Nation Chief Training

Yomechas FederationMay 15th, 2013

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Agenda

Introduction 7:05 – 7:10 David Fisher Federation Structure/Goals 7:10 – 7:15 David

Vandenbosch Resources 7:15 – 7:20 David Fisher Tools 7:20 – 7:25 Dave Vandenbosch Leadership 7:25 – 7:35 Dave Vandenbosch Timeline 7:35 – 7:40 Dave Vandenbosch 1st Nation Meeting 7:40 – 7:45 David Fisher 1st Tribe Meeting 7:45 – 7:50 David Fisher Honor Points/ Beads 7:50 – 8:00 David Fisher Nation Administration/ Forms 8:00 – 8:15 David Fisher Recruiting 8:15 – 8:25 Dave Vandenbosch Strength Reports 8:25 – 8:30 Dave V Registration 8:30 – 8:40 Jennifer, Administration 8:40 – 9:00 Jennifer Anderson

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Introduction

Who we are Why we participate Why we think this training is important

and what we hope trainees will get from it

Overview of tonight and the next few weeks

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Federation Goals

Focus events, meetings, and experiences on parent/child interaction This is not a “drop off” program

Recruitment and retention of participants

Recruitment and retention of leaders

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Yomechas Federation Structure

Yomechas Federation

Pioneer Nation

GuidesNations

PrincessNations

Trailblazer Nation

Heartland Plains Woodland Meadows Prairie Streams

2 Circles 9 Tribes8 Tribes /

Circles7 Circles

8 Tribes / Circles

10 Tribes / Circles

5 Circles11 Bunk-houses

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Resources

Jennifer Anderson, Yomechas Outfitter & Program Coordinator (w) 630-708-0469 Jennifer_anderson@yomechas.org

Kevin Waden, Federation Chief Kevinj.waden@comed.com Joe Fodor Assistant Federation Chief Joseph.fodorz@ey.com

Federation Weaver (Web Site)

Jay Derbis, Federation Pathfinder (Campout planning) (c) 202-486-5100 jderbis@ngelaw.com

Atis Makstenieks, Federation Sachem (Federation patches & Supplies)

amax504@gmail.com 630-968-5654

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Electronic Resources

Officers Page

Yomechas Family Calendar

Camp Site Info

Templates

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Templates (Tools)

Available if needed Streamlines Program Year Setup Customize and Update As Needed Templates Include

Nation Officer List, Monthly Meeting Agenda, Nation Calendar, Circle Roster, 1st Meeting Agenda & Others

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Volunteer Participation

THANKS! – Nation leaders are cornerstones

All volunteer program – Everyone needs to help

Volunteers needed at several levels Within the tribe Within the Nation Within the Federation

Many Benefits

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Leadership & Leadership Perpetuation

Nation Chief positions are two year commitments Year 1 – Assistant Chief

Year 2 – Nation Chief (Leader)

Filling Nation and Tribe leadership positions is a fundamental responsibility

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Leadership & Leadership Perpetuation – Page 2

Perpetuation planning is critical to success Nation Chiefs set the tone for how their

Nations will run this year.

Preparation leads to better program “Many hands makes the load light” Ease into role as opposed to “crash start” Perpetuation Planning = Building on Past No perpetuation planning = decay

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Leadership & Leadership Perpetuation – Page 3

Be Wary of Co-Chief Situations Avoid if at all possible

If unavoidable, still must have a Assistant Chief

Having Assistant Chief prepares the group for when the Chief departs

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Leadership & Leadership Perpetuation – ACTION

FILL OPEN POSITIONS Nation Chief Tribe Chief Assistant Tribe Chief Tally Keeper Nation and Tribe level

Face to Face contact as needed Contact the Federation for assistance, we are here

to help and support your efforts Set expectations – All parents need to help.

Recognition – Patches for both Parent & Child

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Timeline Overview

Program year timeline is front loaded Circumstances beyond our control

August - School Registration – Recruiting Key

August – Decisions being made on activities & sports by parents

Fall Camp-outs in Sept & October Induction Ceremony

* We need to organize ahead of time

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Timeline Overview – Page 2

Act RIGHT NOW for the best result Fill leadership positions

Recruiting/New membership/ Strength Report

Communicate Key Event Dates to Members

Help Tribes start planning for the year

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Timeline Specifics 1st Federation Meeting

Aug 3 1st Nation Meeting

Aug 5 Nation Chief Training

August 15 Tribe Chief Training

August 18 1st Tribal Meeting

August- early September Recruiting & Registration

Aug / Sept Annual Fishing Derby

Fall Campout Sept / Oct

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First Nation Meeting

First Nation Meeting is VITAL

Both Tribe Chief & Assistant Tribe Chief should be present

Run two sessions of the meeting if necessary

Help Tribe Chief’s understand how to start

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First Nation Meeting Topics

Recruiting Timeline

Explain program “cadence”

Benefits of regular Tribe Meetings

Discuss Good Tribe Meetings

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First Nation Meeting

Nation Calendar – highlight key events (camp outs)

Allocate Volunteer Responsibilities

Floor Hockey/Soccer – Tribes report back on

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First Meetings

First Tribe meetings ASAP – August or early Sept.

Fill any open leadership positions

Recruiting

Volunteer commitments - planning template

Online registration at the meeting

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Honor Points Beads /not mandatory but

recommended The basic purpose behind these awards is to provide additional opportunities for every parent and child to work together and learn together, thereby building a closer relationship between parent and child.

Honor Points/Beads

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Campouts

Campouts are the centerpiece and defining activity of our program Build around this centerpiece

Best recruiting tool

Promote ASAP so folks can plan on it

Nations need to not schedule events in conflict with campouts

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Campout Communications

Campout Communications Attendees

Camp Staff

Jay Derbis/Pathfinder

Tribe Chiefs

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Campout Communications Continued

Attendees Email directly with members 2-3 months in advance

Face to Face & email with Tribal leaders

Identify & work with any tribes w/out camp tradition

Define camp for new members or those who have not attended

Invite recruits, if space available

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Communication

Makes Program Run Smoothly Early and Frequent Use Several Methods / Mix it Up

Face to Face via Nation / Tribe meetings Flyers / Post Card Mailers E-mail , getting the message out is key! Phone Calls

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Communication via E-Mail

Exercise Common Courtesy Be concise and to the point About E-Mail

E-mail Manually by Nation Chiefs / Tribal Chiefs

Automated e-mails via Circle bridge Email Lists/use web site email for event

reminders and Mass email communications

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Recruiting “Good coaches have to be good recruiters” During the Training Meeting

Review current tribe strength Open discussion about techniques that work

Word of mouth Dad-Dad, Mom-Mom, Kid-Kid

Fliers in backpacks & at school events, open houses, church functions and community events

After the Training Meeting Target tribes that need help

Separate session Work with chiefs to set goals / strategy

Bring recruits to meetings, events, etc

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Federation Strength Report

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Nation Strength

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Nations By Grade

Tribal Strength

Tribal Strength

Tribal Strength

Days From Example ReportEvent Date Description Item Completed

68 16-Jun Contact previous year's event leader or read post mortem for insights68 16-Jun Get previous year's sign-up statistics for continual comparison Yes68 16-Jun Understand the budget for the event61 23-Jun Contact venue and secure necessary permits Yes61 23-Jun Line up entertainment, etc. Yes61 23-Jun Get information on maximum/minimum attendees Yes61 23-Jun Set event dates Yes61 23-Jun Update flyer Yes61 23-Jun Notify nation/federation members Yes54 30-Jun Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes54 30-Jun Report to Federation47 7-Jul Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes40 14-Jul Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes40 14-Jul Get volunteers lined up Yes40 14-Jul Notify nation/federation members Yes33 21-Jul Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes26 28-Jul Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes26 28-Jul Notify nation/federation members Yes19 4-Aug Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes19 4-Aug Report to Federation15 8-Aug Assign responsibilities and preparation and setup/cleanup plan15 8-Aug Deputize volunteers by setting a spending plan and enabling expense submittal15 8-Aug Notify nation/federation members Yes15 8-Aug Confirm with venue Yes15 8-Aug Confirm with volunteers their attendance and fulfilling responsibilities Yes12 11-Aug Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes8 15-Aug Notify nation/federation members Yes5 18-Aug Monitor attendance and notify Federation Navigator and/or Outfitter of problems Yes0 23-Aug Venue set up-1 24-Aug Perform post-mortem noting any big changes from previous year Yes-1 24-Aug Close out shopping cart items Yes-9 1-Sep Report to Federation

Event Checklist and Reporting Requirements(August 23rd Event Example)