WHEEL111.TXT "THE WHEEL" from Wa-Hi-Nasa Lodge 111 Lodge Organizational Manual 1987-88 Version Reformatted in 1989 Looked at briefly one more time on November 9, 1993 Order of the Arrow Boy Scouts of America Middle Tennessee Council HQ: Nashville, Tennessee. See the memo from Ray Dyke to David Garrett at the end of this file for information on the conversion and what was involved. Starting here is actually <> of the book, after covers, table of contents, acknowledgements, etc. ----------------------------------------------------------------- THE WHEEL -- INTRODUCTION Wa-Hi-Nasa Reinvents the Wheel! (But we're no proud of it) Every year lodge and chapter officers and advisers go around and around, just like a wheel, helping new officers, advisers, and chairmen with things that "EVERYONE KNOWS". This is known as "REINVENTING THE WHEEL". It has become painfully obvious that NOT EVERYBODY knows what they are doing. Why don't "they" know? Some of the more important reasons are: a. The guy before didn't know either! b. The guy before did not pass on his record. c. The guy before did not keep any records. d. There is no training for the particular job. e. Not willing to "dig it out" himself. f. Satisfied to hold the position and if something goes wrong, use the "nobody told me" excuse. g. No resources or reference material to use as guide. h. Never talks to adviser. i. Adviser never talks with his counterpart. j. There is NO adviser. "THE WHEEL" is meant to be a resource and to give direction to those OA members, adult as well as boy, who have taken on new responsibilities. Unfortunately, it will not cover all those items that "everybody knows", but it should keep you out of the major traps. You may ask, "why not reinvent the wheel each year?" This may sound good since the OA is a service organization and we can help each other, but it doesn't work! Now I ask you, if the guy responsible fails to bring an item He needs, do you believe anyone who is not responsible would just happen to have it? Not very likely. DOING LESS IS MORE?? Yes, that's true. If ten members did not have to be involved in last minute emergencies (no rope, no candles, no schedule, no membership cards, no ceremony team, or no matches) then those ten, fifteen, or twenty members could be of great help. They would have time to do those Important tasks such as educating District Chairmen about the OA and talking with chapter officers and advisers about their concerns. Wa-Hi-Nasa will NOT move forward as long as our leaders are constantly REINVENTING THE WHEEL. Let's get off our merry-go-round and stop going in circles year after year. Let's do our job, let's have fun, and let's have the SATISFACTION of knowing that we are doing a good job. Howard B. Olson Lodge Adviser 1978-1982 Section Adviser 1983-present <<>>--------------------- 1. ACTIVITIES COMMITTEE ACTIVITIES COMMITTEE The Activities committee is responsible for four annual lodge events: SCOUT-O-RAMA, SECTION CONCLAVE, FALL FELLOWSHIP, and WINTER BANQUET. One of the Lodge Vice Chiefs will serve as chairman of the committee. There should be two assistant chairmen. Due to the number of major activities under this committee, there should be two adult advisers. The committee is also responsible for formulating a budget for all of its activities. This budget should be completed no later than February of the present year. A budget for the present and prior year are included for you information and comparison. SCOUT-O-RAMA The Committee is responsible for setting up and maintaining a booth. The purpose of this booth should be threefold: 1. To provide information about Lodge Activities 2. To provide an opportunity for reregistration of delinquent members. 3. To promote summer camp SECTION CONCLAVES The committee is responsible for promotion, distribution of information, arranging travel plans, and registration for the Conclave. FALL FELLOWSHIP The Fall Fellowship is one of the main activities of our lodge each year. In order for this activity to be successful, much planning must be done prior to the event. This planning will be broken into eight areas. I. RESERVING FACILITIES 1. The committee decides which facilities are needed and reserves them. Possible facilities include: a Dining Hall and Kitchen e. Cooks Cabins b. Waterfront f. Ceremony Grounds c. O.A. Lodge g. Amphitheater d. Bathhouses h. Tent Sites 2. This list of needed facilities should be given to the Boxwell Arrangements Committee no later than March 1 of the present year. 3. Check with the Scout Office two weeks later to confirm the reservations. II. DESIGN AND ORDER PATCHES The committee will decide on a design for the patch which should include: 1. The theme for the fellowship 2. Month 3. Year 4. The patch should include as much color as possible and be fully embroidered. Once the design has been drawn up, take the final draft to Ann Clark in the Scout Office: 1. She will send a copy of the patch to two or three different companies for pricing. 2. When the companies have submitted their bids, she will give these to the committee. 3. The committee will decide which company to order from and will instruct Ann Clark to order the patches. THE ABOVE MENTIONED PROCEDURE MUST BE COMPLETED AT LEAST TWO MONTHS BEFORE THE EVENT. III. PROMOTION The committee is responsible for all promotion of the Fall Fellowship. After the committee has decided what activities to have at the event, it needs to: 1. Develop a rough draft of the promotional poster. 2. Select a printer for the posters. 3. Distribute completed posters to all camps at Boxwell, Grimes Canoe Base, and the Scout Office. 4. Place an insert in the _Flying Eagle_ containing information about the event and a registration form. DON'T FORGET-PROMOTION IS VERY IMPORTANT. IF NO ONE KNOWS, NO ONE COMES! IV. EQUIPMENT NEEDED Decide what equipment will be needed and provide a list to the Boxwell Arrangements Committee no later than March 1. Items to consider: a. Canoes b. Tents c. Recreational Equipment V. FOOD When the committee has decided on a fee for the fellowship, it will have an idea of how much to budget for food. Morris Smiley must be contacted no later than 90 days prior to the event so he will know how much he has to spend per participant. He will decide on the menu and he and Glen will perform their usual magic and feed us well. VI. BUDGET The committee shall develop a proposed budget for the fellowship by February. 1 of the current year. VII. CEREMONIES The committee shall make the necessary arrangements with the Ceremonies Chairman to have the necessary personnel and supplies for appropriate ceremonies. The lodge has offered Brotherhood Ceremonies at the Fall Fellowship in recent years in an attempt to increase Brotherhood Membership. Contact should be made with the Ceremonies Chairman at least 90 days prior to the event. VIII. REGISTRATION Inform the lodge treasurer and the lodge secretary at least 90 days prior to the fellowship about their role in the registration process. Make sure that they receive a copy of all promotional and registration materials distributed to the membership. D. WINTER BANQUET 1. SELECTION OF SPEAKER: a. Begin selection of speaker at least one year ahead. Good speakers are busy and the time of year is hectic. b. Try to confirm a speaker by February of the present year. 2. Site Selection: a. Begin site selection at least eight months prior to the banquet. b. Confirm the site no later than six months prior to the event. c. The site should be large enough to hold 200 people. d. Don't be afraid to ask for special rates. e. Be aware that you can use the Council's Tax Free Number. f. Try to make early and firm arrangements on all costs involved and GET IT IN WRITING. 3. PROMOTION a. Get program prepared at least 90 days prior to the banquet. b. Flyers to individual members and inserts to _Flying Eagle_ are useful promotional tools. These need to be disseminated 60 days prior to the event. c. Phone calls to Chapter Chiefs and Advisers are also good to boost attendance. 4. SUPPORT SERVICES Make sure that all persons responsible for parts of the banquet are contacted. a. Lodge Chief is responsible for the scheduling of the program, the printing of the program, and serving as Master of Ceremonies. b. The Lodge Secretary and treasurer are responsible for registration. c. Check with the Awards Committee to ensure that all awards and presentations have been prepared and secured. d. Make sure that door prizes have been obtained. e. Make sure all persons responsible for programs are contacted and are prepared. <<>>--------------------- 2. ADMINISTRATIVE SUPPORT, MAIL AND PRINTING ADMINISTRATIVE SUPPORT, MAIL & PRINTING Basically, each event stands alone, ie. it is planned seperately from other events. There are certain procedures that apply to ALL events, such as: 1) To be certain that first class mail goes out on time, get the draft to the OA Secretary at least THREE weeks before the event. If bulk mail, turn it in FOUR weeks before the event. 2) Write a complete draft and give complete instructions to our OA Secretary. Remember, she is not a member and is thus not as familiar with OA requirements. 3) The OA Secretary is not responsible for decisions on events. For instance: if the FAll Fellowship fee is $12 and a member calls in and asks: "I'm a vegitarian and will not eat any meat, can I pay only $7.89?" This question must be answered by either the Chief, Adviser and/or event chairman or his adviser, but NOT by the OA Secretary. 4) Audio Equipment: Reserve it early. Make certain that someone else has a hard time, not you and the OA!! 5) When you pick up audio-visual equipment, check it out. See if it works. Better to spend five extra minutes checking it out than having an embarrassing failure at the event. Bulbs in projectors burn out and invariably it's left for You to fix. When you turn equipment back in, make certain it works. THere is more to it than just being polite. The next person to use it could blame you if something doesn't work right. MAIL AND TYPING 1) Check and see if you can get your item in the FLYING EAGLE. The approximate cost of a first class mailing to All members is over $176. The Flying Eagle goes out every two or three months, so there is plenty of opportunity to use the Lodge Newsletter. Example: In the fall of 1984, severe paralysis struck the planners of the Winter Banquet. This disease, sometimes called "terminal inertiaitis" caused a last minute first class mailing that cost $2.91 for EACH of the 55 members who attended! Remember, postage was a mere 20 cents then. 2) While third class mail is cheaper, it frequently results in members receiving it AFTER the event. Get it to the Scout Center four weeks before the event. 3) When you use last year's letter or form as a guide for this year's printing (this disease is called "Evasive Actionitis"), make certain you changed ALL dates, etc. so that it "fits" this years requirements. 4) Material that is hand printed or typed, goes through faster and with fewer errors. 5) PROOFREAD! It's your responsibility, not the secretary's, Chief's. Adviser's or the Post Office's. If you spell dog "dawg", it will come out "dawg". 6) ALL MAILINGS AND PRINTING MUST BE APPROVED BY THE LODGE ADVISER OR ASSISTANT LODGE ADVISER with the following exceptions: a. Lodge Newsletter b. Event Schedules and Executive Committee Agendas c. Meal tickets d. Membership Cards e. Executive Committee Minutes 7) While most printing is done by the Scout Center due to convenience, cost, etc., there are times when "outside" non-scout printing is cheaper and more appropriate. One example is when multi-color work is needed. Another time is when the Council Office is closed for vacations. All times that the Council Office is closed are on the Council Calendar. <<>>--------------------- ////// this is not as complete as the 2/87 edition Ray suggests re-typing. 2/87 was not on disk. 3. AWARDS LODGE AWARDS COMMITTEE The Chairman of the Lodge Awards Committee is appointed annually by the Lodge Chief. The committee will be composed of the chairman, the 5 lodge officers, two youth members selected by the committee chairman (preferably one who is an experienced member who has received many of the awards and one newer member with more limited experience), and one adult appointed by the committee chairman, and the committee adviser. If the awards chairman is a lodge officer, an additional youth member will be appointed to the committee. With the exception of the Founder's Award and the Vigil Honor, all other lodge awards will be decided by the Awards Committee. The committee will need to meet prior to the winter banquet and make their decisions based on nomination forms turned into the Council Office for individual awards, and recommendations from lodge committee chairmen. The Awards Committee Chairman must make sure that copies of the Lodge Awards Form are distributed in the Flying Eagle. Time must be allowed for Arrowmen to fill out the forms and return them to the Scout Office prior to the committee meeting. CHAPTER LODGE AWARDS ARE AS FOLLOWS: EXCELLENCE IN CAMP PROMOTION.............Camp Promotion Chairman submits recommendation to the Awards Committee. OUTSTANDING SUPPORT OF THE LODGE.........Based on the numbers and percentage of chapter members attending Lodge events. Lodge Secretary submits this information to the Awards Committee. EXCELLENCE IN CEREMONIES.................Ceremonies Chairman submits recommendation to Awards Committee. HIGHEST PERCENTAGE OF BROTHERHOOD........Lodge Secretary responsible for submitting this information to Awards Committee. OUTSTANDING SERVICE TO SCOUTING..........Chapter who does the most for its district and units. (criteria to be developed by Awards Committee) MOST IMPROVED CHAPTER....................Based on submission of Chapter Achievement Award Scores. LODGE INDIVIDUAL AWARDS: TOM PARKER MEMORIAL AWARD FOR EXCELLENCE IN CAMP PROMOTION UNSUNG ARROWMAN OUTSTANDING CONTRIBUTION TO INDIAN AFFAIRS EXCELLENCE IN CEREMONIES ALLOGAGAN AWARD FOR EXCEPTIONAL SERVICE TO THE LODGE <<>>--------------------- 4. BOXWELL ARRAINGEMENTS ///////This came from ordeal management, i think.... ------rad BOXWELL ARRANGEMENTS COMMITTEE CHAIRMAN 1. Handles all dealings with Ranger. 2. Checks out and returns all equipment to compound, hatchets, tents, shovels etc.) 3. Makes sure bath houses are open, hot water turned on and¨ that toilet paper is available. 4. Gets diesel fuel for ceremonies. 5. Makes sue grass is cut in necessary areas all over camp,¨ ceremony sites, candidates sleeping areas, dining hall lawn¨ and around OA lodge). 6. Has twine available for candidates arrows and bindings. <<>>--------------------- 5. CEREMONY COMMITTEE ORGANIZATION OF THE CEREMONY COMMITTEE The ceremony committee is losely structure, with only a few official offices. These offices are ceremonies chairman, team leader, and ceremonies adviser. THe ceremonies Chairman is responsible for the overall activity of the committee. His primary job is recruiting new members. He can do this by speaking to people one-to-one, or by placing sign up sheets at key places at events. After he has recruited enough people for a team, the Chairman should start their training and work with them until he is convinced that they can continue on their own. Three months prior to an Ordeal, the Chairman should find out which teams want to perform at the Ordeal. One month prior to the ceremony, the chairman should watch the team practice and then decide whether or not it is ready for his final approval to perform. On Ordeal weekend, the Ceremonies Chairman works with the Ordeal Master to coordinate the movement of candidates and performance site locations. The team leader is responsible for the training and performance of his individual team. He is the one who coordinates with the Ceremonies Chairman to pass information to the teams. The team leader is responsible for his assigned sites during the Ordeal, and he must recruit service members to help prepare the site. It is suggested that all team members be from the same chapter. This gives the Team Leader an easier task in managing his people. Since all members of the team are from the same chapter, the team leader is usually the one who coordinates the Cub Scout Ceremonies in his area. The best way to coordinate these ceremonies is to give a sample performance at a Cub Scout Leaders' Roundtable, and then let the Cub Scout Leaders contact you. The Ceremonies Adviser's main job is to be there with both physical support and ideas for the Ceremonies Chairman. If the Chairman does his job correctly, the Adviser should not stay very busy; however, the Chairman should always keep his adviser informed of what he is doing. The old adage that "two heads are better than one" is extremely true when it comes to managing the ceremonies committee. A well placed suggestion or word of encouragement can mean the difference between success and failure at most performances. If at all possible, the Adviser should be able to provide a rough vehicle to transport wood or diesel fuel to the Ceremony site. These are not the only possible jobs in the Ceremony Committee. Some other possible jobs are training Co-Ordinator, Ceremony Clan leader, or Cub Scouting Coordinator. The Ceremony Chairman should use as many or as few people as required to get the job done most effectively. THE CEREMONY CLAN The Ceremony Clan is a special organization within the Ceremony Committee. Its purpose is to recognize those committee members who have given extensive service to the committee. Its secondary purpose is to attract new team members and set goals for them. Each member wears a distinctive belt buckle indicating clan membership. Please see the Awards section of the Wheel for the requirements for membership in the Ceremony Clan. Check List for Performances: Pre-Ordeal 1. 15 Smudge Pots 2. paper (for starting pots) 3. diesel fuel (for the pots) 4. fire lay 5. bow 6. arrow 7. bow sting 8. equipment to put out the smudge pots. 9. matches ORDEAL 16 Globes for Candles (at least) 16 Candles matches candle rack wood for fire Ordeal Sashes water for extinquishing fire equipment to put out fire TEAM costumes headdresses make-up Manual for the Ordeal HELPFUL HINTS: COSTUMING: The team should order costumes 7 months prior to their first performance - DO NOT WAIT ANY LONGER THAN THIS!! The best place to order costume kits is from Grey Owl Indian Crafts, because this company has reasonable prices and a large variety of selections. When ordering costumes, all of the costumes should be of the same type (ie. Plains Indian, Woodland,etc.) but not exactly the same in color and style. A variety of color, type of headdress, and type of accessories is vital to the good appearance of the same. Each person should assemble his own costume, but " feather parties" and "costume nights" at chapter meetings can make the task less arduous. There are three methods for funding costumes. A person can pay for his own. If this occurs, the costume is his property and he is the only one who can allow someone else to use it. A chapter can purchase a costume kit. When this occurs, the team members can keep the costume as long as he remains a member of the ceremony team, but when he leaves the team he must surrender his costume to the chapter. The third method is to have the Lodge finance the costume. This acts the same as chapter financing except it is on a lodge level.. If the chapter or lodge ceremonies chairman, needs to borrow a costume, he has the right to borrow a costume that has been bought by that chapter or by the lodge. No matter who buys the costume, it is important that one person be assigned the costume for an extended period of time. This insures that the costume will be taken care of because it is not constantly changing hands. WEBLOES CROSSING THE BRIDGE CEREMONY: THe perfect opportunity for new members to practice their technique and older members to maintain their skills is the Webelos Ceremonies. Crossing the Bridge Ceremonies are becoming very popular in Cub Scouting, and the team will benefit from providing the service. Webelos ceremonies are a perfect way to "show the sash" and help long term membership growth. These ceremonies are easy to do because they usually involve no more than one or two performers. They are one of the best ways for new people to get experience in front of an audience before the Ordeal ceremony. The main time for the ceremonies is usually during April and May, although the OA may be called in at other times. MEMORIZATION OF PARTS: Often the most difficult thing for a team to do is to get their parts memorized. Suggest to the members that they read through their part once each night before they go to sleep. The familiarity this will bring will enable them to memorize the ceremony with less pain and pressure then if they devote an hour to "memorize" their parts. DELIVERY AND EXPRESSION: Remember that the Ceremony is important because it tells the candidate a story. It is thus important for the team members deliver their lines slowly and with the proper interpretation. The idea is NOT to sound like a grade B movie indian or a computer spouting off lines. It might be helpful to go through the ceremony discussing the importance of the various lines. If the team understands what it means, this will come through in their delivery. Also make sure that they project their voices so the candidates can hear them. MISHAPS: Let's be honest, something can go wrong with the best of plans. Talk with the team about how to cover if there is a major mistake. If someone leaves out a major element of the ceremony, how will they handle the situation? COMMON PROBLEMS: NO Rain Site No way to put out the fire Unprepared members of the team fire started too early fire too big/ small candles not on hand Most of these can be handled if the above mentioned checklist and procedures are consulted. <<>>--------------------- 6. CHAPTERS CHAPTERS A Chapter is a grouping of all of the Order of the Arrow members in a district under a chief and other elected officers who follow goals and procedures established by the Lodge. FUNCTIONS OF A CHAPTER: 1. TO SCOUTING: by promoting camping in the unit through both team and individual efforts; by teaching camping skills in conjunction with the lodge programs; by sponsoring and participating in service projects and various activities to help the program of a troop and to assist the council camping program; and by insuring that each Arrowman uses the knowledge and skills acquired through his OA experience in helping his own troop's program, THOSE WHO CHOSE YOU NEED YOU. This was the theme of the 1983 NAtional Order of the Arrow Conference and it will be just as True in the year 2000. 2. TO THE LODGE: By assisting in service projects wherever and whenever required; by participating in all lodge activities; by providing Elangomats and project leader for Ordeal and Brotherhoods as requested by Ordeal Master, by assisting in compiling of membership records as directed by the Lodge Secretary and by assisting lodge committee chairmen in the operation of his committee. 3. TO ITSELF: By holding unit elections in every eligible unit and insuring that these candidates attend call outs and Ordeals, become active members, take their Brotherhood at a lodge Ceremony and register each year, by training future leaders by having large delegations at lodge, area and National Conferences by maintaining effective communications with all members and by constantly evaluating the operation of the chapter. <<>>--------------------- 7. CHECKLIST THE WHEEL CHECKLIST DON'T LEAVE HOME WITHOUT IT Many veteran OA members start "check lists" months before an event. As time goes by, they add items to these lists. When it's time to leave home, these members are PREPARED. What kind of check lists? Probably the most useful is one that covers supplies and equipment, this section will focus on those items included in a miscellaneous check list. Miscellaneous items that we must consider are: 1. INSURANCE-Who is taking care of it? Accidents with swing blades and earthball have happened to Wa-Hi-Nasa Lodge members lately. 2. TOUR PERMIT-Who is to get it , and does he know o get it a month early? Tour permits are not kept "in stock", and you CANNOT drive by the Scout Office on the day you leave and just pick one up! 3. WRITTEN PERMISSION TO USE FACILITIES- Verbal will not do! written permission nails it down and prevents problems. Wa-Hi-Nasa has been "bagged" many a time on this item. 4. COMMUNICATION WITH CAMP RANGER-If you do this, you will look good; Wa-Hi-Nasa will look good; and the ranger will appreciate it. This should not only include tools, bath houses, etc., but also don't forget: -alternate sites in case of drought, and have we reserved these sites? We are in trouble if drought forces is to use "the island" and there are several Scout troops or even a district camporee being held there. A SOLUTION: RESERVE the island ahead of time. -CANOES-Are they reserved? How do we get them to the Waterfront? -RIFLES-Are they reserved? Are they ACTUALLY at Boxwell or have they been sent off for repair? IT HAPPENS. 5. PRINTING- It is tough to get something like a map, post card or program printed when the Scout Office is closed for vacation or holiday. We recently got bagged by a holiday. SOLUTION: submit two or three weeks early and make certain you avoid the two week closing for vacation. A council calendar can help. if in doubt, TELEPHONE!! 6. AMMUNITION AND TARGETS- Why, they are at camp with the rifles. WRONG!! Telephone our staff adviser. <<>>--------------------- 8. FOOD PLANNING BACKDATE CALENDAR FOR FOOD PLANNING FOR OA WEEKENDS It takes at least one month notice to plan and cook for an OA event. However, if you expect the cook to get a large portion of the items donated or at a discount, contact him at least 2 months in advance. 30 DAYS PLAN THE MENU (Consult with the cook. He will have suggestions about what to fix, balancing the menu and cost considerations) 21 Days GET RECIPES AND MAKE SURE YOU KNOW HOW TO PREPARE THE DISHES 14 Days Make buying list of all food and staples needed. Double check to see the number you are cooking for and then add on 20. 7 Days Visit wholesalers and produce people to get items needed. PLACES TO GET INFORMATION ON MENUS AND RECIPES: **Tennessee Extension Service (Home Demonstration Club) **Old Military Cook Books which are based on menus for 100 **State Penitentiary **Schools DON'T BE BASHFUL. IF YOU DON'T KNOW SOMETHING, THERE IS ALWAYS SOMEONE AROUND WHO CAN HELP OUT. RULES FOR GETTING A BELT BUCKLE: In a two year period, work at five events of not less than sixty hours. <<>>--------------------- 9. IMAGE OF BEING AN OFFICER Some say that there is a certain "image" for Lodge Officers is a dangerous statement unless it is qualified. There are certain ways that Lodge Officers should conduct themselves, but it is important that the officers do not lose touch with reality or become carbon copies of each other. There is room for individualism, since it is one of the things that got them elected to their current position. If the lodge members had wanted a clone of all the past officers, they would have elected a robot. The positive image that we need to discuss is the way an officer acts, looks, and thinks about his job. Officers should set the example by the wearing of correct uniform. Nothing looks so bad as a lodge chief who is wearing a sweat suit while officiating at a lodge event. Remember that you are setting the example for the younger members. Another important part of being a lodge officer is your attitude toward the job, the OA, and the particular event that is under way. If you are going around with the attitude that the entire weekend is a waste of time, this attitude will carry over to the members. If you show that you are enjoying the weekend, so will the members! this is not to say that you cannot express your opinions about how the event is run, but that can wait until the evaluation meeting at the end of the meeting. While we are on the subject of attitude, we need to mention the officers' attitude toward "Johnny Arrowman". It is vital that you treat the members with the respect and good manners. Remember, the average members elect the officers. Never yell at a member! Not only is it foolish, but it gives the members a bad feeling about you as an officer. Things will get hectic, and you will be under pressure, but do not lose your cool. If you have a disagreement with a member, be calm. DO NOT HAVE A TANTRUM! This will get you nowhere. If you have a problem with an adult, get the Lodge Adviser's help. One of the problems you will run into is the belief that the Scouts and the OA are like the Army. Nothing could be further from the truth; therefore, do not order the members around. A good leader gets the job done without ordering anyone; suggest, make them think it is their own idea. Remember that we are al volunteers. Always listen to the member's ideas. It does not matter if he the youngest or the oldest. He thinks that his opinions are important, and they are! We always need new ideas. The answer "we've never done that before" is not the appropriate response to a new ideal Always be open to the members suggestions and concerns. If you do not have time to talk with them right at that moment, let them know you are interested and set up a time for later in the day. This is just good PR. Lastly, remember that you are an officer because you were elected by the members. It is vital that you stay in tune with the membership. The only difference between you and the average member is that you have more problems to deal with. Stay natural, do not become cardboard officers who are always trying to appear important. Get down and do the dirty work with the members, and they will have a higher opinion of you than if you act above the work. You have the opportunity to work with a great group of people and to learn a lot. Go in with the right attitude and you will accomplish your goals and improve our lodge. <<>>--------------------- 10. INDIAN AFFAIRS INDIAN AFFAIRS Purpose: To study and perform Indian dances. To carry out their dances with respect for the ways customs and traditions of the American Indian. Any boy between the ages of eleven and twenty-one and is a member of the Order of the Arrow may belong to the Dance Team. To be a member in good standing, a boy or adult must have his yearly membership fees paid to both the Boy Scouts of America and the Order of the Arrow. All members over tewnty-onå are advisers and cannot participate in competitions with youth members. Meetings should be held twice a month. When getting ready for the Conclave, meetings should be weekly. Performances are free of charge. The dance team requires one month notice. The team performs for cub packs, Courts of Honor, Blue and Gold dinners, Scout-O-Ramas and at Summer Camp. Bookings are made through the chairman. Competition for team and individual dancing and singing takes place at both Conclaves and National Conferences. You need to start work preparing for team competition about six to nine months before the event. In addition to competition and performances, the team provides service to the lodge by building campfires and ceremony sites and singing at Ordeals. The members of the team also actively attend and support Lodge and Chapter events. The majority of the team performs Old Style dancing. The regelia is that of the Dakota Sioux from the period 1890-1920; the reservation period. All dancers must make their own outfits. Research into dances and outfits or clothes is done at the public library. There are also books available for purchase through various Indian supply houses. The Drum is furnished by the Wa-Hi-Nasa Lodge for the Lodge Team. The drum was made by an Indian in Oklahoma, whose name is Troł Little Ax. The drummers use the music of the Southern Sioux. Each youth makes his own drumstick and furnishes his own outfit. The lodge drummers are known as the Ugly Creek Singers. The materials for making the outfits are bought at various places and assembles by the youth members. Beads, feathers, and bells are bought from Indian supply houses. The leather may be purchased locally at leather supply stores. Old buttons and other items from the period can be found at flea markets and are excellent decorative items. Old Style Dancers add to their outfits as they go along. Ones outfit does not have to be complete before he begins to dance. Drummers wear cowboy hats, ribbon shirts, jeans and cowboy boots. <<>>--------------------- 11. LODGE ADVISORY GROUP MINUTES OF LAG MEETING- JULY 16,1986 CAMP BOXWELL MEETING CALLED TO ORDER AT 6:45PM WITH GRADY ANDREWS PRESIDING. THOSE MEMBERS PRESENT WERE STEVE SHAFER, MORRIS SMILEY, CARL HEAD, DAVID GARRETT, BILL GARRETT, HOWARD OLSON, CHRIS SNODDY, GRADY ANDREWS, BILL HOFFMAN AND ROB SCHERINE. THE FIRST ORDER OF BUSINESS WAS THE DISCUSSION OF THE PROGRESS OF "THE WHEEL". CHRIS SNODDY REPORTED THAT SECTIONS ONE AND THREE HAD BEEN FINISHED. HE REPORTED THAT GLENN MOSS HAD PRACTICALLY COMPLETED THE AWARDS SECTION AND STEVE SHAFER AND GRADY ANDREWS HAD COMPLETED ACTIVITIES. CHRIS SAID HE WOULD CONTACT TODD TRAPNELL AND CRAIG SALAZAR ABOUT THE PUBLICATION SECTION WHICH REQUIRED REVISIONS. BILL HOFFMAN PROMISED TO CONTACT WALTER KOTH ABOUT HIS PORTION OF THE BOOK. IT FIRST APPEARED THAT THERE WAS LITTLE COMPLETED IN SECTION 4, BUT WITH THE LATE ARRIVAL OF BRUCE BURGESS WITH THE CEREMONIES SECTION THINGS LOOKED UP. MEMBERS AGREED TO DO THE FOLLOWING: BILL HOFFMAN-FINANCE CARL HEAD-UNIT ELECTIONS DAVID GARRETT-SUMMER CAMP REP (IF PREVIOUS TEXT CANNOT BE LOCATED) CARL HEAD- UNIT ELECTIONS HOWARD OLSON AND BILL HOFFMAN-LODGE ADMINISTRATION JIM MARTIN-CHAPTERS (MR. OLSON PROMISED TO CONTACT JIM) CHRIS SNODDY PASSED OUT A BOOKLET AT THE FIRST OF THE MEETING THAT CONTAINED ALL OF THE MATERIALS SUBMITTED TO DATE. ALL MEMBERS AGREED TO REVIEW THE BOOK FOR NEEDED REVISIONS. ALL PROPOSED REVISIONS NEED TO BE WRITTEN DOWN AND SENT TO THE SCOUT OFFICE BY AUGUST 29, 1986. THE NEXT MEETING WILL BE HELD ON SUNDAY AT THE FALL FELLOWSHIP AT 11AM. THE DISCUSSION THEN MOVED TO OTHER MATTERS. 1. HOMECOMING 1986-EDWIN WARNER PARK- OCT. 10-12. THE LODGE HAS BEEN ASKED TO PROVIDE 100 MEMBERS FOR STAFF. 2. JET TRAILS: AN ARTICLE STILL NEEDS TO BE PLACED IN NEXT EDITION REQUESTING INFORMATION ABOUT THE HISTORY OF THE OA IN MIDDLE TENNESSEE COUNCIL. 3. FRONT PORCH FOR OA LODGE: BILL HOFFMAN IS TO CONTACT JERRY WILLIAMS AND AN ENGINEER IN WEST TO WORK ON THIS PROJECT. THE WEST CHAPTER HAS VOLUNTEERED A WORK CREW TO HELP WITH THE PROJECT. THE COUNCIL WILL REQUIRE DRAWINGS OF THE PLANNED ADDITION BEFORE IT GRANTS APPROVAL. SOME HAVE SUGGESTED THAT THE PORCH BE EDGED WITH A STONE WALL TO MAKE IT FIT WITH THE BUILDING AND THE CAMP. 4. SUMMER CAMP AND NOAC: JOE GILBERT ARRIVED LATE AND INFORMED COMMITTTEE THAT THE CRACKERBARRELL HAD BEEN MOVED TO THURSDAY NIGHT. THERE ARE ONLY 9 PERSONS REGISTRED TO GO TO NOAC WITH THE LODGE CONTINGENT. 5. CHAPTER ORDEALS: BOB SCHERINE MENTIONED THAT NATIONAL WAS NOW MANDATING THAT CERTAIN ACTIVITIES WILL NOT BE SANCTIONED BY NATIONAL DUE TO THE INCREASE IN LIABILITY INSURANCE. A DISCUSSION FOLLOWED CONCERNING THE ADVISABILITY OF ALLOWING CHAPTERS TO HOLD THEIR OWN ORDEALS DUE TO POTENTIAL LIABILITY. HE WILL BE MEETING WITH MR. TOLBERT ABOUT THIS MATTER AND WILL EXPRESS THE COMMITTEE'S FEELING THAT CHAPTER ORDEALS SHOULD BE ELIMINATED DUE TO THIS PROBLEM. IT WAS NOTED THAT THE CHANGE WOULD HELP THE LODGE BECOME CLOSER AND POOL VALUABLE RESOURCES. 6. UNIT ELECTIONS AT CAMP: MR. TOLBERT HAS MENTIONED TO MR. OLSON THAT HE WOULD LIKE TO SEE ALL OA ELECTIONS CONDUCTED AT SUMMER CAMP. THE SAINT LOUIS COUNCIL USES THIS METHOD VERY SUCCESSFULLY. THIS WOULD ALLOW US TO INSURE THE QUALITY OF THE ELECTIONS. BOB SCHERINE ALSO POINTED OUT THAT IT WOULD HELP OUR LODGE INCREASE ITS TIES TO SUMMER CAMP. UNLIKE SOME LODGES, WE DO NOT HAVE THE TIES WITH CAMP. MR. OLSON PROMISED TO FIND OUT HOW SAINT LOUIS CONDUCTS THE ELECTIONS AT CAMP. IF OUR LODGE ADOPTED THIS PROPOSAL, ONLY TROOPS THAT ATTEND BOXWELL WILL BE ALLOWED TO HAVE ELECTIONS. THERE BEING NO FURTHER MATTERS BEFORE THE COMMITTE, THE MEETING ADJOURNED AT 9:00PM. RESPECTFULLY SUBMITTED, WILLIAM J. GARRETT <<>>--------------------- LODGE ADVISORY GROUP The purpose of the Lodge Advisory Group is to assist the Council of Chiefs in the solution of current problems and in long range financial and project planning. THe LAG will also assist in other areas as deemed necessary by the Lodge Advisers and/or the Lodge Chief. The LAG will make recommendations only to the Lodge Chief, Lodge Adviser, and Council of Chiefs, realizing that some will not be approved. LAG will in no way be running the Lodge (this is the job of the Chief and his officers) or make decisions binding on the Lodge. The value of LAG lies in the experience of its members. THey bring heavy experience and perhaps more importantly, continuity to long range planning and major problem solving. Membership is basically composed of the Lodge Adviser, his committee advisers, and past Chiefs. LAG may invite other advisers that have expertise in an area under consideration. Meetings are held quarterly, preferably over dinner (Sullivan plan of course). MEMBERSHIP: Present Lodge Chief - to provide present youth leadership insight Former Lodge Chiefs - to provide experienced insight Lodge Adviser - appoints chairman of LAG and is responsible for guidance of LAG. Lodge Staff Adviser - to coordinate activities with the Council. All Committee Advisers - to provide expertise in their area At Large Members: Three to five members to serve on to two year terms. The members will coordinate various projects that the committee chooses to undertake. Ex-officio members: Council Executive and Council President <<>>--------------------- 12. LODGE RULES //// this one was not found on a disk or in my copy of THE WHEEL. woops... I found it in my hardcopy of the WHEEL, but not on disk ...rad <<>>--------------------- 13. ORDEAL ORDEAL ADMINISTRATIVE RESPONSIBILITIES LODGE CHIEF 1. Appoints Ordeal Master after receiving a recommendation from the Vice Chief of Service and after securing approval from the Lodge Adviser. 2. Appoints Ordeal Chairmen (Ceremonies, Brotherhood Warrior, Facilities Coordinator, Security) after receiving recommendations of the Ordeal Master and approval of the Lodge Adviser. 3. Sets dates for next year's Ordeals and places these dates on the Council calendar. He also insures that facilities are reserved for next year's's Ordeal. 4. Conducts end of event inspection tour of camp to make sure that camp is left in good condition. LODGE VICE CHIEF OF SERVICE 1. Recommends Ordeal Master to Lodge Chief. 2. Consults with Ordeal Master and they jointly recommend all other chairman to the Lodge Chief and Lodge Adviser. 3. May be appointed Ordeal Master by the Lodge Chief. 4. Approves schedule, menu and price of the Ordeal. 5. Makes arrangements for insurance for the Ordeal. ORDEAL MASTER 1. Overall responsible for entire Ordeal. 2. Recommends Ordeal Chairmen to Vice Chief of Service. 3. Sets Ordeal Backdate Calendar. 4. Sets Ordeal Schedule. 5. Fixes price after determining cost of Ordeal. 6. Insures that Ceremony Chairman reviews dress rehearsal of all teams one month prior to the Ordeal. 7. Writes and distributes Ordeal staff update letters. 8. Reads past evaluations. 9. Meets with Ranger and Director of Program, to decide work projects. 10. Meets with Secretary and Treasurer to plan registration. 11. Meets with Secretary about publicity and clarifies that all letters about the Ordeal are to be sent by the Lodge Secretary, but they must have Ordeal Master's approval. 12. Meets with Ceremony Chairman and they review ceremony's backdate calendar. 13. Meets with Brotherhood Warrior about Brotherhood. 14. Handles on-site operations and problems. 15. Keeps Ordeal Master's notebook. 16. Compiles and distributes evaluation of Ordeal. 17. Schedules meeting to review evaluations and to make recommendations for next year's event. 18. Writes Thank you notes. 19. Makes sure all paper work is completed. 20. Trains Elangomats. ASSISTANT ORDEAL MASTER(S) 1. Takes over running of Ordeal if Ordeal Master cannot attend. 2. Recruits and trains Elangomats. 3. Arranges recognition award for Elangomats. 4. Keeps accurate record of Elangomats from each Ordeal that includes name, address, phone number and special skills. 5. Arranges and assigns tasks to groups. 6. Gets tools from Boxwell Arrangements Chairman. 7. Leads water runs and checks on Elangomat group's progress. 8. Keeps accurate list of members of each Elangomat clan. 9. Develops and implements plan that utilizes Elangomats to guide their clan members into Brotherhood membership within 10 months. 10. Accepts any other duties assigned by Ordeal Master. \L14 11. Remembers that an Elangomat is the youth member who leads by example a small clan of candidates and complies with all the tests of the Ordeal. BROTHERHOOD WARRIOR 1. Develops Brotherhood promotion plan with the Lodge Secretary. 2. Responsible for Brotherhood questioning. Insures each Brotherhood candidate submits 200 word letter. 3. Attends dress rehearsal of Brotherhood ceremony Team four weeks prior to Brotherhood. 4. Works with Ordeal Master on Brotherhood portion of the schedule. 5. Provides Treasurer with information as to number of flaps, cards, and sashes that are needed for the Brotherhood. 6. Provides list of new Brotherhood members who complete the ceremony to Lodge Secretary and Membership Adviser. 7. Promotes Brotherhood and Brotherhood Membership year round and encourages all members to exemplify the Scout Oath and Law in their daily lives, so as to lead others to conduct themselves in such a manner as to warrant recognition. 8. Coordinates with Summer Camp Representative weekly Brotherhod questioning and ceremony. CEREMONY CHAIRMAN 1. Recruits and organizes Ceremony Committee. 2. Appoints Assistant Ceremonies Chairman with approval of Lodge Chief and Lodge Adviser. 3. Recruits teams for Spring and Fall Ordeal, Brotherhood and Vigil. 4. Develops and implements Ceremony Backdate Calendar (see Ceremony Section). 5. Reviews and approves each team one month before he event. 6. Assists Summer Camp Representative and Brotherhood Warrior on preparing Summer Camp Brotherhood. 7. Responsible for all ceremony sites, equipment, supplies¨ and lodge costumes. 8. Provide list of of members who are members of teams at each event. 9. Provides guides for ceremonies. 10. Works with Ordeal Master and Assistant Ordeal Master to coordinate movements of candidates, performance site and alternate rain locations. 11. Works with Fire Adviser(s) to insure that ceremony sites are prepared, fire built, extinquished, and cleaned up. BOXWELL ARRANGEMENTS COMMITTEE CHAIRMAN 1. Handles all dealings with Ranger. 2. Checks out and returns all equipment to compound, hatchets, tents, shovels etc.) 3. Makes sure bath houses are open, hot water turned on and that toilet paper is available. 4. Gets diesel fuel for ceremonies. 5. Makes sue grass is cut in necessary areas all over camp, ceremony sites, candidates sleeping areas, dining hall lawn and around OA lodge). 6. Has twine available for candidates arrows and bindings. SECURITY 1. Regulates the flow of traffic and speeding. 2. Regulates parking. 3. Insures that buildings are locked at night and that members are in their campsites and are quiet. 4. Finds missing candidates. 5. Wakes members in the morning. 6. Responsible for security of any special equipment (large screen TV, projectors lodge drum etc.) ORIENTATION COORDINATOR 1. Develops and implements all membership development and orientation for the weekend. 2. Master-of-ceremonies for Sunday new member orientation. 3. Coordinates development of slide show for Saturday Night Banquet. 4. Coordinates promotion of future events at Ordeal Banquet. 5. Responsible for Orientation handouts. SUPPORT SERVICES LODGE TREASURER-Finance/Budget/Trading Post 1. Develops budget for Ordeal. 2. Gets trading post and Ordeal supplies from the Scout Office. 3. Runs trading post at event. 4. In charge of all monies at registration. 5. Prepares Ordeal financial statement after event and distributes it at next Executive Meeting. 6. Brings change necessary to run Trading Post and Registration. LODGE SECRETARY - Registration and Promotion 1. Prepares registration plan with Registration Adviser that includes: *** Distribution of candidate information card to Chapter Adviser. *** Collection of returned candidate information cards from Scout Office and brings them to Ordeal. 2. Sends letter to all Scoutmasters, District Chairmen, Chapter leadership: *** Announces Unit Election Information *** Ordeal dates and registration information including rules ( no leaving early or arriving late). 3. Gets copies of registration from Scout Office. 4. Responsible for all packet information and assembly at Ordeal. Each packet includes: a. Current Flying Eagle. b. Lodge Ordeal Flap (obtain from Treasurer) c. OA Handbook (obtain from Lodge Treasurer). d. National OA fact sheet. e. E. Urner Goodman's definition of the OA. f. Registration form for Fall Fellowship. g. Other information. 5. Responsible for picking up and assembling Spirit of the Arrow Booklets. 6. Arranges for use of typewriter at Ordeal. 7. Revises past year's registration form. 8. Makes meal tickets. 9. Recruits registration team. ON SITE: 10. Meets with Registration Team and sets up registration. 11, Makes sure resource sheets are handed out. 12. Assigns candidates to Elangomat groups. 13. Provides a copy of a list of candidates and their Elangomat groups to Ordeal Master on Friday night. 14. Lodge Treasurer is a member of registration team. 15. Hands out information sheet and schedule to candidates and members that includes: *** Where to camp and which bath houses are open. This should also include that ONLY Lodge Officers and Ordeal Master are to stay in the OA Lodge. Ceremony teams use Lodge¨ only for changing purposes. *** Where and when they will be needed. *** Where to park (and where not to!) *** Schedule *** List of work projects for members. 16. Assembles packets (types membership cards). 17. Divides sashes into groups of 55. FOOD CHAIRMAN 1. Provides menu and cost. 2. Requests kitchen help from Ordeal Master. 3. Prepares and serves food on time. <<>>--------------------- 14. ORGANIZATION AND ADMINISTRATION ORGANIZATION AND ADMINISTRATION I. Fundamentals of the Order of the Arrow in the Middle Tennessee Council A. Scout Executive is the top administrative authority of the Lodge. B. The OA is not an organization which exists independently outside of the BSA, but rather it is a device which aims to support the regular Scouting Program through service. C. The OA is a part of the entire camping program and therefore includes not only the Boy Scouts, but also adult Scouters, Explorer Scouts, Varsity Scouts and their advisers. D. The OA is a Camping Society and its year round operation ties in with the Council Camp Promotion Committee. E. All those who give full-time service as professional Scouters should be active members of the Order and the Wa-Hi-Nasa Lodge. II. ADVISERS A. Lodge Adviser- appointed annually by the Scout Executive 1. Member of the Council Camping Committee 2. Qualifications-see OA Handbook 3. Duties-- see OA Handbook 4. Approves Check Requests 5. Appoints other Lodge Advisers Annually 6. Works with District Chairmen annually to appoint chapter advisers. B. Staff Adviser 1. Professional Scouter appointed by the Scout Executive 2. Duties- refer to OA Handbook C. Additional Advisers 1. Assistant Lodge Adviser 2. Adult advisers to each Lodge Committee 4. May approve check requests. 3. Adult Advisers are most effective when working with their respective boy leader. The adult should give the boy full opportunity to do the job. D. RELATIONSHIP BETWEEN LODGE ADVISER AND STAFF ADVISER 1. Closeness important 2. Frequent Conferences between the two and should often include the Scout Executive. THE IMAGE OF BEING A LODGE OFFICER To say that there is a certain "image" for Lodge Officers is a dangerous statement unless it is qualified. There are certain ways that Lodge Officers should conduct themselves, but it is important that the officers do not lose touch with reality or become carbon copies of each other. There is room for individualism, since it is one of the things that got them elected to their current position. If the lodge members had wanted a clone of all the past officers, they would have elected a robot. The positive image that we need to discuss is the way an officer acts, looks, and thinks about his job. Officers should set the example by the wearing of correct uniform. Nothing looks so bad as a lodge chief who is wearing a sweat suit while officiating at a lodge event. Remember that you are setting the example for the younger members. Another important part of being a lodge officer is your attitude toward the job, the OA, and the particular event that is under way. If you are going around with the attitude that the entire weekend is a waste of time, this attitude will carry over to the members. If you show that you are enjoying the weekend, so will the members! this is not to say that you cannot express your opinions about how the event is run, but that can wait until the evaluation meeting at the end of the meeting. While we are on the subject of attitude, we need to mention the officers' attitude toward "Johnny Arrowman". It is vital that you treat the members with the respect and good manners. Remember, the average members elect the officers. Never yell at a member! Not only is it foolish, but it gives the members a bad feeling about you as an officer. Things will get hectic, and you will be under pressure, but do not lose your cool. If you have a disagreement with a member, be calm. DO NOT HAVE A TANTRUM! This will get you nowhere. If you have a problem with an adult, get the Lodge Adviser's help. One of the problems you will run into is the belief that the Scouts and the OA are like the Army. Nothing could be further from the truth; therefore, do not order the members around. A good leader gets the job done without ordering anyone; suggest, make them think it is their own idea. Remember that we are al volunteers. Always listen to the member's ideas. It does not matter if he the youngest or the oldest. He thinks that his opinions are important, and they are! We always need new ideas. The answer "we've never done that before" is not the appropriate response to a new ideal Always be open to the members suggestions and concerns. If you do not have time to talk with them right at that moment, let them know you are interested and set up a time for later in the day. This is just good PR. Lastly, remember that you are an officer because you were elected by the members. It is vital that you stay in tune with the membership. The only difference between you and the average member is that you have more problems to deal with. Stay natural, do not become cardboard officers who are always trying to appear important. Get down and do the dirty work with the members, and they will have a higher opinion of you than if you act above the work. You have the opportunity to work with a great group of people and to learn a lot. Go in with the right attitude and you will accomplish your goals and improve our lodge. <<>>--------------------- 15. PUBLICATIONS PUBLICATIONS---THE LODGE NEWSLETTER One of the most vital forms of communication within the lodge is the lodge newsletter. For years, the Wa-Hi-Nasa Lodge has published THE FLYING EAGLE. The newsletter is an honor publication; and to keep it that way, mistakes cannot be made twice. The material which follows will thoroughly explain the steps, potential problems, and solutions associated with producing The Flying Eagle. ORGANIZATIONAL STRUCTURE Editor: The head of the Flying Eagle is the editor-in-chief. His job is to oversee the newsletter from the plansheet to the final copy. He may write a few articles, but ideally, he should try to let a diversifies staff take care of the stories. It is important to develop a staff of writers so that the newlsletter will not be written soley by the editor. Not only does the lack of staff create a drain on the editor's energies, but it also clear that one person has written all the articles. The style will be the same for each article. FEATURES EDITOR AND CHAPTER NEWS EDITOR: In an effort to ease the work of the editor-in-chief, several specific editors can be used. A features editor can pick special areas of interest and assign staff writers to handle the story. It would be his job, however, to insure that the article is on time, edited well, and interesting to read. The Chapter News Editor job entails gathering chapter news by soliciting chapter chiefs by mail and by phone as well as personal contact at events. The chapter news officer compiles the chapter material and writes the articles. Other editors may be created as needed. All editors report to the Editor-in-Chief. STAFF WRITER: The real "backbone" of the staff, these are the general story writers or staff writers. A newsletter written by many is much better than one written by only a few. For this reason, a well-rounded group of staff writers must be used and it is best if they come from as many different geographical areas within the lodge as possible. This will give the newsletter a diversified outlook, making for a better Flying Eagle. Staff writers report to the editor-in-chief or may report to an assigned editor. It is advisable to find intelligent, hardworking youths to fill these writing positions. It is important to thank them for their help and to help develop their writing ability. You will be amazed at their progress as they work with the paper. PHOTOGRAPHERS AND PICTURES: Photographers, usually two, are good to have on the staff. Their job would be to attend the lodge events and follow the assignments given to them by the editor. Black and white film must be used since color does not work well. Pictures are a vital part of the newsletter, since they show important faces to the average arrowman and the also promote events. Everyone likes to see his picture in the paper and for this reason, and thus make the newsletter more interesting to the membership of the lodge. PRODUCTION MANAGER: HIs job is to transport the newsletter, in its final typed stage, to the layout artist, printers, and eventually, back to the Scout Office to be mailed. This job sometimes winds up being done by the editor and the adviser, and that is not the way it should be done. He is a vital link in the newsletter production chain. Whether or not a newsletter goes out on time can often depend upon this person. A responsible Arrowman with reliable transportation should be chosen for the job. ADULT STAFF: Although the OA was founded to be run by the youth, but the four adults who work with the Flying Eagle are important. They are the typist, the layout artist, mailing system adviser, and of course the overall adviser to the Flying Eagle. In the section devoted to the step by step production of the newsletter, more will be said about the typist, the layout artist and the mailing systems adviser. The basic role of The Flying Eagle Adviser is to "let the boys run the show". It has become traditional for the adviser to send an evaluated copy of the newsletter to the editor after each edition has been published. Comments and errors should be pointed out in a constructive manner. Remember that the purpose of the evaluation should be to improve future editions, not to lay blame for the current mistakes. The youths must be careful not to overuse the adult adviser. Remember, the newsletter is the editor's responsibility, not the advisers. ANYTHING ELSE ?: Any other positions may be added to the staff if needed, but remember do not make positions that are not needed. The before mentioned staff organization has been very useful and should continue to be so in the future. STEP-BY-STEP PLAN TO PRODUCING THE FLYING EAGLE: 1. Make a yearly schedule (probably in December) planning around events, etc., so there will be six editions evenly distributed throughout the year. (See example A). 2. The yearly schedule will give you the dates for the first edition of the year, etc. Approximately one month before the first date on the schedule, a meeting should be held with the lodge officers, the Flying Eagle staff and any other interested parties to discuss and determining the stories and writers for the upcoming edition. This information is then placed on a plansheet (see example B) and is mailed to all officers, writers, and any other interested parties. 3. The next step is to "follow up". Call each writer to insure that the job is getting done. If progress looks slow, reassign the article immediately or you will end up doing it yourself. 4. Once all the material has been sent to you, proof read it and rewrite if necessary. No one wants to read an "unclear" newsletter. 5. Send all proof read articles to the Scout Office for the OA Secretary to type. Get articles in as early as possible because it may take several days due to her unusual work load. 6. After the articles have been typed, proof read for typographical errors and correct errors if needed. 7. Take typed material, proofread for typographical errors and correct errors if needed. 8. Call John Lambrecht or the Scout Office to locate mailing labels. 9. Pick up newsletter from layout artist and take to printer. Allow at least 3 days for printing. Print approximately 50 over the number of labels. 10. Take printed newsletter to Scout Office mailing room for folding, stapling, and label application. Fill out route sheet. Newsletter will be mailed "bulk" by Fran Barnett. 11. Follow-up. Make sure that newsletter gets processed (folded, stapled, and labels applied). Once it reaches the post office, it's out of your hands. 12. Adviser should send evaluated copy to editor upon completion for insertion in Editor's notebook. 13. Start all over again at step 2. These steps give you a basic outline of what needs to be done. The "specifics" of the operation are up to you, your adviser, and staff. See example for points you should observe in order to produce a quality newsletter. A FINAL WORD: The preceding pages can only give you a basic idea of what producing a newsletter involves. As with anything, one can learn from mistakes. With time, ways to improve and simplify the production procedures will be evident. When this happens, this part of the "Wheel" will need to be revised. Remember the Flying Eagle is an honor publication - let's keep it that way!! EXAMPLE A 1986 Year Production Schedule EDITION TO EDITOR TO TYPIST TO LAYOUT & PRINTING April March 12 March 17 March 24 July May 26 June 2 June 9 Sept. July 28 August 4 August 18 Oct. Sept. 22 Sept. 29 Oct. 6 Dec. Nov. 17 Nov. 24 Dec. 1 All questions, comments or suggestions should be directed to the Editor of the Flying Eagle at the following address: EXAMPLE B APRIL EDITION MARCH 24, 1986 Material to Layout and Printing March 17, 1986 Material to Scout office for typing March 12, 1986 Material to Todd Trapnell, Editor ARTICLESDESCRIPTION TO BE WRITTEN BY: Scout-o-Rama small promo T. Sales Conclave registration, transportation Tom Hand Elangomat Training Jim Nasium Workday-May 17th Boy Scout Arrowman Spotlight Michael Nations Charlie Daniels (picture) FeatureChapter Organization Jack Daniels Camp Promotion Mr. Boaxwell Chapter News Mia Lee Boon Docks Treasurer's Report Sticky Hands Bill Fold Cheifly Speaking (picture) I.M. Great Editorial I.S. Great Join Our Staff Promo R.E. Cruit Please have the articles to me by March 12. If you have any questions, comments, or suggestions; please direct them to me: Todd Trapnell Editor, Flying Eagle All other submissions are accepted and welcomed. Next submission deadline is May 26, 1986. EXAMPLE C QUALITIES OF A GOOD NEWSLETTER 1. Should appear neat and clean 2. Should contain information of real interest. 3. Stories should be arranged into columnar form instead of long paragraphs of words extending accross the page. 4. Articles should be well written- no misspelled words, no incorrect grammer. 5. A colorful or interesting drawn letterhead should top the first page. 6. Should include drawings and pictures, if possible. 7. Should include a vareity of articles such as personal profiles, editorials, craft ideas, chapter news, Indian Legend or History. 8. Articles should avoid confusing wording. Should answer who, what, when, where, and how. 9. Should be concise. Avoid "run-on" newsletters. 10. Should be published on a regular, punctual basis. QUALITIES OF A GOOD EDITOR 1. Involves many people in the writing and printing of the newsleter. 2. Is aware of deadlines and lead time and stick to them. 3. Allows plenty of time for printing and mailing. 4. Edits well---avoids unnecessary repetition within and between articles. <<>>--------------------- ADMINISTRATIVE SUPPORT, MAIL & PRINTING Basically, each event stands alone, ie. it is planned seperately from other events. There are certain procedures that apply to ALL events, such as: 1) To be certain that first class mail goes out on time, get the draft to the OA Secretary at least THREE weeks before the event. If bulk mail, turn it in FOUR weeks before the event. 2) Write a complete draft and give complete instructions to our OA Secretary. Remember, she is not a member and is thus not as familiar with OA requirements. 3) The OA Secretary is not responsible for decisions on events. For instance: if the FAll Fellowship fee is $12 and a member calls in and asks: "I'm a vegitarian and will not eat any meat, can I pay only $7.89?" This question must be answered by either the Chief, Adviser and/or event chairman or his adviser, but NOT by the OA Secretary. 4) Audio Equipment: Reserve it early. Make certain that someone else has a hard time, not you and the OA!! 5) When you pick up audio-visual equipment, check it out. See if it works. Better to spend five extra minutes checking it out than having an embarrassing failure at the event. Bulbs in projectors burn out and invariably it's left for You to fix. When you turn equipment back in, make certain it works. THere is more to it than just being polite. The next person to use it could blame you if something doesn't work right. MAIL AND TYPING 1) Check and see if you can get your item in the FLYING EAGLE. The approximate cost of a first class mailing to All members is over $176. The Flying Eagle goes out every two or three months, so there is plenty of opportunity to use the Lodge Newsletter. Example: In the fall of 1984, severe paralysis struck the planners of the Winter Banquet. This disease, sometimes called "terminal inertiaitis" caused a last minute first class mailing that cost $2.91 for EACH of the 55 members who attended! Remember, postage was a mere 20 cents then. 2) While third class mail is cheaper, it frequently results in members receiving it AFTER the event. Get it to the Scout Center four weeks before the event. 3) When you use last year's letter or form as a guide for this year's printing (this disease is called "Evasive Actionitis"), make certain you changed ALL dates, etc. so that it "fits" this years requirements. 4) Material that is hand printed or typed, goes through faster and with fewer errors. 5) PROOFREAD! It's your responsibility, not the secretary's, Chief's. Adviser's or the Post Office's. If you spell dog "dawg", it will come out "dawg". 6) ALL MAILINGS AND PRINTING MUST BE APPROVED BY THE LODGE ADVISER OR ASSISTANT LODGE ADVISER with the following exceptions: a. Lodge Newsletter b. Event Schedules and Executive Committee Agendas c. Meal tickets d. Membership Cards e. Executive Committee Minutes 7) While most printing is done by the Scout Center due to convenience and cost, there are times when "outside" non-scout printing is cheaper and more appropriate. One example is when multi-color work is needed. Another is when the Council Office is closed for vacations. All times that the Council Office is closed are on the Council Calendar. <<>>--------------------- 16. REGISTRATION GUIDELINES <<>>--------------------- 17. SUMMER CAMP REPRESENTATIVE <<>>--------------------- 18. VIGIL <<>>--------------------- backdating....... Backdating What is backdating? It is the term given to a time schedule that starts with the date that the project is due and works backwards to allow time for each portion of the project. For example, if you were planning to go on a date and you were to pick the girl up at 6:00pm sharp, you must do several things to prepare for your encounter. All of these things must be done prior to 6:00pm so that you can arrive on time at her house. You should first list the things that must be accomplished. 1. Take a shower 2. Get Dressed 3. Go to the Bank 4. Clean up the car 5. Get Gas 6. Pick up date Now that a list of tasks has been made, you must put the tasks in the order that they need to be accomplished : 1. Clean up car 2. Take a shower 3. Get Dressed 4. Go to the bank 5. Get Gas 6. Pick up date Now that there is a complete list in the order that they need to be accomplished, you must approximate a period of time to complete each individual task (ie. 15 minutes to get gas). Finally, you are ready to begin with the last item on your list (which is the deadline to be met) and work backwards subtracting the approximate times from your deadline. 6:00pm Pick up Date 5:45pm Get Gas 5:30pm Go to the Bank 5:00pm Get Dressed 4:45pm Take a Shower 2:45pm Start Cleaning Car since we know it is very dirty (P.S. Clean the muck off of the windows- we know they are dirty) This backdated time schedule shows that you must begin your tasks at 2:45pm to attain your goal of picking her up at 6:00pm. To apply this principle, if your initial goal is to produce a quality planbook by June 1, you must place it first on your time schedule and work backwards to allow for the many tasks involved. PLANSHEETS What is a Plansheet? It is an organizational schedule that is necessary for producing a quality organization. It should include: a. A list of tasks, b. Names of those responsible for each task, c. A time schedule for showing deadlines, d. An explanation of each task. For example, in the backdate section, the scenario involved "preparing for a date" Say you had a little brother who was willing to help in preparing for your date. Her is how to make a plansheet for this scenario, "preparing for a date". TIME SCHEDULE 2:45pm Clean out car and get gas 5:00pm Take shower 5:15pm Get dressed 5:45pm Go to bank 6:00pm Pick up date RESPONSIBILITIES: CLEAN OUT CAR AND GET GAS.................Little Brother This task includes washing the car, vacuuming the interior, and cleaning the muck off of the windows. Little brother is also responsible for filling the car with gas after receiving appropriate funds from Big brother. This task must be accomplished by 5:00pm. Take Shower..............................Big Brother This task involves the actual cleaning of the skin and hair. It also includes shaving if it is necessary. This is to be completed by 5:15pm. Get Dressed.............................Big Brother This task is picking out clothes for the evening and putting them on after getting out of the shower. This is to be completed by 5:45pm. GO to Bank.............................Big Brother This task involves going to the bank if funding for the evening is not on hand. Task is to be completed before 6:00pm. Pick Up Date...........................Big Brother This is the actual completion of the project. Arriving at her house at 6:00pm sharp lets the evening process as planned. This is the proper way to instruct your assistants after they have agreed to help. It is short, to the point, and clear. This way there are no unanswered questions dealing with the tasks. A copy of this should be mailed to: a. Your Adviser. b. All Lodge Officers. c. The Lodge Adviser, d. The Staff Adviser, e. Publication Committee Members. f. Anyone else taking part in completing this project. <<>>--------------------- This memo describes the conversion process and rough spots in in this version of the WHEEL111.XXX February 23, 1989 INTRODUCTORY NOTE FOR: David Garrett FROM: Ray Dyke ABOUT: What I Did To/For/With THE WHEEL When we first discussed what I might be able to do to help with revision/republication of the Wa-Hi-Nasa WHEEL, I didn't realize how GOOD the book already is. There are lots of things someone might want to improve, of course, but it is really quite good right now, as it is. Congratulations to whoever deserves them. I guess we were in Jeff Moser's famous semi-private office in Colorado when you first gave me the notebook. Later you brought me some disks and then sent some more disks in the mail. The disks were mostly DEC-Rainbow 5.25 inch 380K single-sided disks, with a few IBM format MS-DOS disks as well. All of the disks you sent are in the package, along with some intermediate conversion disks and the final converted products. I hope they are labeled clearly. Much of the material was in DEC's "Select-86" word processor format, and I was not able to use the program itself on the machines in my shop. I loaded it OK, but I couldn't get it to output an ASCII text file, which is what I needed to do the conversion to WordPerfect. Luckily, SELECT stores its files in a format which involves ASCII characters for all text, so it was possible to pull the files into my ASCII editor. Then I stripped away the control codes (such as center, underline, bold, etc.) and "jiggled" the rest into WordPerfect format. There was no large file containing the entire WHEEL, and each article or chapter was in a separate file. In some cases, there were several versions of files that were fairly similar, and I had to choose one based on how close it seemed to be to the one in the notebook. However, some files appeared to be later versions, so my choices where not always consistently based on the notebook. I guess I chose the one I liked the best, at least based on a quick reading of the top 1 or 2 paragraphs. When we talked at the Pellissippi Indian Seminar last month, I thought I had found almost everything on one of the DEC Rainbow disks. I reallty thought so, but I had not done a complete comparison. Actually I was only able to recover about 75% of it. Some of the files were unrecoverable. As you know, a lot was in the old DEC CP/M format. Some of it came across OK, but some was just garbage. Some of the files were "corrupted" and that may have been due to head alignment on your old DEC Rainbow (or mine). Without going into too much detail, a DEC machine with improper head adjustment can work perfectly until you try to read the disks on another machine. If the heads are a few degrees off center, it will write stuff IT can read OK, but a machine properly adjusted just can't find some of the stuff written a few degrees off. When I made the list of what seems to be here and what might be gone, it was apparent that most of the most recent stuff is missing from my conversion disks. Either it was never on your DEC Rainbow disks, or it was in the gargage I couldn't read. By the way, all of your disks are unchanged. I copied the files off and worked on the copies, so the originals are untouched. Anyway, out of about 120 pages, someone may have to re-type about 40 (or less I hope) pages to bring this back up to completion. I've enjoyed this project. I really have. There are several OA computer/writing projects on my worklist. As you might have guessed, THE WHEEL is the one most recently accepted, and it's also the first one to come out. Things I took on in September are still waiting. I guess I work on the top of the basket first, or maybe I just grease the wheel that squeaks the loudest. (no pun intended). I used the TABLE OF CONTENTS I found in a file, which is not the same table of contents as in the notebook. As a result, the main file may not be compiled in the proper order. This should be fairly easy to fix, by re-arranging the chapters as you want. <<>>--------------------- Following is a list of all the items in the Notebook I have, with an indication of what's in this file from that item. Cover Page -- Not on disk ii Acknowledgements -- nodt on disk iii "Index" listed as Table of Contents. (The Table of contents on disk is NOT the same as this list) v Perfect in concept... -- not on disk vi Introduction (Olson) -- YES here and looks right I Activities Committee -- YES it's here and seems to be OK or nearly so. II Admin, Support, mail, printing -- YES it's here and seems to be OK or nearly so. but near the back. See page 50 or so of this file. III Lodge Awards Committee -- YES it's here but not complete. at about Page 20. It's not nearly as detailed here as the paper copy. I suggest re-typing this one. I couldn't find it complete on disk. IV Ceremonies -- YES it's here and seems to be OK or nearly so. at about page 25. The "favorite story" is not on disk. I like it and it should be in here. The rest looks like it's all here. The ceremony backdate page is also not on disk. IV The crossing the bridge cereminy is not on disk. V The wheel checklist -- YES it's here and seems to be OK or nearly so. at about page 30. This one may be fairly complete on disk. VI Executive Committee -- not on disk. VII Image of being an officer -- YES it's here and seems to be OK or nearly so. complete I think. See page 32 or thereabouts. viii Indian affairs -- YES it's here and seems to be OK or nearly so. See page 34 or so. Looks OK IX Lodge advisory group -- YES it's here and seems to be OK or nearly so., along with some minutes. Perhaps the minutes don't belong here, but I thought you might want to include a sample of the minutes to show what the group does. As one who is not familiar with how your system works, I learned more from reading the minutes than from the narrative in section IX. See page 35-36. X Lodge Rules -- NOT ON DISK. I looked hard, really I did. XI Ordeals Much of this section is missing from the disks. The ordeal administrative responsibilities are OK. sample letters are probably not on disk. The organization chart is not on disk. XII Org+Adm This section is about the same, and YES it's here and seems to be OK or nearly so.. xiii Newsletter This section is here and seems to be OK or nearly so.. xiii Backdating This section is probably all here and seems to be OK or nearly so.. xiv registration guidelines -- NOT ON DISKS. I like this section, and looked carefully. Couldn't find it. xv Summer Camp Representative -- NOT ON DISKS. Mentioned at several places, but the section in my notebook doesnt seen to be on disk. Sorry. xvi Vigil Committee -- not on disks. xvii Backdate calendar for food planning -- YES it's here and seems to be OK or nearly so.. Some pages, such as the following, are just notes to the printshop. <<>>--------------------- FRONT COVER - OUTSIDE FACING FRONT <<>>--------------------- INSIDE FRONT COVER - OR IN FRONT NOTEBOOK POCKET <<>>--------------------- COVER PAGE THE WHEEL WA-HI-NASA LODGE 111 1983-1987 ///////add address, how to suggest corrections, here///// //////title page not found on original disks/////// <<>>--------------------- ////not found on disks///// ACKNOWLEDGEMENTS /////may belong after the table of contents <<>>--------------------- You might want a DEDICATION at the front... <<>>--------------------- ///this was called "INDEX" on the disk. It is not an index. ///there was not an index on disk. ///properly speaking, an index is the thing at the back with all the words in alphabetical order. ///This is a table of contents. TABLE OF CONTENTS Acknowledgements Foreword ////spell it "Foreword" (WORDs coming beFORE) Introduction 1. ACTIVITIES COMMITTEE 2. ADMINISTRATIVE SUPPORT, MAIL AND PRINTING 3. AWARDS 4. BOXWELL ARRANGEMENTS 5. CEREMONY COMMITTEE 6. CHAPTERS 7. CHECKLIST 8. FOOD PLANNING 9. IMAGE OF BEING AN OFFICER 10. INDIAN AFFAIRS 11. LODGE ADVISORY GROUP 12. LODGE RULES 13. ORDEAL 14. ORGANIZATION AND ADMINISTRATION 15. PUBLICATIONS 16. REGISTRATION GUIDELINES 17. SUMMER CAMP REPRESENTATIVE 18. VIGIL <<>>--------------------- SUBJECT (KEYWORD) INDEX ///this may belong in the back... in this case, at least. I didn't find the index on disk...rad <<>>--------------------- PERFECT IN CONCEPT IMPERFECT IN ACTION ////this was not on the disks//// <<>>--------------------- END Posted on BBS November 9, 1993