GUIDELINES FOR THE COUNCIL VOA

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1 GUIDELINES FOR THE COUNCIL VOA POWERPOINT PRESENTATION (In Conjunction with the Guidelines for The Council VOA Training Manual)

2 >>> Excellent information & pointers for running a successful Council VOA! Created by & for VOA Officers Southern Region, Area 3 VOA Hannah Paterka, Program Vice President

3 Loading... Being a VOA Officer is both a challenging & rewarding endeavor. Remember to always have a good attitude & never give up! So let s get started!

4 Purpose of a Council VOA Foster high-adventure activity & better functioning crews Go-to committee for Venturers needing support Goals: Increase council activities & training programs Improve communications between VOA & crews Run a strong monthly Forum & Open House program

5 VOA ORGANIZATION POSITION DESCRIPTIONS President Administrative VP Program VP Communications VP Historian Loading... Treasurer Sub-Committee Members Advisors

6 PRESIDENT Oversees all officers & VOA programs Creates agendas, delegates tasks, communicates with advisors Leads by example & treats all with respect! Oversees, gives vision, keeps accountability, & delegates!

7 ADMINESTRATIVE VP Promotes recruitment & award advancement Oversees special award ceremonies & Open House Builds relationships with BSA Charters Manages bylaws, fills in during President s absence Oversees recruitment, award advancement, & operational guidelines PROGRAM VP Oversees program planning & training Determines council interests, methods to improve programs Maintains Council calendar, manages finances if necessary Oversees all VOA sponsored events, calendar, finances, determines council interests. COMMUNICATIONS VP Oversees communication & promotional efforts Assembles contact lists & handles online correspondence Takes minutes, keeps websites & message boards updated, user-friendly Builds project reports for upper level newsletters, works with Historian to promote

8 Historian Collects photos from events to aid publicity Encourages crews to share activity photos Responsibilities will fall on Secretary if there is no Historian Main goal is to give visual aid to promotional efforts! Treasurer Responsible for managing VOA finances Collects, deposits monies & manages necessary withdrawals Maintains financial records & reports for committee Sub-Committee Member Recruited to ease workload of regular officers Overseen by a VP or the President Plays vital role in brainstorming constructive & exciting programs Great stepping stone into VOA without obligation of a full term! Use them! Ask questions! Advisors

9 General Officer Meetings Events Networking/Promotion Open House Forum District VOA s Area VOA s Bylaws Elections VOA OPERATIONS

10 General Officer Meetings/Planning Typical Meeting Agenda: Opening Officer reports/committee presentations Event planning/brainstorming, task assignments (if needed) Calendar Review Final Q&A, VOA evaluation Closing

11 Aim to sponsor A monthly forum Annual Open House 2-3 other programs a year -Leadership courses, Ranger electives Loading... Coordinate events around current council programs!

12 Planning Events Committee brainstorming Use council interest surveys Identify resources! -Scout parks? Cope course? Find crews to co-sponsor events ~~~ Determine best ideas & create solid plan of action Schedule well in advance! Use deadlines! Start small & do well at little things before trying to move mountains!

13 Networking/Promotion Assemble crew contacts list for blasts Update VOA webpages, create FB Explore communication routes: o o Facebook o texting o calling o blogs o snail mail o local news outlets o BSA Roundtable presentations

14 Open House Purpose: Demonstrate Venturing opportunities Recruit crews to run activities during event Info packets for attendants Schedule & promote well in advance! Distribute fliers to high-schools, ask Venturers to invite friends Venturing activity slideshows, refreshments One of the most important VOA events!

15 Forum Purpose: Inform council members, educate visitors Recruit crews for activity presentations, plan in advance! Bring snacks! Make it friendly, encouraging, & productive. Monthly forum agenda should include: Calendar review, sign-up & pre-req. reminders Training course info Venturing activity presentation Q/A s session Announcements (for any attendants who have them) VOA s can schedule officer meetings directly before or after forum. This raises chances of all officers attending & is more convenient!

16 District VOA s District VOA s work between crew & council levels. Districts & Council VOA s should have same goals & agenda Purpose: give energy to council, relay info, plan events, promote activities, connect crews Few councils have district VOA s, most lack officers to fill them Instead have crew reps. help plan & bring council together Have one rep. from each crew attend forums & act as reliable contact for planning & spreading info

17 Area VOA Connect with Area VOA for help Activity reports for Area/Regional newsletters Be available & cooperative! Area Officers are experienced & understand challenges They are there to help!

18 Bylaws No official standard, various styles Flexibility in addressing topics & degrees of detail to use Some include categories others do not even touch on Give bylaws priority, edit & improve them regularly to attain most effective set possible May seem overwhelming to create bylaws at first. Start simple & only cover absolute basics in first set. You may then revise and clarify as the need arises

19 Elections Procedures President oversees elections Crews submit one nomination/vote per position Officers selected by majority vote Outgoing officers Aid transition by training new officers Consider future positions: youth advisor, Area level leadership, etc Incoming officers: Attend meetings, become familiar with operations ahead of time. Ensures running start & minimal interruption of VOA programs Incoming president Assess current VOA agenda, determines how to shape future initiatives

20 Final Note! Will take time to develop effective operations & find rhythm Failures and mistakes are to be expected. It s okay! Learn from mistakes, improve your leadership & team-working Have fun and enjoy the challenge! Set goals high & make most out of term. Be adventurous, be a leader! You never know what it could lead too! Best of luck on this journey!

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