Session Length: 50 Minutes

2012 National Order of the Arrow Conference Session #: Building a Lodge Calendar

SESSION LENGTH: 50 Minutes

LEARNING OBJECTIVES:

§  Develop a Lodge calendar

§  Eliminate conflicts in scheduling between the Council and the Lodge

§  Take into account Council and District activities and avoid significant national, state, local, or religious holidays and important community or school events.

REQUIRED MATERIALS:

§  Troop Planning Worksheet

§  Past Council Calendar

§  Future Council calendar

§  Future blank calendar (18 months in advance)

§  Past Lodge calendar

§  Flip Chart

§  Marking Pens

§  Power Point presentation file

§  3’ of clear tape

Trainer preparation

The initial portion of this presentation is to recognize that many of the individuals taking the session have worked in the unit level and are familiar with the BSA Troop Annual Planning Conference. So the first few minutes of the presentation will review how to do a successful Troop annual plan.

TRAINER TIP: The Boy Scouts of America national webpage has a link with a zip file entitled “BSA - Troop Annual Planning Conference. Review it prior to making the presentation.

SESSION NARRATIVE

INTRODUCTION: 8-10 MINUTES

In order for a youth to be elected into the Order of the Arrow, one of the requirements is that the individual must hold the rank of First Class. Scouts who hold the rank of First Class or higher usually have participated in their Troop’s Annual Planning Conference where the Patrol Leader’s Council assembles once a year to plan the yearly Troop program.

§  For the next few moments we are going to review the elements to develop a good plan:

§  Use a three-step preconference i.e., do your homework.

§  Step one: Gather key information prior to the Conference. Take into account Council and District activities and avoid significant national, state, local, or religious holidays and important community or school events. Also have a copy of last year’s Troop Annual Plan.

§  Step two: Have the Scoutmaster have a discussion about the program planning process with the Senior Patrol Leader.

§  Step three: Have the Senior Patrol Leader have a discussion about the program planning process with the Patrol Leaders.

Ground Rule Suggestions for the Conference:

1)  Respect each other’s views

2)  Stay focused on your task

3)  Write your idea on a flip chart

4)  Be in agreement

Step one: Have the Scoutmaster lead a discussion on the Troop’s goals for the coming year

Step two: Review the draft calendar for the following items: holidays, school dates, resident camp dates, camporees and training courses, and Troop meeting dates

Step three: Open Discussion – take a vote to approve the dates you have so far (optional)

Step four: The Senior Patrol Leader will share with the group what he learned from the Scoutmaster

Step five: 1) Use the Troop program features as a base or make your own custom program

2) Take it one month at a time

3) You determine the flow of the Troop’s program

4) Write it on a flip chart and vote.

Step six: Add in some other important dates such as: boards of review, courts of honor, Troop open house, service projects, Webelos Scout crossover ceremony, Troop Committee meetings, and any other dates that can be planned far in advance

Invite these people to your conference:

1) Troop’s youth leaders

2) Troop Committee members and other adult Troop leaders

3) Chartered Organization Representative

4) Unit Commissioner (optional)

5) Anyone else who might be helpful, such as other parents

ROCKET SCIENCE: 13-15 MINUTES

Building a Lodge calendar is NOT ROCKET SCIENCE! If you follow the steps in the Troop Annual Planning Conference you can build a Lodge calendar. The differences between the two tasks are minor. The cast of characters have different titles and there are some slight tweaks that need to be made, but the underlying principles are the same.

Nota Bene: Some of the larger Lodges may have Chapters informally grouped into Areas. Therefore the designation of Area in this context is a group of three or more Chapters and the Area may have an Area Chief, an Area Vice-Chief, an Area Adviser, and an Area Associate Adviser. This is an unofficial designation.

Lodge Leadership Development Course (LLDC)

Lodge Planning Meeting - “Because your LLDC is most likely one of the first times the Lodge Chief will get a chance to meet with his officers, Committee Chairmen, and Advisers, what better time to establish the Lodge calendar and plan events and projects? Time can be built into the schedule to allow for this meeting led by the Lodge Chief to discuss these things and establish the Lodge goals for the coming year, as well as to discuss anything else he feels is necessary at the time.”

Lodge Executive Committee (LEC)

The LEC is expected to develop a calendar policy, scheduling meetings to fall at regular intervals and at a routine time to improve attendance. Activities should fall on set weekends each year. The LEC consists of the youth serving as Lodge officers (including the immediate past Lodge Chief), Area Chiefs, Chapter Chiefs, and the Lodge operating Committee Chairman. The LEC is the steering committee of the Lodge. It is responsible for the management and planning for the operation of the Lodge as it carries out the business of the Lodge within the policies established by the National Order of the Arrow Committee. The youth are supported in their efforts by the Lodge Adviser, Lodge Associate Advisers, Lodge Area Advisers, Chapter Advisers, Chapter Associate Advisers, Lodge Committee Advisers, and the Lodge Staff Adviser.

In addition to regularly scheduled LEC meetings, there are Lodge Adviser & Officer meetings (LAM) and possibly Area Executive Committee (AEC) meetings scheduled during the year.

The Lodge Adviser meeting (LAM) is chaired by the Lodge Adviser and all of the adults who serve in Adviser (Associate, Area, Chapter, and Committee)capacity at the LEC are expected to attend. The only youth attending this meeting is the current Lodge Chief.

The Area Executive Committee (AEC) is chaired by the Lodge Area Chief with support from the Lodge Area Adviser. All Chapter Chiefs and their Advisers in the service area comprise the balance of the Committee. The time period for the AEC is the week of the month with the final determination of date, time and location being one that is convenient the Area and Chapter leadership. The only requirement from the Lodge is that the date, time and location be announced well in advance. The LEC andLAMare held on alternating months.

Events of the ______Lodge

Lodge Calendar

Below is the Lodge Calendar for 2012 - 2013. These dates were approved during the annual Council Planning Meeting. Please make note of these dates as you plan your unit’s calendar, to allow the OA members in your unit maximum opportunity to participate in the Lodge’s events.

January 7 Lodge Banquet

February 7 Lodge Leadership Development Course

March 19 – 21 Spring Fellowship Camp

April 16 – 18 Section Conclave Camp

May 21 - 23 Ordeal / Brotherhood Camp

July 31 - August 5 National OA Conference

August 13 – 15 Ordeal / Brotherhood Camp

September 10 - 12 Ordeal / Brotherhood Camp

October 1 – 3 Fall Fellowship Pow-Wow Camp

November Scouting for Food Collection

Lodge Ordeals

To become a member of the Order of the Arrow, an elected candidate must attend and complete the “Ordeal” within one year of his election. The ______Lodge holds three Ordeal weekends each year to allow every candidate several opportunities to attend one after their election.

Each candidate must register for the Ordeal that he intends to attend by completing the Ordeal Candidate Registration Form. If the candidate is called out at Camp ______during summer camp, he should receive this form after the call-out ceremony; if not, they may be downloaded from the Lodge website – look under “Info for Ordeal Candidates” on the main page.

All members are invited to participate in the Ordeal weekend. Members are required to register, and the cost to members is $35 for the weekend, payable at registration Friday evening (usually from 5 – 7 PM). The Ordeal is typically finished by 10 AM Sunday morning.

Brotherhood Membership

The ______Lodge encourages every Ordeal member to seal their membership in the OA by becoming a Brotherhood member. Ordeal members that have been a member for at least 10 months are eligible for Brotherhood membership.

The Brotherhood ceremony is offered at each Lodge Fellowship and Ordeal. Brotherhood candidates should state their intention to complete the Brotherhood requirements at registration of these events Friday evening – pre-registration is not necessary. Brotherhood candidates pay $15 extra for the weekend, to cover the cost of their Brotherhood sash. Further requirements for Brotherhood membership are described in the Order of the Arrow Handbook.

Nota Bene: some Lodges are adding the cost of the Brotherhood materials into the Ordeal weekend fee and so when a Brotherhood candidate completes the Brotherhood ceremony requirements, there is no fee.

Lodge Fellowships

Each year, the ______Lodge offers two Lodge-wide Fellowships to its members: the Spring Fellowship, and the Fall Fellowship Pow-Wow. These fellowships are planned by the Lodge Fellowship Committee, and are intended to be weekends devoted to fellowship and learning more about the OA and its programs within the Council. These fellowships are rotated so that each service area has an opportunity to host these events.

Highlights of the Spring Fellowship include the annual First Year Arrowman Breakfast, and recognition of the Founder’s Award recipients, along with final conclave planning. The annual Lodge Officer Elections and presentation of the Vigil Honor recipients highlight the Fall Fellowship Pow-Wow. The Brotherhood Ceremony is also offered at each Fellowship.

Conclave

The ______Lodge belongs to Section ______, along with OA lodges from ______. Every ______, these lodges meet for fellowship and competition during a weekend at one of the Scout camps in the Area. Called a conclave, this event is always enjoyed by all that attend.

The 2012 Section ______Conclave is on the weekend of April 16 – 18 at ______. ______Lodge will host this event, and this will be a great opportunity for your OA members to meet and interact with OA members from throughout the section. More information on how members in your unit may register will be available on the Lodge website (www.______).

National OA Events and Opportunities

Every two years, the National Order of the Arrow Conference (NOAC) is held for one week on a major university campus in the late summer. The 2012 NOAC will be held at Michigan State University in East Lansing, Michigan. The NOAC is similar in scope to a National Jamboree, in that lodges from across the country send delegates for training, fellowship, competition, and fun. All OA members in the Lodge are eligible and encouraged to become a part of the ______Lodge Contingent to the 2012 NOAC – it will be a trip to remember! Contact the lodge adviser or check the website if your members are interested.

Each summer, there are also special opportunities for Arrowmen at some of Scouting’s High Adventure bases:

Philmont Order of the Arrow Trail Crew (six sessions in 2012)

Northern Tier Order of the Arrow Wilderness Voyage (six sessions in 2012)

Northern Tier Order of the Arrow Canadian Odyssey (six sessions in 2012)

Sea Base Order of the Arrow Ocean Adventure (nine sessions in 2012)

If any of your unit’s members are interested in these opportunities, please contact the Lodge Adviser, or look on the National OA Website at www.oa-bsa.org.

The National Leadership Seminar (NLS) is a weekend training program focusing on leadership development. Run by the Region Chief and his Advisers, it provides an in-depth look at leadership skills and techniques. An NLS discusses how these skills can be applied in your role in the OA and in other aspects of your life.

The NLS program is offered several times a year at various locations in each region. Scheduled dates are given on the National OA Program Calendar, and are published in the Order of the Arrow's National Bulletin. More detailed information is available from your lodge leaders, the Section Chief or Adviser, or the Region Chief or Region Chair.

Each region runs their own NLS program, so detailed information on upcoming NLS sessions is usually available on the appropriate region web site. (The region web sites can be reached from the Official Links page.)

If you are interested in attending an NLS, please contact your Lodge Chief or Adviser for registration information.

The National Lodge Adviser Training Seminar (NLATS) is a weekend conference focusing on the skills and attributes of effective lodge advisers. It is intended primarily to enhance an adviser's knowledge of and connectivity with the OA's strategic plan, program and resources, while emphasizing personal skills that are essential to the development of effective youth leadership and ultimately the OA's service to the council.

The NLATS session is a brand new training program. The course is designed for one-time participation. Each Region offers at least one NLATS each year. There is also a session offered at the Philmont training center each summer.

District / Council Service Projects:

Assist with District Dinner
Training manuals
Commissioner service
Eagle project database
ASK Program
Provide camping supplies to new/under-privileged troops
Serve on district camping committee
Host a merit badge fair
Help with school nights
Assist District Executives
Camperships
Where to Go Camping Book
Manpower in council office
Assist with council web site
OA exhibits at Council events
Assistance in program kick-offs
Assist in Council golf tournament
High adventure activity
Provide merit badge counselors
Fund-raising
Eagle banquet sponsor
Flag ceremonies
Serve on executive board
Camp Projects
Provide program for Camporees, etc.
Scouting for Food
Preparing Mailings
Roundtable assistance
JLT Training
Camp Staff
Camp Promotions
Event Staffing
Assist at awards ceremonies
Junior Leader Roundtables