shining waters council meeting sep 23, 2017shin.scouts.ca/sites/default/files/files/2017-09-23 sw...

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Shining Waters Council

Meeting

Sep 23, 2017

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1-888-SCOUTS-NOW | scouts.ca | 1-888-SCOUTS-OUI

10:00 Start

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Agenda

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AgendaTime Topic Presenter

10:00 Open & Welcome Wayne

10:05 Safety Minute Hans

10:10 Minutes from Apr 29, 2017 meeting Bob

10:12 Key 3 model at all levels

Order of the Silver Key

Lotus

10:20 Five Priorities Update – last year review Jay

10:35 Learning & Development Update Scott

10:50 Recognition Update Humaid

11:00 Coffee/Tea Break – Recognition Presentations

11:15 WJ 19 Update Barry

11:35 Program Update Allan

12:00 Lunch & Break Out Sessions

- CK3 & AK3

- Learning & Development

- Recognition

- Membership & Growth

- Program

DCC’s

1:15 Council Communications Plan

- Newsletter

- Google Groups

- MailChimp

- SWC & Area ScoutsTracker calendars

Nikki

1:30 ScoutsTracker renewal Wayne

1:35 Council All-Section Year End Camp Allan

1:40 Group Service Visit Reporting Kristy

1:45 Financial Policies for SWC Jenn

1:55 ScoutCon 2018 Lotus

2:05 Compliance Timelines (90 days, Fundamentals, WB1,

RIS, OSS)

Kristy

2:15 Membership & Growth Update Joseph

2:30 Camp Committee Update Scott Gallinger for

Craig/Paul

2:45 Questions / Wrap Up All

3:00 Adjournment / Next Meeting Bob

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Welcome

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Welcome

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Welcome

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Welcome

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Welcome - Presentation

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Scott Gingrich, DCC L&D, presented with Council necker


Safety Minute - Hans

• Forward the Weekly Safety Reports to your Groups and Section Scouters

• Encourage discussion.

• Make the link between safety plans and incidents

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Minutes from Last Meeting

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Motion to amend or accept minutes from April

29, 2017 SWC meeting.


Lotus Chong, CYC

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Key 3 Model in use at all Levels

National

Council

Area

Group

Section

Shining Waters Council Youth Network (SWCYN)

has adopted this meaningful youth award, to

honour those who significantly contributed to the

Movement and the spirit of Scouting through their

dedication to their Area, Group, and Community.


Jay Hoffman, ED

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In order for Scouting in Canada to be as impactful as possible, we

have identified Five Key Priorities for Success that will guide our work

over as one Scouts Canada:

1. Membership Growth

2. Safety Leadership

3. Program Quality

4. Volunteer Support and

5. Group Capacity.


Scott Gingrich, DCC L&D

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Learning & Development Update


Humaid Razool, DCC Recognition

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Recognition Update


Humaid Razool, DCC Recognition

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Special Award Presentation


Coffee/Tea Break

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Stretch!


Barry Mitchell, International Liason

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World Jamboree 2019 Update


Allan Bray, DCC Program

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Program Update


SWC DCC Program23 September 2017

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Council Camp

• June 1-3, 2018

• Plan is to hold at Orangeville Fairgrounds (to be confirmed)

• Call for youth and adult volunteers to support:• Event planning committee leadership

• Program planning and delivery

• Facility support

• Book keeping

• Communications

• Please share to all groups the request for volunteers. Interested persons can e-mail Allan Bray at [email protected], by October 8.

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mailto:[email protected]


PQS

• For 2016/2017 Scouting Year:• Only 38% of sections in area have completed seasonal PQA

assessments

• Comparable participation level to Bob Edwards

• ~60% of sections do not participate in Program Quality Assessments

• History suggests the primary problem is not technical (don’t know how to do); it is a viewpoint (choose not to do)

• PQA participation is a base expectation for every section. Request to all AC’s: Please ensure that this message is consistently communicated to all GC’s

• Path forward: DCC Program will reach out to GC’s council-wide seeking feedback on why they do not participate. Action plan will be shared at November council meeting.

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Council GC Wood Badge 1 Training

• November 4-5, Grace United Church, Barrie

• Required for new Group Commissioners, recommended for Group Administrators

• Cost per participant is $75, food included except Sunday breakfast

• Billeting will be made available, sleeping in hall is also an option

• Prerequisites for participants:• Must be fully registered and active, and in good standing with Scouts

Canada

• Must complete “Volunteer Screening – it’s our duty” training via David Huestis Learning Centre prior to training – we will be expanding on this, not training fundamentals

• Must complete Canadian Path Fundamentals OR have a Canadian Path WB1 completed prior to training – understanding of current program is expected

• Registration form will be available on the SWC Calendar by September 29

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Lunch!

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Thanksgiving Lunch

Courtesy of Judi & Co.


Breakout Sessions

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Lunch & Break Out Sessions

- CK3 & AK3

- Learning & Development

- Recognition

- Membership & Growth

- Program

1:15pm Resume Regular Program


Breakout Sessions

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1:15pm Resume Regular Program


Nikki (Nicole) Donadio, ASM

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Council

Communications Plan

SWC

Communications

Plan

September 2017

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• An annual plan aligning our 5 Priorities to the communications efforts of staff and volunteers.

• Goal-driven

• Comprehensive

What Is It?

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Why a Plan?

• Tie in the existing efforts to track and evaluate them

• Allows new efforts and projects to complement the efforts already in place and fill in gaps

• Everyone working from the same plan together

• Every group in every area is afforded the same communications support.

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What are the Goals?

Communication plan goals should align with

the Five Priorities and support Scouts

Canada’s Strategic Plan.

While there are goals we would like to reach

relative to the execution of the

communications plan, the ultimate end goal is

to support our Strategic Plan through

communications.

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First, an inventory of our current communication and marketing efforts

– Social media

– Advertising

– Events

– Use of email communications

• i.e. Google Groups, MailChimp

How Will It Work?

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Once inventory is complete, gaps can be filled.

Evaluation methods will be implemented once baselines are established (surveys, analytics, qualitative measures).

How Will It Work?

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Inventory to be completed.

Social media accounts to be activated or reactivated (i.e. Twitter, Facebook).

Baseline metrics measured followed by goals setting.

Next Steps

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Thank You!

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Wayne Morrison, ScoutsTracker

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• All SWC Licenses expire end of Nov

• Cost is $25 per section

• New Commissioner Edition (Group)

license

• Send an email to

[email protected]

indicating group and # licenses

• Include invoice number on your cheque

mailto:[email protected]


Allan Bray, DCC Program

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Shining Waters Council All-Section Year End Camp

Proposed Date: June 1-3, 2018

Location: TBD

Committee: TBD

Cost: TBD

Deadline: TBD

OOS: TBD

Theme: TBD


Kristy Carthew, ASM

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Group Service Visit Reporting


Jennifer Gingrich, Financial

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Lotus Chong, CYC

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Shining Waters Council Scouting Conference

Proposed Date: TBD

Location: TBD

Committee: TBD

Cost: TBD

Deadline: TBD

OOS: TBD

Theme: TBD


Kristy/Wayne - Compliance Timelines

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90 days, Fundamentals, WB1, RIS, OSS

Module 1 is now being referred to as “Scouting Fundamentals” and is a

prerequisite for Wood Badge I. This will be less confusing for new Scouters

trying to discern the difference between ‘Module 1’ and ‘Wood Badge I’.

Volunteers must complete Scouting Fundamentals to participate in Scouting

programs and wear the Scouts Canada uniform. Scouters are required to

complete Wood Badge I before August 31st of their first year in that role.

http://internal.voyageur.scouts.ca/heritage/Documents/Guide_to_My_Learning_Path.pdf

https://help.scouts.ca/hc/en-ca/articles/115001495146

http://internal.voyageur.scouts.ca/heritage/Documents/Guide_to_My_Learning_Path.pdf


Kristy/Wayne - Compliance Timelines

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CYS = Child & Youth Safety- Filled by completing Safe Scouting for Parents (if they are a parent

overnight helper) and for all other Scouters Respect in Sport for Activity Leaders- Part of "Scouting

Fundamentals"

ACC = Accessibility Training (AODA) - Part of "Scouting Fundamentals"

WB1 = Scouting Fundamentals (previously named Woodbadge 1 Module 1)

MS1 = Milestone in Wood Badge training (either Canadian Path Wood Badge 1, or older section-

specific Wood Badge 1).

Note: First year volunteers can be activated whilst still having the MS1 requirement outstanding.

However, please note that in accordance with the Volunteer Screening Policy the Wood Badge

Milestone should be completed by 31st August of the volunteer's first year. Volunteers cannot count for

ratio until MS1 requirement is filled.

CoC = Agreement to the Code of Conduct (can be recorded electronically or on paper)

Int = Interview information

Ref = Reference Check

PRC = Police Records Check

Note: Although required upon expiration of existing PRC, a volunteer may remain Active during the

current registration period if awaiting a renewed PRC to be completed. At the end of the registration

period (August 31st), the Volunteer must have a new PRC to be designated as Active.

VSS = Vulnerable Sector Screening

App = Approval by Council Executive Director for new volunteers.

This is confusing!

http://www.scouts.ca/cys/SC-CYS-VolunteerScreeningPolicy-eng.pdf


Joseph Li, DCC Membership & Growth

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Following table summarizes SWC’s past 5 years membership by Area.

Participant count by Shining Waters Council as of 8/31/17 was 4,416 and 6/13/17 was 4,393

Volunteers count by Shining Waters Council as of 8/31/17 was 1,262 and 9/18/17 was 1,045, which are way less than June 13, 2017 at 1,574. As

per Scouter Andrew Price, it’s believed that lack of Council approval currently is the largest gap holding back volunteers.



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Following screen shot shows membership retention by area for the 2017-2018 Scouting Year as of Sept 19, 2017.

Average SWC participant loss is 44.8%.



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Scott Gallinger, Camp Committee Update

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Questions / Wrap Up

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Next Meeting:

Nov 25th, 2017 – Annual Review Meeting, Grace United Church