PORTAGE LODGE 619 ORDER OF THE ARROW 2016 LODGE PLAN BOOK

Transcription

1 PORTAGE LODGE 619 ORDER OF THE ARROW 2016 LODGE PLAN BOOK

2 Page 1 Table of Contents Table of Contents 1 Lodge Mission Lodge Officers and Advisers Lodge Calendar 2 Lodge Chief s Goals for Officer Expectations 4-6 Committee Chair Expectations 7-9 Journey to Excellence 2016 Planbook Lodge Communication Plan Calendar 13 Lodge Mission As an integral part of the Heart of Ohio Council, Boy Scouts of America, will be an exceptional bonded brotherhood which provides exemplary cheerful service to the Heart of Ohio Council, its members, and its communities along our Journey to Excellence. A leader is one who knows the way, goes the way, and shows the way. -John C. Maxwell

3 Page Lodge Officers and Advisers Lodge Chief Vice Chief of Administration Vice Chief of Program Secretary Treasurer Lodge Adviser Lodge Associate Adviser Lodge Associate Adviser Lodge Associate Adviser Professional Adviser Jared Repas Clarence CJ Howard Jonathan Winger Brandon Tolle Andrew Studzinski Rich Geyser Greg Coghlan Greg Schultz Josh Nagel Kevin Fox 2016 Lodge Calendar LLD/LEC January 9 Council Service Center, Mansfield 2016 Kickoff March Firelands Scout Reservation Averyhand Spring Ordeal/Beaver Day May 6-8 Firelands Scout Reservation - Wyandot 007 Conclave May Seven Ranges Scout Reservation OA NEXT July 30 August 3 Indiana University Summer Ordeal August Firelands Scout Reservation - Wyandot Fall Ordeal September 9-11 Firelands Scout Reservation - Wyandot New Member Dinner September 24 TBD ALTC November 4-6 Camp Lazarus Lodge Banquet November 12 TBD Bold Portage-Hosted Event Unbold Section, Area, or National Event

4 Page 3 Lodge Goals for 2016 Reintroduce theming into Lodge events such as, but not limited to, the Kickoff/Retreat, the Ordeal/Fellowship events, and the Lodge Banquet. These themes will be interesting as to allow unique activities to be planned that both long-term members and newly inducted members of the Lodge can enjoy. Provide the support necessary for Committee Chairs to grow the size of their committees to operating levels. These committees will eventually become self-sufficient. Committees will meet before Lodge Executive Committee meetings to decide what the Lodge needs informed about. With the guidance of the Lodge Advisers, develop a backdating log for all Lodge events and functions. This log will be used for many years after its development to allow better planning of Lodge-run events. Earn Journey to Excellence Gold and meet all goals associated with doing such. Provide support to the Council, districts, camp, and any other affiliation of the Boy Scouts of America that needs our support.

5 Page 4 Officers Responsibilities Chief: 1) Serve as the principle officer of the Lodge and take responsibility and be accountable for all Lodge functions 2) Responsible for the administrative and program factions of the Lodge 3) Set the Lodge goals and vision and ensure they are executed 4) Meet with the Lodge Key 3 to monitor the Lodge s progress 5) Serve as a representative of the Lodge to the Council Executive Board 6) Serve as the youth interpreter of the Lodge Rules and Regulations 7) Ensure all youth officers execute their responsibilities 8) With the guidance and suggestions of the Committee Advisers and with the Lodge Adviser, appoint the committee chairmen. 9) With the guidance and suggestions of the Chapter Advisers, Lodge Adviser and Vigil Nomination Adviser, select the Vigil Nomination Chairman, and the members of the committee. 10) Supervise the work of all lodge committees 11) Form ad hoc lodge committees as necessary 12) Supervise the work of the chapters 13) Represent the Lodge in the Section Council of the Chiefs 14) Represent the Lodge at the Camp Stewards meeting 15) Assume responsibility for all issues and conflicts in the Lodge and take the necessary steps to correct these issues. 16) Bi-weekly contact the Lodge Adviser with an update concerning the Lodge 17) Create the agenda for the Lodge Executive Committee meetings 18) Serve as the chairman for ALL Lodge Executive Committee meetings 19) Petition the LEC for all necessary spending and programs needed to fund the Lodge and support the council 20) Approve all publications of the Lodge ( , mail, fliers, etc.) 21) Consistently track the Lodge s Journey to Excellence 22) With the assistance of the Lodge Key 3, complete the national re-charter paperwork 23) At all times, consult with the Lodge Adviser and/or Lodge Professional Adviser on all activities or meeting items 24) Perform ALL other duties to ensure the success of the Lodge

6 Page 5 Vice Chief of Administration: 1) Serve as the right hand man to the Chief and assume the role as #2 in command of all Lodge activities. 2) Serve in the capacity of Lodge Chief in the absence of the Chief. 3) Attend ALL Lodge functions 4) Plan, execute and review all Administrative aspects of the Lodge including: a) Ordeals b) Fellowships c) Banquet d) Paperwork 5) Actively work with Lodge Chief to ensure his goals for the Lodge are met and attainable 6) Supervise committees under charge a) Unit Elections b) Membership 7) Actively communicate with chapters to ensure they are performing at an acceptable level 8) Support the Lodge Chief in any capacity 9) Update the Lodge Chief every other week 10) Perform all other duties assigned by Lodge Chief Vice Chief of Program: 1) Serves as secondary backup for Lodge Chief 2) Serves as left hand man to the Chief and assumes the role as #3 in command of all lodge activities 3) Attend ALL Lodge Functions 4) Plan, execute and review all program aspects of the lodge including a) Ordeals b) Fellowships c) Banquets 5) Supervise the committees under charge a) Camp Promotions b) Ceremonies 6) Support the Lodge Chief in any capacity 7) Update the Lodge Chief every other week 8) Perform all other duties assigned by Lodge Chief

7 Page 6 Secretary: 1) Records the minutes of each LEC and general session of the lodge 2) Sends the minutes to the Lodge Factual Adviser and Lodge Chief 2 weeks after the LEC meeting 3) Collect all Brotherhood Letters from the Brotherhood Committee; read and pass names of Interested Arrowmen to the Appropriate Committees 4) Responsible for all Lodge publications 5) Responsible for the Lodge Communications Committee 6) Attend ALL Lodge functions 7) Assist Lodge Factual Adviser with registration 8) Perform all other duties assigned by Lodge Chief Treasurer: 1) With the Lodge Chief, create a budget for the current fiscal year 2) Actively track Lodge finances 3) Attend ALL Lodge events 4) Keep a Lodge inventory of all salable goods 5) Propose new items to sell at OA events 6) Responsible for the Salable Goods Committee 7) Prepare a budget for each lodge activity 8) Conduct all registrations for lodge events with Lodge Associate Adviser 9) Perform all other duties assigned by Lodge Chief All Officers: 1) Attend ALL Lodge Functions 2) Actively participate in home chapter 3) Remain active in Troop 4) Attend Section, Region, and National events when possible 5) Advocate for the Order of the Arrow when possible 6) Be supportive of all Arrowmen, Officers and Advisers 7) Properly wear Scout Uniform and Order of the Arrow insignia 8) Lead by example 9) Contact the Lodge Chief before he must contact you

8 Page 7 Committee Responsibilities Brotherhood: 1) Contact units with information on Brotherhood 2) Encourage all Arrowmen to seal their membership 3) Collect candidate letters, read to ensure they contain the necessary information, and deliver them to the Secretary for archiving 4) Arrange all aspects of the Brotherhood walk, including torchbearers, timing, and discussions 5) Work with the Ceremonies Chairman to ensure the ring is set and ready 6) Perform all other duties assigned by the Lodge Chief Camp Promotions: 1) Create new camp promotions videos/slideshows as needed 2) Contact units with visitation information 3) Carry out Unit Visitations with the AV equipment and Camp Promotions videos 4) Establish visitation teams 5) Make and update the camping guide 6) Perform all other duties assigned by the Lodge Chief Ceremonies: 1) Plan and oversee set-up, tear-down, and ring preparation for all ceremonies 2) Keep equipment and regalia maintained 3) Hold practices outside of regular Lodge events 4) Train all new members and follow through with any preparation needed 5) Maintain a high quality of all ceremonies 6) Perform all other duties assigned by the Lodge Chief Communications: 1) Type, edit, and send the Portage Times out for editing 2) Oversee communication within the Lodge, especially the communication between chapters and units 3) Oversee the OA Troop/Team Rep and Website/Social Media subcommittees, including appointing subcommittee chairs and reporting information back to the Lodge Chief 4) Perform all other duties assigned by the Lodge Chief

9 Page 8 Culinary: 1) Oversee and execute all duties associated with cooking meals at Ordeals, Fellowships, and other events where the Lodge is responsible for food 2) Report necessary information regarding pricing of food, needed supplies, and any other monetary costs to the Lodge Chief 3) Perform all other duties assigned by the Lodge Chief Membership: 1) Work with the Lodge Associate Adviser of Factual Information during registration 2) Contact members who need to pay their dues 3) Work with the Communications chairman to encourage event attendance through s, texts, or phone calls 4) Work with any members to encourage their attendance in any way 5) Know the general opinion of the membership in respect to program, logistics, etc. 6) Plan and execute the annual New Member Dinner 7) Oversee the Boys in Blue and New Member Dinner subcommittees, including appointing subcommittee chairs and reporting information back to the Lodge Chief 8) Perform all other duties assigned by the Lodge Chief Ordeal: 1) Serve as the Ordeal Master during ordeals 2) Find elangomats ahead of time 3) Organize the candidates into clans 4) Plan and oversee the taking of meals and water to candidates 5) Set out tools or supplies ahead of time at worksites for the candidates 6) Work with the service chairman to find appropriate and meaningful projects 7) Oversee the Elangomat Development subcommittee, including appointing a subcommittee chair and reporting information back to the Lodge Chief 8) Perform all other duties assigned by the Lodge Chief Salable Goods: 1) Work with your committee adviser to type up orders needed and maintain stock 2) Bring new ideas or designs 3) Bring ideas and designs to the LEC for discussion or approval 4) Staff trading post at events and find help as needed 5) Efficiently set-up, run, and clean up trading post at all events 6) Oversee the Design subcommittee, including appointing a subcommittee chair and reporting information back to the Lodge Chief 7) Perform all other duties assigned by the Lodge Chief

10 Page 9 Service: 1) Work with the Ordeal chairman to find appropriate and meaningful projects for both candidates and members 2) Contact the camp 6 weeks before an event for project ideas 3) Plan and carry out major service projects efficiently and correctly 4) Work with the Lodge Chief to establish temporary committees for major projects 5) Encourage chapter service projects 6) Oversee the Lodge Leadership Development and OA Trail subcommittees, including appointing subcommittee chairs and reporting information back to the Lodge Chief 7) Perform all other duties assigned by the Lodge Chief Unit Elections: 1) Form and track Unit Election teams 2) Ensure that unit election packets are distributed and that teams contact ALL units to schedule elections 3) Assist the Lodge Associate Adviser of Factual Information in any way needed to carry out the Unit Election process 4) Perform all other duties assigned by the Lodge Chief Vigil: 1) Revise the Vigil Nomination Form as necessary 2) Encourage members to submit Vigil Nomination Forms 3) Receive the Vigil Nomination Forms and file accordingly 4) Verify all information on the Vigil forms before the selection meeting 5) Organize and chair the Vigil Nomination Meeting 6) Complete the Vigil Nomination Forms and ensure they are done properly and submitted to the Lodge Chief less than one month following the selection meeting 7) Organize the Vigil Call Out for the August Ordeal 8) Prepare all necessary materials for the Vigil night 9) Arrange people to perform principle roles in the Vigil Ceremony 10) Present the new Vigil Members with their certificates at the banquet 11) Perform all other duties assigned by the Lodge Chief All Committees: 1) Request, in writing, the necessary budget for your committee to both the Lodge Chief and Treasurer by the 1 st of January 2) Attend all LEC meetings and the annual LLD 3) Submit a written report to the Secretary at least one week before the LEC 4) Recruit members to join your committee

11 Page 10 Journey to Excellence

12 Page 11 In Order to be a Gold Level Lodge, we must do the following: Complete 15/17 Requirements in at least the bronze level Achieve a grand total of at least 2550 points

13 Page 12 Lodge Communication Plan Portage Times: Send out a portage times every 3 months to inform members of relevant information. A paper copy will be sent to every household with a dues paid member (if an address is listed for more than one member, only one document will be sent). A digital copy will be sent to both current and one-year behind dues members. The Lodge Communications Committee and the Lodge Secretary will be responsible for the publication. The Lodge Chief must approve the Portage Times. Mass At the discretion of the Lodge Chief with the approval of the advisers, the lodge will send out the following types of mass to its members: Dues reminders Brotherhood Information Event Information Council Newsletter, Trail Talk: Every edition of the council newsletter will include an article from the Lodge. This article will be completed by the Lodge Chief and Lodge Advisers. Relevant events and issues will be included. Portage Lodge Website: Under the advice of the Website Adviser, Portage Lodge will regularly update our website to include information such as events, prices, contact information, registration links, and other useful information.

14 Page Calendar 2016 Confirmed Calendar LLD/LEC January 9, 2016 Council Service Center, Mansfield 2016 Kickoff March 11-13, 2016 Firelands Scout Reservation-Averyhand Spring Ordeal May 6-8, 2016 Firelands Scout Reservation - Wyandot Conclave May 13-15, 2016 Seven Ranges Scout Reservation OA NEXT July 30-August 3, 2016 Indiana University Summer Ordeal August 12-14, 2016 Firelands Scout Reservation - Wyandot Fall Ordeal September 9-11, 2016 Firelands Scout Reservation - Wyandot New Member Dinner September 24, 2016 TBD ALTC November 4-6, 2016 Camp Lazarus Lodge Banquet November 12, 2016 Chief Tarhe Chapter - TBD 2017 Proposed Calendar LLD/LEC January 14, 2017 Council Service Center, Mansfield 2017 Kickoff March 10-12, 2017 Firelands Scout Reservation-Averyhand Spring Ordeal May 5-7, 2017 Firelands Scout Reservation - Wyandot Conclave May 12-14, 2017 Marnoc Lodge Summer Ordeal August 11-13, 2017 Firelands Scout Reservation - Wyandot Fall Ordeal September 15-17, 2017 Firelands Scout Reservation - Wyandot New Member Dinner September 30, 2017 TBD ALTC November 3-5, 2017 Camp Lazarus Lodge Banquet November 11, 2017 TBD

15 Vice Chief of Admin Vice Chief of Program Camp Promo4ons Membership Unit Elec4ons Service Cermonies Ordeal Brotherhood Page 14 Boys in Blue New Member Dinner LLD OA Trail Elangomat Development Lodge Chief Vigil Secretary Treasurer Culinary Communica4ons Saleable Goods OA Troop/Team Rep Website/Social Media Design Chapter Chiefs and Immediate Past Lodge Chief