Del-Mar-Va Council Boy Scouts of America 11/19/2018 Del-Mar-Va Council Boy Scouts of America Re-Chartering your Unit 2014 Welcome. Thank you all for attending this roundtable to discuss the changes to re-chartering our units this year. Let me begin by apologizing for the confusion you may have experienced with our error in mail merging your invitations to this roundtable. Sorry for any confusion that may have caused, as you’ll be able to see in your packets you are correctly registered in your units as you had thought.

Re-Chartering Your Unit - 2014 11/19/2018 Re-Chartering Your Unit - 2014 What’s New? Council Goal for Re-Chartering System Overview What needs to happen in November Re-Charter Day, Saturday, December 7th Questions and Answers Review the goals and expectation's for the presentations

What’s New? Increase in Registration Fee 11/19/2018 What’s New? Increase in Registration Fee 24 dollars annually to register each youth and adult Boy’s Life Fees remain the same. The national council has raised the membership fees from 15 dollars annually to 24 dollars annually.

11/19/2018 What’s New? Gives our families a tool to provide feedback to improve Scouting. Gives our unit leaders a tool to provide feedback to improve District operations. VOS is part of Scouting's continues improvement program. Currently the survey results and feedback is being directed to Council Volunteers, very soon District Volunteers will have direct access. In the future the Unit Key-3 will be sent survey feedback from the members of their unit.

11/19/2018 What’s New? When re-chartering your unit update your email addresses so your families and leaders receive the link to provide feedback to improve Scouting The one thing we need to make this system work is current and correct email addresses entered into scoutnet. There are two convenient times when this can be done. The first is when the initial registration is filled out. The other is during the recharter process. So please review and correct/add email addresses into the online system. In your packets in a roster with email address in the scoutnet system. Please review this with your families during the membership inventory phase of the recharter process

Del-Mar-Va Council’s Re-Charter Goal 11/19/2018 Del-Mar-Va Council’s Re-Charter Goal October All Youth Recruited and Registered across the council All leader position change applications submitted and processed Units validate and correct Leader Training November All units complete the online re-charter process All units obtain necessary signatures from Executive Officers (IH’s) All fees collected and deposited There are a few reason we don’t open up the online recharter system until November 1st. First we want make sure that the fall membership process can be as complete as possible and the new applications processed. This will save you time in the online system. The second if for you to review your Leaders training records and have time to get everyone prepared (trained) in order to be renewed. Lastly it gives you most of the month on October to collect the information, fees and other information you’ll need to hit the ground running once the system is live. November 1st the system is live and you have a month to complete the online process collect the necessary signatures and finish collecting fees and information.

Del-Mar-Va Council’s Re-Charter Goal 11/19/2018 Del-Mar-Va Council’s Re-Charter Goal December All units arrive at their re-charter day location with completed, signed paperwork and a check to cover fees All training is validated at re-charter day All charters are reviewed and prepared to post. January All charters are posted Registration cards are printed and mailed Charters are printed and given to District Commissioners to have present at meaningful unit ceremony Recharter Day is December 7th 2013. The location is printed on your access code label on your recharter packet. Be prepared with/for the following; Have your training validated, review of applications for all youth and adults who did not appear on your roster Bring a unit check (preferably blank) to pay your unit recharter fees.

11/19/2018 This is the welcome screen of the re-chartering system. When you log in for the first time you will need to click “First Time User”. If you have started the process on a different night and are returning to finish, please select “Returning User”.

11/19/2018 After a few screens agreeing to confidentiality and registering yourself as a user on the system you will arrive at the Overview page of Internet Rechartering.

11/19/2018 This is the first step, where you determine which roster to load – the one on file at the local council or you local copy from programs such as pack master and troop master. If you remember our goals to have all adults and youth registered by the end of October then choosing the local council option should have all the same information as your local records. Remember that your packets tonight contain a copy of your current roster.

11/19/2018 Now that you’ve loaded your roster it is time to determine if any members will not be renewed for your new roster.

11/19/2018 After selecting who will and won’t be renewed you will be able to see lists to ensure that you have selected the right individuals for the right category.

11/19/2018 Promote members allows you to transfer a scout from a feeder pack to the Troop, or from the Troop to a Team or Crew. Remember if all applications have been turned in before the end of October – this work is already done. Webelos Scouts that haven’t crossed over yet should NOT be promoted and they should be re-registered with the PACK, and then transfer in the Spring.

11/19/2018 After you have transferred any Scouts it will prompt you to Add any new Adults or Youth. Remember if the applications are in and processed, this work is done for you already.

11/19/2018 At the end of the update roster section you will see the list of required positions to charter a unit and the number that your unit has and who is filling which role. Remember that our council requires that all Direct Contact Leaders are position specific trained.

11/19/2018 Now in Step 3 – Check Roster, we are truly asking you for your help. If all of our units take the time to update the email addresses for their adults and youth then it will allow us to move forward in the council’s Journey to Excellence and prepare units to move forward as the Voice of the Scout program continues. Remember that there are 327 units across the council renewing their registrations this year – if we all take a few minutes to update this system with emails it will prevent a council employee from spending a month to update each individual record.

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11/19/2018 Membership Inventory is another key part of cleaning up your charter process. Your honest answers why each youth member didn’t renew is something that the council does review. When appropriate the membership team will reach out to these Scouts to try and get them back in Scouting.

11/19/2018 Now you may have seen a draft earlier, but until you arrive at Step 5 and get “Congratulations” you aren’t at the end of the re-charter process. And actually this is just step 1 in renewing your unit’s charter you’ve still got a few more things to do! Make sure that you print all two of the links: Charter Renewal Application, and Journey to Excellence award.

11/19/2018 Now you’ve got in your hands a print out of your unit’s re-charter application. It needs to be signed by your chartering partner’s Executive Officer – the one listed on your paperwork as the Institution Head or Executive Officer, not your Chartered Organization Representative. This paperwork also has your calculated fees but note that the Charter Fee may not be correct. This paperwork needs to also be signed by the Cubmaster, Scoutmaster, Crew Advisor, etc. to be processed. Your District Commissioner will review and sign as the Council Representative on Saturday, December 7th at your District’s Re-Charter Day.

11/19/2018 The Journey to Excellence award paperwork outputs like this. Download the excel document from scouting.org and updated based on your unit’s performance.

November – What Needs to Happen 11/19/2018 November – What Needs to Happen November 1st – the online re-chartering system opens. Unit needs to validate all adult training. Units need to log in and do the process of internet re-chartering as just illustrated. Units need to print out and obtain the signature on the Charter Application paperwork from their Executive Officer Unit needs to collect all fees and prepare a check to the Del-Mar-Va Council

Saturday, December 7th, 2013 Re-Charter Day 11/19/2018 Saturday, December 7th, 2013 Re-Charter Day Units will come to district location between 9am and Noon Units will review with Commissioners or Committee member JTE paperwork and paperwork Units will validate with District Training Chairs status of all Unit Leaders to ensure that 100% of Direct Contact Leaders are trained in their positions Units will review with District Executive fees and ensure that the check or funds in the unit account will cover re-chartering fees. Units will review all paperwork and signatures with District Commissioner and turn completed package into them.

Re-Charter Validation Sheet 11/19/2018 Here is the validation sheet which will be completed at Re-Charter Day. Please note that charters will not be processed without this sheet attached and signed by the District Training Chair, District Executive and District Commissioner. This sheet has been included in the re-charter handbook this year so units should pull it out of their handbooks and bring into Re-Charter Day.

11/19/2018 Questions? All registered leaders must have valid youth protection which is good for 2 years. I would recommend if you YPT expires any time before 3/21/2014 to renew it. Venture leader including COR with crews/ships must take the Venture YPT. Registered in both? Take both. All Direct contact leaders must be trained for the position (NL, NA, SM, ASM, CM, ACM, DL, DA) If you unsure what’s required see your training chair. New leaders have 90 days to complete required training. College reserve – 92U and 92V are available for troops with 18-20 year old ASM. This allows them to register without direct leader training while they are in college or the military. During internet re-charter select ASM. Once the final charter is printed manually add position code 92U.

Immaculate Conception School Re-Charter Day – Cecil See you Saturday, December 7th between 9am and 12. Immaculate Conception School Cafeteria 452 Bow Street Elkton, MD