Order of the Arrow Lodge Leadership Development www'oabsa'org

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CHAPTER MEETINGS
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CHAPTER MEETINGS LEVEL 1

• Session Length 50 to 60 Minutes
• Target Audience This level will be for new
  Arrowmen, Youth and Adult.
• Learning objectives
• The job descriptions of chapter officers Chief,
  Vice Chief, Secretary, and Advisor. And how they
  apply to Chapter Meetings. Explain that the
  Chapter Chief runs the meeting and what the role
  of the Advisor at these meetings is.
• What we can do at Chapter meetings.
• How to make an agenda, and things to be covered
  at a Chapter Meeting if needed.
• What we use Chapter meetings for.
• Where we could hold Chapter meetings to have fun.
  
• Roundtable discussion to answer questions from
  attendees.

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JOB DESCRIPTIONS

• CHAPTER CHIEF
• 1. Presides over and runs all meetings of the
  Chapter.
• 2. Appoints chairmen to Chapter Committees when
  needed, and delegates work to his Vice-Chief(s)
  with the approval of the Chapter and Staff
  Advisors.
• 3. 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.
• 4. Works closely with Vice-chief(s), Secretary,
  Committee Chairmen, and Chapter and Staff
  Advisors.
• 5. Is the Chapters representative to the Lodge
  Executive Committee.
• 6. Promotes correct wearing of the Boy Scout
  Uniform.
• 7. Responsible for adherence to the program and
  policies of the Lodge, the Order of the Arrow,
  the Council, and the Boy Scouts of America.
• 8. Attends all meetings of the Chapter, Lodge
  and Lodge Executive Committee.

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JOB DESCRIPTIONS

• CHAPTER VICE-CHIEF
• 1. Serves as the Chapter Chief when needed.
• 2. He is the Lodges contact for the OA
  Troop/Team Representatives in their Chapter.
• 3. Performs any and all other duties as assigned
  by the Chapter chief.
• 4. Promotes correct wearing of the Boy Scout
  Uniform.
• 5. Responsible for adherence to the program and
  policies of the Lodge, the Order of the Arrow,
  the Council, and the Boy Scouts of America.
• 6. Attends all Chapter meetings.
• 7. May attend Lodge executive committee meetings
  through this position but only has a vote in the
  absence of the Chapter Chief.

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JOB DESCRIPTIONS

• CHAPTER SECRETARY
• 1. Keeps minutes of all chapter meetings and
  submits a copy to the Lodge Recording Secretary.
• 2. Assists the Lodge Recording Secretary with
  registration at Lodge events and other record
  keeping duties, such as Membership and Dues.
• 3. Responsible for adherence to the program and
  policies of the Lodge, the Order of the Arrow,
  the Council, and the Boy Scouts of America.
• 4. Attends all meetings of the Chapter.
• 5. 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).

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JOB DESCRIPTIONS

• CHAPTER ADVISOR
• 1. The District Committee with the approval of
  the Lodge Advisor and the Scout Executive
  appoints the Chapter Advisor.
• 2. Each Chapter and Chapter committee has an
  Advisor.
• 3. The Chapter Advisor appoints Chapter
  Committee Advisors with the approval of the
  Chapter Chief and the Staff Advisor.
• 4. It is inappropriate for the advisor to run
  the program, although they should always be
  involved.
• 5. It is the Advisors task to make sure that
  the young men succeed, this includes training,
  transportation, and staying constantly involved
  and informed.
• 6. An Advisor should work almost completely
  behind the scenes!
• 7. He provides all youth and adults with sound
  guidance and enthusiastic support.

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HOW THESE APPLY TO CHAPTER MEETINGS

• 1. During a chapter meeting the Advisor should
  set close enough behind the Chief that if he
  needs to ask a question of his Advisor he can do
  without disturbing the meeting.
• 2. The Vice-Chief(s) should set to either side
  of the Chief with the Secretary to the outside of
  the Vice-Chief.
• 3. The Secretary should start taking minutes as
  soon as the Chief calls the meeting to order.
• 4. Any members in attendance should set facing
  the Chapter officers in an orderly manner.
• 5. Any Advisor 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.
• 6. The Chief should run the meeting in an
  orderly manner!
• 7. Adults do not run the meeting!

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WHAT CAN WE DO AT CHAPTER MEETINGS?

• 1. Conduct the business of the meeting.
• 2. Make an agenda for the next meeting or come
  up with a standard agenda for all Chapter
  meetings.
• 3. Always have a reason to have a meeting, dont
  meet just to have a meeting you will lose people,
  have a purpose.
• 4. Discuss where the next meeting will be held
  and why.
• 5. Have refreshments (Did you ever see a boy
  that wouldnt eat.)
• 6. Get everyone involved.
• 8. 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.

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WHAT CAN WE DO AT CHAPTER MEETINGS?CONTINUED

• 9. 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.
• 10. Remember the old Cub Scout saying KIS MIF
  (keep it simple make it fun).

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HOW TO MAKE AN AGENDA, AND THINGS TO BE COVERED

• You must know what you want to cover before
  creating your agenda.
• What are items that possibly should be including
  in a Chapter Meeting agenda?
• Opening/Welcome
• Check to make sure that those in attendance are
  current members
• Meeting policies
• Introductions
• Review last meetings minutes and vote on their
  approval
• Collection of committee articles for a Chapter
  newsletter
• Committee reports
• Old Business
• New Business
• Closing

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SAMPLE AGENDA

• Date, Location Time
• Time
• 100 I. Welcome
• 1.       Obligation
• 2.       Introductions
• 3.       Meeting Policy
• 105 II. Secretarys Report
• 1.       Roll Call of voters
• 2.       Review minutes of last meeting
• 3.       Collection of committee articles for
  newsletter (if you have one)
• 110 III. Committee Reports
• IV. Old Business
• V. New Business
• VI. Housekeeping Items
• VII. Chief and Advisors Minutes
• IX. Adjourn

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SAMPLE EXPANDED AGENDA

• Date, Location Time
• Time
• 100 I. Welcome
• 1. Obligation
• 2. Introductions
• 3. Meeting Policies
• a. Youth members sit in front of room
  with their advisor behind them.
• b. Adult comments on any subject are limited
  to 1 minute. The Chapter Advisor will be the
  timekeeper.
• c. Everyone please keep side conservations to
  a minimum.

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SAMPLE EXPANDED AGENDAContinued

• 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 Advisor.
• e. Remember that the following people may
  vote on issues at this meeting.
• 105 II. Secretarys Report.
• 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.

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SAMPLE EXPANDED AGENDAContinued

• 3. Collect Committee articles for newsletter
  (if there is one).
• 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).
• 110 III. Committee Reports
• 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 Advisors minutes
• VII. Adjourn

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HOW CAN WE USE CHAPTER MEETINGS?

• 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 dont 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.

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HOW CAN WE USE CHAPTER MEETINGS?CONTINUED

• 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 Practice.
• Do fun Scouting Stuff.

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WHERE CAN WE HOLD CHAPTER MEETINGS?

• Your local YMCA
• Your local 4-H Fairgrounds.
• State Campgrounds.
• Churches.
• Boy Scout Camps.
• Theme Parks.

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QUESTIONS???

• THANK YOU FOR COMING!

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