Section C-4A Council of Chiefs Meeting Minutes November 5, 2011

Section C-4A Council of Chiefs Meeting Minutes November 5, 2011 I. Call to order Section Chief, Mitch Andrews II. Roll Call Section Vice Chief, Ricky Angeletti Members Present: Section Leadership: Mitch Andrews, Ricky Angeletti, Jon Reisdorf, Sean McCabe, Barry Smith, Zach Thuring, Jordan Jasper, David Gersting Lodge Leadership: Cuyahoga: Michael Schlomer, Margie Bibbs Onondaga: Brent Nadolski, Kevin Frank, Shane Gamble, Ben Leone, Rob McCabe, Richie Targosky, Robert Knight, Damion Blanton, Wapashui, Porter Lyons, Walter Fowles, Larry Andrews, Terri Andrews Sipp O Duke Cecil, Brian Seeton, Karl Henley, Ken Lovett, James Henthorne, Heath Manbeck Marnoc Scott Saffle, Paul Sellman, Mark Messerly Portage Matt Bernotas, Greg Hutcheson, Kane Phillips, Mary Wirth III. Lodge Updates a. Cuyahoga i. I would like to thank Portage lodge for helping us with our ceremonies. I would like to acknowledge the bond of brotherhood that has occurred between our two lodges. Since the last COC our events have become successful due to better planning. It is most likely that we will make quality lodge this year. b. Onondaga i. We are getting ready for Conclave 2012, December 17 is the winter banquet, and everyone is welcome to attend. We recently had our fall fellowship where we had 32 in attendance. c. Wapashuwi i. We are really close to getting quality lodge this year. We have an event coming up on November 15. Our winter banquet is held at the First United Methodist Church. We are also endeavoring on a project for Conclave 2015, the longhouse project. We are at the planning stages. We

will build a multi purpose long house. We went to pitch our idea to the properties committee. I will give you more updates as they progress. d. Marnoc i. We just had a service day that had a decent turnout but we would like more youth membership there. Our fall fellowship will be in November. The Winter Banquet is coming along and we are putting together events for it. We are working on getting a service grant to work on Camp Manatoc. As for Quality lodge, we only need 17 more members; we are super close and hope it will happen. e. Sipp O i. Well we are planning the LLDC which is one of the requirements we need for quality lodge. We are also planning a community service project. Our winter banquet will be on December 7 th at UCC in Dover. f. Portage i. Attendance at our events is improving. We went above and beyond are wrapping up another good year at portage we are at 50% brotherhood conversion. We have higher numbers, setting record date. This year is our 15 th anniversary. In 2012, March we are having a Blues Brother fellowship where everyone is invited free of charge. Next weekend is our Lodge Banquet, at the great wolf lodge in Sandusky. We will be submitting applications to quality lodge. IV. Review and approval of Minutes a. Motion to approve by Matt from Portage b. Second by Cuyahoga 17. i. Unanimous approval from COC V. Old Business a. Section Secretary Vacancy Sean McCabe i. Description of Secretary Position b. Lodge Assistance Program Ricky Angeletti i. Reported by Ricky. We have Onondaga and Wapashuwi for visitations this year. We are looking at potential dates. November 13 th for Wapashuwi. I had the luxury of attending a few lodge events. I had a blast, thank you. I sent a questionnaire out to lodges about lodge evaluations so that we can build our training cells around this survey. I have a few more lodge advisers that need to fill this out. c. National Events Ricky Angeletti i. 2012 NOAC July 30 Site is up go there and check everything out. There is no maximum limit to the number of members each lodge can bring. Encourage your membership to attend. Conference fee is $400. Probably need to increase this price if you want to include transportation and shirts. I need to report the price that lodges charge to the region. Please get this information to me. I would like to establish contact with each lodge for contingent leaders, a youth and an adult. Lodge advisers and chiefs, please forward this contact information to me ASAP. Registration is open and you may submit your registration until June 30. Utilize the

tools that are available online. We are hoping to have a large showing at NOAC this year. 1. Section NOAC scholarship. One for Ordeal and one for Brotherhood member. Applicants need to write a 300 word essay on what the Order of the Arrow means to them. Deadline is to be determined. The Deadline is December 30 th. a. We are considering Chartering a Bus from the Section that will be available to lodges for NOAC 2012. Do you guys like this idea. i. Matt Do we have a goal on how many people we should send to NOAC 1. There is no set goal, however there is no limit on the amount of people that can go to NOAC from each lodge, it is open enrollment. b. Sometimes it is difficult to have lodge adults to drive to NOAC, so a section Charter bus may seem practical to some lodges to help with transportation to NOAC i. Onondaga already has a bus ii. Marnoc is looking into getting a bus. c. Should we get a charter bus and go together as a Section? i. Ricky Once we get contingent leader information we can iron out more details. d. Project 2013 An OA service core to help with the Jamboree. Trek Guides and Day of Service guides. There are 300 youth opportunities and a limited number of adult spots. If you are interested in applying, please check out the link and go to the National OA website where you will find additional information. If you register for the event please and enter Mitch Andrews as the contact you will be helping the Section track numbers. This is a great opportunity to go to the Jamboree for a lower fee. We are doing very well for Section Numbers; we are three people away from our goal. More info on the BSA website. e. High Adventure Applications are now available and open. There are 42 spots and they are filling up quickly. 1. Ricky is the High Adventure Program chairman. You can direct any High Adventure questions toward Ricky or Mitch. We need to try to get our HA attendance up. Please promote at lodges! 2. These next few months, November/December, it is important that your lodge members are submitting their applications for High Adventure Programs. f. Quality Lodge and Re Charter Barry Smith i. This is the last year for Quality Lodge; Next year it will be Journey to Excellence. ii. Cuyahoga: I want to congratulate you to have a lodge that is building, although you may not get Quality lodge this year. iii. Onondaga: Looks like you will make it. iv. Wapashuwi needs 13 more members that seems doable

v. Marnoc is on track, need 17 more members. It seems that they will get it done. vi. Sipp O We have the community have the service project that we will have. We will also have the LLD. There is no problem with brotherhood conversion. Portage lodge, has all requirements done expect all those that need to be done at the end of the year. g. ALTC Jon i. I have talked a lot this weekend. If you have any questions or concerns that you would like to talk about, come find me and tell me about the weekend. Feel free to let me know how you liked the weekend. We will be sending out surveys. Please remember to submit your contracts. Once we get to April I will be on the phone with a lot of chiefs and participants. ALTC 2012, be there next year. It is the First weekend in November. VI. New Business a. Re Charter Packets i. Lodge charter renewal instructions this year charter renewal is online, which you will fill out a PDF. Instructions can be found in the packet. If you have questions, let Sean McCabe know. Once you are finished, please send it to National AND the Section. ii. Second, you still need to print this form out, sign it, and mail it with a check to Texas. iii. There are two awards in your packet. Look over those. Last year, Portage won both, so congratulations to you. We are really proud of Portage to receive these two awards iv. Quality lodge form. If you are not getting quality lodge, you still need to fill out and submit the form. v. Quality lodge pins if you want them, you can buy them. vi. Get kids to camp program the OA has decided that the envelopes were a waste of money; therefore the program has been introduced. b. Journey to Excellence i. We do not have much information at this point 1. We will know more in two weeks at SOS. 2. It seems that there will be more levels for Journey to Excellence, Chapter, Lodge, and Section level. VII. Conclave 2012 a. 2011 CVC s and Coordinator Updates i. Conclave Coordinator 1. Shane Gamble Onondaga 2. We had a meeting today to discuss some specifics. It will be the BEST EVER conclave at Fort Steuben Scout Reservation. 3. We will also be doing a totem pole again this year. If anyone is not familiar with the concept, each lodge receives a block of wood that you will be able to carve your lodge s totem into it, paint it and decorate it as you would like. Then we will be mounting the blocks together to one pole where we will have it erected on our

camp property. We will be sending a web link with instructions and dimensions so that lodges can prepare in advance. a. It is imperative that every lodge participates in the totem pole. ii. Web Team Coordinator iii. Marketing Coordinator iv. Communications CVC v. Cub Scout Program CVC vi. ICE CVC vii. Shows CVC viii. Special Events CVC b. If you know of anyone that wants to be a CVC, please have them contact Mitch Andrews, Ricky, or Sean so that we can adequately plan this Conclave. i. A lot of CVC positions are still available. We need a good base of volunteers to make sure conclave runs smoothly. We need your recommendations and help. 1. Please encourage your members to volunteer and help with this year s conclave. Contact Mitch Andrews if you have a suggestion for a Conclave CVC c. Conclave 2012 Mitch Andrews i. Conclave Fee 1. The COC voted to set the fee at $45 per person with a $10 discount if registered and paid online by May 1 st making the fee $35. a. We do not buy anything that is not first approved by the Section. If you purchase something that is not approved, you will be responsible for it. ii. Conclave Menu 1. Potential menu presented to COC (see attachment) a. Any comments and concerns? i. There may be an allergy to Pork; we may want to work on an alternative. ii. Please place a special needs box on the registration. b. A revised menu will come in February. iii. Conclave Theme 1. Ideas a. Through it all, we stand tall. b. Share the Flame c. The Spark is already there i. From pre ordeal Ceremony d. Find the Arrow e. Within you, the Power Lies f. Pokemon g. Sash Wars h. Tronclave

VIII. i. Spark is there already glowing j. Harry Otter and the Order of the Arrow k. We started the fire i. Selected ideas to vote upon 1. Pokemon 2. Harry Otter and the Order of the Arrow 3. Tronclave 2. Motion to make Tronclave the Conclave theme (Jon R.) a. Second by Matt b. Discussion c. Vote on the motion. i. 6 affirmative votes, 1 negative vote, 1 abstention. Motion carries Tronclave is the Conclave 2012 theme. iv. Conclave Patch 1. Bring patch ideas to the next COC, where the patch design will be decided v. Conclave Training 1. Matt Volunteers for Training CVC position. 2. Table discussion to the February COC Open Forum a. Mitch Notice that the February 18 COC has not location yet. We will entertain ideas on cool locations that would be central to the Section. Meeting will be in Canton and have some type of recreational activity attached to the meeting. April 14 th Onsite meeting at FSSR for Tronclave. IX. Upcoming Council of Chiefs Meetings a. February 18, 2012 Canton, Ohio b. April 14, 2012 @ Fort Steuben Scout Reservation (Tentative) X. Closing Remarks a. Section Officers i. Mitch Great work during this COC. It is great to see you guys together. Looking forward to the February COC. Hopefully all CVC positions will be decided them. ii. Ricky (Dances gleefully) b. Section Advisers i. Sean Re charter before December 15 th. Remember to send a copy to the section. Make sure you sign up for NOAC. Help Mitch find CVCs. I am trilled to see the discussion around the theme idea. ii. Barry Last year for quality lodge make it happen iii. Zach Great work on the A L T C. Good work dominating C 4B in ultimate Frisbee. XI. Adjournment a. Motion i. Second

Proposed Conclave Menu as Presented by Onondaga Lodge * Coffee will be available at all times throughout the weekend Friday Cracker barrel Nachos and Cheese Crackers and Vegetables Saturday Breakfast French Toast Bacon Butter Syrup Cold Cereal Orange Juice Mile (White and Chocolate) Saturday Lunch Hamburgers (buns) French Fries Condiments Salad bar Fruit Punch Lemonade Milk (White) Iced Tea Saturday Dinner Pork Roast Potatoes (Mashed or Baked) Salad Bar Fruit Punch Lemonade Milk (White) Iced Tea Sunday Breakfast Continental Style Pastries Cold Cereal Fruit Milk (White and Chocolate)