Agenda for the 2015 Area 4 Venturing Officer Orientation Location …gtcventuring.org/filestore/Area4/Full_Orientation... · 2015. 6. 9. · o Starting and Sustaining Council VOAs

Agenda for the 2015 Area 4 Venturing Officer Orientation Location Allohak Council, Boy Scouts of America, 1340 Juliana Street, Parkersburg, WV. The phone number there is 304.422.4507. Dale Musgrave, SE; Ben Probst, Venturing Staff Advisor 10:00 am - How the Area fits in

1. National Cabinet to crews 2. Area Organization (map included in this document) 3. Standard Operating Procedures 2012-2013 (document included in this package) 4. Area 4 Operating Procedures December 2013 (document included in this package)

o Our mission Article II: "The mission of the national Venturing cabinet and the region and area

Venturing officer’s associations is to promote and support the Venturing program, utilizing a standard organizational structure that enables local councils to grow membership by advancing leadership opportunities through communication, program, and administration."

o The Area 4 OPs are ideally a roadmap for each officer o Area 4 Ops needs updated to include

Role of the VP - Training Training events WorldFest Timelines for deliverables Are there other things that need to be changed/updated? How to change? (this needs to be in the Area Ops)

1. Separate document on each proposed change which includes (i) reason for the change (ii) existing language including article number, (iii) proposed language, (iv) signature block for Area 3

2. Vote in VOA to accept change 5. Council Organization

o Our mission is to supports councils o The single best way to support councils is through their VOA. o This may mean we have to help them create a VOA, it may mean we have to help sustain their

VOA and it may mean we have to help them deal with their challenges. How do we know what their challenges are? How do we connect to councils?

o Starting and Sustaining Council VOAs (document included in this package) o Area 4 Membership Plan (document included in this package)

11:30 am The Role of an Area Officer

1. Presidents role (see SOP and Area 4 OPS) 1. President is part of the Region Cabinet

2. VP roles 1. VP - Administration 2. VP - Training 3. VP - Program 4. VP - Communication

3. Attend the Monthly Conference Calls 1. Will the Area VOA calls remain the last Sunday of the month? 2. Attend your respective call with the region

2. Attend Crew, District and Council events. 3. Resources available to officers

1. tons to add here before June 11 2. Map of Area 4 3. Central Region Website (CRVenturing.org) 4. Area 4 Website (Area4.CRVenturing.org) 5. Area 4 Event Site (https://sites.google.com/a/crventuring.org/c4voa/) 6. Area 4 Facebook Group (https://www.facebook.com/groups/CRV.Area4/) 7. WorldFest Facebook page (https://www.facebook.com/C4VOAWorldFest) 8. C4VOA Facebook group (https://www.facebook.com/groups/C4VOA/)

http://crventuring.org/

http://area4.crventuring.org/

https://sites.google.com/a/crventuring.org/c4voa/

https://www.facebook.com/groups/CRV.Area4/

https://www.facebook.com/C4VOAWorldFest

https://www.facebook.com/groups/C4VOA/

9. Twitter feed @area4venturing 10. C4VOA Google Drive 11. Area 4 Filestore (on GTCVenturing.org) - This is a repository of various documents.

12:00 (during lunch) Expectations of Officers 1. Set and Achieve goals by effective planning 2. Be trained in Venturing

o Trained in Personal Safety Awareness (required) o Trained in VYPT (if 18 or over) o ISLC / NYLT trained if at all possible o Complete the Online Officer Seminar here. o Complete Goal Setting and Time Management Training o Take Mentoring for Venturers

3. Earn the Discovery Award, Pathfinder Award and if possible the Summit Award 4. Represent BSA as Venturing Ambassadors

Uniform Social Media and Interacting with others

Be an example always Always copy your advisor and one other person Know and use the Social Media Guidelines How to talk to Volunteers and Professionals

1:00 pm VISION 1. Who are we? 2. What do we want to Achieve? 3. How do we want to be known?

1:20 pm GOALS 1. All Goals must be SMART 2. Goals are for Venturing and yourself, that is personal goals 3. Each VP sets goals for their area and communicated them to the president 4. President merges Region goals, his goals and his VPs goals into Area Goals 5. Goals to be revised after CRVOO and as needed 6. New Initiatives? What is on the Parking Lot document.

2:20 pm Plans In 2014 we had

• 3 Area Venturing Training Conferences (Wheeling, Akron, Ona) in August and September • 1 Leadership and Planning conference during and around the Area 4 Training Conference in October • Lots of Council Visitations • Various University of Scouting appearances (Buckeye, GTC, Simon Kenton) • WorldFest 2015 in April 1. What are our training events for this year (first what is our training mission) 2. What Fun Events other than WorldFest if any? 3. How will we treat the Area 4 Conference? 4. Induction of Council Venturing Presidents? 5. Appearances at roundtables, University of Scouting, College of Commissioner Science, Council VOA events,

other Scouting venues 4:30 pm - On the way home?

https://twitter.com/area4venturing

https://drive.google.com/folderview?id=0B4fks1SDc728V19HOWsxRk40V1E&usp=sharing

http://gtcventuring.org/filestore/Area4/

Venturing Standard Operating Procedures

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2012–2013

VENTURING Standard Operating Procedures


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THE MISSION

The mission of the national Venturing cabinet and the region and area Venturing

officersʼ associations is to promote and support the Venturing program, utilizing a

standard organizational structure that enables local councils to grow membership

by advancing leadership opportunities through communication, program, and

administration.


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Changes for 2012–2013

After the edits of 2011, a few issues arose that required additional clarification or more instruction. After a review by the National Venturing Youth Cabinet, several changes have been made to help improve the way that Venturing is administered per the Venturing Standard Operating Procedures. The changes are:

The definition of merit has been clarified. Giving the opportunity for equal representation within the selection panel.

The new wording will be:

Merit The Key 3 of each tier may choose to eliminate candidates for the

presidency of their tier if they deem that the pool of candidates is too large to effectively conduct the selection process. The Key 3 shall select a process to determine who the most qualified and competitive candidates are based upon the job description within this SOP and present those candidates to the complete selection panel. If practical, each eliminated candidate should receive a personal interview, but this is not required. The preferred pool size is four, but the Key 3 may choose to present a different size pool of no fewer than two.

Equal Representation

If a member of a presidency selection panel is for any reason unable to participate in the selection process, then the volunteer and professional advisors of the represented lower tier may appoint another Venturer from that tier to serve as a replacement selection panelist.


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A frequently asked questions document has been published to help clarify any outstanding questions within the Venturing Standard Operating Procedures. This document is available at www.scouting.org/venturing.

It is recommended that you read through the entire Venturing Standard Operating Procedures to gain a clear understanding of its contents.


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Venturing Leadership Beyond the Crew This document contains the prescribed organizational schemes for the administration of a Venturing leadership structure for the National Council of the Boy Scouts of America at the national, region, and area tiers. It also provides recommended models for local councils to adopt. This document provides a minimal set of practices; leadership at all tiers may expand upon this standard operating procedure by creating more specific guidelines. Leadership for Venturing at the national tier of the Boy Scouts of America consists of a national Venturing cabinet composed of a national Venturing president, national Venturing vice president, and region Venturing presidents, supported by a national Venturing advisor, national Venturing associate advisor, and national staff advisor and region Venturing advisors and staff advisors. The national Venturing cabinet reports to the national Youth Development Committee. Leadership for Venturing at the region and area tiers shall consist of a Venturing officers’ association (VOA) composed of required and optional youth and adult positions described within this document. Each VOA shall report to the Youth Development committee at its tier. This document contains:

Methods to select youth officers and appoint adult advisors to VOAs A timetable for the selection and appointment of officers and advisors Position descriptions Model organizational charts for a standard VOA A short glossary for reference and clarification of terms

Youth Officer Selections

Applications for youth officer positions are available at www.scouting.org/venturing, and all applicants will require the prior approval of their crew Advisor and local council Scout executive.


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The term of office for all national, region, and area youth officers will be June 1 to May 31 each year. It is also recommended that all councils adopt the same term for their Venturing officers’ association. Region VOA presidents and the national Venturing president shall have a single term limit. All applicants for every youth office must be under age 21 throughout the duration of the term for any office held. If an applicant is not selected for a position, the application may be passed down to the next tier if the candidate so desires. Each youth not selected for an office should be offered the opportunity to be considered for the next tier down. If the candidate accepts the opportunity, the application should be promptly transferred to the selection panel of that office for consideration. If no applicant for an office exists at the time of selection, the volunteer advisor and staff advisor for that office may extend the current officer’s term. All youth officer positions shall have an adult advisor to provide support to the youth throughout their term. A Venturer may hold only one area, region, or national position during their term. It is recommended that a Venturer serve in no more than one crew, district, or council position while holding an area, region, or national position.

Selection Process: National Venturing President

The national Venturing president is to be selected by March 15. Current and past region Venturing presidents and national and region Sea

Scout boatswains, current and past national Venturing vice presidents, current and past region Venturing vice presidents, and area Venturing presidents will be eligible to submit an application.

If selected, the applicant must attend the national Venturing cabinet orientation during the BSA National Annual Meeting (typically near the end of May).

Steps in the Selection Process: National Venturing President


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Eligible applicants may submit an application for consideration by February 1.

The national Key 3 of each tier may choose to eliminate candidates for the presidency of their tier if they deem that the pool of candidates is too large to effectively conduct the selection process. The Key 3 shall select a process to determine who the most qualified and competitive candidates are based upon the job description within this SOP and present those candidates to the complete selection panel. If practical, each eliminated candidate should receive a personal interview, but this is not required. The preferred pool size is four, but the Key 3 may choose to present a different size pool of no less than two.

The national Venturing volunteer advisor and staff advisors, the national Venturing president, the national Venturing vice president, and any region Venturing presidents or vice presidents who are not candidates will form a panel to interview and select a new national Venturing president among the qualified applicants.

If a member of a presidency selection panel is for any reason unable to participate in the selection process, then the volunteer and professional advisors of the represented lower tier may appoint another Venturer from that tier to serve as replacement selection panelist.

The interview process will occur via video or phone conference. The new national Venturing president will be notified and announced prior

to the National Annual Meeting. The focus during the National Annual Meeting will be on completing the transition and orienting the incoming national Venturing cabinet. The formal swearing-in ceremony will occur during the BSA National Annual Meeting.

Selection Process: Region VOA President

Region VOA presidents are to be selected by April 1. Current or past crew presidents and above (e.g., area Venturing officers’

association president, council VOA vice president) are eligible to submit an application.

If selected, applicants must attend the national Venturing cabinet orientation during the BSA National Annual Meeting (typically the end of May).

Steps in the Selection Process: Region VOA President

Eligible applicants may submit an application by February 15.


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The region Key 3 of each tier may choose to eliminate candidates for the presidency of their tier if they deem that the pool of candidates is too large to effectively conduct the selection process. The Key 3 shall select a process to determine who the most qualified and competitive candidates are based upon the position description within this SOP and present those candidates to the complete selection panel. If practical, each eliminated candidate should receive a personal interview, but this is not required. The preferred pool size is four, but the Key 3 may choose to present a different size pool of no less than two.

The current national Venturing president or their designee, the region Venturing volunteer advisor, the region VOA president, and any area VOA presidents and region or area vice presidents who are not candidates will form a panel to interview and select a new region VOA president from the qualified applicants.


The interview process will occur via video or phone conference. The new region VOA presidents will be notified and announced prior to

the National Annual Meeting, where members of the national Venturing cabinet will be formally sworn in.

Selection Process: Area VOA President

Area VOA presidents are to be selected by April 15. Current or past crew presidents and above (e.g., district VOA president,

area VOA vice president) are eligible to submit an application.

Steps in the Selection Process: Area VOA President

Eligible applicants may submit an application for consideration by March 1. The area Key 3 of each tier may choose to eliminate candidates for the

presidency of their tier if they deem that the pool of candidates is too large to effectively conduct the selection process. The Key 3 shall select a process to determine who the most qualified and competitive candidates are based upon the position description within this SOP and present those candidates to the complete selection panel. If practical, each eliminated candidate should receive a personal interview, but this is


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not required. The preferred pool size is four, but the Key 3 may choose to present a different size pool of no less than two.

The region VOA president or their designee, the area Venturing volunteer advisor, the area VOA president, and any area VOA vice presidents and council VOA presidents who are not candidates will form a selection panel to interview and select a new area Venturing president from the qualified applicants.


The interview process may be determined by the area VOA leadership and may include remote conferencing.

Recommended Selection Process: Council VOA President

Council Venturing presidents are to be selected by April 30. Current and past crew officers and above are eligible to submit an

application.

Steps in the Selection Process: Council VOA President

Eligible applicants may submit an application by March 15. The council Key 3 of each tier may choose to eliminate candidates for the

presidency of their tier if they deem that the pool of candidates is too large to effectively conduct the selection process. The Key 3 shall select a process to determine who the most qualified and competitive candidates are based upon the position description within this SOP and present those candidates to the complete selection panel. If practical, each eliminated candidate should receive a personal interview, but this is not required. The preferred pool size is four, but the Key 3 may choose to present a different size pool of no less than two.

The council Venturing volunteer advisor, the area VOA president or their designee, the current council VOA president, and any council VOA vice presidents and crew presidents who are not candidates will form a selection committee to interview and select a new council VOA president from the qualified applicants.

If a member of a presidency selection panel is for any reason unable to participate in the selection process, then the volunteer and professional


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advisors of the represented lower tier may appoint another Venturer from that tier to serve as replacement selection panelist.

The interview process may be determined by the council VOA leadership and may include remote conferencing.

Recommended Selection Process: District VOA President

The formation of a VOA at any tier within a single council is left to the determination of the VOA leadership within that council.

It is advised that the number of participating representatives in a VOA be at least five but not more than 50; increase or decrease subsidiary tiers as desired.

The calendar for selecting council subsidiary VOA presidents should follow the selection of the next higher tier by 15 days.

The process for selecting district VOA presidents should follow the model for the council VOA president.

Selection Process: Vice Presidents

All vice presidents are to be selected by June 1. Any registered Venturer is eligible to submit an application. Each area and region shall have a vice president of administration, vice

president of program, and vice president of communication, at a minimum. At the national level, there shall be one vice president.

Steps in the Selection Process: Vice Presidents

Eligible applicants will submit an application by the date of the president’s announcement at the tier for which they are applying.

The president-elect will review all the applications. The president-elect can determine his or her own selection process. The volunteer advisor must approve of each vice president selection. It is recommended that the appropriate volunteer associate advisor be

involved in the selection process. This process is recommended for councils.


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VOA President Selection Process Timeline

Subsidiary Position Appointments All subsidiary youth positions to support the Venturing standard organization structure at every tier will be appointed by the Venturing youth president at that tier with the approval of that president’s volunteer advisor and the applicant’s crew Advisor and council Scout executive. Subsidiary youth positions serve at the appointer’s pleasure.

Example: Region structure

The region VOA president appoints the region VOA vice president of communication, vice president of program, and vice president of administration.

The region Venturing volunteer advisor acquires related approvals from the region vice president’s home crew Advisor and council Scout executive.

The region Venturing vice president will identify individual candidates to fill the functions under their leadership, such as a webmaster, recording secretary, or activity chair.

The region Venturing volunteer advisor acquires related approvals from the individual candidate’s home crew Advisor and council Scout executive.

The region VOA president appoints youths to serve in any subsidiary position on the region VOA.


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Venturing Volunteer Advisor and

Staff Advisor Appointments The Venturing volunteer advisor shall be appointed by the top volunteer officer at each tier (e.g., region president, district chair) with the approval of the candidate’s council Scout executive and serve at the appointer’s pleasure.

The Venturing staff advisor shall be appointed by the Scout executive at each tier (e.g., area director, council Scout executive) and serve at the appointer’s pleasure.

Associate and other subsidiary Venturing volunteer advisors shall be appointed by the top Venturing volunteer advisor at that tier, be approved by the Venturing staff advisor at that tier and the candidate’s local council Scout executive, and serve at the appointer’s pleasure.

Removal From Office On rare occasions, it may be necessary to remove a VOA member from a position.

Any youth or adult may resign from office. Any appointed youth or adult may be removed from office at any

time by the appointer. Due to the short time frame of the Venturing youth officers, if the officer

has not been significantly completing duties or has exhibited behavior inconsistent with the Venturing Oath and Venturing Code and the Scout Oath and Scout Law, the officer may be removed from office by agreement of the Venturing volunteer and staff advisors.

Venturing presidential vacancies shall be filled through appointment by the Venturing volunteer and staff advisors, with the consent of their leadership (the person to whom each of them reports), for the remainder of the term of office. Other VOA vacancies shall be appointed by the current Venturing president with approval by the volunteer advisor.

For all removals, the remover should consult with the appropriate leadership before taking action.

Council Scout executives should be notified if any member of their council is removed from office.


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The removal and replacement of Venturing presidents should be undertaken rarely and only for just cause. Volunteer advisors should consult with their own leadership and the president’s leadership prior to taking this action.


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Duties of Area, Regional, and National Establishments National Venturing Youth Cabinet The duties of the National Venturing Youth Cabinet shall be:

Maintain a positive image of the Venturing program, nationally. Strive to fulfill the mission statement within the Standard Operating

Procedures. Provide direct support to each region in better developing their VOA and

improving Venturing within each region. Provide training or orientation to the newly selected regional Venturing

presidents that will prepare them for their year as a regional Venturing president.

Provide input on Venturing-related topics to the national office and Youth Development Team.

Understand the strengths, weaknesses, and future plans of each region VOA and focus resources on helping them improve.

Maintain at least monthly contact with each region VOA. Conduct at least monthly National Venturing Youth Cabinet meetings or

conference calls. Any other duties, as requested by the national office or Youth

Development Team. Regional Venturing Officers’ Associations The duties of the Regional Venturing Officers’ Associations shall be:

Maintain a positive image of the Venturing program within the region. Strive to fulfill the mission statement within the Standard Operating

Procedures. Act as an example VOA for area VOAs within their region. Provide direct support to each area in better developing their VOA and

improving Venturing within each area. Provide training or orientation to help develop the newly selected regional

and area VOA youth officers that will provide each area with the knowledge and resources to effectively work with their councils.

Understand the strengths, weaknesses, and future plans of each area VOA and focus resources on helping them improve.

Maintain at least monthly contact with each area VOA.


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Encourage networking among each area within the region. Conduct at least quarterly VOA meetings or conference calls. The VOA president serves as a member of the National Venturing Youth

Cabinet.


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Area Venturing Officers’ Associations The duties of the Area Venturing Officers’ Associations shall be:

Maintain a positive image of the Venturing program within the area. Strive to fulfill the mission statement within the Standard Operating

Procedures. Act as an example VOA for council VOAs within their area. Provide direct support to each council in better developing their VOA and

improving Venturing within each council. As a recommendation, host two events per year, one being

program/activity-based (e.g., area assemblages, etc.), the other training-oriented (e.g., area Venturing conference, etc.).

Any area Venturing event (program/activity or training-based) shall be defined as an activity put on by that area’s VOA that is open to either all councils and Venturing crews or specific leadership groups within the area. An area event should be planned with the aid of council Venturing leadership to bring about awareness of higher leadership opportunities, teach and/or provide connections and resources for training, and have a fun and engaging program. It must be remembered that the purpose of the area level is to provide support and resources for the local councils and local Venturing crews. Area events must not compete with council Venturing events.

Encourage and assist with the organizing of council VOAs and consistent improvement of their Venturing program.

Understand the strengths, weaknesses, and future plans of each council VOA, and focus resources on helping them improve.

Maintain at least monthly contact with each council VOA. Encourage networking among each council within the area. Conduct at least quarterly VOA meetings or conference calls. Encourage at least one youth representative from each council to be a

member of the area VOA. The VOA president serves as a member of the regional VOA.

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VOA Position Profiles President

The president is selected by a prescribed process to serve for a specific term of office (June 1 to May 31). The president:

Reports to the Youth Development committee chair (see the organization chart if a Youth Development committee has not yet been established) and serves as a member of that committee.

Works with volunteer advisors and staff advisors of their own VOA and with Venturing presidents at the tiers above and below them.

Appoints and supervises vice presidents, VOA liaisons, and additional optional VOA youth positions.

Leads the youth officer selection process and interviews. Represents the VOA to Scouting leadership at the same tier. Motivates and coordinates the three vice presidents and any other

appointed VOA members in assigned tasks and conducts meetings with them as needed.

Helps train and mentor presidents in lower tiers. Plans and leads regular meetings of the VOA. Assists VOA members with the selection of subsidiary youth members. Assists the volunteer advisor with selection of subsidiary advisors. Tracks all goals for the VOA and provides regular progress reports to the

Youth Development committee.

Vice President of Administration

The vice president of Administration is appointed by the president-elect (for a term concurrent with that of the president’s), and serves at the president’s pleasure. The vice president of Administration:

Works with an associate volunteer advisor of the VOA. In consultation with the president, appoints and supervises subsidiary

youth positions needed to perform the administrative functions of the VOA.


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Develops and implements strategies to increase Venturing membership within the territory of the VOA.

Actively pursues positive relationships with representatives of BSA chartered organizations, religious groups, businesses, community organizations, and other groups of interest to the VOA and Venturing.

Develops and maintains knowledge of customs, traditions, and relevant facts about BSA chartered organizations, religious groups, businesses, community organizations, and other groups of interest to the VOA and Venturing.

Promotes and organizes the youth officer selection application processes (at the same tier). They can also assist the president in communicating with the selection committee, organizing the call, etc.

Promotes and facilitates the selection and presentation of the Venturing Leadership Award and other appropriate Venturing awards at the same tier.

Maintains records of recognitions, membership, officer selections, and VOA leadership alumni.

Keeps contact with VOA alumni for possible future mentor or advisor roles when needed.

Takes minutes at VOA meetings. Performs any other duties as assigned by the president.

Vice President of Program

The vice president of Program is appointed by the president-elect (for a term concurrent with that of the president) and serves at the president’s pleasure. The vice president of Program:

In consultation with the president, appoints and supervises subsidiary youth positions needed to perform the program functions of the VOA.

Works with an associate volunteer advisor of the VOA. Supervises activity chairs and the planning of activities (conferences,

outings, summits, and other events). Facilitates internal training events of the VOA.


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Promotes external training events and maintains a knowledge base of all training opportunities available for youth and adult members in Venturing.

Manages VOA finances, if required. Coordinates and implements innovative ideas for development. Performs any other duties as assigned by the president.

Vice President of Communication

The vice president of Communication is appointed by the president-elect (for a term concurrent with that of the president) and serves at the president’s pleasure. The vice president of Communication:

In consultation with the president, appoints and supervises subsidiary youth positions needed to perform the communication functions of the VOA.

Works with an associate volunteer Advisor of the VOA. Actively studies and remains aware of the best way to communicate to

Venturers on the VOA and in its jurisdiction, understanding that several methods of delivery must be utilized for maximum effectiveness.

Ensures that the VOA web presence is being maintained, updated, and scaled appropriately for effective publication of information and collection of feedback.

Periodically publishes a newsletter of past, current, and future events, including articles of noteworthy events and other items of interest to Venturers.

Submits articles about VOA activities to other Scouting media (e.g., council or region newsletter and websites).

Actively pursues opportunities to increase VOA exposure by submitting articles, comments, photos, and upcoming event announcements, and reports to external publications such as local newspapers and other appropriate venues.

Maintains groups, pages, blogs, calendars, message boards, etc., on the most relevant social media and social networking sites.

Develops and maintains the tools to communicate with all relevant parties using a variety of methods such as telephone, text message, email, and postal mail as appropriate.


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Maintains rosters of VOA members and frequently involved persons, including as many forms of readily available communication paths as possible, and identifies preferred methods, making it available to the VOA as needed and appropriate.

Develops, updates, maintains, and makes readily available marketing strategies, solutions, and materials.

Actively pursues contact information for people, groups, and businesses of interest to the VOA.

Performs any other duties as assigned by the president.

National Vice President

The national vice president is appointed directly by the national Venturing president (for a term concurrent with that of the president). The national vice president:

Serves in a support role for the national Venturing president. He or she shall help to accomplish the goals set by the national Venturing president and the national office during the term served.

Provides assistance during the national Venturing president’s term in working with each region and area, as applicable.

Fills in during the absence of the national Venturing president at meetings or during conference calls.

Follows the position job description received from the national Venturing president for guidance in how to best work together as a cohesive team. The position description shall be written by the national Venturing president to highlight strengths, weaknesses, and goals for the year.

Completes any other duties, as assigned by the national Venturing president, national Venturing volunteer advisor, or national Venturing staff advisor.

Subsidiary VOA Member

The subsidiary VOA member is appointed by the president and serves at the president’s pleasure. The subsidiary VOA member:

Reports to a vice president or president.


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Completes duties as assigned by the vice president to accomplish the objectives of the VOA.

Ad Hoc VOA Members

A position profile will be established by the president and approved by the commensurate tier volunteer advisor for any appointed ad hoc (temporary) positions.

Volunteer Advisor

The volunteer advisor is appointed by the top volunteer officer at each tier (e.g., district chair, area president) and serves at the appointer’s pleasure. The volunteer advisor:

Reports to the Youth Development committee chair and serves as a member of that committee.

In consultation with the staff advisor and president, appoints and supervises associate volunteer and subsidiary volunteer advisors to work with any youth appointed by the president.

Works with the president and associate volunteer advisors, and coordinates with advisors at the tiers above and below him or her.

Serves as a mentor and advocate for the president. Ensures fiscal, programmatic, and risk management issues are properly addressed.

Is familiar with the operations of any relevant Scouting organizations in their territory.


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Staff Advisor

The staff advisor is a professional Scouter appointed by the Scout executive at that tier and serves at the appointer’s pleasure. The staff advisor:

Serves as a member of the Youth Development committee. Ensures that the policies and interests of the BSA are maintained. Approves all adult appointments of the VOA.

Associate Volunteer Advisor

The associate volunteer advisor is appointed by the volunteer advisor and serves at that advisor’s pleasure.

Supervises any subsidiary adults appointed by the volunteer advisor. Serves as a mentor and advocate for the youth members they advise. Supports the volunteer advisor in ensuring that fiscal, programmatic, and

risk management issues are properly addressed. Provides expertise and/or training to specific youth officers to help them

accomplish assigned tasks. Subsidiary Volunteer Advisor

The subsidiary volunteer advisor is appointed by the volunteer advisor and serves at that advisor’s pleasure.

Reports to a volunteer associate advisor or the volunteer advisor. Supports youth subsidiary VOA members to accomplish assigned tasks.


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Glossary of Terms and Clarification

AAdd hhoocc:: Ad hoc groups and positions are formed for the purpose of completing a specific task, and the group or position dissolves at the conclusion of the task. An ad hoc position might exist for a very short time, or for a period that overlaps multiple terms of office. When a new Venturing president assumes office, they may confirm or replace ad hoc leaders. CCoommmmeennssuurraattee aaddvviissoorr:: Each youth position has a corresponding adult Advisor to support that youth in fulfilling the required tasks. DDeelleeggaattiioonn ooff aauutthhoorriittyy:: The authority to appoint youth and adult positions lies with the officials designated within this document. However, that official may delegate the authority to appoint to a subsidiary. For example, a region president (note: not the region Venturing president) may ask the region Youth Development committee chair to appoint the region Venturing volunteer advisor. DDiissttrriicctt:: Local councils of sufficient size are divided into geographical (or occasionally special-purpose administrative) territories. Frequently Venturing membership within a district may not constitute an appropriate number of participants to fulfill the functions of a VOA. Councils are free to substitute with “sector” or “service area” as desired. KKeeyy 33:: The Venturing president, Volunteer Advisor, and staff advisor form a tier. LLiiaaiissoonn:: A youth officer who represents a special-interest group of significance to Venturing within the territory that the VOA serves. Liaisons should be drawn from existing organizations whenever possible (e.g., Sea Scout boatswains, council relationships committees, Girl Scouts of the USA, etc.), but are appointed to the VOA by the VOA leadership. NNaattiioonnaall ccaabbiinneett:: The national Venturing cabinet consists of the national Venturing president, national Venturing vice president, and the four region


29 1/28/13

Venturing presidents. The cabinet is supported by various Advisors. The cabinet exists at the national tier only; all other structures are called VOAs. PPrreessiiddeenntt,, cchhaaiirr:: Occasionally, this document refers to offices that are not Venturing offices, such as the president of a region or chair of a district. Venturing officers are always youth members and generally bear the word “Venturing” in their title in this document (except in the position profiles section, when all offices refer to Venturing positions unless otherwise stated); other officers mentioned herein are always adults. RReepprreesseennttaattiioonn:: Leaders may designate a subsidiary to represent them in functions. For example, a council Venturing president may ask a subsidiary to represent the council to the area VOA or help select the area Venturing president. SSuubbssiiddiiaarryy ppoossiittiioonnss:: Supporting positions within the VOA’s organizational structure may be appointed by the respective youth Venturing president as needed for the specific group they are serving. Subsidiary positions can be standing (permanent) positions. TTiieerrss:: The tiers used in this document are, in order: national, region, area, council, district, and crew. “Above” refers to tiers that appear earlier in this list, “below” to tiers that appear later. VVeennttuurree:: A program within the Boy Scouts of America for older youth who are registered in a Boy Scout troop and who are part of a Venture patrol. Venture patrols are separate from the Venturing program. It is not appropriate for youth officers and advisors to use the term “Venture” when referring to the Venturing program. The terms “Venture crew” and “Venture Scout” are not the correct terms to use in the Venturing program. VVeennttuurreerr:: A registered youth member of a Venturing crew. The word “Venturer” should be used only as a noun referring to a youth member. Use “Venturing” when a modifier is needed. The forms: “One Venturer built a kayak.” “One member of the Venturing crew built a kayak.” Venturing is different from the Boy Scout Venture program. VVeennttuurriinngg:: The youth adult program of the Boy Scouts of America for young men and women age 14 (or 13 and have completed the 8th grade) through 20.


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Venturing is both a noun and a modifier. The forms: “Venturing is a program for young adults.” “Young women and men take part in Venturing activities.” “Good Venturing Advisors are crucial to successful Venturing crews.” Venturing is different from the Boy Scout Venture program. VVeennttuurriinngg ooffffiicceerrss’’ aassssoocciiaattiioonn ((VVOOAA)):: A group of youth officers on a district, council, area, or region tier that promotes membership, resource sharing, and events for Venturing in their territory. VVoolluunntteeeerr vvss.. ssttaaffff:: “Staff” refers to a professional Scouter employed by the Boy Scouts of America. A volunteer is someone who does not receive compensation for service to the BSA and who is a registered member of the BSA. Within this document, staff advisors are always specified; if the word “advisor” appears alone, assume that it designates the volunteer advisor. Usually “the advisor” denotes the top volunteer advisor in a group, but “an advisor” might denote the top advisor, an associate advisor, or a subsidiary advisor. “His advisor” or ”her advisor” always denotes the commensurate advisor to that position.

Managed by: Area 4 VP of Administration, JV Hooks

Drafted – October 1st 2013

Presented to the Area 4 VOA for approval on December 15, 2013

Approved by Area 4 VOA on December 15th, 2013

The purpose of the Central Region Area 4 Operating Procedures is to provide guidance and

clarification for Area 4 Venturing organization and responsibilities. This document is a supplement to

the Central Region Venturing Operating Procedures and the National Venturing Standard Operating

Procedures.

Article I: Authority to Organize

The Central Region Area 4 Venturing Officers Association (hereafter named the Area 4 VOA) is granted

the authority to organize, meet, and operate under the supervision and administrative authority of the

Director of Area 4, (also known as Area 4 Director). The Area 4 VOA will continue to operate and exist as

long as the Area 4 Director, under his/her discretion, finds its operation and existence to be necessary

and in the best interest of Venturing.

Article II: Mission Statement

The mission of the national Venturing cabinet and the region and area Venturing officer’s associations is

to promote and support the Venturing program, utilizing a standard organizational structure that

enables local councils to grow membership by advancing leadership opportunities through

communication, program, and administration.

Article III: Purpose and Responsibilities

1. Support local councils in developing their Venturing program and establishing council VOA’s.

2. Organize, promote, and give leadership to all Area 4 Venturing activities, events and trainings.

3. Participate in and provide opportunities for service.

4. Promote Venturing camp opportunities.

5. Promote the accomplishment of the Council Standards of Venturing Excellence (CSVE) to the

Councils of Area 4.

6. Provide ways of communication among Area 4 VOA and Council VOA leadership.

7. Recognizes the youth, adults, and councils through implementation and promotion of awards

and recognition programs.

8. Act as a resource for Council, District, and Unit level Venturing programs.

9. Area 4 VOA shall have an Area VOA leadership meeting/conference call, the first Sunday of

every month. Unless voted on and changed by majority vote.

Article IV: VOA Members

The Central Region Area 4 Venturing Officers Association shall consist of the following members

1. Venturing President

2. Venturing Vice President of Administration

3. Venturing Vice President of Program

4. Venturing Vice President of Communication

5. Sea Scouting Boatswain

6. Venturing President Emeritus (if applicable)

7. Subsidiary Venturing Officers Association Members

8. Ad Hoc Venturing Officers Association Members

9. All Council Venturing Officers Association Presidents

Advisors and Professional Advisors for each of the positions serve as ex-officio members.

Article V: Officer and Advisor Job Descriptions

1. Area 4 Venturing President – The elected Venturing President for the Area is to serve a specific

term of office (June 1st – May 31st). The Area 4 Venturing President

a. Is part of the Key 3 with the Area 4 Venturing Advisor and Area 4 Venturing Director.

b. Leads the Area 4 VOA (C4VOA) and works with the Vice Presidents, the Area 4 Council

Venturing Presidents and other members of the C4VOA..

c. He/She reports to the Central Region VOA and is a member of the Central Region VOA.

d. Appoints and supervises Area 4 Venturing Vice Presidents and any additional Venturing

Officers’ Association youth positions.

e. Holds all Area 4 Venturing Vice Presidents accountable to their job descriptions listed in

these Operating Procedures.

f. Motivates and coordinates the Area 4 Vice Presidents and any other appointed VOA

members in assigned tasks and conducting meetings with them as needed.

g. Manage and supervises all events and activities at the area level.

h. Helps train and mentor Council Venturing Presidents.

i. Plans and leads regular meetings of the Area 4 VOA.

j. Writes articles for the Central Region Venturing Newsletter and the Area 4 Venturing

Newsletter as needed.

k. Assists the Area 4 Venturing Advisor with the selection of the subsidiary Advisors.

l. Keep track of all goals for the Area 4 VOA and provides regular progress reports to the

Central Region VOA and adult committees.

m. Leads the youth officer selections for the Area 4 VOA.

2. Area 4 Venturing Vice President of Administration – the Area 4 Venturing Vice President of

Administration is appointed by the Venturing President – elected for the concurrent term as the

other officers. The Area 4 Venturing Vice President of Administration:

a. Works closely with the Area 4 Venturing Associate Advisor of Administration.

b. Reports to the Central Region Venturing Administration Committee and is a member

of that committee.

c. In consultation with the Venturing President, appoints and supervises subsidiary

youth positions needed to perform the administrative functions of the Area 4 VOA.

d. Develops and implements strategies to increase the Venturing membership within

the Area 4 territory.

e. Pursues positive relationships with representatives of the BSA chartered

organizations.

f. Develop and maintains knowledge of customs, traditions, and relevant facts about

BSA chartered organizations.

g. Promotes and manages the selection and presentation of the Venturing Leadership

Award and other appropriate Venturing Awards at the Area level.

h. Maintains records of recognitions, membership, officer selections, and Area 4 VOA

leadership alumni.

i. Keeps contact with the Area 4 VOA alumni for possible mentors or advisors if roles

need to be filled.

j. Writes articles for the Central Region Venturing Newsletter and the Area 4

Venturing Newsletter as needed.

k. Maintains rosters of the Area 4 VOA members and frequently involved persons.

l. Takes minutes at the Area 4 VOA meetings.

m. Performs any duties as assigned by the Area 4 Venturing President.

3. Area 4 Venturing Vice President of Program – the Area 4 Venturing Vice President of Program is

appointed by the Venturing President – elected for the concurrent term as the other officers.

The Area 4 Venturing Vice President:

a. Works closely with the Area 4 Venturing Associate Advisor of Program.

b. In consultation with the Area 4 Venturing President, appoints and supervises subsidiary

youth positions needed to perform the program functions of the Area 4 VOA.

c. Works with the Area 4 Venturing President, appoints and supervises subsidiary activity

chairs needed to execute the activities of the Area 4 VOA.

d. Facilitates internal training events of the Area 4 VOA.

e. Promotes training events and maintains knowledge of all trainings available for youth and

adult members in Venturing.

f. Write articles for the Central Region Venturing Newsletter and the Area 4 Venturing

Newsletter when needed.

g. Coordinates and implements innovative ideas for development.

h. Performs any other duties as assigned by the Area 4 Venturing President.

4. Area 4 Venturing Vice President of Communication: the Area 4 Venturing Vice President of

Communication is appointed by the Venturing President – elected for the concurrent term as

the other officers. The Area 4 Venturing Vice President of Communication:

a. Works with the Area 4 Venturing Associate Advisor of Communication.

b. In consultation with the Area 4 Venturing President, appoints and supervises subsidiary

youth positions needed to perform the communication functions of the Area 4 VOA.

c. Actively studies and remains aware of the best ways to communicate to Venturers on the

Area 4 VOA and within its territory.

d. Ensures that the Area 4 VOA web presence is being maintained and up to date for effective

publication of information and collection of feedback.

e. Establishes the Area 4 monthly newsletter as well as writing articles for the newsletter as

needed.

f. Submits articles about the Area 4 VOA activities to other Scouting media.

g. Actively pursue opportunities to increase Area 4 VOA exposure by submitting articles,

comments, photos, and upcoming event announcements, and reports to external

publications such as local newspapers and other appropriate venues.

h. Maintain groups, pages, blogs, calendars, message boards, etc., on the most relevant social

media and social networking sites.

i. Develop and maintain the tools to communicate with all relevant parties, using a variety of

methods such as telephone, text-message, e-mail, and postal mail as appropriate.

j. Develop updates, maintains, and makes readily available marketing strategies, solutions,

and materials.

k. Pursues contact information for people, groups, and businesses of interest to the Area 4

VOA.

l. Performs any other duties as assigned by the Area 4 Venturing President.

5. Area 4 Sea Scouting Boatswain

a. The Central Region Area 4 Boatswain is a standing Subsidiary Area 4 VOA member.

b. The Area 4 Boatswain reports to the Area 4 Sea Scout Commodore.

c. The Area 4 Boatswain will also work with the Area 4 Venturing President to make sure the

relationship between Venturing and Sea Scouting is unique.

6. Area 4 Venturing President Emeritus (if applicable) – the Area 4 Venturing President Emeritus is

a Presidential alumni of the Area 4 VOA, who is still under 21 years of age. He/she works to

assist with the continued success of the Area 4 VOA leadership, under the direction of the Area

4 Venturing President currently in office.

7. Subsidiary Area 4 Venturing Officers Association Members – the subsidiary Area 4 VOA

member(s) is/are appointed by the Area 4 Venturing President and serve under the direction of

the Area 4 Venturing President and the Vice Presidents. The Subsidiary Area 4 VOA member.

a. Reports to one of the Area 4 Venturing Vice President and the Area 4 Venturing President.

b. Completes duties assigned by the Area 4 Venturing Vice President to accomplish the

objectives of the Area 4 VOA.

8. Ad Hoc Area 4 Venturing Officers Association Members –

a. A position profile will be established by the Area 4 Venturing President and approved by the

Area 4 Advisor for any appointed Ad Hoc (temporary) positions.

9. Area 4 Venturing Advisor – the Area 4 Venturing Advisor is appointed by the Area 4 Director

and serves under the Director’s direction.

a. Reports to the Central Region Venturing Adult Committee and serves as a member of that

committee.

b. Along with the Area 4 Director and Area 4 Venturing President, appoints and supervises

Area 4 Venturing Associate Advisors and subsidiary Advisors to work with any youth

appointed by the Area 4 Venturing President.

c. Works with the Area 4 Venturing President and Area 4 Venturing Associate Advisors, and

coordinates with Advisors at the tiers above (Central Region) and below (Council) him or

her.

d. Serves as a mentor and advocate for the Area 4 Venturing President.

e. Ensures fiscal, programmatic, and risk management issues are properly addressed.

f. Is familiar with the operations of any relevant Scouting organizations in their territory.

10. Area 4 Director – the Area 4 Director is a professional Scouter appointed by the Central Region

Director and serves under the Central Region Directors direction.

a. Serves as a member of the Area 4 Venturing Committee.

b. Ensures that the policies and interests of the BSA are maintained.

c. Approves all adult appointments of the Area 4 VOA.

11. Area 4 Venturing Associate Advisors – the Area 4 Venturing Associate Advisor is appointed by

the Area 4 Venturing Advisor and serves under that Advisor’s direction.

a. Supervises any subsidiary adults appointed by the Area 4 Venturing Advisor.

b. Serves as a mentor for the youth members they advise.

c. Supports the Area 4 Venturing Advisor in ensuring that fiscal, programmatic, and risk

management issues are properly addressed.

d. Provides expertise and/or training to specific youth officers to help them accomplish

assigned tasks.

12. Subsidiary Volunteer Advisor – the Subsidiary Volunteer Advisor is appointed by the Area 4

Venturing Advisor and serves under that Advisor’s direction.

a. Reports to the Area 4 Venturing Advisor.

b. Supports youth subsidiary Area 4 VOA to accomplish assigned tasks.

13. Central Region Area 4 Sea Scout Commodore

a. The Area 4 Commodore is a standing Subsidiary Venturing Committee Member.

b. Reports to the Central Region Sea Scouting Commodore.

c. The Area 4 Commodore will work with the Area 4 Venturing Advisor to ensure a successful

and mutually beneficial relationship between Sea Scouting and Venturing.

Article VI: Area Level Officer and Advisor Selection Process

1) Central Region Area 4 Venturing President

a) The Area 4 Venturing President is to be selected and announced on April 15th.

b) Current or past Crew Presidents, District or Council VOA and Area Vice Presidents are eligible to

submit an application.

c) Eligible applicants may submit an application for consideration by March 1st.

d) The Area 4 Director, the Area 4 Venturing Advisor and the current Area 4 Venturing President

will review all applications to identify all qualified applicants.

e) The Central Region Venturing President, the Central Region Venturing President-Elect, the Area

4 Venturing Advisor, the Area 4 Venturing Associate Advisor of Administration, the Area 4

Venturing President, and any current Area 4 Venturing Vice Presidents who are not candidates

will form a selection panel to interview and select, by majority vote, a new Area 4 Venturing

President from the qualified applicants.

f) The interview process may be determined by the Area 4 VOA leadership and may include

remote conferencing.

2) Central Region Area 4 Vice President

a) All Area 4 Venturing Vice Presidents shall be appointed by the Area 4 Venturing President-elect.

b) The Area 4 Venturing President may appoint any additional positions as needed in consultation

with the Area 4 Venturing Advisor.

3) Central Region Area 4 Subsidiary Venturing Officers Association Members

a) All Area 4 Subsidiary VOA Members shall be appointed by the current Area 4 President with

approval from the Area 4 Venturing Advisor.

4) Central Region Area 4 Boatswain

a) The Area 4 Boatswain will be chosen by Central Region Area 4 Sea Scouting Commodore.

5) Advisor appointments

a) The Area 4 Venturing Advisor shall be appointed by the Area 4 Director with the approval of the

candidates Council Scout Executive and serve at the Area 4 Directors pleasure.

b) Associate and other subsidiary Venturing Advisors shall be appointed by the Area 4 Venturing

Advisor, be approved by the Area 4 Director and the candidate’s local Council Scout Executive,

and serve at the Area 4 Venturing Advisor’s pleasure.

Article VII: Insignia

I. Insignia for the Area VOA includes the Area VOA insignia #618558 which may be worn by the

officers and advisors of the Area 4 VOA and by the Council Venturing Presidents and their

Advisors.

II. Area Officers will wear Area Venturing President (#614963), Area Venturing Vice President

(#614949) or Area VOA Member patch (#614948). Area Advisors will wear the Area Advisor

(#614947) or the Area Venturing Committee (#18056) patch as appropriate.

III. Reference for this section is on the central region website at

http://www.crventuring.org/Resources/Venturing_Uniforming/

IV. Presentation of insignia is normally at the Central Region Conference in June or at a suitable

event thereafter. The Council Venturing Presidents and their Advisor may be installed into the

Area VOA and awarded their insignia by the Area Venturing President as may be arranged.

Article VIII: Removal of Officers and Advisors

1. Any youth or adult may resign from office.

2. Any appointed youth or adult may be removed from office by agreement of the Area 3 Venturing

Advisor and Area 4 Director.

3. The Area 4 Venturing President vacancies shall be filled through appointment by the Area 4 Venturing

Advisor and Area 4 Director, for the remainder of the term of office.

4. The Officer or Advisor performing the removal must consult with their entire leadership team before

taking action before all removals.

5. If a member of the leadership team is removed, their respective Council Scout Executive must be

notified as soon as time permits.

6. Removal of the Area 4 Venturing President must only be undertaken rarely and for just cause.

Volunteer Advisors should consult with their own leadership and the Presidents leadership prior to

taking this action.

Article IX: Area Sponsored Events

The Area 4 VOA leadership is recommended to host two events during their respective terms, one being

program/activity related and the other being training-oriented.

1. Any area Venturing event shall be defined as an activity put on by the Area 4 VOA that is open to

either all councils and Venturing crews or specific leadership groups within Area 4.

2. An Area 4 event should be put on with the aid of Council Venturing leadership, bring about awareness

of higher leadership opportunities, reach and/or provide connections and resources for training, and

have a fun and engaging program.

3. It must be remembered what the purpose of the Area level is: to provide support and resources for

the local Councils and local Venturing crews.

4. The program event will be called the Area 4 “adVENTURE”. .

http://www.crventuring.org/Resources/Venturing_Uniforming/

5. The training – oriented event will be called the Area 4 Venturing Training Conference and will occur

every fall in the month of October.

6. Area 4 events must not compete with any Council Venturing events.

Article X: Venturing Leadership Awards

Refer to the Central Region Venturing Operating Procedure for more specific detail. In particular, Area 4

will adhere to the following schedule:

1. Promotion and publicity will begin by January 15 of each year

2. Deadline for submissions of nomination forms will be March 15 of each year

3. The selection meeting will occur on April 1

4. Awards will be ordered by April 2

5. Presentation will typically be at the Area 4 Spring Fun Event with a backup of the next Area or

Regional event.

Article XI: Council Standards of Venturing Excellence

Refer to the Central Region Venturing Operating Procedures for more detail. The Area 4 VOA will

adhere to the following schedule:

1. Promotion will begin no later than December 1 of each year.

2. All councils will submit the form to the Area 4 VP of Administration no later than January 30.

a. Councils will be recognized on the Area 4 webpage as the following levels

i. Bronze – Council completes 60% of required and 50% of elective requirements.

ii. Silver – council completes 80% of required and 70% of elective requirements.

iii. Gold – council qualifies for the national award

3. Councils who qualify for the award must submit the required form to the national office by

February 15 of the year.

a. Recognition will be at the regional luncheon at the annual BSA meetings.

Article XII: Non-Specific Matters

Answers to non-specific matters and the questions that arise are likely found by reference to the Central

Region Venturing Operating Procedures or the national Venturing Standard Operating procedures.

Matters not specifically stated or that are in question should be sent directly to the Area 4 VOA

leadership for clarification of the matter.

Article XIII: Communication in Area 4

Facebook: the area administers a facebook group at https://www.facebook.com/groups/CRV.Area4/

and the Council facebook sites.

https://www.facebook.com/groups/CRV.Area4/

Area 4 page: the area maintains a webpage at area4.crventuring.org.

The area maintains a google site named The adVENTURE site on CRVenturing at

https://sites.google.com/a/crventuring.org/c4voa/. This site consists of

1) Descriptive and registration pages for our events

2) A page of Resources for Councils including frequently asked questions

3) A link to a google drive associated with the [email protected] account

which will hold documents and presentations that area available to councils.

A newsletter named The adVENTURE is published at least quarterly.

A twitter account is managed by the Area 4 VP of Communication named @area4venturing.

A google drive associated with the [email protected] account is used for internal

use and contains documents and resources.

Conference calls typically are set up using freeconferencecall.com

All officers and advisors will have email accounts assigned to them by the Central Region on

crventuring.org.

Article XIV: Amendments to the Operating Procedures

These Operating Procedures shall be subject to amendment at any Area 4 VOA meeting.

Amendments must be submitted to the Area 4 VOA officers in writing at least two weeks before a given

date for an Area 4 VOA meeting for review.

Amendments are presented at the Area 4 VOA meeting and are approved by a simple majority vote of

the officers present at the meeting.

Amendments must then be submitted to the Area 4 Director for the final approval in consultation with

the Area 4 Venturing Advisor.

The Central Region Area 4 Venturing Operating Procedures shall become effective on June 1, 2014h.

These Operating Procedures are approved by and adopted by:

Henry Gunther, _______________________________

2013-2014 Venturing President

Duane Zobrist, ___________________________________

Area 4 Advisor

Dale Holbrook , ________________________________

Area 4 Director

https://sites.google.com/a/crventuring.org/c4voa/

mailto:[email protected]

mailto:[email protected]

6/9/2015

1

Central Region Area 4

Venturing Training Conference

Starting and Sustaining

Venturing Officer Associations

What is a VOA?

The mission of a Council Venturing Officer’s Association

is to promote and support the Venturing program,

utilizing a standard organizational structure

that enables the council to grow membership

by advancing leadership opportunities through


2

Rewording of Area VOA Mission

3

A Council VOA

preserves the Service

Model

The National Cabinet

serves the Region VOAs

who

serves the Area VOAs

who

serves the Council VOAs

who

serve the Crews

and their Venturers

6/9/2015

2

4

Central Region

Brian Parro

Kris Zahrobsky

Area 4

Michael Gunther

Duane Zobrist

5

Step 1

Critical

Step 2

All officers

Step 3 Full VOA

VOA Structure

• Entirely youth driven• Advised by adults

• VOA consists of four main officers• President

• VP of Administration

• VP of Program

• VP of Communications

• VOA consists of all Crew Presidents

• Other may may be added or removed

6

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3

Council Venturing President

• Works with the Council VOA Advisor

• Is one of the two top youth leaders in the council.

• Is the primary Venturing Ambassador in the Council

• Helps to achieve the Area 4 Venturing President’s goals

• Sets the Council Goals and oversees their achievement

• Delegates responsibilities to Council VPs

• Sets the tone for the program for the Council’s crews

• Any other jobs as assigned by Area or Council Advisors

7

Full description in SOP

Council VP of Administration

• Works with the Council Associate Advisor for Administration

• Develops and implements strategies to increase Venturing

membership in the Council

• Promotes and facilitates the selection and presentation of

the Venturing Leadership Award and other appropriate

Venturing awards

• Promotes Venturing with Charter Organizations

• Takes minutes of the Council meetings and publishes them

• Any other duties as assigned by the President

8


Council VP Program

• Works with the Council Associate Advisor for Program

• Supervises activity chairs and the planning of fun, training and

service activities (conferences, outings, summits, and other

events).

• Facilitates internal training events of the VOA.

• Promotes external training events and maintains a knowledge

base of all training opportunities available for youth and adult

members in Venturing.


9


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4

Council VP Communications

• Works with the Council Associate Advisor of

Communication

• Ensures communication is happening throughout the

Council via Facebook, newsletters, websites, etc.

• Works to maintain a contact list of crews in the Council

with the help of the other Council Officers


10


VOA Advisor

• Works with the adult Area Venturing Committee to

support the youth driven program

• Chairs the Council Venturing Committee or is a

principle member of the committee and part of the Key

3 (or 4)

• Serves as a mentor and advocate for the Council

Venturing President

• Works with each youth officer, mentoring them in their

roles

• Works with coordinating things between youth and

adults

• Ensures fiscal, programmatic, and risk management

issues are properly addressed.

11


Starting up, Stepping up

• Select Officers• Suggestion: First time? Invite all Crew Presidents to a pizza

evening. Ask the youth the best way to come up with a Council

Venturing President. If they want to name someone on the

spot – let them.

• Create SOP

• Set goals

• Set meeting dates

• Start working on activities

• Communicate – make your presence known

12

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5

Selection of Officers

• Selection process is handled at the council’s discretion

(eventually written in to your Council Operation

Procedures)

• Council Venturing Presidents are to be selected by April 30

• Current and past crew officers are eligible to submit an

application

• All tier terms start on June 1st and end on May 31st

13

See the section in the SOP

Standard Operating Procedures

• States purpose and responsibilities

• Provides guidance and clarification

• Example: Dates of newsletters, which weekend is your fun

event, etc. and the backdating timetable to achieve.

• Outlines organization and responsibilities

• Can customize to fit specific needs of each council

• ByLaws generator located on CR website

(http://www.crventuring.org/Leadership/Venturing_Officers_Association/ )

• Copy the Area OPs as a model (on http://area4.crventuring.org )

14

SOP Contents

• Mission (National Youth Cabinet and Region and Area

VOA’s)

• Methods to select youth officers and appoint adult

Advisors to the Council VOA

• Timetable for selections

• Position descriptions for each role

• Organizational charts for Council VOA

• Detail of your annual events (fun, training, service,

recognition)

• Short glossary to provide definitions and clarify terms

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6

Council Venturing Goals

• As a VOA create a set of goals

• Focus on:

• Administration

• Program

• Communications

• Personal

• Remember, keep them

SMART!

16

Council VOA meetings

• Hold meetings at least once a month

• In person

• Freeconferencecall.com

• Set an agenda for each month

• Allows VOA to stay on task throughout the year

• Ensures constant communication with the officers

• Who attends:

• Council Venturing President, runs the meeting

• Council VPs

• Crew Presidents

• All respective advisors

17

We have a VOA, now what?

• Fun Events

• Training Events

• Recognition Events

• Service

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7

Fun Events

• Get creative!

• Use all of your resources

• Promote, promote, promote...

• Examples• Video Game Nights

• Skiing Trips

• Whitewater

• Caving

• Putting the WOW into your Program (handout)

19

Training Events

• Effective training leads to well performing

teams

• Hold at least one training event each year

• Provide Opportunities to:• Train new officers (officer orientation)

• Plan the year

• Get to know your crews

• Get involved in your Council’s University of

Scouting Venturing Courses

20

Recognition Events

• Recognize the hard workers!

• Venturing Leadership Award

• Good way to promote Venturing

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8

Council Standards of Venturing Excellence

• Similar to JTE

• Presented by BSA National

Council

• Must meet 12 core

requirements

• Must meet 5 of 9 electives

• Goal of every council to earn

the CSVE

• Councils sends report to Area

whether they earn or not.

22

Council Venturing

President and the

Council VOA

Advisor are part of

the Area VOA while

leading the Council

VOA

Recognize your President and Advisor

23

The Area 4 VOA will

supply these patches

and conduct an

Area COH installation.

Council Venturing

Vice Presidents and

their Council

Advisors are part of

the Council VOA

24

Recognize your VPs and their Advisors

Council provides these

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9

Crew Presidents

and their Crew

Advisors are part

of the Council

VOA

25

Recognize your

Crew Presidents and their Advisors

Council provides the VOA insignia

and Units provide the other.

Starting and Sustaining

Venturing Officer Associations

Questions?

[email protected]

6/9/2015

1

Central Region Area 4

Membership Plan

Approved March 2014

Updated May 2015

2

What youth want…

From the 2009 national survey

CR Area 4 Mission Statement

The mission of the national Venturing cabinet and the

region and area Venturing officer’s associations is to

promote and support the Venturing program,

utilizing a standard organizational structure

that enables local councils to grow membership

by advancing leadership opportunities through


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2

CR Area 4 Membership Goals

Stop the decline in membership

and

experience positive growth

in Venturing youth in Area 4

Retain more Boy Scouts in their troops by

offering them Venturing activities that keep

them interested and registered

4

CR Area 4 Membership Plan

The C4VOA adopted a membership

plan on March 9, 2014 and

communicated this to all councils.

We challenge each of our 11 councils

to create their own

Council Venturing Membership Plan

Send your written plan to [email protected]

5

The Problem with Membership

6

Membership must be everyone’s problem

15% lost in 2013 and

12% lost in 2014

6/9/2015

3


7


17% lost in 2013

and 24% lost in 2014


8


HARD to measure!

One problem is the

membership numbers

shown are primary

registrants as Venturers

and do not include those

who are primary in a troop

and multipled into a crew.

The Solution

• Only 29 of 72 councils in the Central Region have a VOA.

• 40% of Central Region membership (and 60% of councils) are not

represented by a VOA.

• The CR lost 7,300 Venturers between 2012 and 2013.

• If all CR councils had a VOA, perhaps as many as 3,300 Venturers that

left may still be in the program.

9

More and Better Quality VOAs

Councils with a Venturing Officer Association lost 9% of their members.

Councils without a VOA lost THREE TIMES that amount at 27% lost.

6/9/2015

4

CR Growth 2012-2013

10

Why More and Better Quality VOAs?

• Councils with VOAs are paying attention to

Venturing.

• As VOAs become more common and existing

VOAs become stronger, there will be

– Greater opportunities to reach out to non-Venturers

to connect them with the program.

– More opportunities for older youth

• VOAs are essential to membership recruitment

and retention.

11

Time for positive change!

• Venturing changed June 1, 2014.

• Each council

– should plan to launch the New Venturing Vision in their

districts and to their units and sustain the message.

– should develop a Council Venturing Membership Plan and

implement it.

• You have people’s interest now, the timing will never

be better.

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6/9/2015

5

BSA National Membership Plan

New positions:

Council Membership Chair and

Venturing Membership Chair in every crew.http://www.scouting.org/membership

13

Could be a good

advisor to your

VP Administration

The new Venturing vision – more than ALPS

• The structural changes in Venturing may be more profound

than the hoopla over the new awards.

– Although full implementation may not be felt for years.

– This is about Administration of Council Venturing in the New Vision.

• A comprehensive Council Venturing Membership Plan in each

council

– Should address both a structure for success

– and specific membership plans (tactics) for recruiting and retention.

– Council VOAs are perfectly situated to take the lead.

14

Does not have a VOA

1. Name a Venturing

Chairman immediately

2. Let the Area advise you on

how to form a VOA.

3. Create a Council Venturing

Membership Plan.

Has a VOA

1. Great!

2. Let the Area help you get

stronger.

3. Create a Council Venturing

Membership Plan.

Your Council (and Area)

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6

Council VOA’s top youth

1. Council Venturing President + VOA Advisor– Responsible for overall Venturing in the Council.

– A member of the Area VOA (with his/her advisor)

– The primary ambassador of Venturing to the rest of scouting.

– One of the top two youth officers in the council. This youth and the OA

Chief should sit on the Council Executive Board.

16


2. Council Venturing VP-Administration + Advisor– The council youth officer responsible for membership.

– Works with the Area VP-Administration on membership.

– The Associate Advisor–Administration should be chosen with this

responsibility in mind.

– This adult could be the Council Venturing Membership Chair or should

work closely with that person.

– This officer may also have the training mission of the VOA.

17


3. Council Venturing VP-Program + Advisor– What keeps them in Venturing? Good Program!

– Program will help recruit and retain Venturers

4. Council Venturing VP-Communication + Advisor– Getting the word out and communicating with Venturers is critical or no

one comes because they haven’t been reached.

– This is the public arm of the VOA

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7

2014 Changes – The Key 5

• New Position to be added in 2014+

– Council Venturing Chairman.

• Leads to a Venturing Key 5 concept -- with

– Council VOA Advisor.

– Council Venturing President.

– Professional Staff Advisor.

– Assistant Council Commissioner - Venturing

19

Council Venturing Chairman

• Advise Executive Board status, to guide and support

Venturing.

– Supports council-level Venturing much like a unit

committee chairman provides support for their unit.

– Uses Council Standards of Venturing Excellence to provide

benchmarks of program progress.

– Lets the youth lead as advised by the VOA Advisor

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Appoints a

– Council Venturing Membership Chair.

to coordinate with

– Council Membership Chair, and

– District and Unit Membership Chairs.

This ties the Venturing Committee into all membership

activities of the council and assures a Venturing “voice.”

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8


• Works with the Council Commissioner to

– Appoint an

Assistant Council Commissioner-Venturing

– makes them a part of the Council Venturing

Committee and the Key 5

This ties the Council Venturing Committee into the unit

sustaining process of recharting units and lifesaving

units in need. (Think retention.)

22

Council VOA Advisor

• Advises the Council Venturing President and the

officers of the VOA much like a Crew Advisor does

for their own crew officers.

• This is the primary advisor working with youth

officers.

• Selected with the same care and consideration as

applied for selecting an Order of the Arrow Lodge

Adviser.

23

Council VOA Advisor

• Supports Venturing through the VOA officers.

• Works to make sure all crew presidents and their

Advisors are part of the Council VOA.

• Appoints an advisor for each VOA officer that is

appropriate to the officer’s function.

• Works with Venturing Chairman to avoid duplication

of effort and maximum cooperation, especially with

respect to membership growth and sustainability.

24

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9

Council Venturing President

• One of the 2 top serving youth in the council.

– To be held in as high esteem as the OA Lodge Chief.

– Should serve on the Council Executive Board

– Serves on the Area VOA

• Represents senior scouting in public forums as the

primary Venturing Ambassador.

– Brings visibility to senior scouting and gives younger scouts

a look upward to keep them engaged.

25

Venturing Commissioners

A new focus in Area 4 is on Venturing Commissioners including

– Assistant Council Commissioner - Venturing

as part of the Council Venturing Committee.

– Assistant District Commissioners – Venturing.

– Unit Commissioners trained in Venturing and assigned to all venturing

units.

Focused training for Venturing commissioners at the council

level will be developed. For now there is a page of information

for Commissioners on the area webpage.

26

Venturing Staff Professional

• Supports council level Venturing volunteers.

• Put emphasis on Venturing at the council level much like

the Order of the Arrow. The staff professional is needed

to represent and support.

• Membership is the responsibility of the youth officers

and the volunteers. The more hands you get the more

you free up the staff professional’s time.

• Training developed for the Venturing Professional is

available online on the Area 4 Webpage.

27

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10

Importance of Crew Presidents

• Crew Venturing Presidents and the Crew Advisors are

members of the Council VOA.

• They represent their crew to the Council VOA and in turn

receive support from the Council VOA officers.

– Focuses concentration on representing and supporting the

membership at the unit levels.

– Encourage each unit to have a crew membership chairman who works

with the crew VP-Administration and reports to the Council Venturing

Membership Chairman and the Council VP of Administration.

28

Successful VOAs have

Successful Programs and Training

Hold a Venturing Officer Orientation for your VOA early in their

term

– Set expectations, concentrate on Goal Setting and Time Management

Training helps new VOA officers and others to focus on

– Youth level (peer-to-peer) mentoring and recruiting.

– Council-level (and multi-council-level) programming and training for

Venturing age youth.

– Encourage age-appropriate programming for Venturers at District

events independent of programming for Boy Scouts.

29

Successful VOAs have

Successful Programs and Training

– Keep in mind Venturing does not follow a

Boy Scout Troop model. Venturing is

stronger if crews Meet Less and Do More!

– Let the youth Lead their Adventures with

youth mentors and adult advisors.

30

6/9/2015

11

C4VOA Training Resources

http://Area4.CRVenturing.org

Venturing Resources for

– Councils

– Professionals

– Commissioners

31

Also information

on all area training

and fun events.

Reaching the Crews

• Make every crew, council, and area event is a

recruiting and retention opportunity.

– All Crews should have a Super Activity every year.

– Council wide events (1) training weekend; (2) fun

weekend, (3) banquet (for example).

– Start up feeder groups (find a boy scout troop, a girl scouts

troop, form a group of girls wanting to join when old

enough).

– Push a “charter organization family of scouting” approach.

32

Reaching the Boy Scout Troops

• Tell why every troop needs a crew.

– Assists older boy retention in scouting.

– Gives opportunity for joint activities.

– Gives opportunities for age-appropriate meetings and

activities for senior scouts.

– Because older scouts need to flourish

• Make sure registered scouts know they can join a

crew for free and can be in multiple crews AND their

troop at the same time.

33

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12

Reaching the Boy Scout Troops

Emphasize the message: Scouting is a single youth

development program, extending from age 7 to age 21, all

guided by the same mission, oath and law.

– Age cohorts in Scouting provide age appropriate

programming.

– Older youth in Boy Scout troops are well served in

extending their activities to beyond the troop

activities such as lodge activities with the OA and

adventures with older youth in a Venturing Crew.

– Boys that age out at 18 are still “youth” in a crew.

34

Our Youth Are Our Strength

• Be vocal about Venturing and its positive benefits.

• Youth officers are ambassadors for the program.

Make sure they are advised and mentored to meet

your expectations.

• Youth officers should always be ready to talk

about Venturing. (Have an elevator speech ready)

• Youth attract youth to our movement. Give them a

reason to be attractive.

35

How Area Officers Can Help

We can help train and provide resources at

– Annual Area Venturing Training Conferences

– Annual Area 4 Venturing Committee Meeting & planning

session at Area 4 Conference in October

– Visiting or providing resources for your University of

Scouting events

– Participating in your College of Commissioner Science

– Direct training of your Council VOA officers and advisors

– Maintaining a resource on our website at

https://sites.google.com/a/crventuring.org/c4voa/venturing-membership-resources.

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13


• Invite our area officers to your Scouting events.

– “Gold Loops” show there is something larger and enhances

the visibility of Venturing to all.

– We can teach at your University of Scouting and offer

presentations at your other training events.

– We install your Council Officers and provide patches for

your President and their Advisor

– We can present your VLA awards

– just ask

37

WorldFest is an annual fun

event that is more than just

fun. Join over 300 of your

Venturing family in April of

each year.

It is a primary recruiting event

for you to use as you recruit

and start crews. “Join and you

can go to WorldFest.”


38

Questions?

Michael Gunther, Area 4 Venturing [email protected]

Duane Zobrist

[email protected]

Steve [email protected]

39

If you build it and tell others,

they will come.

SMART Most common Alternative

S Specific Significant, stretching, simple, sustainable

M Measurable Motivational, manageable, meaningful

A Achievable Agreed, assignable, attainable, actionable, action-oriented, adjustable, ambitious, aligned with corporate goals, aspirational, acceptable

R Relevant Realistic, result-based, results-oriented, resourced, reasonable

T Time-bound Time-oriented, timed, time-based, time-specific, timetabled, time limited, time/cost limited, timely, time-sensitive, timeframe

The Importance of Backdating A backdating calendar will assist the Program VP, Advisor and the event committee to keep on track for the event. It also helps ensure that PR is scheduled to make the event successful. A specific schedule should be created for each activity. It would be helpful to include a copy of the schedule in the activity folder.

Sample Backdating Schedule (six month time frame)

________________ ACTIVITY

-180 days Select Location, Date

Post ‘Save the Date’ message -150 days Recruit Committee -120 days Preliminary Planning Meeting

Prepare Budget Develop Promotional Materials and distribute after approval -90 days First Committee Meeting Promote in Newsletter & Facebook & Twitter

Email councils -75 days Distribute Media Releases -60 days Second Committee Meeting Promote in Newsletter & Facebook & Twitter Order Custom Items -45 days Call Councils -30 days Promote in Newsletter & Facebook & Twitter Complete material orders Third Committee Meeting -20 days 2nd Call to Councils -15 days Registration Deadline Reconfirm Physical Arrangements Reconfirm Staff Members -5 days Final Check on Details 0 day Activity

Turn in at door registration to District Executive +7 days Return Equipment Send Thank You Letters Submit Receipts for Cash Advances Host Evaluation Meeting with Staff Prepare Close Out Report with District Executive

Documents

Agenda for the 2015 Area 4 Venturing Officer Orientation Location …gtcventuring.org/filestore/Area4/Full_Orientation... · 2015. 6. 9. · o Starting and Sustaining Council VOAs