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Section Leadership Virtual Guidebook

The Section Leadership Virtual Guidebook was compiled to help incoming Section Leaders & Lodge Leaders understand the ins and outs of how our section works. This includes key information on our leadership roles, events, resources, and procedures. In addition it also serves as a great resource to help anyone understand what we do as a section.

Table of Contents

Key Section Information

Section G3 exists as a subdivision of Gateway Region as do all Gateway Region sections. All Sections are required to run their Conclaves, ACT Conferences, Budgets, and general operations in accordance to the Field Operation Handbook. In this handbook how a sections elections, budget, events, and requirements are all outlined. Officers need to understand and utilize this handbook consistently. 

Purpose of the Section

The Section exists with two key purposes as outlined by the National Committee of the Order of the Arrow.
  1. To hold an annual conclave.
    1. To train arrowmen across the section.
    2. To provide further leadership opportunities to arrowmen.
    3. To give lodges a chance to learn best ceremony and AIA practices from each other.
    4. Recognize and activate new arrowmen in the section.
    5. Provide a fun experience for arrowmen all across the section.
  2. Give support to all lodges in the section.
    1. Done through providing key PMP information and support through our PMP Coordinator.
    2. Holding an annual ACT Conference (known as Triad in G3) to train lodge leaders across the section in leadership skills designed to support lodges.
    3. Support lodges through training provided at Fall COC.
    4. Have officers attend lodge events (as invited) to learn best practices, share best practices, and provide training. 
    5. Monthly check ins with each lodge chief from the section chief.
    6. Officers implement programs to support the lodges.
This list is not exclusive to what the section does, but it is the general purpose and practices we follow to best serve our arrowmen. In addition to the list of our key purposes the section also has secondary purposes that guides us as outlined by our Section Leadership.
  1. Support the national structure of the Order of the Arrow.
    1. Section Officers attend SOS (hosted by Gateway Region) to represent Section G3 on a regional scale.
    2. The section chief works directly with the National Officers to support the section.
    3. Section Officers visit other Conclaves and ACT Conferences to learn how to best support our section and help neighboring sections.
    4. The section chief attends the annual national planning meeting and plans the upcoming program of emphasis, elects event vice chiefs, and elects the upcoming years national officers.
  2. Build section resources.
    1. Create an annual budget.
    2. Build and expand the section brand via the section website and social medias.
    3. Create section leadership roster.
    4. Get section leadership interest forms and conclave surveys.
 

Section Leadership Structure

Section G3 works its hardest to enable youth leadership for members of our nine lodges, so consequently we have a big leadership structure. We have two main structures our Annual Operations and Conclave Operations.
Our Annual Operations aligns with our Primary Purpose (#2) and our Secondary Purpose (#2). The Annual Operations Structure can be seen below.
 
Our Conclave Operations aligns with our Primary Purposes (#1). The Conclave Operations Structure can be seen below.

Section Events and Terms

The Section is a part of all kinds of events & has all kinds of terms to describe its structure. This should give you a easy understanding of each of these.

Conclave is the annual event for the section. Conclave is planned all year by leaders across all nine of our lodges, and is hosted by one of our lodges who has their camp be used by the section to hold a local national event. At conclave we have lodge competitions, massive shows, special events, recreation, ceremony competitions, trainings, roundtables, a pow wow, and much much more. This event is also where we elect our 3 Section Officers.

Triad is annual held during January at the camp that will host conclave. Triad will see the Section Officers lead an ACT Conference to train as many lodge leaders as they can, and also essential conclave planning. This includes doing a camp tour, breakout planning, CVC Reports, budget proposals, and plan proposals.

Fall COC is an annual event hosted by the Section Officers in Mid October typically at Camp Wisdom. This event serves as a chance for all Lodge Chiefs and many Lodge & Section leaders to gather and meet along with lay out the basics for Conclave. The COC voting members will vote on the Conclave Theme, Conclave Patch, and Section Budget. Anyone can submit proposals for the Section Budget, Conclave Patch and Conclave Theme before Fall COC by emailing it to the Section Chief. Fall COC also usually will train lodge chiefs on how to best utilize PMP to better their lodges and breakouts for basic conclave planning and getting to know eachother.

The Council of Chiefs are the voting body of the section similar to an LEC (Lodge Executive Committee). The COC allows the officers to execute their job, and ultimately they as a body are in charge of the officers. The COC at Fall COC votes on the upcoming Conclaves Theme and Patch. Additionally they vote on which budget propsal to accept, and edit the budget proposal for the coming year. At Triad the COC votes on the final budget going into conclave, and apporves the Conclave Vice Chief & Section Coordinators plans until April. At conclave in April the COC votes on the location and date of next years conclave. In the case of a special election being triggered the COC will elect a new Officer.

The COC Voting Body consists of the following:

  • 1 Youth Representative from each Lodge
    • This can be anyone as appointed by the Lodge Chief, but in every single case we use Lodge Chiefs as the voting body unless there is something keeping the lodges current chief from attendance.
  • Section Secretary
  • Section Vice Chief
  • Section Chief
  • Immediate Past Section Chief
    • If they are under the age of 21

The Ex Officio (non voting, but speaking) members of the COC consists of the following:

  • Each of the 9 Lodge’s Lodge Advisers
  • Section Adviser
  • Section Associate Adviser
  • Conclave Vice Chief’s
  • Section Coordinators

Section G3 utilizes a variety of resources to support our Section Staff in planning conclave, supporting year long section operations, and for us to provide lodge support. The main resources are our Google Drive, Slack, and MailChimp.

Our Shared Google Drive is for all Section Staff, COC Members, and Section Leadership. We have the following resources inside the google drive:

  • Master Roster
    • Utilized to keep all of our current Lodge Leadership, CVCs, Leads, CVC Team Members, Coordinators, Coordinator Committee Members, Section Officers, Former CVCs & Coordinators, and Former Officers contact information in one place
  • Conclave Feedback Forms
    • Forms from conclave participants on how we could do better
  • Archive of previous years
    • All Drive documents the section has used since 2008 to plan conclaves
  • Section Budget
  • All nine lodges & the sections PMP scores from 2020 – 2022
  • Section Communications Resources
  • Section Photos
  • Meeting agendas and minutes
  • Conclave Schedule (CVCs able to change)
 

The Section Slack is used to allow Section Leaders to communicate with their teams about conclave planning & for the teams to communicate with each-other. It is also used for the COC to plan with each-other.

 

The Section MailChimp allows us to mail all conclave participants 2008 – 2023 for updates on conclave & newsletters.

NLS is a national level OA leadership training that is provided around the country. Often current Section Officers and Past Section Chiefs are on staff and requested to lead. All Section Officers are required to attend NLS during their term if they have not already. NLS builds the skills of Lodge Leaders and helps them to navigate towards the future of our organization. You can learn more about NLS at the Section NLS Webpage.

SLS is an annual event in August where the Section Officers & Advisers gather for a weekend to plan their Goals, Speeches, Trainings, Fall COC, Section Leadership for Conclave, and how they will work with Lodges in the coming year. This event has also been known as the Section Officer Retreat. Usually is held at Stephan F. Austin University and has giest speakers to train the officers.

SOS is the annual gathering of all elected Section Officers in the Gateway Region to learn various skills to improve the Order, and to get to mix with leaders from all across the United States. The Gateway Region Chief utilizes this event to work with his Section Chiefs on bettering Section PMP and relations between sections along with NPM preparation. This also serves as a chance to expose leaders to National OA Subcommittees and resources.

NPM is the annual December planning meeting for only the Section Chief. Here all section chiefs meet to elect the 4 National Officers, Plan the Program of Emphasis, Elect Event Vice Chiefs, and pave the way for the future of the Order of the Arrow.

In the case a Section Officer resigns due to election to a higher office, or personal reasons a special election will be triggered. From the day of resignation the COC has 30 days to meet and elect a new officer. In this election the resigning officer, section officers, and current candidates lose their voting rights on the COC. In the case an election is tied the one conducting the election (likely the current Section Chief, a past Section Chief, or National Officer) will deliver the tie breaking vote. If the special election results have a current section officer elevating in office they must immediately resign from their previous office and a new special election must be held to fill the vacancy (ex. current Section Secretary runs for Section Chief in a special election and wins, then they must resign as secretary & a new election be held to elect a new secretary). Any special election is done with close guidance to the Field Operations Handbook.

The Program of Emphasis is the two programs National OA runs annually, one is a project taskforce and the other is a national event. This national event could be NOAC, Operation Arrow (for Jamborees), NCOC, or anything else. The taskforce is a committee supporting the OA’s national ambitions, this created things like polestar, the region restructure, LLD, and ACT. The program of emphasis starts planning at NPM where all Section Chiefs are split into committees and elect a E/J/C VC for that are or a Committee Chairmen.

Section Officers Roles & Duties

The Section Officers are elected each year at Conclave or in a special election following the resignation of one of the Officers. They are responsible for running the Section and all Section Events. 
Below is the position of Section Chief very simply summarized:

The Section Chief is elected by our lodges to run the operations of the entire section and serve as the key representative for our section, our lodges, and all our members. The section chief spends most of their time doing work visiting other lodges and sections, mentoring and guiding his officers, staying in check with all nine lodges, reporting to national officers, building a national program, and directly overseeing the coordinators.

Ultimately the success of the section all relies on the section chief, and if anything in the section fails it comes down to the section chiefs lack of coordination with their subordinates. In addition as the key representative of the section they must keep and build a good image of the section on a regional and national scale.

The section chief must properly train and oversee the 2 officers in coordinating the conclave and their positions. Additionally, the chief is required to check in with the nine lodge chiefs every month and give the lodge chiefs the support they can. The chief works directly with the section adviser to assure everything they need done is accomplished.

Finally, the section chief attends SOS & NPM to represent the section build national programs, elect national officers, elect event vice chiefs, and support the national structure in however is expected.

Below is the position of Section Chief as described by the FOH:

a. Organizes and gives positive leadership to achieve a successful annual conclave and fulfill section operations responsibilities. 

b. Holds no other elected position in the Order of the Arrow or national service territory, region or national leadership position within Scouting during their term. Must resign from all lodge and chapter offices within 30 days of their election as section chief. 

c. Presides over meetings of the council of chiefs and the conclave business meeting. 

d. Communicates with the region chief on a regular basis. 

e. Delegates duties to other section officers and members of the council of chiefs. 

f. Works closely with the section adviser and section staff adviser. Keeps the section adviser and section staff adviser fully informed of all their activities related to the Order of the Arrow. Shares copies of all correspondence pertaining to the business of the Order with these individuals and with others that are concerned. 

g. Assures that all aspects of section activity are conducted according to these Section Rules. 

h. Compiles the conclave reports within 45 days of the end of the conclave. The report and submission process are exclusively online and are available at oa-bsa.org/ resources/forms#section. (This is the responsibility of the section chief completing their term of office at the conclave.)

i. Distributes lodges among the elected section officers to provide a vehicle for regular contact of each lodge by section officers. 

j. Responsible for influencing positive performance of lodges in the Lodge Performance Measurement Program by: (1) periodically following-up on assigned lodge PMP progress; (2) raising areas of performance concern to section leadership; and (3) providing a regular communication conduit between assigned lodges and the section. 

k. Serves as an example of the ideals of the BSA and the Order of the Arrow. 

l. Wears the Scout uniform correctly. 

m. Attends section officer seminars and, unless previously attended, a national leadership seminar. 

n. Represents the section at region and national functions and activities of the Order of the Arrow, when invited. 

o. Participates in an annual national planning meeting. The section will pay for the transportation and planning meeting fees to attend. The section chief will serve as a member of the committee planning the national program of emphasis for the coming year. Upon successful evaluation and timely completion of their responsibilities, their fees and transportation will be funded to fulfill any assigned Order of the Arrow duties at the program of emphasis. 

p. Promotes participation in region and national events.

Below is the position of Section Vice Chief very simply summarized:

The Section Vice Chief is elected by our lodges to run the operations of the section and serve as a key representative for our section, lodges, and members. The section vice chief spends most of their time visiting other lodges, leading the program CVCs and assigned coordinator(s), reporting to the section chief, and building the sections program for Triad.

Below is the position of Section Vice Chief as described by the FOH:

a. Assists the section chief, as directed by them, to carry out the operations of the section. 

b. Assures that the conclave is promoted in all councils. 

c. Influences positive performance of lodges by planning an annual ACT conference. 

d. Responsible for influencing positive performance of lodges in the Lodge Performance Measurement Program by: (1) periodically following-up on assigned lodge PMP progress; (2) raising areas of performance concern to section leadership; and (3) providing a regular communication conduit between assigned lodges and the section. 

e. Assumes other responsibilities and duties as assigned by the section chief. 

f. Promotes participation in region and national events. 

g. If the section chief resigns or is unable to fulfill their term of office, assumes the responsibilities of the section chief until the council of chiefs elects a successor for the unexpired term. 

h. Serves as an example of the ideals of the BSA and the Order of the Arrow. 

i. Wears the Scout uniform correctly. 

j. Attends council of chiefs meetings, section officer seminars, additional region events, as invited, and, unless previously attended, a national leadership seminar.

Below is the position of Section Secretary very simply summarized:

The Section Secretary is elected by our lodges to run the operations of the section and serve as a key representative for our section, lodges, and members. The section vice chief spends most of their time visiting other lodges, leading the admin CVCs and assigned coordinator(s), reporting to the section chief, takes all minutes of section meetings, and overseeing the sections rosters, social media, and google drive.

Below is the position of Section Secretary as described by the FOH:

a. Assists the section chief in communicating with members of the council of chiefs and advisers. Provides written or email notification of all council of chiefs meeting at least 15 days in advance, including an agenda and preliminary budget with rationale for review, or a transaction report since the last council of chiefs meeting (including account balance) and financial report of income/expenses compared to the council of chiefs established budget.

b. Records the minutes of all meetings of the council of chiefs, and the conclave business meeting. Distributes copies of all minutes, including the approved budget or financial report and any amendments, to council of chiefs members within 15 days following each meeting. 

c. Maintains an up-to-date roster of names, addresses, telephone numbers, and email addresses of the council of chiefs members. The distribution of the roster, and all changes, shall be to: members of the council of chiefs, region chief, region chair, and national director. 

d. Communicates registration details of the annual ACT conference, ensuring each lodge has the opportunity to participate. 

e. Responsible for influencing positive performance of lodges in the Lodge Performance Measurement Program by: (1) periodically following-up on assigned lodge PMP progress; (2) raising areas of performance concern to section leadership; and (3) providing a regular communication conduit between assigned lodges and the section. 

f. Promotes participation in region and national events. 

g. Serves as an example of the ideals of the BSA and the Order of the Arrow. 

h. Wears the Scout uniform correctly. 

i. Attends council of chiefs meetings, section officer seminars, and, unless previously attended, a national leadership seminar.

Section Coordinator’s Roles and Duties

The Section Coordinators are appointed by the Section Chief to serve for a full year term on matters that relate to the yearly operations of the section. In summary they do work the section does that is not related to conclave.

The Admonition Coordinator reports directly to the Section Chief and the Admonition Adviser.

They are responsible for the following:

  • Makes sure Instagram posts are made for yearly Admonition posts
  • Provide lodge support and communications with their Admonition goals
  • Support lodges in setting Admonition Goals
  • Oversee and support the rest of the Admonition committee
  • Attend Fall COC, Triad, and Conclave
  • Teach trainings at Triad and possibly Conclave 
  • Oversee the Admonition Budget
  • Lead committee meetings
  • Keep Section in check when it comes to decisions
  • Create surveys for all programming and training.
  • Recruit a Section Admonition Committee
  • Communicate with Section leadership, whenever needed, about committee needs
  • Create yearly Admonition goals for the Section
  • Directly delegate, guide, and mentor the members of the Admonition Committee
  • Manage the Admonition Resources folder (G3 Shared Drive > Multiadministration Items > DEI Resources)
  • Keep the Section Chief on check in how their team follows the principles of Admonition

The Communications Coordinator reports directly to the Section Secretary and Communications Coordinator Advisor.

 

The Communications Coordinator is a year-long position that updates Section documents, creates Section designs and graphics for social media, prepares other social media posts, and makes graphics for the Section staff upon request.

 

  • Create a Communications Committee to support your plans and assist you in your tasks.
  • Create social media posts for all relevant platforms.
    • Posts will vary from themes of holidays, leadership recognition, event promotion, etc.
    • The goal is to keep an active online presence.
    • Help come up with post ideas.
    • Create a calendar for social media posts.
  • Work with all CVCs & Coordinators to help them make graphics and social media posts as needed.
  • Keep track of, and post about, National OA events.
  • Help Section Secretary keep Section documents up-to-date
  • Create social media post templates for the lodges to use.
  • Attend FCOC, Triad and Conclave
  • Work with the Section Secretary and communicate the goals and needs of the Communications Committee.
  • Create a schedule for team check-ins and zoom calls.
  • Attend CVC virtual meetings as often as possible, and, if not in attendance, always provide a report.
  • Any assignments as assigned by the Section Chief or the Section Secretary
  • Directly delegate, guide, and mentor the members of the Communications Committee.
  • Keep the Section Secretary up to date on deadlines set for your team and any problems you or your team are facing.

The Ambassador Coordinator reports directly to the Section Chief and the Ambassadors Adviser.

 

They are responsible for the following:

 

  • Oversee and support the rest of the ambassadors committee
  • Oversee the production of Conclave Promotional Instagram/Facebook/Twitter Posts any Lodge can use to promote conclave
  • Oversee the production of Conclave Promotional Posters that Ambassadors can use at Lodge Events
  • Oversee the production of flyers that ambassadors will physically give out at lodge events
    • Assure enough are printed for ambassadors to have 100 or more each
  • Oversee the production of an ambassador’s item given for being an ambassador
    • This would be a patch, neckerchief, buckle, etc.
      • Orders would need to be put in ASAP after FCOC
  • Oversee the production of an ambassador’s award for achieving a registration goal by conclave
    • This would be a very exclusive and special patch, buckle, neckerchief, etc.
      • Orders would need to be in by Triad realistically
  • Host Ambassador training for all ambassadors at Triad
    • It would be a requirement for Ambassadors to be at this training
    • Also hosting virtual sessions for those who missed them and mailing out promotion sheets, and ambassador items. 
  • Would ensure the ambassadors have a generic speech to give about conclave at events
  • Recuit ambassadors from each lodge by January
    • 2 minimum per lodge
  • Track ambassadors success in recruiting people to conclave
  • Check in with ambassadors regularly 
  • Attend FCOC, Triad, and Conclave
  • Oversee Ambassadors Budget
  • Lead committee meetings
  • Communicate with Section leadership, whenever needed, about committee needs
  • Create yearly Ambassadors goals for the Section
  • Directly delegate, guide, and mentor the members of the Ambassadors Committee
  • Manage the DEI Resources folder (G3 Shared Drive > Multiadministration Items > Ambassadors Resources)

The PMP Coordinator reports directly to the Section Chief and the PMP Adviser.

They are responsible for the following:

  • Have a working understanding of Lodge and Section PMP Scores and how they are determined
  • Build a PMP Committee
  • Understand how PMP negatively effects our small and large lodges
  • Gather scores for our nine lodges 
  • Manage the PMP Resources folder (G3 Shared Drive > Multiadministration Items > PMP Resources)
  • Oversee and support the rest of the committee
  • Hold Lodge Leadership Meetings at FCOC to discuss PMP History and where to go
  • Attend COC meetings and check in on PMP Goals
  • Attend FCOC, Triad, and Conclave
  • Teach trainings at FCOC, Triad and Conclave 
  • Lead committee meetings
  • Communicate with Section leadership, whenever needed, about committee needs
  • Create yearly PMP goals for the Section
  • Work with lodges to make attainable (SMART) PMP goals for the chiefs term
  • Directly delegate, guide, and mentor the members of the PMP Committee
  • Other duties as assigned by the Section Chief

The Website Coordinator reports directly to the Section Chief and the Website Adviser.

They are responsible for the following:

  • Oversee and support the rest of the website committee
  • Oversee regular updates to the Section Website including updating Section Leadership, History, Conclave Information, and Lodge Information.
  • On a monthly basis write articles and publish them onto the section website about section operations.
  • Utilize the website to promote section and national programs.
  • Recruit a section website committee
  • Always try and learn more about how we can utilize the website the best we can.
  • Create yearly Website goals for the Section
  • Directly delegate, guide, and mentor the members of the Website Committee
  • Manage the DEI Resources folder (G3 Shared Drive > Multiadministration Items > Website Resources)

The ACT Coordinator reports directly to the Section Vice Chief and Section Chief.

They are responsible for the following:

  • Have a working understanding of the ACT Conference sessions and process.
  • Recruit ACT Trainers for Triad. 
  • Ensure that every Trainer has all the resources they need in order to effectively teach their session.
  • Understand how Lodges can grow and benefit from the ACT Program.
  • Help Lodges develop plans in order to improve various aspects of their program and statistics.
  • Work with Lodges to help them Adapt to face major challenges.
  • Encourage Lodges to Collaborate with their peers across the Section.
  • Establish motivation within Lodge Leaders to find new ways to achieve their goals, so that they can Thrive and become High Performing. 
  • Ensure that all resources for the ACT Conference (nametags, PowerPoint access, packets, etc.) are accounted for before Triad.
  • Create work timeline for all ACT goals.
  • Directly delegate, guide, and mentor Lodge Officers before, during, and after the ACT Conference.
  • Check in with Lodge Officers on their goals periodically during and after Triad.
  • Attend FCOC, Triad, and Conclave.
  • Attend COC Meetings to promote Triad and talk about how the ACT Conference can benefit lodges.

Conclave Vice Chief’s Roles and Duties

The Conclave Vice Chiefs are appointed by the 3 Section Officers in August – September about 8 months before conclave to plan the massive event. The CVCs run a team of 5-20 Staff and leads for specific areas (and sometimes they also have an Assistant CVC).

The Host Lodge CVC (Conclave Vice Chief) reports directly to the Section Secretary, their Lodge Chief, Lodge LEC, and Host Lodge CVC Adviser.

They are responsible for the following:

  • Working with the Lodge Chief to keep the Host Lodge LEC informed on conclave workdays and planning opportunities
  • Gather a team of host lodge staff to help in planning the host lodge portion of conclave and promoting the conclave within the lodge
  • Run workdays at the site of the conclave to prepare it for the conclave’s activities
  • Work with all other CVCs to provide essential materials such as camp maps, parking information, and other essential information
  • Work with Host Lodge Council Staff to get pertinent information about the host camp
  • Work with the DEI Coordinator and Section Officers to assure accessibility accommodations and dietary restrictions are met and provided for conclave and triad
  • Build a Host Lodge Planning Team and Host Lodge Staff
  • Lead the camp tour at Triad
  • Doing on site set up support with their team at conclave for all program areas in need
  • Oversee host lodge conclave fee
  • Provide housing accommodations for Section Leadership, Guests, and others who need accommodations
  • Plan the sleeping arrangements for all nine lodges
  • Attend CVC virtual meetings as often as possible, and if not in attendance, always provide a report
  • Manage the Host Lodge folder (G3 Shared Drive > 2023 – 2024 > Conclave > Host Lodge)
  • Attend Triad, Fall COC, and Conclave
  • Any assignments as assigned by the Lodge Chief, Section Chief, and/or section secretary

The Communications CVC (Conclave Vice Chief) reports directly to the Section Secretary and Communications CVC Adviser.

The CVC will lead the Communications Team, consisting of different team leads, and other youth to support the team. The Communications Team will encompass Promotions, Publications, Registration, and Photography.

As Communications CVC, you will be responsible for the following:

 

  • The lead positions are followed by their expectations that you are expected to assist them with.
  • Label and Organize check-in packets.
  • Setup Check-in area.
  • Leave out information and directions for those arriving after Friday check-in closes.
  • Create a mass communication for participants that can be utilized by multiple designated people (e.g. Officers).
  • Create in-depth One Sheets for your leads so that they know what they are signing up for (must be done before confirming leads).
  • Check-in with your leads often and help them with anything they need.
  • Work to establish a precise timeline with goals for Comms.
  • Establish all of your leads, and submit an onboarding plan to the Section Secretary for approval.
  • Create a schedule for team check-ins and zoom calls.
  • Attend CVC virtual meetings as often as possible, and, if not in attendance, always provide a report.
  • Build a Conclave Communications Planning Team and Conclave Communications Staff
  • Any assignments as assigned by the Section Chief or the Section Secretary.
  • Oversee Communications Budget
  • Keep the Section Secretary up to date on deadlines set for your team and any problems you or your team are facing.
  • Manage the Communications folder and keep updated with any documents you use for your program area. (G3 Shared Drive > 2023 – 2024 > Conclave > Communications)
  • Utilize the resource of examples of how these events have been run in the past to make this year the best they can be

The Trading Post CVC (Conclave Vice Chief) reports directly to the Section Secretary and Trading Post CVC Adviser.

The CVC will lead the Trading Post Team consisting of different team leads, and other youth to support the team. Trading Post will encompass the Conclave Merchandise, Design and Ideas for Section Items, and running the trading post at Conclave.

As trading post CVC, you will be responsible for the following:

  • Develop a profitable Trading Post which features new items and does not have an excess inventory left over with Conclave specific items.
  • Create an online shop that can be attached to the Conclave registration for pre-orders.
  • Check-in with your leads often and help them with anything they need.
  • Work to establish a precise timeline with goals for the Trading Post.
  • Create in-depth One Sheets for your leads so that they know what they are signing up for (must be done before confirming leads). 
  • Establish all of your leads, and submit an onboarding plan to the Section Secretary for approval.
  • Build a Trading Post Planning Team and Trading Post Staff
  • Find willing volunteers to work the Trading Post during Conclave.
  • Create a schedule for team check-ins and zoom calls.
  • Oversee Trading Post Budget
  • Attend CVC virtual meetings as often as possible, and, if not in attendance, always provide a report.
  • Any assignments as assigned by the Section Chief or the Section Secretary
  • Keep the Section Secretary up to date on deadlines set for your team and any problems you or your team are facing.

The AIA CVC (Conclave Vice Chief) reports directly to the Section Vice Chief and AIA Advisor.

They are responsible for the following:

  • Work to establish an overall vision and timeline for your program area.
  • Ensure the successful planning and execution of all events specified.
  • Select and appoint people for the following roles.
    • Pow Wow Lead
    • Ceremonies Lead
    • Any necessary staff for the above program sub-areas (judges)
  • Oversee the planning and execution of a Pow Wow.
    • Recruit judges for this event.
  • Ensure the planning and execution of ceremony competitions.
    • Communicate with lodges during and prior to conclave regarding forming teams.
    • Create a schedule for these competitions that flows well with scheduled events in other areas.
  • Ensure that there are other AIA activities. These are typically trainings, workshops, and crafts.
  • Actively communicate with team leads to ensure that everything is going smoothly.
    • Your channel in the section slack may be used for this purpose.
  • Organize meetings with your team as needed.
  • Use the example of how this program area was executed in the past to assist in your planning. See who the previous CVC was at the top of this document.
  • Make a brief presentation at the fall council of chiefs going over your preliminary plan as well as proposing a preliminary budget.
  • Make a thorough presentation at triad going over your final plan as well as proposing a final budget. Additions may be made after this point, but the budget cannot be changed.
  • Communicate any information regarding purchases that need to be made for your program area to the section adviser, Dr. Lindsey, as well as the section chief and vice chief. The section adviser will be the one making the purchases.
    • Purchases requiring reimbursements are strongly discouraged. No reimbursements will be made on items not approved by the Council of Chiefs or without proper documentation.
    • Put as much of this information as possible in your section of the section budget sheet.
    • This should all be completed during the week following triad (communication with Dr. Lindsey and filling out the budget).
  • Manage and maintain your folder within the google drive (Section G3 Shared Drive > 2024 – 2025 > Conclave).
  • Maintain your section of the section staff roster sheet in the google drive by adding in any leads and team members along with their contact information.
  • Be in attendance at Fall Council of Chiefs on Saturday, October 26th from 9am to 5 pm at the Longhorn Council Office (850 Cannon Drive, Hurst, TX 76054).
  • Be in attendance at triad from Friday, January 17th to Sunday, January 19th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Be in attendance at conclave from Friday, April 25th to Sunday, April 27th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Attend all CVC zoom meetings. Unless there is an emergency, absences should be communicated at least a week in advance. A report should be presented by an ACVC or sent to the section vice chief at least 24 hours in advance.
  • Complete any other assignments given by the section chief or vice chief.
  • Follow the Scout Oath and Law.

The Shows CVC (Conclave Vice Chief) reports directly to the Section Vice Chief and Shows Advisor.

They are responsible for the following:

  • Work to establish an overall vision and timeline for your program area.
  • Ensure the successful planning and execution of all events specified.
  • Select and appoint people for the following roles.
    • Opening Show Lead
    • Closing Show Lead
    • Any necessary staff for the above program sub-areas
  • Plan an opening show with engaging elements such as games, performances, etc. The opening show should also have a section where you introduce the officers, CVCs, and coordinators. It may also be fun to introduce lodge chiefs.
  • Plan a closing show with engaging elements. There should also be a guest speaker if a guest was invited to conclave.
  • Actively communicate with team leads to ensure that everything is going smoothly.
    • Your channel in the section slack may be used for this purpose.
  • Organize meetings with your team as needed.
  • Use the example of how this program area was executed in the past to assist in your planning. See who the previous CVC was at the top of this document.
  • Make a brief presentation at the fall council of chiefs going over your preliminary plan as well as proposing a preliminary budget.
  • Make a thorough presentation at triad going over your final plan as well as proposing a final budget. Additions may be made after this point, but the budget cannot be changed.
  • Communicate any information regarding purchases that need to be made for your program area to the section adviser, Dr. Lindsey, as well as the section chief and vice chief. The section adviser will be the one making the purchases.
    • Purchases requiring reimbursements are strongly discouraged. No reimbursements will be made on items not approved by the Council of Chiefs or without proper documentation.
    • Put as much of this information as possible in your section of the section budget sheet.
    • This should all be completed during the week following triad (communication with Dr. Lindsey and filling out the budget).
  • Manage and maintain your folder within the google drive (Section G3 Shared Drive > 2024 – 2025 > Conclave).
  • Maintain your section of the section staff roster sheet in the google drive by adding in any leads and team members along with their contact information.
  • Be in attendance at Fall Council of Chiefs on Saturday, October 26th from 9am to 5 pm at the Longhorn Council Office (850 Cannon Drive, Hurst, TX 76054).
  • Be in attendance at triad from Friday, January 17th to Sunday, January 19th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Be in attendance at conclave from Friday, April 25th to Sunday, April 27th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Attend all CVC zoom meetings. Unless there is an emergency, absences should be communicated at least a week in advance. A report should be presented by an ACVC or sent to the section vice chief at least 24 hours in advance.
  • Complete any other assignments given by the section chief or vice chief.
  • Follow the Scout Oath and Law.

The Experience CVC (Conclave Vice Chief) reports directly to the Section Vice Chief and Experience CVC Adviser.

They are responsible for the following:

  • Work to establish an overall vision and timeline for your program area.
  • Ensure the successful planning and execution of all events specified.
  • Select and appoint people for the following roles.
    • Assistant CVC
    • VIA Luncheon Lead
    • Vigil Rededication Lead (must be Vigil)
    • Interfaith Worship Service Lead
    • OAHA Promotional Lead
    • Operation Arrow Promotional Lead
    • Any necessary staff for the above program sub-areas
  • Ensure the execution of the Very Important Arrowman (VIA) Luncheon at conclave.
    • This luncheon is for all lodge chiefs, lodge advisers, an up-and-coming Arrowman (selected by the lodge chief and adviser) from each lodge, section officers, section advisers, and any guests attending conclave. The focus of the luncheon is the up-and-coming Arrowman (the VIA).
    • The guest may give a speech at the luncheon contingent upon their agreement.
    • There should be a gift for all in attendance. This should be kept private until the event.
    • Lunch should be provided. Coordinate with the host lodge CVC to ensure that this happens.
    • Decide on and execute the program for the event.
      • Each person at the luncheon should introduce themselves.
      • There are numerous ways that you can take this, so be creative.
  • Ensure the execution of a Vigil Rededication Ceremony at conclave.
    • This ceremony is intended for Vigil Honor members to think about their commitment and to rededicate themselves to the ideals of the OA.
    • There should be a gift for all in attendance. This should be kept private until the event.
    • There should be a patch for all in attendance. This should be worked out with the trading post CVC.
  • Ensure the execution of an Interfaith Worship Service on Sunday morning at conclave.
  • Ensure the execution of the conclave museum.
  • Oversee the promotion of OA High Adventure (OAHA) at conclave.
    • This could be an EXPO, a roundtable discussion, a table with free stuff, or numerous other things.
  • Oversee the promotion of Operation Arrow at conclave.
    • This could be an EXPO, a roundtable discussion, a table with free stuff, or numerous other things.
  • Conduct any other activities that you see fit and appoint any other leads that may be necessary. These should still fall under your program area.
  • Actively communicate with team leads to ensure that everything is going smoothly.
    • Your channel in the section slack may be used for this purpose.
  • Organize meetings with your team as needed.
  • Use the example of how this program area was executed in the past to assist in your planning. See who the previous CVC was at the top of this document.
  • Make a brief presentation at the fall council of chiefs going over your preliminary plan as well as proposing a preliminary budget.
  • Make a thorough presentation at triad going over your final plan as well as proposing a final budget. Additions may be made after this point, but the budget cannot be changed.
  • Communicate any information regarding purchases that need to be made for your program area to the section adviser, Dr. Lindsey, as well as the section chief and vice chief. The section adviser will be the one making the purchases.
    • Purchases requiring reimbursements are strongly discouraged. No reimbursements will be made on items not approved by the Council of Chiefs or without proper documentation.
    • Put as much of this information as possible in your section of the section budget sheet.
    • This should all be completed during the week following triad (communication with Dr. Lindsey and filling out the budget).
  • Manage and maintain your folder within the google drive (Section G3 Shared Drive > 2024 – 2025 > Conclave).
  • Maintain your section of the section staff roster sheet in the google drive by adding in any leads and team members along with their contact information.
  • Be in attendance at Fall Council of Chiefs on Saturday, October 26th from 9am to 5 pm at the Longhorn Council Office (850 Cannon Drive, Hurst, TX 76054).
  • Be in attendance at triad from Friday, January 17th to Sunday, January 19th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Be in attendance at conclave from Friday, April 25th to Sunday, April 27th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Attend all CVC zoom meetings. Unless there is an emergency, absences should be communicated at least a week in advance. A report should be presented by an ACVC or sent to the section vice chief at least 24 hours in advance.
  • Complete any other assignments given by the section chief or vice chief.
  • Follow the Scout Oath and Law.

The ARC CVC (Conclave Vice Chief) reports directly to the Section Vice Chief and ARC Advisor.

They are responsible for the following:

  • Work to establish an overall vision and timeline for your program area.
  • Ensure the successful planning and execution of all events specified.
  • Select and appoint people for the following roles.
    • Assistant CVC
    • Activities Lead
    • Recreation Lead
    • Competitions Lead
    • Any necessary staff for the above program sub-areas (judges for competitions)
  • Ensure the planning and execution of various activities.
    • One major event hosted by the ARC team will be the Saturday night theme events. This is essentially a party centered around the theme for conclave.
  • Ensure the planning and execution of various recreational events. There is less of a precedent for this one, so you are free to plan anything you would like.
  • Ensure the planning and execution of various competitions. These can truly be anything, but ceremony competitions are handled by the AIA CVC.
    • Communicate with lodges during and prior to conclave regarding forming teams.
    • Create a schedule for these competitions that flows well with scheduled events in other areas.
  • Design and build/purchase awards for the winners of events.
  • Oversee the best in section competition.
  • Actively communicate with team leads to ensure that everything is going smoothly.
    • Your channel in the section slack may be used for this purpose.
  • Organize meetings with your team as needed.
  • Use the example of how this program area was executed in the past to assist in your planning. See who the previous CVC was at the top of this document.
  • Make a brief presentation at the fall council of chiefs going over your preliminary plan as well as proposing a preliminary budget.
  • Make a thorough presentation at triad going over your final plan as well as proposing a final budget. Additions may be made after this point, but the budget cannot be changed.
  • Communicate any information regarding purchases that need to be made for your program area to the section adviser, Dr. Lindsey, as well as the section chief and vice chief. The section adviser will be the one making the purchases.
    • Purchases requiring reimbursements are strongly discouraged. No reimbursements will be made on items not approved by the Council of Chiefs or without proper documentation.
    • Put as much of this information as possible in your section of the section budget sheet.
    • This should all be completed during the week following triad (communication with Dr. Lindsey and filling out the budget).
  • Manage and maintain your folder within the google drive (Section G3 Shared Drive > 2024 – 2025 > Conclave).
  • Maintain your section of the section staff roster sheet in the google drive by adding in any leads and team members along with their contact information.
  • Be in attendance at Fall Council of Chiefs on Saturday, October 26th from 9am to 5 pm at the Longhorn Council Office (850 Cannon Drive, Hurst, TX 76054).
  • Be in attendance at triad from Friday, January 17th to Sunday, January 19th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Be in attendance at conclave from Friday, April 25th to Sunday, April 27th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Attend all CVC zoom meetings. Unless there is an emergency, absences should be communicated at least a week in advance. A report should be presented by an ACVC or sent to the section vice chief at least 24 hours in advance.
  • Complete any other assignments given by the section chief or vice chief.
  • Follow the Scout Oath and Law.

The Training CVC (Conclave Vice Chief) reports directly to the Section Vice Chief and Training Advisor. 

They are responsible for the following:

  • Work to establish an overall vision and timeline for your program area.
  • Ensure the successful planning and execution of all events specified.
  • Select and appoint people for the following roles.
    • Assistant CVC
    • Any necessary staff for the above program sub-areas (trainers)
  • Decide on the specific trainings that you would like to offer at conclave and assign those to your recruited trainers.
  • Manage and check in with trainers leading up to conclave and ensure that they have all necessary resources. Develop and distribute these resources to your trainers.
  • Facilitate all trainings at conclave.
  • Actively communicate with team leads to ensure that everything is going smoothly.
    • Your channel in the section slack may be used for this purpose.
  • Organize meetings with your team as needed.
  • Use the example of how this program area was executed in the past to assist in your planning. See who the previous CVC was at the top of this document.
  • Make a brief presentation at the fall council of chiefs going over your preliminary plan as well as proposing a preliminary budget.
  • Make a thorough presentation at triad going over your final plan as well as proposing a final budget. Additions may be made after this point, but the budget cannot be changed.
  • Communicate any information regarding purchases that need to be made for your program area to the section adviser, Dr. Lindsey, as well as the section chief and vice chief. The section adviser will be the one making the purchases.
    • Purchases requiring reimbursements are strongly discouraged. No reimbursements will be made on items not approved by the Council of Chiefs or without proper documentation.
    • Put as much of this information as possible in your section of the section budget sheet.
    • This should all be completed during the week following triad (communication with Dr. Lindsey and filling out the budget).
  • Manage and maintain your folder within the google drive (Section G3 Shared Drive > 2024 – 2025 > Conclave).
  • Maintain your section of the section staff roster sheet in the google drive by adding in any leads and team members along with their contact information.
  • Be in attendance at Fall Council of Chiefs on Saturday, October 26th from 9am to 5 pm at the Longhorn Council Office (850 Cannon Drive, Hurst, TX 76054).
  • Be in attendance at triad from Friday, January 17th to Sunday, January 19th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Be in attendance at conclave from Friday, April 25th to Sunday, April 27th at Sid Richardson Scout Ranch (Boy Scout Rd, Bridgeport, TX 76426).
  • Attend all CVC zoom meetings. Unless there is an emergency, absences should be communicated at least a week in advance. A report should be presented by an ACVC or sent to the section vice chief at least 24 hours in advance.
  • Complete any other assignments given by the section chief or vice chief.
  • Follow the Scout Oath and Law.

Lodge’s Role in the Section

Our nine lodges vote in the Council of Chiefs and approve our budget, annual conclave location, conclave theme and patch, and vote in special elections. The section exists to serve our nine lodges and assist them with national resources, and the lodges work with us to in turn promote national and section events. 

As stated above the section exists to serve the lodges. This is accomplished through the following:

  • Section Officers visiting lodge events to provide training, keynote speeches, and support.
  • Section Officers building programs to support our lodges.
  • Section Officers visit other sections and learn best practices for our lodges.
  • Section Chief provides national resources to support the lodges.
  • Section Chief holds monthly check-in calls with individual lodge chiefs.
  • PMP Coordinator works with lodges to support them in understanding and improving their PMP.
  • ACT Coordinator provides training for lodge leaders.
  • Conclave Staff provide an amazing weekend for all lodge members full of chances to learn about other lodges ceremonies, practices, etc.

Additional Information

Learn all about the Section, it’s history, and much much more by exploring the website. If you have any questions our officers and advisers would love to answer them using our emails below:
Section Leadership
Section History
Conclave Information
Section Articles
Section Calendar
Section Newsletters