1. 2019 Unit Elections 101/401 Egwa Tawa Dee Lodge
Elections after the 2018 Membership Update
After the BSA made it official on October 11, 2017 that all levels of the Scouting movement in the US would become co-ed by 2019, Brothers everywhere wondered what it would mean to the OA. All the speculation came to an end on May 23, 2018 when National issued the 2018 Membership Update.
Today, I’m going to talk about how we are going to conduct unit elections in Egwa Tawa Dee from this point forward.

2. Introduction
This presentation was made at the 2018 Fall Fellowship of Egwa Tawa Dee on September 15, 2018 at Woodruff Scout Camp.
It is designed to explain how Unit Elections will be conducted by Chapters in 2019.
The information in this presentation is based on the latest information available.
In the event that anything in this presentation differs from guidance issued after 9/15/18 by the National Council of the Order of the Arrow or Egwa Tawa Dee Lodge, follow the latter.

3. After the Boy Scouts of America made it official on October 11, 2017 that all levels of the Scouting movement in the US would become co-ed by 2019, Arrowmen everywhere wondered what it would mean to the OA.
All the speculation came to an end on May 23, 2018 when National issued the 2018 Membership Update.

4. New Order of the Arrow Membership Requirements
Be a registered member of the Boy Scouts of America.
Have experienced 15 nights of camping while registered with a troop, crew, or ship within the two years immediately prior to the election. The 15 nights must include one, but no more than one, long-term camp consisting of at least five consecutive nights of overnight camping, approved and under the auspices and standards of the Boy Scouts of America. Only five nights of the long-term camp may be credited toward the 15-night camping requirement; the balance of the camping (10 nights) must be overnight, weekend, or other short-term camps of, at most, three nights each. Ship nights may be counted as camping for Sea Scouts.
At the time of their election, youth must be under the age of 21, hold the Scouts BSA First Class rank, the Venturing Discovery Award, or the Sea Scout Ordinary rank or higher, and following approval by the Scoutmaster, Crew Advisor or Sea Scout Skipper, be elected by the youth members of their unit.
Adults (age 21 or older) who meet the camping requirements may be selected following nomination to and approval by the lodge adult selection committee.
2018 Membership Update, May 23, 2018 (
For 2019 election cycle, it is highly unlikely that any female Scouts in Troop programs will be eligible for OA because of First Class Requirement #1a “Since joining Boy Scouts, participate in 10 separate troop/patrol activities, at least six of which must be held outdoors. Of the outdoor activities, at least three must include overnight camping.”
Some female Scouts in Venture and Sea Scouts likely will be eligible for election.

5. Participation Across Programs
“Goal is to give equal opportunity to all scouts
Any scout, in any program (except Cub Scouts) will have the opportunity to be elected into an Order of the Arrow lodge
Scouting is now serving its most diverse group ever, all members should be able to be a part of the Honor Society of Scouting”
Anthony Peluso, National Chief
Michael Kipp, National Vice Chief
NOAC 2018

6. 2019 Unit Election Cycle Nov. 2018 – Jan. 2019
Present new eligibility rules at District Roundtables
Contact adult leader in all Troops, Crews, Ships
Schedule elections
December - Lodge Unit Election Letter sent to Unit Leaders
Jan. 1, 2019 – Elections in Troops begin
Feb. 1, 2019 – Elections in Crews & Ships begin
March 31, 2019 – Last day for unit elections
April 14, 2019 LEC*
Unit election reports due to Unit Relations Committee
Completed Adult nomination forms must be submitted to Lodge Adviser by Chapters on or before the deadline!

7. Eligibility requirements apply uniformly at the Unit & District level!
Reminder!
Eligibility requirements apply uniformly at the Unit & District level!

8. Youth Members
Effective February 1, 2019

9. Youth Member
In the OA, a Scout is considered to be a youth until their 21st birthday
Not an issue for Crews and Ships
Membership ages are identical to OA
Can be an issue for Troops
Youth members “age out” for advancement purposes on 18th birthday
Over 18 can be registered as an Assistant Scoutmaster, Unit College Scouter Reserve, or Unit Scouter Reserve and remain active
For the older Scout program, we are reinstating policy that was followed until the 1970’s. For several decades, members of Explorer posts were eligible to be elected into the OA provided they met the rank and camping requirements.

10. Unit leader decides what constitutes an active member in the unit
A youth who moves away or drops out of the unit because of other interests would not be counted as an active member
Examples
Unit College Scouter Reserve
Away at college?
Regularly attending meetings and events?
Assist. Scoutmaster who is 18, 19 or 20
Unit leader decides what constitutes an active member in the unit

11. Cannot apply rank in one unit to another unit
Rank Requirements
Must meet rank requirement in unit holding election to be eligible for election
Troop – First Class or higher
First Class, Star, Life, Eagle
Venture – Discovery or higher
Discovery, Pathfinder, Summit
Sea Scout – Ordinary or higher
Ordinary, Able, Quartermaster
For 2019 election cycle, it is highly unlikely that any female Scouts in Troop programs will be eligible for OA because of First Class Requirement #1a “Since joining Boy Scouts, participate in 10 separate troop/patrol activities, at least six of which must be held outdoors. Of the outdoor activities, at least three must include overnight camping.”
Some female Scouts in Venture and Sea Scouts likely will be eligible for election.
Cannot apply rank in one unit to another unit

12. Camping Requirement
“Have experienced 15 nights of camping while registered with a troop, crew, or ship within the two years immediately prior to the election. The 15 nights must include one, but no more than one, long-term camp consisting of at least five consecutive nights of overnight camping, approved and under the auspices and standards of the Boy Scouts of America. Only five nights of the long-term camp may be credited toward the 15-night camping requirement; the balance of the camping (10 nights) must be overnight, weekend, or other short-term camps of, at most, three nights each. Ship nights may be counted as camping for Sea Scouts.”
2018 Membership Update, May 23, 2018

13. “Long Term Camping” = 6 days and 5 nights
“15 nights of camping within the two years immediately prior to the election”
“Long Term Camping” = 6 days and 5 nights
Not more than 5 nights is counted regardless of length
At an accredited BSA camp or a similar Scout activity that is “approved and under the auspices and standards of the Boy Scouts of America”
Must be Scout camping, not just family/friends
Unit leader determines what meets criteria (i.e., summer camp staff).

14. Short Term Camping = “overnight, weekend, or other short-term camps”
Must be Scout camping, not just family/friends
Minimum of 10 nights
Even if event is over 3 nights long, only 3 nights count toward election eligibility
The event cannot exceed 4 nights or it is long term
Example: Winter Camp at Bert Adams qualifies as short-term camping
NYLT is long term camp

15. If Scout is registered in more than one program area, i. e
If Scout is registered in more than one program area, i.e., Troop and Crew, Troop & Ship, Crew & Ship, camping nights count across program areas.

16. If Scout is registered in more than one program area, i. e
If Scout is registered in more than one program area, i.e., Troop and Crew, Troop & Ship, Crew & Ship, the Scout may stand for election in each unit in which he or she is eligible.
Not being elected in one unit does not prevent the Scout being elected in the other unit

17. FAQ – Will camping be counted retroactively for those currently in Venturing and Sea Scouts?
“Camping that has taken place within the two years immediately prior to the election will be counted beginning February 1, This camping must have taken place while an individual was registered with the BSA as a program participant and must be while participating with a BSA Venturing Crew or Sea Scout Ship.”
OA FAQ accompanying the Membership Requirements announcement

18. Who is Eligible in a Scout Troop
Under 21 years old*
Earned 1st Class Scout or higher
15 nights of camping within 2 years of date of election with no more than 5 nights of long term camping; the remainder being short term camping.
Be approved by the Scoutmaster
Be approved as a candidate by a vote of the troop.
50% of active members must be present
Scout must receive at least 50% of the votes cast
This includes Assistant Scoutmembers

19. Who is Eligible in a Venture Crew
Under 21 years of age
Earned the Venturing Discovery Award
15 nights of camping within 2 years of date of election with no more than 5 nights of long term camping; the remainder being short term camping
Be approved by Crew Advisor
Be approved as a candidate by a vote of the crew.
50% of active members must be present
Scout must receive at least 50% of the votes cast

20. Who is Eligible in a Sea Scout Ship
Under 21 years of age
Earned the Sea Scout Ordinary rank or higher
15 nights of camping within 2 years of date of election with no more than 5 nights of long term camping; the remainder being short term camping.
“Ship nights” may be counted as camping for Sea Scouts
Be approved by Skipper
Be approved as a candidate by a vote of the ship.
50% of active members must be present
Scout must receive at least 50% of the votes cast

21. FAQ – What is a “Ship Night”
A “ship night means one overnight stay on a ship, while involved in the traditional activities of Sea Scouting.”
Michael Hoffman, National Chairman, Order of the Arrow
Traditional camping nights also count for Sea Scouts
Long term Sea Scout events such as a "long cruise" and "superactivity“ may meet the long term camping requirement if they involve more than 6 days and 5 nights.
Unit leader (Skipper) determines

22. Unit Leader Approval
The unit leader (Scoutmaster, Crew Advisor or Sea Scout Skipper) must approve all qualified Scouts for election
but
May not discriminate against a qualified Scout on the basis of sex
Any alleged discrimination must be reported immediately to the Lodge Adviser!

23. Yes the Scout is eligible but . . . Does the Scout want to be in OA?
Encourage eligible Scouts to consider:
Commitment
Unit is still the Scout’s first responsibility
To get the most out of the OA, you have to participate
“If you're not actively involved in getting what you want, you don't really want it.” - Peter McWilliams
Interest
No shame if a Scout asks not to be on ballot
Lodge Journey to Excellence Standards for 2018
Induct at least 98% of Ordeal candidates = Gold
Induct at least 76% of Ordeal candidates or increase 5% over 64% = Silver
Induct at least 64% of Ordeal candidates or increase 5% over prior year = Bronze

24. Adults
Effective February 1, 2019

25. Eligible Adults – Unit Level =========================================================================================================
Over 21 years old
Primary (i.e., paid) registered member of unit
15 nights of camping within 2 years of date of election with no more than 5 nights of long term camping; the remainder being short term camping.
Ship nights may be counted as camping for Sea Scout Adults
Must be willing and able “to perform the necessary functions to help the Order fulfill its purpose”
Be nominated by unit committee
Reviewed by Chapter Adviser
Be approved as a candidate by the:
Lodge Adviser
Lodge Adult Selection Committee
Council Executive

26. Eligible Adults – Unit Level ====================================================================================================
Unit must elect at least one Scout as a candidate before ANY adults can be nominated
The number of adults nominated cannot exceed one‐third of the number of youth candidates elected, rounded up where the number of youth candidates is not a multiple of three.

27. Eligible Adults – Unit Level ===================================================================================================

28. Eligible Adults – Unit Level =====================================================================================================
Unit Leader “Exception”
Scoutmaster, Crew Adviser, Skipper ONLY!
1/3 rule does not apply but
At least one Scout must be elected, and
The unit leader must have been primarily registered and served in the position for at least the previous 12 months if unit uses the exception to exceed the one-third rule

29. If Professional Staff is being nominated – contact Lodge Adviser
Eligible Adults – District Level =========================================================================================================
Over 21 years old
Primary registered position (i.e., paid) must be with District
If unit is primary position, unit must nominate
15 nights of camping within 2 years of date of election with no more than 5 nights of long term camping; the remainder being short term camping.
“Ship nights” may be counted as camping for Sea Scout Adults
Must be willing and able “to perform the necessary functions to help the Order fulfill its purpose”
Be nominated by District Chairman
Reviewed & signed by Chapter Adviser
Be approved as a candidate by the:
Lodge Adviser
Lodge Adult Selection Committee
Council Executive
If Professional Staff is being nominated – contact Lodge Adviser

30. Adult Nomination Form USE THE LODGE FORM! Must be complete - BUT
2018 Revision
3 pages long
Must be complete - BUT
Unit level nomination
Endorsed by unit leader and Committee Chair
District level nomination
Endorsed by district chair
Chapter Adviser must:
Review
Endorse on page 3

31. Adult nominations cannot be submitted until after the unit election has been completed!

32. Before the Election

33. Preparing for Elections
“Constant Contact”
Don’t wait till January to start
Identify units and leaders now
DE can provide contact information
Re-Verify Unit Leaders in January (after Recharter)
Communicate with them – “Adults talk to adults”
Have someone new contact the difficult unit
Provide roster of their OA members
LodgeMaster can produce unit rosters

34. Preparing for Elections
Most Troops use Troopmaster or Scoutbook Software.
Ask the unit leader to send the “OA Eligibility Report” and prepare ballots with Scouts names.
Crews and Ships do not use either.
Have a tracking system for your chapter to keep up with candidates

35. Preparing for Elections
Crews & Ships:
Identify units in District
Sea Scouts have their own structure and may not interact with the Districts they physically are in
Communicate with unit leaders
Explain what OA is all about
Explain requirements
Rank
Camping records
Many have not kept them
There are 2 Sea Scout Ships in Atlanta Area Council – S100 in Canton, S22 in Flowery Branch

36. Preparing for Elections
Select & Train Chapter Election Teams
An election team consists of at least two youth and one adult
Get Chapter Chief/Officers involved
Recruit team members
Identify OA members in units
Invite them to be on team
“The more unit election teams you have, the better the unit elections will be
Elections should be run by Teams made of members from other units.
But unit OA members can be a part
Recognize team members

37. Consider using a fillable .pdf packet
Organize Paperwork
OA Unit Election Report
Ballots
Pre-Printed or fill-in?
Team/Unit cannot add names to a pre-printed ballot
Blank ballots are required
Talley sheet for counting votes
OA Unit Election Evaluation Report
Candidate Information Form
Consider using a fillable .pdf packet

38. Candidate Information Form (New for 2019)
Replaces
“List names, mail and addresses, and phone and BSA ID numbers of those elected on the back of” the Unit Election Report

39. Standards for Election Teams
Your visit is often the first time potential Arrowmen are introduced to the Order
“A good first impression can work wonders.”
J. K. Rowling
Confirm date/time/place with each unit leader during the week before election
Have the “eligible list” and current OA membership information before you arrive

40. Standards for Election Teams
Election team members are in full field uniform (Class A) with sash
Arrive 15 minutes before the scheduled election time
“If you are early you are on time; if you are on time, you’re late; if you are late, you are disrespectful”
Assign duties
Include the OA Representative and unit OA members and decide who will do which job.

41. Standards for Election Teams
What to bring:
Supplies
Paper
Extra pencils (for the unit members).
Extension cord
Equipment for PowerPoint or video
Make sure it works before you arrive
Bring cables to hook up to any kind of system
Unit Election packet
Without the proper forms, you will be unable to complete the election.
Ballots (pre-printed & blank)
Unit Election Report
Youth Candidate Information form
Unit Election Evaluation
Talley sheets
A Copy of the Guide to Unit Elections (National & Lodge)
Camping Promotions packet
Election ceremony script

42. When You Arrive Arrival Confirm who is eligible
Adviser talks to unit leader
Team leader talks to youth leader.
Confirm who is eligible
Determine active membership and current attendance
It is up to the unit leader to determine who is active.
The unit leader verifies that at least 50% of the registered active unit membership is present.
The number of registered active youth (under 21) is entered onto the Youth Candidate Election Report.
No proxy voting is allowed.

43. When You Arrive Determine if results are to be announced
Confirm with the unit leader if the results will be announced immediately after the election.

44. Promote the OA, Elections and Camping
Have Chapter officers develop Video or Powerpoint to use at the Election
“What do people do in OA?”
Keep it simple, show OA is fun

45. Election

46. Election Rules
At least 50% of the active members of the Troop, who are under age 21, must be present.
Names cannot be added to a pre-printed ballot
Switch to a blank ballot
Encourage Scouts to vote for those candidates who they believe best exemplify the ideals of the Boy Scouts of America
Scouts can vote for as many or as few eligible candidates as they want
Scouts do not have to turn in a ballot
*Calculate the number needed for election by taking the number of voting youth, divide by 2, round down if necessary, and add 1.

47. Election Rules Candidates must receive 50% of votes cast to be elected
Only ballots turned in count as a vote cast
Ask them not to leave after the election
A second round of election is needed if no one is elected
Quorum must be maintained

48. After the Election

49. After the Election Collect all ballots Count ballots
Verify results!
Enter results on Unit Election Report
Inform unit leader of the results
Accept any Adult Nominations

50. No one received 50% of votes
Inform the unit
Answer any additional questions, and
Conduct one more vote.
If no one is elected on the second vote, the result is final.

51. CALL OUTS When do you do a Call Out? Immediately After Election?
Is election team prepared to conduct a call out?
Later Unit Meeting?
Call out should occur prior to 1st Induction Weekend
Special Ceremony?
No District Campouts in 2019
Holding a call out in unit does not preclude special ceremony later

52. CALL OUTS What does the Candidate get? Recognition? Welcome packet?
Ordeal information?
Spirit of the Arrow booklet # 1

53. After the Election Election Thank unit leaders, then leave
Submit Reports to Lodge Unit Relations Committee
Unit Elections Report
Youth Candidate Information Form
Unit Election Evaluation Form

54. After the Election Communicate with your Candidates
Get the Chapter Chief & officers involved
, text, SnapChat, Phone, snail mail
Let them know:
About any Chapter events
When, where, what of Induction Weekends
Make them feel welcome

55. Miscellaneous Issues

56. “Lapsed” Youth/Adults
Check rosters before you visit unit, look for adults/youth who haven’t paid in past 2-3 years
Give anyone wearing a flap “Mac’s Card” and the welcome back letter/transfer form
“The SASH is yours for LIFE. The Lodge Flap is a LEASE”

57. OA Leadership Positions in Units =============================================================================================================
OA Troop Representative
Youth member
Promotes communication between your unit and OA Chapter and Lodge .
To receive credit for the Position of Responsibility of OA Representative for your troop, you must attend Chapter meetings or send another person in your place to the meeting.
OA Representative Adviser
Adult OA member who assists the youth representative succeed in his role as the communication and programmatic link between the unit and the lodge or chapter.
Does not have to be an assistant scoutmaster.
Get the name and contact information for anyone wearing these patches and submit it to the Lodge

58. Questions?

59. Acknowledgements
Slide 5 is from “Membership Policy Changes,” a presentation delivered by Anthony Peluso, National Chief & Michael Kipp, National Vice Chief at NOAC 2018, used by permission.
Graphics and pictures, provided by Echota Chapter, Egwa Tawa Dee Lodge
Thank you to Mac, Sharman, John, Matt and Michael for their help in putting this presentation together
Thank you Chuck Brooks and Jeff Wise for the technical set up

60. Thank you! Chuck Olson Adviser Unit Relations Committee
Associate Chapter Adviser
Echota Chapter