October 2020 SR-7B Council of Chiefs Minutes

Meeting was called to order by Section Chief Ethan Syster at 8:34am on Saturday, October 24, 2020

Welcome

Obligation

Roll Call

• Chief: Present
• VC Program: Present
• VC Training: Present
• Secretary: Present
• 70: Present
• 104: Present
• 117: Present
• 118: Present
• 296: Present
• 331: arrived at 8:53am

Housekeeping

• New officers sworn in by section adviser
• Chief says we’ll follow planbook online
• Chief states agenda traditionally printed is in the online planbook
• Chief says we understand COVID-19 is on people’s mind
• Chief explains that we will discuss the plan today for preliminary COVID plans and then at the end we will discuss a new adapted method we may choose
• Section adviser introduces new COC members

Old Business

• Approve Previous COC Minutes
• Previous minutes found in planbook and screen shared
• Items of business from last meeting are explained by Chief
• Voting formatting off, but everything else is correct according to Chief
• Chief entertains motion to approve previous COC minutes
  • Program so moves
  • Seconded
  • VC Program: Y
  • VC Training:Y
  • Secretary:Y
  • 70:Y
  • 104:Y
  • 117:Y
  • 118:Y
  • 296:Y
  • Motion Passes 8-0-0
• Approval of 2020 Conclave Closeout Budget
  • Looks different this year since there was no event
  • All delegates refunded
  • We did make memorabilia revenue since we still sold it
  • Smaller expenses on promotion and AIA seminar and new awards
  • Chief recommends we entertain motion to let profit from memorabilia sales remain with the section to help fund conclave next year
  • Typically each line item carries over from one year to the next so we need to be good stewards of budget
  • Chief entertains motion to approve 2020 Conclave closeout budget with the profit remaining with the section
  • Adviser explains the inflow and outflow of service contribution of $333.33 between section and Wahissa
  • So moved
  • Secretary seconded
  • Motion Passes 8-0-0

Section Officer and Chairmen Reports

VC Program

• Planbook has been updated to match 2021 standpoint
• Lodges have been contacted about A-List items, contacts at section and each lodge displayed on slide
• Cardnival and COVID-19 idea is Cardnival in a campsite
  • Each lodge given putt putt holes and materials
  • Lodges can provide program
  • Pre-bagged food
  • Encouraging dutch oven desserts
• Quest with COVID-19
  • Round robin style
  • 5 different areas approved at COC last year
    • Modified to fit COVID-19
  • Each area and contest is explained
  • Scoring is remaining the same as approved last year
  • Program moves to confirm the quest events outlined in this presentation with the final to be determined by the VC Program, Chief, and Advisers and any changes be announced in January.
  • Seconded
  • 104 asks if events will be in the campsite
  • Program clarifies it would be spread out throughout camp
  • Chief says the motion would just be about the event but he understands the concern of gathering in a field and watching
  • 104 asks for clarity on scoring in tire event
  • Chief restates motion
  • Motion Passes 8-0-0
• Adviser requests that we go through each A-List item and role for each lodge and request service lodge in training explain Patch auction plans
• Chief recommends Program walks through each one and allows for questions
• All A-List items explained by Program
  • Program gives 296 opportunity to explain patch auction plans
  • 296 says they were told they were getting information here so they don’t have a presentation
  • Chief explains that there isn’t a presentation needed but there should be an agreement between section and 296 about how things will be run.
  • Chief outlines typical required ask of lodges for patch auction
  • Chief asks if contact should remain previous people or become the new lodge chief
  • 296 says neither of previous contacts are active and they should go through the new chief
• Campwide Game explained by program
  • Bingo game of events
  • Prize still being worked on
• Endowment fundraiser
  • Car smash if normal
  • Many goggles and sledgehammers and sanitization for safety

VC Training

• Provides Overview
• Theme is “Assembling Life’s Toolbox”
• Presents timeline
• Exhibitors and Goals
  • Goal is 60
  • Currently 22
  • Looking for skills and hobbies and people in the BSA
  • Contacted over 40 people so far
• Logistics Needs discussed
• Team Outlined
  • Exhibit Contact
  • Set Up
  • Looking for more to serve on team
• Social Distancing plan
  • Hand washing station and hand sanitizer available to all
  • Spread exhibitors out more
  • Popular booths will be far away from each other
  • Limit hands on items and props
• Next Steps
  • Promotion
  • Further contact

Secretary

• Apensuwi schedule presented
  • Explains that lodge chiefs will be reached out to for information for certain articles and they can choose to delegate to a VC
• Cardinal Conclave page has been mostly updated aside from patch and theme and registration will go live ASAP once lodges send in delegate fees
• Lodge key 3 pages will be updated after each election and other changes can be made via emailing secretary@sr7b.org
• Cardinal Communications Award details outlined
• Branding colors dependent on patch approval today but fonts will be Museo Slab 700, 300, and Wisdom Script in accordance with National Branding Guide and consistency with previous years
• Social Media plans explained including goal of providing arrowmen with a connection to conclave
• Handouts will be wristbands, pens, flyers mainly for new members, and business cards
• Additional promotional items will be banners, post cards for personal asks, and a promotional toolkit
• People promotion tips stressed and given
• It is explained how lodge info and section calendar will be kept up to date

Recessed at 9:24am

Called back to order at 9:30am

AIA Chairman

• Historical and Pow Wow team dance schedule explained
• Team Singing canceled due to COVID-19
  • Yelling close together
  • People meeting beforehand
  • Motion Entertained to remove team singing as requirement for AIA and Honor Lodge Awards
  • So moved
  • Seconded
  • 104 asks for further explanation
  • AIA chair explains that singing is people within 6 feet of each other and yelling loudly and that people meet beforehand
  • 104 asks if it would be for all years or just this year
  • Motion is revised to state only 2021
  • 104 asks if now we’re just canceling for conclave or if it is now for the award
  • Chief explains that we’re just removing criteria from awards
  • 104 asks if lodge teams can still meet
  • Chief says they still can meet but we won’t have competition
  • 104 asks if they’ll still get points for meeting
  • Adviser explains that the award is dependent on winning a competition and there isn’t going to be a competition
  • It is suggested that we do a revised motion
  • Motion is withdrawn
  • 104 moves to remove singing competition from 2021 conclave as well as remove Singing criteria from AIA and Honor lodge awards for 2021.
  • Motion Passes 9-0-0
• One dance style at a time
• A-List Lodge responsibility explained
• AIA Seminar canceled for 2021
• 117 raises concern about attendance for conclave driven down from canceling event less than 60 days before Conclave
• Chief explains that social distancing concerns are different
• Adviser explains that we’ll later discuss Conclave Plan B that may alleviate concerns
• 104 asks if we discussed Pow Wow Saturday Night
• AIA chair says we do plan on having that with social distancing

ICE Chairman

• ICE Committee explained
• ICE Award walked through
  • Survey before Conclave
  • 40% of points from inductions survey
  • 60% of points from ceremony evaluations
  • Rubric presented
• Replaced Ceremony Competitions with Evaluations
  • Reasoning explained
  • Rules come from Order of the Arrow Field Operations Guide
  • Evaluation rubric presented
  • Plan to do virtual evaluator trainings
• Evaluation Scheduling outlined
  • Basic times and amount of minutes walked through
  • We want to allow time for evaluators to give feedback
  • 3 ceremonies at a time

Service Chairman

Onsite Service Project

• Communities in Schools Charity and project detailed
• A Million Thanks Charity and project detailed
• Turned over to Chief for voting
• Chief explains A Million Thanks is easier for social distancing but we can have a back up
• Program says these are both great organizations and asks if there’s an opportunity for section to follow through and with social distancing we could still do backpacks. He suggests we may be able to do both.
• AIA chair says it is possible and it’s up to y’all
• Chief doesn’t think we have capacity to do two and we should have one as a backup or potential for next year
• 104 asks if we could do both since they could pre-write letters and turn them in at Conclave
• Program suggest we do Communities in Schools during day and write letter at Cardnival
• Chief says we need to approve one for service project time and we can do another one later without approval at Service Committee’s discretion
• 104 asks why we’re doing canned food then
• Chief says we always do food and blood drive as supplemental and one onsite projects
• Program moves that we approve the communities in schools service project for the designated on site service project time and keep A million thanks as a contingency plan to use either elsewhere in the event or as a replacement
• Seconded
• 104 asks if we have to pay $333.33 for that project, can we lower it since it’s just a bag
• It is explained that there will be school supplies in the bag
• Chief says this does not pertain to the budget, it is just the project, we can discuss the project later
• Motion Passes 9-0-0

Food drive

• For YMCA at Fort Bragg
• Promotion plan underway
• Collecting at check in and then evaluating

Blood Drive

• Run through American Red Cross
• Working with Red Cross to ensure location and staffing

Recognitions Chairman

• Honor Lodge
  • Definition stated
  • Rubric outlined
    • Attendance goals are based on 750 goal this year
• Spirit Award
  • Voting process explained
  • Rubric presented
    • You can vote for a different lodge for every category
• Training double checks when ballots passed out and collected
• Recognitions Chair confirms

Shows Chairman

Plan
Stage rented and in same location
Most items loaned or already owned
Needs
Crowd control
Tents
Outlines of Friday, Saturday, and Sunday Show presented
Subject to change with COVID restrictions
Team
Lighting
Audio
Backstage
Video
Need MC and actors for onsite videos
Timeline shared

2021 Conclave Chairman

Patch and Theme 1 presented
Question on Arrow being allowed to be horizontal in national branding guidelines
Chief says we’re approving general concept and can adapt to fit national guidelines
Patch and Theme 2 presented
Service Lodge recommends Patch and Theme 1
Conclave chair entertains motion to approve patch and theme 1 “Onward and Upward” as outlined in presentation
Program moves
Secretary Seconds
Motion Passes 9-0-0
Schedule presented
Map Presented
Hazard Plan presented
Menu Presented
Service troops will be making things as well
Conclave Chair entertains motion to adopt menu as outlined in planbook
Moved
Seconded
Motion Passes 9-0-0
New Needs request system
More info sent shortly
Basic estimates January 1
Hard Deadline 1 week after 60 days out meeting
Staffing
Looking good
Key positions are in
Registration will include option to help service lodge staff
Section officers and chairmen are encouraged to find their own staff
YPT
Bathroom signs
AIA changing areas
Lodges will figure out tenting arrangements
Chief requests that other lodges provide staff members
Chief reiterates this is our first conclave with Youth females so we need to make sure to think about YPT arrangements and Lodges should enforce

Recessed at 10:33am

Called back to order at 10:39

New Business

Memorabilia Pricing

Proposed pricing presented
Prices same as last year
Pictures null, motion would be to approve pricing
Pictures would be with what we approved today
Chief entertains motion to approve 2021 conclave memorabilia pricing with understanding that design would be based on new patch and theme
Moved
Seconded
Motion passes 9-0-0

2021 Conclave Proposed Budget

Expecting lower attendance goal given pandemic
Rest of budget is typical but lower due to less attendance
Chief states we do usually use all of lodge contributions for service project and if we don’t we can reimburse lodges
Chief entertains motion to approve 2021 Conclave budget as outlined in the planbook
Moved Seconded
104 asks for fee
Chief states fee and says lodges can add for themselves but those should ideally be kept low
Motion passes 9-0-0

Plan B – Cohort Model

A lot of today is just an ideal setting if things improve by April
We’re committed to hosting an event within current guidance since we believe section members would rather have a modified event than nothing
Started thinking about Cohort model with 10 Cohorts of 50 people and no cross cohort interaction
Keeping cohorts mainly in campsite
Limit attendance (probably 500 unless guidance changes)
Lodges will be given a spreadsheet with their allotment and list of cohorts on November 15th
Potential cohort options discussed
Currently in preliminary brainstorming stages for if guidance remains the same as now
Another COC will be held at the beginning of 2021 to convey further details
Adviser provides further details and ideas
May allow option for people who can’t go in lodge allotment to go on staff given the attendance cap
Chief says ask for right now is a January COC meeting and says it would be best to go ahead and schedule a meeting
Floor is opened for questions that can be answered now or later
118 applauds Section for planning and being proactive and states Wahissa will support whatever needs to happen
Recommended COC date is Sunday, January 10th or Saturday, January 16th
104 asks for what holiday weekend is
It is stated that MLK is 18th
117 says 10th is after LLD
It is asked if MLK is a bad weekend overall
117 says they could settle for late afternoon on the 10th if MLK weekend is bad for everyone else
Chief says 331 may have an event that weekend
It is said we could probably do late afternoon on the 10th to work with lodges that have an event
Chief entertains motion to hold another COC meeting on January 10th in the late afternoon or evening with the time to be decided on a later date
Moved
Seconded
Motion Passes 9-0-0

Closing

Dates for the next year walked through
Chief’s Moment
Adviser’s Minute

Meeting was adjourned by Section Chief Ethan Syster at 11:13am on Saturday, October 24, 2020