Chapter Committees when needed, and delegates work to his Vice-Chief(s) with the approval of the Chapter and Staff Adviser s. Responsible for carrying out the Lodge program in the Chapter, Examples Unit Elections, Camp Promotions, Service Projects, and any other appointed tasks by the Lodge. Works closely with Vice-chief(s), Secretary, Committee Chairmen, and Chapter and Staff Adviser s. Is the Chapter s representative to the Lodge Executive Committee. Promotes correct wearing of the Boy Scout Uniform. Responsible for adherence to the program and policies of the Lodge, the Order of the Arrow, the Council, and the Boy Scouts of America. Attends all meetings of the Chapter, Lodge and Lodge Executive Committee. CHAPTER VICE-CHIEF (S): Serves as the Chapter Chief in the Chief s absense. He is the Lodge s contact for the OA Troop/Team Representatives in their Chapter. Performs any and all other duties as assigned by the Chapter chief. Promotes correct wearing of the Boy Scout Uniform. Responsible for adherence to the program and policies of the Lodge, the Order of the Arrow, the Council, and the Boy Scouts of America. Attends all Chapter meetings. May attend Lodge executive committee meetings through this position but only has a vote in the absence of the Chapter Chief. CHAPTER SECRETARY: Keeps minutes of all chapter meetings and submits a copy to the Lodge Recording Secretary. Assists the Lodge Recording Secretary with registration at Lodge events and other record keeping duties, such as Membership and Dues. Responsible for adherence to the program and policies of the Lodge, the Order of the Arrow, the Council, and the Boy Scouts of America. Attends all meetings of the Chapter. May attend Lodge executive committee meetings through this position but only has a vote in the absence of the Chapter Chief and Chapter Vice-Chief(s). CHAPTER ADVISER: The District Committee with the approval of the Lodge Adviser and the Scout Executive appoints the Chapter Adviser. Order of the Arrow 11A-2 Boy Scouts of America
Each Chapter and Chapter committee has an Adviser. The Chapter Adviser appoints Chapter Committee Adviser s with the approval of the Chapter Chief and the Staff Adviser. It is inappropriate for the Adviser to run the program, although they should always be involved. It is the Adviser s task to make sure that the young men succeed, this includes training, transportation, and staying constantly involved and informed. An Adviser should work almost completely behind the scenes! He provides all youth and adults with sound guidance and enthusiastic support. How these apply to chapter meetings: 3 Minutes During a chapter meeting the Adviser should set close enough behind the Chief that if he needs to ask a question of his Adviser he can do without disturbing the meeting. The Vice-Chief(s) should set to either side of the Chief with the Secretary to the outside of the Vice-Chief. The Secretary should start taking minutes as soon as the Chief calls the meeting to order. Any members in attendance should set facing the Chapter officers in an orderly manner. Any Adviser to a Chapter committee chairman should set behind his chairman so that if the chairman needs to ask him a question he can do so with out disturbing the meeting. The Chief should run the meeting in an orderly manner! Adults do not run the meeting! What can we do at chapter meetings: 4 Minutes Conduct the business of the meeting. Make an agenda for the next meeting or come up with a standard agenda for all Chapter meetings. Always have a reason to have a meeting, don t meet just to have a meeting you will lose people, have a purpose. Discuss where the next meeting will be held and why. Have refreshments (Did you ever see a boy that wouldn t eat.) Get everyone involved. If space is provided you can practice, elections, callouts, ceremonies, beadwork, Indian dancing, plan chapter service project (make sure anytime work is involved you have fun involved also), etc. Make the actual business part of the meeting as short as necessary to conduct the business and have fun and fellowship the rest of the time. If everyone enjoys the time spent they will come back and if they come back you have gotten them involved, give them something to do. Remember the old Cub Scout saying KIS MIF (keep it simple make it fun). Order of the Arrow 11A-3 Boy Scouts of America
How to make an agenda, and things to be covered: 10 Minutes You must know what you want to cover to make up an agenda. What are things that should possibly be covered at a Chapter Meeting? A welcome. Check to make sure that those in attendance are current members. Meeting policy. Introductions. Collection of committee articles for a Chapter newsletter (if you have one). Committee reports. Old Business. New Business. Review last meetings minutes and vote on their approval. Trainer Tip: Pass out both sample Agenda s and go over them. Order of the Arrow 11A-4 Boy Scouts of America
Sample Agenda Date Location Time Time 1:00 I. Welcome: 1. Obligation 2. Introductions 3. Meeting Policy 1:05 II. Secretary s Report: 1. Roll Call of voters 2. Review minutes of last meeting 3. Collection of committee articles for newsletter (if you have one) 1:10 III. Committee Reports: IV. Old Business V. New Business VI. Housekeeping Items VII. Chief and Adviser s Minute s IX. Adjourn Order of the Arrow 11A-5 Boy Scouts of America
Time 1:00 I. Welcome 1. Obligation 2. Introductions 3. Meeting Policies: 1:05 II. Secretary s Report Sample Expanded Agenda Date Location Time A. Youth members sit in front of room with their Adviser behind them. B. Adult comments on any subject are limited to 1 minute. The Chapter Adviser will be the timekeeper. C. Everyone please keep side conservations to a minimum. D. If we get into a major discussion on an issue and reach impasse, I will call a break so the youth will have time to speak with their Adviser. E. Remember that the following people may vote on issues at this meeting. 1. Roll Call of voters. A. Make sure that there is a Quorum present. B. Make sure that all in attendance are members or invited guests. 2. Review minutes of last meeting and approval. A. Ask if there are any amendments or clarifications to the minutes of the last meeting. B. Then ask if you here a motion that the minutes be approved. 3. Collect Committee articles for newsletter (if there is one). 1:10 III. Committee reports: A. Remind everyone of Deadline for minutes. B. If missing any articles, ask individuals of status or report that articles are actually still outstanding. C. Set final deadline for articles (end of meeting). Order of the Arrow 11A-6 Boy Scouts of America
1. List committees that should have a report. 2. After reports complete, ask if any other committees need to make a report. IV. Old Business: V. New Business: VI. Housekeeping Items: VII. Chief and Adviser s minutes: VIII. Adjourn: Order of the Arrow 11A-7 Boy Scouts of America
What we can use Chapter meetings for: 3 Minutes Chapter gathering. Have a lock-in and invite all members of the Chapter and hold your meeting sometime during the gathering so that the people that normally don t attend Chapter meetings can see what a Chapter meeting consists of and ask them for their help on chapter committees. Conduct your business but have fun activities for all that attend. Hold Training Sessions. Invite all the Scoutmasters in your Chapter to a meeting and train them to understand what the Order of the Arrow is about and how they can ask for your help to make their units function and run better. Invite all the OA Troop Representatives to a meeting and train them so that they can help you get your message across to their units and do their job. Invite your District Committee members to a meeting and show them how you (the OA) can help them to serve the District. Invite members to be on Chapter Unit Election and Camp Promotions teams and train them at a meeting. Have one committee that looks for nothing but places to hold meetings and you can have fun activities at the same time. Make Costumes. Do Beadwork. Ceremonies practices. Do fun Scouting stuff. Where can we hold Chapter Meetings? 5 Minutes Your local YMCA. Your local 4-H Fairgrounds. State Campgrounds. Churches. Boy Scout Camps. Theme Parks. Trainer Tip: This is a good time to ask for fun ideas for place to hold meetings. Add them to a flip chart. The more ideas for this the better. But keep on schedule. Give everyone a printed copy of the Syllabi as a hand out. Conclusion: 8 to 18 Minutes Thank everyone for coming to the session and ask if they feel they learned something during it. You can now open the floor for any questions for the time remaining. Use your question and answer time as a roundtable discussion. Be sure to end on schedule. Offer to answer any unanswered questions after the session. Order of the Arrow 11A-8 Boy Scouts of America