RE: Annual District Meeting
Settummanque, the blackeagle (WALTOML@WKUVX1.BITNET)
Tue, 23 Mar 1993 20:02:54 CST
Now that part one of my midterm is over, I can concentrate on
answering some mail that have been piling in my "hold file".
I know that many of you have responded to this inquiry, but
there *might* be something else that you can use. I hope so!
CLAUDIA MICHER DE ANDA <CLAUDIA@ATENAS.GDL.ITESO.MX> writes:
> My District is having it's annual Meeting, to inform all groups
>and parents about administration, past and future activities, new
>charges, etc. I don't know how to call this kind of meetings in
>english, but I think you perfectly get the picture.
It sounds like a District Meeting to me, Claudia!
> The thing is I would really like it to be an impressing meeting.
>Not because of the facts we're going to inform, but because of the
>ways we use to present them. I was thinking about a slide show, or
>some pie charts, but I think some of you could come with something
Can your Scouts explain the facts?? Many times, a Scout explaining
that the policy of leadership has changed or that now two leaders are
to accompany any Scouts on camping trips has *more* impact than the
When I have been asked to plan a special event, I divide it into three
parts: the PURPOSE of the program, the RESULT of the program and
finally the DOCUMENTATION of the program.
The PURPOSE of your program is to update your leaders, parents and the
community on your District's Scouting efforts. So you have three ways
of communicating that to those in attendance.
Leaders should explain updates to program. Use slides to illustrate
points, but don't rely on them. Some people cannot see or understand
what it is they are looking at. So have Scouters that can explain to
other Scouters policy changes.
Parents should explain changes which affect children. For example, in
the BSA we have a "youth protection program" which is a child
abuse/prevention program. Every Council except two that I've worked
with have had the professionals to conduct the training. The Audubon
Council (after I asked) and the Middle Tennessee Council (where I got
the idea from) have PARENTS to explain the program and to introduce
the video. Not only is it more pointed, but parents really ask
questions of other parents instead of the "resident expert" (but we
still have the DE or in Audobon's case, a field director handy to
answer the "who do we report it to and what happens?" questions!!
Community leaders whom are also associated with Scouting in your
District should explain what happened over the past year with your
program. In this way, they get positive exposure and also it
reaffirms that community organizations are behind Scouting in your
The RESULT should be that everyone gets the right amount of
information, from the approviate people and given ample amount of time
to ask questions or get clarifications. To make sure that everyone has
time to ask questions, set aside a hour or so (45 minutes is what I
personally recommend) to "ask the experts" whereby in addition to
coffee and pastries, your District officers are available to ask/get
questions from. LEAVE YOUR DISTRICT PROFESSIONAL(S) OUT OF THIS!!!
They get questions all day long and most of the time, the person
asking the question needed to get the answer from the volunteer chair
and not the professional. In one District where I did this, we
conducted this part over lunchtime and we gave the DE and his wife a
free lunch at a resturant down the street from the meeting site.
He was still available to answer a question (later on), but the
emphasis was shifted immediately during this 45 minutes from
professional to volunteer and this helped a LOT!
The DOCUMENTATION should come in two forms. Each session (Scouter,
parent, Scout) should have written changes to policy that people can
take home AFTER the session to refer to. We humans have short
memories! This also serves as verification that those attended the
program attended. One neat trick that I've seen (and want to use
really bad) is that when they printed the certificates for the
sessions, they printed it on 11X18 sheets, so that one side would have
the certificate, all filled in. The other side would have the points
from the course/session, the approviate Scouting references, the phone
number and name of the session leader--in short, a summary of the
session. When you got home, you simply cut the paper in half and hang
or bind the certificate! That way, you have the information--and the
certification. The two forms of documentation.
Hope that this helps in your planning. Sorry that it is late in
coming your way! By the way, welcome to the list!!
Mike L. Walton
( Settummanque, the blackeagle... ) )
((MAJ) Mike L. Walton (among other "endearing" names) ( )
( AIS/MR Recreation/Leisure Specialist, Lifeskills Inc. ___)_ )
( Phone 502-782-7992 (home) 502-842-2274 (office) |-=-|] )
(3201-D Cave Springs Avenue -- Greenwood, KY 42104-4439 -------- )
( WALTOML@WKUVX1 / "No such thing as strong coffee, only weak people" )
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( "I don't speak for Lifeskills, Inc. or WKU...but man, do I speak!!!!" )
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