BAY AREA COUNCILDISTRICT OFFICERS ORIENTATION

BOY SCOUTS OF AMERICA

WHO IS THE BAY AREA COUNCIL? Parents & Scouts Unit Committee Members Unit Leaders District Committee Unit Commissioners Council Executive Board Executive Committee Professional Staff

Bay Area Council

2 counties in East Texas Galveston (Headquarters) Brazoria

4 geographical areas (Districts) Coastal, Northern Star, Cradle of Texas, Thunderbird

District serves as a support system for the charter organizations Not a policy making entity

$1.5 – 1.7 mil. budget Council made up of:

Executive Committee Executive Board (policy making body) Council owns the assets of the Corporation

Bay Area Council (continued) Professional Staff of Council:

manage the assets of the council recruit volunteer manpower serve as campaign manager for the Investment in Character Campaign provide quality service to charter organizations and grow the

membership in the program Scout units in the District are overseen by:

District Committee Commissioner Staff

District Chairman top volunteer in the district

District Commissioner serves as the quality control person

District Committee sub-committees and a staff of unit commissioners (will be

reviewed further in the agenda). Not a policy making or governing body Only Council Executive Board has the authority to make policy and

govern

Any Questions to this point?

LET’S TAKE A LOOK AT THE DISTRICT COMMITTEE….

ORGANIZATION…

ORGANIZATION

• District Chairman• Commissioner

Staff• Membership • Finance

Program Activities Advancement Camping Training Venturing /

Exploring

District Chairman Key person (with clout) in the community Recruits the best manpower available to serve on

District Committee. Member of the Council Executive Board. Team player and council supporter.

Accepts and supports the goals of the council and district: Growth in Membership Investment in Character.

Presides (with the District Executive) over the District Committee meeting each month.

Meets with the District Executive and District Commissioner Key 3 Monthly meeting Discuss district topics Develop the district committee agenda

District Chairman

Serves as a partner with the District Executive Must be in constant communication with each

other to stay informed. Committed to the district goals

Journey to Excellence Recruit chairman

District sub-committees Ensure completion of District goals Annually appoint a nominating committee

Nominees for district officer positions Nominees for members-at-large.

District Commissioner

Must be approved by the Council Executive Board Ensure healthy program in the scout units Recruits staff of unit commissioners

1:3 ratio (commissioner to units) Serves as the quality control expert Committed to district goals

Journey to Excellence Conducts a Unit Commissioners meeting

Each month Ensures a quality Roundtable meeting

Each month for Unit Leaders. Maintains a healthy & positive relationship with unit

leaders

District Commissioner (continued) Attends the monthly district committee meeting Support local and national policies, procedures and

practices Is a team player Attend Council Commissioners meeting

Every other month Assistant District Commissioner may attend

instead Stay in constant communication with the District

Executive Have a good working relationship

District Executive District Chairman

Understand and support the vision of the Council

District Executive

Provide professional coaching Follow their lead! Don’t reinvent the wheel!

Propose plans and agenda Pencil drafts for consideration

Suggest & implements action plans Recruiting district personnel

Give inspiration and encouragement

District Executive (continued)

Regular contact with heads of chartered organizations

Keep district records up to date

Arrange for the council’s office services mailings meeting notices etc.

Develop his / her own work schedule

Work with and support volunteers Provide vital behind the scenes administrative Skill

Key Leadership Information

Each District Officer Serves a one year term.

Key District Leadership Reviewed annually for effectiveness and support of

the Council vision May be removed by Council Executive Board

Nominating Committee Standing Committee Set up to review effectiveness of the current District

Leadership Must be approved by the Council Executive Board

District Executive Consults with nominating committee Review each District Member at large for continued

service Current District Leadership does not appoint their

replacements or is involved in the nominating process

Key District Meetings

Key-3 Meeting: District Chairman, District Executive, District Commissioner Occurs once per month before the District Committee

Meeting. District Committee Meeting:

Occurs once per month Operating committee chairman, District Chmn., District Commissioner and District Executive.

Commissioner Staff Meeting: Occurs once per month District Commissioner, Unit Commissioners and District

Executive. Roundtable:

Occurs once per month Information and training meeting for unit leaders Conducted by Roundtable Commissioner and Roundtable

staff

District Committee Meeting:

Worksheet Call to order Opening ceremony and/or invocation

Keep this short and simple Welcome, Introductions and Recognitions

Ask committee chairman to introduce the new members of their committees

Training feature of the month No longer than 20 minutes

Highlights of the job that needs to be planned and executed tonight Touch on the highlights of this month’s work plan for each

committee Announce time allowed for the operating committee meetings As each item is discussed, be sure an assignment is made,

accepted, and recorded on the work plan in each committee meeting

District Committee Meeting: cont’d Unit Service

Specific unit needs requiring operating committee assistance

Operating committee meetings This will occupy the major portion of the evening

Reports and plans of operating committee meetings What was accomplished in the past month? What plans have been made to accomplish during the

next months? Reports of special committee and selected chartered

organization representatives. District Executives Report

Other business Hold an open forum if time permits

Closing ceremony Adjournment

Commissioners Meetings: Nerve Center of Council’s Commissioner operations Major purpose:

Motivate and support district commissioners Maintain a high level of unit service in the districts Council commissioner presides

Who Attends: District commissioners Assistant council commissioners Scout executive

How often do we meet: Monthly

Purpose: planning, training, and reporting. Assistant council commissioners can be assigned specific

responsibilities roundtables, training, conferences, etc.

Discussion Items: (Commissioner Meetings)

A timely training topic

A district-by-district review of such items as commissioner

recruiting, unit re-chartering, and unit visits. Chance to hold districts accountable.

Future council activities FOS campaign Summer camp promotions Scout show Special projects.

Discussion Items: (Commissioner Meetings)

Opportunity for district commissioners to report on: health of their units Give specific statement on unit coverage Special unit service projects Major needs of the district.

Roundtable activities and attendance, commissionertraining programs, and other special commissioner-related business.

A review of potential dropped units needing high priority

commissioner lifesaving.

Problem solving At least once a year, make a list of problems that have been

confronted by district commissioners. Select a problem for each monthly meeting. Break participants into work groups of three to six persons to devise solutions for the problems. After 15 to 20 minutes, reassemble and have groups share their solutions. The staff adviser includes a comprehensive list of solutions in the meeting minutes.

Ultimate Goal

Achieve Journey to Excellence Gold Level

Council benchmarks Council goals Health markers for BAC

District Committee Member -Other Key Points

Team players Agents of the Bay Area Council Pledge support to Council:

Resources Financial commitment (annually)

Adhere to the policies, procedures and practices of the BSA

Required Paperwork

Minutes District Committee meetings District Commissioner meetings

Person responsible : The District Exec.

Summary

Recruit Youth Organize Units Give good service Recruit people with influence Recruit people to give money Recognize “your volunteers”

Scout meetings District banquets Scouting events