Boy Scouts of America DAN BEARD DISTRICT Roger Lear John Kristoff Macky Garner District Chairman District Commissioner District Executive 1991 Dan Beard District Planning Retreat Report Page 1 of 8 The Dan Beard District Committee met for their annual planning retreat on January 19, 1991 at the Sharon Harris Visitor Center from 9 AM to 4 PM. Attendees were: Walter Brothers Acting Membership Co-Chairman Macky Garner District Executive John Kristoff District Commissioner Roger Lear District Chairman Robert Littrell Assistant District Commissioner Julia Satrazemis Cub Scout Program Chairman Don Schmidt Civic Service & Activities Chm John Slocumb Boy Scout Program Chairman Terry Wyrick Communications Chairman The committee met to critique the past year, discuss and plan what our District wants to do for 1991 and 1992 and to set the dates for the district activities that are to be included in the 1992 Occoneechee Council calendar. Although we were pushed for time, we covered a lot of detail and put together the major goals and plans for 1991. This report covers the items we discussed and the changes that we have made to the committee structure. The items are listed by Sub-committee. PLEASE read the report, especially the areas that pertain to your job in our district, and give me any input you may have, especially if you were not at the meeting. Remember, if we think about and work on unit service, program, membership and finance all during the year, rather than fighting fires only when they flare up, I think we can do even better in 1991. I am counting on all of you to help keep Scouting alive and fun. Scouting needs you. Please remember that without Scouters like you, Scouting very quickly would be a thing of the past. If you hear of unit problems please let a Commissioner know right away as they are our direct contact with the units. Please don't let it slide until a RoundTable or Committee Meeting. I think it is a lot easier to help heal a sick unit than to try and set up a brand new unit to replace a dropped unit. I would like to say a BIG THANK YOU to all of you for taking time from your busy personal and family schedule to help with Scouting. It is due to your efforts, and those on your staffs, that we will receive for a second time, the honor of being a QUALITY DISTRICT. Good luck in your job and thank you for being a good Scouter. Your District Chairman, Roger Lear 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 2 of 8 The following goals were discussed at the Annual Retreat by the attendees listed on the first page of this report. Any questions, comments or corrections should be brought to the District Chairman's attention as soon as possible. EXECUTIVE GOALS: These goals include the Chairman and Vice Chairman and District Executive officers: 1. To promote better communications between all of our district sub-committees, our units, our council and those with whom we work in scouting. 2. To help recruit the remaining members of the 1991 committee. 3. To insure that we get Fast Start Training Teams in place 4. To insure that new units are feasible before we create them by asking the DE, Membership and the District Commissioner to evaluate the feasibility of the unit before it is formed 5. To evaluate how we can do a better job recruiting district committee positions in time and with 2 deep leadership 6. To be more receptive to our council's financial procedures and goals. 7. To invite, one at a time, the leaders of each new unit formed to one monthly district committee meeting so that they can meet district members and understand what we can do for them and to invite existing unit leaders to one meeting when we do not have a new unit to invite. 8. To evaluate inviting to a council representative to monthly committee meetings so we can better understand council jobs. 9. To provide a copy of our 1991 district calendar to our unit leaders as quickly as possible via mail and the RoundTable EXECUTIVE CHANGES (Please make note of these changes): * 1. To place the position of District Records (Nick Martschenko) under the direction of District Vice Chairman Larry Gracie. 2. To place the position of Publicity Chairman (Dan Wilkinson) under the direction of Communications Chairman Terry Wyrick. 3. To add as part of the Civic Service and Activities sub-committee's responsibility the following events: A. Scout-O-Rama B. Uniform Sale C. Scout Good Turn D. Awards and Recognition (separate from recognition event) E. Annual Recognition Event (separate from award and recognition promotion) 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 3 of 8 DISTRICT COMMISSIONER GOALS: 1. Reinforce the role of the unit committee 2. Promote active communications between unit leaders and the unit commissioners. 3. Evaluate bi-weekly Key-3 meetings 4. Attain 94% unit retention. 5. Recharter 80% of the units on time 6. Establish an Explorer Service Team 7. Establish the first annual BCS extension program 8. Establish a unit rescue team (to help failing units) 9. Do unit inventories on time 10. Render service to district and council events 11. Promote 50% advancement for unit commissioners 12. Provide 1 UC for every 4 units 13. Establish BUDdy program (Brother Unit Development) 14. Recruit 4 new Unit Commissioners and 1 new ADC 15. Complete recruiting RT staff (BSRTC + Asst. BSRTC, RT ADC and Asst. CSRTC) 16. Establish 60% unit participation in Round Table attendance by evaluating some type of attendance incentive program. * 17. Provide (as a result of unit inventories) updates to Camping on unit past summer camp and upcoming summer camp (if known) and verify unit meeting time and place for Unit Key-3 list 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 4 of 8 COMMUNICATIONS GOALS: These goals include both Communications and Publicity: 1. Enhance communications with units via: A. RT sessions B. Chart outlining channels of communications C. Enhance knowledge of resources available to communications 2. Develop video on training courses available (FS, BLT and WB). 3. Continual publicity in local media 4. On-time submissions of articles for Occoneechee Today to DE 5. Evaluate options/expenses/feasibility of a monthly district newsletter 6. Investigate publishing district calendar in local newspapers 7. Weekly or monthly Scouting articles in local newspapers * 8. Maintain district scrapbook ORDER OF THE ARROW (Goals requested by the District Committee): 1. Promote summer camp and Hi-adventure programs 2. Service Project at council camp (either at Ordeal weekend or on a separate weekend) 3. Promote camping list - Publish abbreviated handout for RT that covers places to camp 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 5 of 8 BOY SCOUT PROGRAM GOALS: 1. Oversee establishment and use of Fast Start Training Team 2. Establish process to have training notified of new units being formed and the unit leaders that require training 3. Implement communication channel from Scout Program Committee to District Commissioner's staff. * 4. Continue to evaluate opportunities for program enhancement BOY SCOUT ADVANCEMENT: 1. Provide names of boys earning Eagle rank to Publicity 2. Create handout for Eagle parents on handling the Eagle award ceremony and get publicity (provide at Bd of Review) 3. Encourage Eagles participation in earning Palm awards 4. Continue to track and report true unit advancement on a monthly basis 5. Provide unit # to DC of units falling off in advancement 6. Promote unit leader advancement by working with training so that known training dates are known well in advance BOY SCOUT TRAINING: 1. Recruit, train and implement a BS Fast Start Training Team 2. Conduct at least one BSBLT training session 3. Notify units at RT and in OT of training opportunities well in advance of the training date BOY SCOUT CAMPING: 1. Take responsibility for Camporees with stipulation that 2nd year Webelos continue to be involved in camporee program and that Cubs, first year Webelos and non-Scouts continue to be invited to visit camporee on Saturday. 2. Promote unit ownership of sites or areas at our council scout camp to help maintain and enhance the camp 3. Promote Scoutmaster attendance at council SM dinner which promotes using our council camp 4. Promote unit attendance at district and council camporees 5. Highlight at each RT a place to camp (with map, contacts and facilities) 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 6 of 8 CUB SCOUT PROGRAM GOALS: 1. Oversee establishment and use of Fast Start Training Team 2. Establish process to have training notified of new units being formed and the unit leaders that require training 3. Evaluate Cub Olympics and Nickel Carnival events for 1991 (perhaps as part of unit Summertime Activities program) 4. Recruit and train a Tiger Cub Organizer for our district 5. Conduct an annual Tiger Cub program event (associated with Roundup if possible) 6. Implement communication channel from Cub Program Committee to District Commissioner's staff. 7. Continue to evaluate other opportunities for program enhancement CUB SCOUT ADVANCEMENT: 1. Track and report true unit advancement on a monthly basis 2. Provide unit # to DC of units falling off in advancement 3. Promote unit leader advancement by working with training so that known training dates are known well in advance CUB SCOUT TRAINING: 1. Recruit, train and implement a CS Fast Start Training Team 2. Conduct at least one CSBLT training session 3. Notify units at RT and in OT of training opportunities well in advance of the training date CUB SCOUT DAY CAMP: 1. Find and gain committment for Cub/Webelos Day Camp Staff and training school attendance 2. Do Cub/Webelos Day Camp from June 17 to June 21, 1991 Note: It was mentioned that our year round schools will detract from Cub Day Camp attendance to some degree. 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 7 of 8 FINANCE GOALS: 1. To recruit and train a Finance Chairman very soon 2. To reach our goal of $34,800.00 as rapidly as possible ($33,000.00 cash and $1800.00 special events like the DCA dinners, uniform sale, etc.) 3. To ask the Unit Commissioner's staff for help with recruiting unit reps for the 1991 Family Campaign 4. To factor into all of our district activities budgets a 15% to 20% administrative cost to go to the council MEMBERSHIP GOALS: 1. To recruit and train a Membership Chairman very soon 2. To reach a youth membership of 1844 and 59 units in 1991 3. To recharter 94% of the 1990 units in 1991 4. To help establish and promote a district Webelos to Scout recognition program (our transistion last year was 68%) 5. The new unit organizer will arrange, with the DC, a unit committee meeting (so UC can be assigned and go to mtg) and will notify training for Fast Start (if DE has not) Total Avail Youth 1990 Actual 1991 Goals Numbers % % - Number Tigers - 737 25.6 26 191 Cubs - 3051 32.7 33 1006 Boy Scouts - 3320 15.6 16.5 547 Explorers - 4508 .01 .02 100 TOTAL - 11616 15 15.8 1844 NEW UNIT PROSPECTS: Packs - First Baptist Church - Fuquay-Varina Laodicia Church of Christ - Garner/Raleigh Churches of Holly Springs - Holly Springs Garner Freewill Baptist Church - Garner Cary LDS - Second Ward - Cary (already forming) Reedy Creek Baptist Church - Cary/Morrisville Troops - American Legion Post - Fuquay-Varina Westover United Methodist Chruch - Cary Posts - Cary Police Department Wake County Wildlife Club 1991 DAN BEARD DISTRICT COMMITTEE SUB-COMMITTEE GOALS Page 8 of 8 CIVIC SERVICE AND ACTIVITIES GOALS: 1. Promote Boy Scout units to have pot luck suppers in February or at Courts of Honor (like Cub Blue and Golds) 2. Evaluate annual recognition dinner to include ALL adult recognition (training awards, veteran awards, Fast Start, BLT, WoodBadge, Silver Beaver, Religious awards, etc.) and to continue to recognize Eagle award and God and Country Awards and DLC and Award of Merit and to have recognition first and finger foods and fellowship after recognition and to evaluate a baby sitting service on site at event 3. Recruit 2 deep leadership for new functions added to the sub-committee (see Executive Changes). 4. Evaluate making the annual Uniform Sale a true uniform exchange (bring a cub uniform in and get a scout uniform)