Kon Wapos Lodge. Bay-Lakes Council #635 Order of the Arrow. Kon Wapos Lodge Bay-Lakes Council P.O. Box 267 Appleton, WI 54912

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1 Kon Wapos Lodge Bay-Lakes Council #635 Kon Wapos Lodge Bay-Lakes Council P.O. Box 267 Appleton, WI Founded: August 18 th, 2013 Originally Drafted: October 20 th, 2013

2 TABLE OF CONTENTS Lodge Position Descriptions... 2 Elected Officers... 2 Committees and Committee Chairmen... 4 Lodge Structure... 6 Lodge Advisers... 7 Role of Advisers... 7 Strategic Plan... 8 National Plan Lodge Rules Mission of the Lodge Name and Affiliation of the Lodge Membership Lodge Officer Elections Lodge Executive Committee Ordeal Membership Brotherhood Membership Vigil Honor Membership Finances Voting Lodge Emblems Conduct of Meetings Chapters Amendments to the Rules of Kon Wapos Lodge Amendments to the Policies of Kon Wapos Lodge Lodge Policies Kon Wapos Lodge Regalia Kon Wapos Lodge Ceremonies Parliamentary Procedure Communication Courtesy Chapter Responsibilities OA Troop/Team Representative Program The Cub Scouting Program Awards Kon Wapos Award Section Information National Training and High Adventure Reference Websites Communication Methods Appendix Glossary Plan Book Page 1 Updated: 11/1/2015

3 Lodge Position Descriptions Elected Officers Lodge Chief (Netami Sakima) The Lodge Chief is the youth leader of the entire Lodge. The Chief directly oversees the Executive Committee of the lodge and imparts leadership to the other elected Lodge officers. The Chief is responsible for selecting all youth committee chairs for his term. The Chief has the responsibility of serving on the Council Executive Board, Council Camping Committee and the Section Council of Chiefs, as well as presiding over the Lodge Executive Committee. It is the responsibility of the Lodge Chief, with assistance from his Executive Committee, to plan Lodge events. Lodge Vice-Chief Program (Sakima Welihele) The Vice-Chief of Program (VCP) shall act as a direct assistant to the Chief. In this capacity, the VCP oversees and provides leadership to all programming at the Lodge level which includes Fall Conference, Winter Conference, National Conference, Summer Chief Program, Where To Go Camping Booklet, Troop Representative Program, and other programs as directed by the Lodge Chief. He is responsible for oversights of the following Lodge committees: Activities/Training, Service and Ad Hoc as assigned. The VCP acts as the Chief in his temporary absence or assumes the position of Lodge Chief in the event of a vacancy at any time during the term of office. Lodge Vice-Chief Induction (Sakima Lakeokan) The Vice Chief of Induction (VCI) shall act as a direct assistant to the Chief. In this capacity, the VCI oversees and provides leadership to all inductions at the Lodge level which includes Fall Conference, Spring Conference, Summer Chief Program, Kon Wapos Extended Elangomat Program, and Unit Elections, and is responsible for other activities as directed by the Lodge Chief. He is responsible for oversight of the following Lodge committees: Ceremonies, Kon Wapos Extended Elangomat Program, and Ad Hoc as assigned. The VCI acts as the Chief in the temporary absence of both the Chief and the VCP. Lodge Secretary (Netami Lekhiket) The Secretary is responsible for preparing a typed agenda detailing the items of discussion in consultation with the Lodge Chief prior to all Executive Committee meetings. In addition, the Secretary shall record the minutes of each meeting of the Executive Committee meeting and then prepare them for general distribution, sent with the Executive Committee agenda, and a permanent file. The Secretary shall also be responsible or organizing, formatting and distributing the Lodge Newsletter, the Natowa (to consult). The Secretary is responsible for the oversight of the following Lodge committees: Membership, Communications, Unit Relations, and Ad Hoc as assigned. Lodge Treasurer (Netami Mawachpo) The Treasurer is responsible for reporting on the Lodge account at all Executive Committee meetings or at the request of the Lodge Chief or Adviser. The Treasurer must also draft the annual budget for the Lodge in consultation with his Adviser by December 1st for the following year. In addition, the Treasurer shall keep a bound record of all expenditures passed by the Executive Committee. The Treasurer is responsible for the oversight of the following Lodge committees: Finance, Awards & Honors, and Ad Hoc as assigned Plan Book Page 2 Updated: 10/26/2012

4 In addition to the roles and responsibilities listed above, the following applies to all elected officers: Officers are expected to attend all the Executive Committee meetings and Lodge activities. If you are to miss any meeting, it is expected that you notify the Lodge Chief prior to the event via telephone. An officer missing more than any combination of three (3) meetings and events in total may be removed from his office by a vote of the Lodge s Key 3. The Lodge expects the high ideals of the be maintained during the officers term and the Scout Oath and Law followed as guidelines of behavior. An officer not abiding by the Scout Law and Oath may be removed from his office by a vote of the Lodge s Key Plan Book Page 3 Updated: 11/1/2015

5 Committees & Committee Chairmen It is the responsibility of the committee chairmen to ensure that the committee is holding regular meetings and responsibilities are being fulfilled. The following are brief descriptions of the position but do not outline all responsibilities entrusted to the committee s and chairmen. Activities & Training (Reports to Vice Chief of Program) Lodge: The Activities and Training Committee assists the VCP with planning activities and training at all Lodge Events. The activities can include, but are not limited to, games, Scout s Own Services, meals and support services, and sleeping arrangements. The training should include, but is not limited to, presentations, ceremonies and regalia workshops, and Section Conclave Presentations. This committee also works with chapters to develop their own training and activities plans for their events. Chapter: The chapter committee is responsible for all of the items outlined in the Lodge committee description for chapter events. They will work with the Lodge Activities and Training chair to coordinate training and activities at chapter events. Awards & Honors (Reports to Treasurer) Lodge: The Awards & Honors Committee oversees the various Lodge awards including Arrowmen, Advisor and Scoutmaster of the year, Lodge Outstanding Service Award, and the Founder s Award. The Committee Chairmen heads the Vigil Selection Committee which selects the Vigil Candidates. The Committee oversees this process and plans the Vigil ceremony, including coordinating the Vigil Callout Ceremony at Spring Fellowship Chapter: Encourages and promotes the submission of nomination for lodge awards at the chapter level. They also work along with the Unit Relations committee to oversee the Unit of Excellence award at the chapter level. The chapter Awards chairmen must also pick however it sees fit, the Arrowmen that will serve on the selection committees for Lodge Awards and Honors. Ceremonies (Reports to Vice Chief of Inductions) Lodge: The Ceremonies Committee oversees all Lodge Ceremonies and regalia. They ensure Lodge regalia is properly stored, used and maintained. They also oversee ceremonies at Council camps and assist in their preparation. Chapter: The chapter ceremonies chair is responsible for recruiting, training and recognizing the chapter ceremonies team. They work to coordinate Arrow of Light Ceremonies with local packs and promote Ceremony themed events and trainings. They will also ensure that chapter regalia is properly stored, used and maintained. Communications (Reports to Secretary) Lodge: The Communications Committee oversees all Lodge Communication efforts, including the website, newsletter, system and social media sites. They edit and oversee the Lodge newsletter, and develop and implement the Lodge s communication plan. They also work to manage and update Arrowmen contact info. Chapter: The Communications chairperson on the chapter level serves the role of scribe at all chapter meetings, taking down notes from the meetings and sending out reminders to all Troop Reps in a timely manner. They are also responsible for serving on the lodge Communication Committee, implementing the responsibility of the chapter in the Lodge communication plan and managing and updating Arrowmen contact info for their chapters Plan Book Page 4 Updated: 11/1/2015

6 Finance (Reports to Treasurer) Lodge: The Finance Committee works with the Council office and Lodge Treasurer to prepare an annual budget in advance of the Annual Lodge Meeting. He oversees trading post stock and orders more when necessary. He also assists the Chapters in preparing and managing their own budget and finances. Chapter: Prepares and manages the chapter budget in consultation with their chapter adviser. They are responsible for planning and executing any chapter fundraising as well as stocking and managing the trading post at chapter events. Membership (Reports to Secretary) Lodge: The Membership Committee works with the Council office to manage our membership record. They provide updated lists to Chapters and camps of eligible Brotherhood and Vigil candidates. They also track the Lodge s Journey to Excellence statistics and status. They also promote events and other programs to members through media, mailings and other methods. Kon Wapos Extended Elangomat Program (Reports to Vice Chief of Inductions) Lodge: The Nimat & Elangomat Committee oversees all Chapter Nimat & Elangomat programs. They develop necessary resources for Nimats & Elangomats including training guides for chapters Chapters: They assist in recruiting and training Elangomats and encouraging them to continue on as extended Elangomats. They help assign Elangomat and Nimat clans at Chapter Ordeal events. Service (Reports to Vice Chief of Program) Lodge: The Service Committee assists the VCP with planning service projects at all Lodge events. This includes but is not limited to: Spring and Fall Conferences, Spring Fellowship and Fall Rendezvous as necessary, Spring and Fall Fix It Weekends, Special service projects and others. They work with the Chapters to develop their own service projects. Chapter: Plan and execute chapter service projects that benefit the community. Plan and execute service projects and Chapter organized events such as Spring and Fall Conference. Encourage, support and promote participation in service events hosted by troops, districts, lodge and others including ArrowPower and other National Projects. Unit Relations (Reports to Secretary) Lodge: The Unit Relations Committee is the Lodge s liaison for Units. They oversee the Lodge s unit election and camping promotion efforts and work to ensure the Chapters are fulfilling these responsibilities. They also manage the Troop Representative program, and promote the unit awards available for units and Arrowmen. Chapter: The chapter Unit Relations chair is responsible for gathering and managing an up to date list of troop representatives in their chapter. They are responsible for training, scheduling, and overseeing all Unit Election teams in their chapter. It should be their goal of the chairman to get unit reps and scoutmasters involved with their chapter by keeping them informed about Order of the Arrow events Plan Book Page 5 Updated: 11/1/2015

7 LODGE STRUCTURE Chapter Chiefs Lodge Chief Mike Laes Past Chief Spencer Martin VC of Program Erik Janssen VC of Inductions Bailey Rose Secretary Hayden Holz Treasurer Carver Hass Activities/ Training Committee VACANT Ceremonies Committee VACANT Communications Committee VACANT Awards and Honors Committee VACANT Service Committee VACANT Kon Wapos Extended Elangomat Committee VACANT Unit Relations Committee VACANT Finance Committee VACANT Membership Committee VACANT *Note that advisers for each position follow the same structure as above. Expectations of all elected and appointed officers: Officers and committee members are expected to attend all the Executive Committee meetings and Lodge activities. If you are to miss any meeting, it is expected that you notify the Lodge Chief prior to the event via telephone. An officer missing more than any combination of three (3) meetings and events in total may be removed from his office by a vote of the Lodge s Key 3. The Lodge expects the high ideals of the be maintained during the leaders term and the Scout Oath and Law followed as guidelines of behavior. Any officer or committee member not abiding by the Scout Law and Oath may be removed from his office by a vote of the Lodge s Key Plan Book Page 6 Updated: 11/1/2015

8 Lodge Advisers Supreme Chief of the Fire Scout Executive (Netami Gegeyjumhet) The Council Executive will serve as the Supreme Chief of the Fire. What this means is that this person is ultimately responsible for the direction of the in the Council. In addition to this responsibility, the Supreme Chief of the Fire acts as the official approval for any and all Lodge activity to ensure the movement is in the best interests of the Council and is consistent with the policies set forth by the National BSA Office. Chief of the Fire Lodge Staff Adviser (Nischeneyit Gegeyjumhet) Because the Council Executive has a very intricate job in the Council let alone the Lodge, an appointed professional Scouter will act on behalf of the Council Executive in his absence. This responsibility entails attending meetings and functions of the Lodge on a schedule-availability basis and serving as the initial contact from the Lodge to the Council. Deputy Supreme Chief of the Fire - Lodge Adviser (Witawematpanni Gegeyjumhet) This volunteer, appointed position serves as the direct adviser to the Lodge Chief. In this capacity, the Lodge Adviser works with the youth and oversees all of the advisers throughout the entire Lodge and Council. Role of Advisers For each and every youth that holds a position in the Lodge, as well as the Chapter, there is an adult adviser for each of those positions. As an adviser, one should keep in mind the following which will help you be successful whether an adviser or just an active adult: 1. While adults have no voting privilege at meetings, they do serve as effective coaches; 2. Work through the youth so that he can do the talking at the Chapter or Lodge Meetings. Remember, youth should talk to youth and adults should talk to adults; 3. Try to make every effort to see that the boy has the tools and the proper means to get the job done and if he cannot get to the work, take him to the work, or bring him the work; 4. Always have confidence in the boy and demonstrate it as well. Don t ask can this be done, ask how it will be done ; 5. Good coaching makes a difference. See to it that the job gets done correctly through the boy into something that you both can be proud of; 6. Make every effort to make sure you attend all of the events and activities that the boy is required to attend and make sure it is possible for the boy to attend as well and take part in his part of the program; 7. Try to always set the example with your attitude and your uniform. Show the boy to take pride with who he comes into contact with and how he is perceived; 8. Maintain regular contact with the boy be it on the phone, in a letter or face-to-face throughout the whole year; 9. Always keep in mind what your objective is: not to succeed at all costs, but work to achieve success and help the boy grow, develop, and learn along the way. An additional resource to consult as far as advisers are concerned is the Handbook and the Guide for Officers and Advisers Plan Book Page 7 Updated: 11/1/2015

9 Toward a Second Century of Service The s Strategic Plan As the prepares to celebrate its centennial in 2015, we find ourselves increasingly centered in the current of Scouting. In many ways, we ve chosen to be there, as our past several strategic plans have emphasized the alignment of our priorities with those of the Boy Scouts of America. In some ways, we ve benefitted from the serendipity of simply being prepared when Scouting needed us as evidenced in our partnerships with High Adventure, the US Forest Service, the National Park Service, the Summit Bechtel Reserve, and others. Locally, our lodges have followed the national example and increasingly integrated their programs into those of their councils, strengthening both and providing greater service to the young people who are the focus of our mission. Now, the natural coalescence of our mission in support of the takes the next logical step as we align this Strategic Plan with the one recently adopted by the BSA. That Strategic Plan is the touchstone from which ours springs, with all those who participated in its development being charged to center their priorities for the next four years in ways that support those of the National Council. As you will see in the plan that follows, we have chosen to present our plan as though it were an integrated component of the National Council s plan for that is exactly what we intend for it to be. As we have built our plan in support of our council, we trust that local lodges will build theirs in support of their councils as well. Adopting the approach of the BSA s Journey to Excellence, it is our intention to use this plan and its components as a progression rather than an end in itself. Important as they are, we do not intend for the goals set forth in the plan to be destinations as much as milestones along the trail. This isn t a checklist so much as a roadmap, and the process of continuous improvement requires us to adjust, adapt, and improve as every milestone is passed. IMPACT & PARTICIPATION Objective: The BSA measures its success by the increase in the positive, difference-making, impact it has in the lives of youth. Strategies in Support of this Objective: Develop metrics for measuring progress and outcomes of the Order in units, chapters, lodges, and sections. Articulate the focus on outcomes, and its coordination with Scouting s new metrics, to lodges and membership. Specific Goals: Develop and implement metrics for measuring critical outcomes of Scouting, and specifically helpfulness and commitment to serve others. Data will be collected about non-members (youth and adult), Scouts and Scouters, and members of the (OA)(youth and adult). Share the findings with our membership, Scout councils and others. Develop a definition of success, including a set of clear, measurable outcomes for Order of the Arrow program, and implement metrics for assessing performance and progress of Order of the Arrow chapters, lodges, and sections toward success. Implement a system to obtain feedback from members concerning the impact of, and their satisfaction with, the programs offered by the OA Plan Book Page 8 Updated: 11/1/2015

10 Implement a process to provide feedback to chapters, lodges, and sections concerning the results of annual assessments, so they may compare their results to those of others, and to data provided by their councils and areas. Objective: The BSA has increased its net members by retaining youth in the Scouting program longer. Strategies in Support of this Objective: Employ new national retention strategies in support of units, chapters and lodges. Match recruitment strategies to the interests, needs and wants of youth Arrowmen. Broaden the Order s retention objectives, or establish additional objectives, to assist councils in membership retention of non-arrowmen. Specific Goals: Develop and implement new metrics for measuring retention in Scouting as an outcome of membership in the. Data will be collected about Scouts and Scouters and members of the OA. Share the findings with our membership, Scout councils, and others. Provide chapters and lodges with new, innovative, and reliable measurement tools, strategies, reward systems, and resources to support them in increasing member retention. Improve the retention rate of youth membership in the. Leverage Voice of the Scout in assessment/information collection. Increase the number and/or percentage of Scouts elected who are subsequently inducted into the. Develop and introduce relevant and impactful metrics to measure, evaluate, and recognize membership growth, accounting for council-specific demographics and other environmental factors. Ensure that all metrics and programs are aligned with Scouting s Journey to Excellence. RESOURCES & FINANCES Objective: The BSA is financially secure at all levels due to robust and sustainable funding models that address the current and future needs of all operating, capital, and endowment funds. Specific Goals: The National Committee and all lodges are financially stable with balanced budgets, appropriate cost structures, and diversified funding models. All lodges have participated in a self-assessment to evaluate their current business models. The self-assessment includes a conversation with appropriate council leadership to insure that the lodge business model is aligned with that of the council. Lodges will provide financial and other support to their councils as determined collaboratively with them. The National Committee, in consultation with appropriate national leadership, will conduct an assessment of the role of the endowment in support of national and/or local programs, and prepare a plan to insure that the endowment is sufficient to fulfill that role. The National Committee will evaluate and grow current long-term giving programs (Goodman Society) as well as short-term programs (The Legacy Fellowship) while seeking new opportunities for growth and development of its endowment Plan Book Page 9 Updated: 11/1/2015

11 BUILDING OUR BRAND Objective: The BSA brand is known and valued nationally and locally across targeted audience segments. Specific Goals: Explore the feasibility of updating the sub-brand. DYNAMIC & RELEVANT PROGRAM Objective: The BSA s programs match what today s youth both want and need. Strategies in Support of this Objective: Continue to utilize youth leadership vision and direction to determine what programs should be offered, modified, or eliminated, while also being conscious of the larger Scouting perspective. Specific Goals: Assess all programs to determine relevancy, total engagement, and appeal. Continue to capitalize and enhance the OA s signature programs such as the National Order of the Arrow Conference, National Jamboree programs and High Adventure offerings while using our expertise to continue to development programs of relevance that are at the forefront of Scouting. Continue to technologically evolve resources to allow idea exchange through disciplined and useful discussion, event participation, and lodge networking. Objective: The BSA is known as the premier outdoor program provider and educator. Strategies in Support of this Objective: Strengthen the Order s High Adventure/Service programs to embody premier outdoor leadership, service, and self-discovery experiences. Specific Goals: Update current OAHA program elements to focus primarily on personal growth and servant leadership, through complementing outdoor adventures. Develop a permanent OAHA program and partnership at The Summit that complements the other OAHA programs and supports the BSA s plan for this property and program. Continue to explore and develop strategic partnerships outside of the and BSA that augment program offerings of the and BSA. Develop resources for lodges to host High Adventure events that combine leadership opportunities, brotherhood, and service while creating partnerships with local organizations. Objective: The BSA builds tomorrow s leaders through comprehensive youth leadership development curricula. Specific Goals: Provide lodges with the templates and guidance to co-sponsor and convene community-based conferences of youth leaders, if such programs are part of the council s strategic plan. Provide new electronic (smartphone apps) and print material about the concept of helping other people at all times and contributing to the work of making our world a better place. Build a matrix of training programs by audience, topic, forum and other relevant criteria to ensure completeness of coverage. Increase participation in NLS and NLATS in each Region. Incorporate subject matter into all key and relevant Scouting training programs Plan Book Page 10 Updated: 11/1/2015

12 Objective: Adult volunteers and youth leaders in every unit, district, and council are sufficiently trained and actively engaged in providing outstanding Scouting program. Strategies in Support of this Objective: Leverage our alumni base as mentors and resources. Create tools and resources for continuous personal development for local leadership outside of formal training programs. Specific Goals: Develop a directory of alumni to include additional fields which may be relevant as potential resources to the Order and/or as resources to districts and councils. Develop ways to include alumni in roles related to mentorship, training, fund development, and other areas of meaningful impact. Implement a pilot program of peer-to-peer mentoring for lodge and section chiefs and advisers. Establish regular, systemic communication with the National Council s Training Task Force. INNOVATION & TECHNOLOGY Objective: The BSA continues to upgrade and improve its enterprise-wide technology platform to meet the ongoing program objectives and business needs of the organization by defining supported standards and providing offerings that benefit from economies of scale. Strategies in Support of this Objective: Develop surveys and other processes to identify constituencies internal to the organization (e.g. leadership, high adventurers, ceremonialists, etc.) and external to the organization (i.e. parents, Scoutmasters, and professionals). Retain participant permission-based information from national and regional events in order to improve the delivery of our events, as well as a resource in looking at retention models. Specific Goals: Enhance the re-charter process to collect additional information about membership and our leadership, and eventually to integrate lodge re-chartering with council re-chartering. Integrate individual registration/dues with unit/district/council registration. Consider a re-chartering model which allows for continuous data sharing throughout the year rather than data collection at the end of the year. Develop mechanisms for internal constituencies to communicate easily between themselves and with similar constituencies in other councils/lodges of their size/nature. Objective: Youth, adult volunteers, and employees are provided with innovative technology tools and resources that enhance the overall Scouting experience and help them do their jobs more effectively. Strategies in Support of this Objective: Develop tools that allow Arrowmen in similar groups (e.g. adviser-to-adviser) to share best practices. Specific Goals: Evolve the national website from a reference destination to an interactive destination for our constituents. Develop downloadable resources that support lodges and chapter communications. These may be an e- newsletter format that could be sent from a lodge database, like Lodgemaster. Objective: The BSA uses innovation to ensure that it stays market-focused and relevant to today s youth, and to continuously improve the ways in which it delivers programs, manages the organization, and serves as an advocate for youth. Strategies in Support of this Objective: Plan Book Page 11 Updated: 11/1/2015

13 Continue to evaluate and leverage technology and social media that will engage youth and connect them to the Order. Specific Goals: Identify the interests and concerns of contemporary youth and connect them using tools and media that they already use (e.g. Facebook, Twitter, YouTube, and their successors). Provide innovative technology tools that will enhance the Arrowman experience (i.e. iphone/smartphone apps for programs and events). Develop a technology road map that identifies needs, changes and dates for release or improvements Plan Book Page 12 Updated: 11/1/2015

14 Rules of Kon Wapos Lodge Rule I: Mission of the Lodge 1) It is the mission of the lodge to achieve the purpose of the as an integral part of the in the council though positive youth leadership under the guidance of selected capable adults. Rule II: Name & Affiliation of the Lodge 1) The name of this Lodge in the shall be Kon Wapos Lodge. 2) The Kon Wapos Lodge shall be affiliated with the Bay-Lakes Council #635, Boy Scouts of America, and shall be under the supervision of the council camping or Boy Scout committee and the administrative authority of the Scout Executive. Rule III: Membership 1) The requirements for membership in this lodge are as stated in the current printing of the Order of the Arrow Handbook and the Guide to Officers and Advisers. 2) Procedure for the Ordeal shall be as stated in the Handbook and Administration Guide for the Ordeal. 3) A member in good standing shall be duly elected, inducted, and registered member of the Boy Scouts of America. 4) To be classified as an active member of Kon Wapos Lodge, they must have payment of their dues for the current year for Kon Wapos Lodge. 5) Members of the military service shall be considered active and shall not be required to pay dues while on active duty. 6) The dues for Kon Wapos Lodge shall be an annual payment of $15 with a $2 late fee. 7) A Golden Arrow Membership shall be available to youth for $70, and for adults at $85 and shall cover membership dues, as well as registration fees for Spring Fellowship, Spring Conference, Fall Conference, and Fall Rendezvous. It does not include Section Conclave or Lodge Leadership Development. This price is to be set at the Annual Lodge Business Meeting. Rule IV: Lodge Officer Elections 1) The officers of this lodge shall be Lodge Chief, Lodge Vice-Chief of Program, Lodge Vice- Chief of Inductions, Lodge Secretary, and Lodge Treasurer. 2) All elected officers must be younger than 21 during the entire term of office and elected by the youth membership at a pre-announced lodge meeting. 3) Election of Lodge Officers shall be at the Annual Lodge Fall Rendezvous. 4) The term of Lodge Officers shall run from time of inauguration to the time of the following year s officer inauguration. 5) All candidates for lodge office shall have served at least one year on a lodge or chapter committee or as a lodge or chapter officer and have approval from the lodge adviser. 6) If there are more than two nominations for the same lodge office, a primary shall be held to determine the two nominees for final election. a. If there are more than two candidates, a majority consisting of 51% or greater must be achieved by a candidate. If no majority is reached, election must be redone so that the two candidates with the highest number of votes go on to be voted for again. b. If a tie between second and third place occurs, entire election must be redone. c. If a candidate wins 51% or more in the election, no General Election is necessary. 7) If there is more than one candidate for a lodge office, candidates that are not elected may choose to run for another office that has not yet been voted upon. 8) Lodge Officer Elections shall be conducted by the current Lodge Chief. If the current Lodge Chief is seeking election to an office, it becomes the role of the an appointed youth by the Lodge Chief to conduct the election until the Lodge Chief has either chosen not to run anymore or has won the election. 9) The Lodge Adviser shall serve as the Chair of the Lodge Officer Elections. His duties include ensuring that all election procedures are followed and conducted correctly Plan Book Page 13 Updated: 11/1/2015

15 10) Conducting the Lodge Officer Elections shall be done Section Style which is as follows: a. Each chapter has one vote per member that is present at the time of the election, but up to 10 votes per chapter. b. Each chapter may choose to write questions they wish to have answered by the Lodge Officer Candidates. They must be written in advance and submitted to the Lodge Chief prior to the beginning of the election. They must be approved questions by the Lodge Chief. c. The order of balloting in the Lodge Officers election shall be Chief, Vice-Chief of Program, Vice-Chief of Inductions, Secretary, and Treasurer. d. Each candidate will be allowed a two (2) minute speech describing the reasons he is running, reasons for qualification, reason why he should receive the votes over the other candidate(s), and any plans for the year. e. Following the speech, the candidate will be asked two (2) questions submitted from the chapters. f. The candidates for office will then be asked to leave the room/area. g. Chapters will have a maximum of five (5) minutes to caucus and discuss how they wish to distribute their votes. Chapters may vote all of their votes for a candidate or they may split their votes among two or more candidates. If Chapters also wish, they may choose not to cast all or part of their votes. h. After the five (5) minutes of caucusing, the Current Lodge Chief shall call out each of the eight (8) chapter s names, who will respond with the way they choose to distribute their votes. The current Lodge Secretary shall keep a written record of the votes and tally them up. i. In the case of the Secretary being absent, or they are a candidate, the Lodge Secretary is to appoint a replacement. i. The candidates for the respective office shall enter the room/area and the results shall be announced by the Lodge Chief and election of the next office shall then take place. 11) The installation of the new Lodge Chief and other officers shall be the night of the election. a. The new Chief is to take the following oath of office: i. I do hereby promise on my honor as a scout to faithfully fulfill my duties as Lodge Chief of Kon Wapos Lodge of the ; To live daily by the Scout Oath and Law; to preserve the traditions and obligation of the Order of the Arrow; to cheerfully provide a positive example for all to see; and to serve others so far as I am able. To this I pledge my sacred honor. Rule V: Lodge Executive Committee 1) The Lodge Executive Committee shall meet at such time and place as directed by the Lodge Executive Committee and shall meet at least four times annually. Special meetings of the Lodge Executive Committee may be called by the Lodge Chief with the concurrence of the Lodge Adviser and the Scout Executive. 2) Members of the Lodge Executive Committee shall be: Lodge Officers, Chapter Chiefs, Lodge Operating Committee chairmen, Past Lodge Chief(s), Lodge Adviser, Lodge Staff Adviser, Chapter Advisers, and Scout Executive. Ad Hoc committee chairs are a part of the committee, but are not voting members 3) Thirty-three percent (33%) of the voting members of the Lodge Executive Committee shall constitute a quorum. 4) Each Lodge Committee and Lodge Officer will have at least one adult adviser appointed by the Lodge Adviser in consultation with the Lodge Chief and the Scout Executive. 5) The function of the Lodge Committees shall be to carry out assigned tasks and make policy recommendations to the Lodge Executive Committee. Said recommendations shall be voted upon and approved before implementations by said committee. 6) Ad Hoc committees shall be set up by the Executive Committee when a specific need for one arises. The Lodge Chief shall appoint the chairman, and the Ad Hoc committee shall follow all the same rules regulating the Operating Committees, except they do not have voting privileges on the LEC. The Ad Hoc committee shall be disbanded when their assigned tasks have been completed, or at the direction of the Executive Committee Plan Book Page 14 Updated: 11/1/2015

16 Rule VI: Ordeal Membership 1) The process for Ordeal membership shall be as stated in the current printing of the Order of the Arrow Handbook, the Guide for Officers and Advisers, and the Guide to Inductions. Rule VII: Brotherhood Membership 1) Completion of Brotherhood Membership shall be in accordance with the requirements in the current printing of the Handbook, the Guide for Officers and Advisers, and Guide to Inductions. Rule VIII: Vigil Honor Membership 1) Attainment of the Vigil Honor shall be in accordance with the requirements in the current printing of the Handbook, the Guide for Officers and Advisers, and the Guide to Inductions. 2) Vigil Honor Selection: a. The Lodge Membership Chair will prepare and send each Chapter a list of all Brotherhood members who are eligible to receive the Vigil Honor and whose dues are current. These must be sent to each chapter prior to November 1 st of each year. b. To be eligible, the Arrowmen must be Brotherhood for two full years by the date of nomination and dues are current. A link to the electronic nomination form is on the OA page of the council website. There shall be no paper forms accepted. i. If lodge dues or BSA registration are not current at the time of nomination, the nomination shall be null and void. c. Submit all completed Vigil Research forms to the Awards and Honors Committee (A&HC) Chairman, or their appointee, no later than Fall Rendezvous. d. The Chairman will compile the nominations in an electronic form that works for the Selection Committee s needs. i. The Chairman will send all nominations to Chapter Chiefs and Advisers by the second week of November. ii. Chapters will have until the LLD to submit additional nominations. 1. This period is to allow Chapters to finalize their submissions my submitting additional nominations. iii. All remissions shall be sent to the Lodge Awards and Honors Chairman, or their designee. e. Each Chapter will select two youth representatives to serve on the A&HC, along with one youth alternate. Those serving on the committee may not be eligible for the Vigil Honor, or must have already received the Vigil Honor. Chapters should attempt to select Arrowmen to serve on the committee who are (in order of preference) Vigil, Brotherhood (but not eligible for the Vigil Honor), or Ordeal and active in the OA. i. These people s names must be submitted to the Chairman two weeks prior to the Vigil Selection committee meeting to allow the Chairman to make sure he is not eligible. f. The committee will be led by the Awards and Honors Chairman. g. The Committee members must choose Arrowmen based on their service record as presented in the nomination, as well as information brought to the committee by a member speaking on the nominee s behalf. h. The Vigil Selection Committee will meet as part of the LLD, with a teleconference option (if possible). i. The Key-3 shall review nominated Arrowmen in a timely manner. i. Vigil Honor Application must be submitted to National shortly thereafter. j. If a selected Arrowman is unable to complete their Vigil, they may submit a request to the LEC for an extension of one calendar year. (i.e. selected for 2016, request would allow for induction at any opportunity in 2017). i. Approval shall require majority vote of voting members. 3) All Vigil Callouts and Ceremonies must be run by Kon Wapos Lodge or its Chapters Plan Book Page 15 Updated: 11/1/2015

17 4) The Vigil Honor Callout shall be established by the Awards and Honors Committee and shall be uniform throughout the lodge, unless an alternate Vigil Callout Ceremony has been approved by the LEC for the event (i.e. a Chapter has their own Callout and wishes to use it). a. Once granted approval, the approval shall last indefinitely. 5) Vigil Ceremonies may be performed at a predetermined location and date set by the lodge that is acceptable for the Lodge Awards and Honors Chairman to be present at in addition to the support team for the Vigil Ceremonies. This includes any given week at Summer Camp, Spring Conference, Spring Camporees, Fall Conference, or another pre-arranged event. a. The Vigil Chief shall be the Awards and Honors Chairman or an appointed Vigil Honor Member by the Awards and Honor Chairman or Lodge Chief with approval from the Lodge Chief and Lodge Adviser. b. The Lodge Awards and Honors Chair must make sure to gather his support team to ensure there are enough people to perform the ceremony properly. c. The date and location of the ceremony must be set and approved by the lodge in accordance with the Lodge Chief, Lodge Adviser, and Lodge Awards and Honors Chair. d. All Vigil Honor Ceremonies should be completed prior to or during Fall Rendezvous. If the candidate plans to attend but some sort of a family or medical emergency comes up, he/she must receive special permission by the Lodge Chief and Lodge Adviser to do his ceremony shortly thereafter. This will be handled on a case by case basis. 6) Recognition for the Vigil Honor shall be following the Ceremony in front of everyone who is present, preferably before the entire camp, regardless of their status as members or not. Recognition will also be at the Lodge Fall Rendezvous following the completion of their Ceremony. Rule IX: Finances 1) All funds shall be handled through the Council Service Center and go through all normal council accounting procedures. 2) Dues shall be set by the Lodge Executive Committee at any of its regularly scheduled meetings. 3) An event budget shall be prepared by the Lodge Treasurer two months in advance to the Lodge events occurrence, and the chapter shall create a budget two months prior to the Chapter event s occurrence. This budget is to be looked at and approved by LEC at the Lodge Executive Committee meeting prior to the event. 4) The Annual Lodge Budget shall be created each year by the Lodge Treasurer. It shall receive formal review and approval at the Annual Business Meeting. The budget must be sent to each LEC member at least one week prior to the meeting for review. Rule X: Voting 1) Adult Scouters, age 21 or older, do not have a vote in matters of lodge business. 2) Voting procedures shall be determined by the Current Lodge Chief, depending on the matter that is being discussed. Voting may be done by a voice vote, secret ballot, raise of hands, or roll call voting. 3) Voting shall be done by voting members of the LEC only, unless specified by the Lodge Chief. 4) Each person shall receive only one vote, despite holding multiple voting positions on the Lodge Executive Committee. 5) Voting shall be won by a simple majority. 6) Absentee ballots will not be accepted. 7) If there is a tie among voting, the tie shall be broken by the Lodge Chief. Otherwise the Lodge Chief does not have a vote. Rule XI: Lodge Emblems 1) The Snowshoe Hare shall be the totem of Kon Wapos Lodge. 2) The Lodge Flap shall be that approved by the Lodge Executive Committee and shall be available for purchase by any dues paid member. 3) There shall be a coup thong representing Kon Wapos Lodge Plan Book Page 16 Updated: 11/1/2015

18 a. Suspended from a black leather strap, there shall be a medallion showing the totem, the OA arrow, and WWW, all in the shape of an arrowhead. i. A black background coup shall be available to any member, up to one per member. ii. A silver background coup shall be available to any Kon Wapos Lodge Executive Committee member, limited to one per lifetime. iii. A gold background coup shall be available to any Kon Wapos Lodge Annual Award winner (Founder s Award, Arrowman of the Year, Scoutmaster of the Year, and Adviser of the Year), limited to one per lifetime b. A figure-eight knot above the coup shall represent a past chapter officer. c. An overhand knot above the coup shall represent a current chapter officer. d. A figure-eight knot below the coup shall represent a past lodge officer. e. An overhand knot below the coup shall represent a current lodge officer. f. Two beads shall be suspended below the coup, one per strand, designating the chapter the member belongs to. i. The colors shall be as follows: 1. Anikwa: Dark Green and White 2. Beshkno: Yellow and Black 3. Mahng: Black and White 4. Mahwow: Grey and Black 5. Mekek: Blue and Forest Green 6. Muk: Dark Purple and Silver 7. Wesmianiw: Grey and Yellow 8. Witcawa: Light Brown and White ii. Below the beads shall be figure-eight knots. Rule XII: Conduct of Meetings 1) Scout courtesy and the rules contained in the recognized Parliamentary Procedures adopted by the Lodge Executive Committee shall govern the lodge and its chapters in all cases to which they are applicable. Please refer to Policy IV for the Parliamentary Procedures. 2) Conversations, debates, ideas, and discussion is to come from the youth members present, Adult Scouters, age 21 or older, are to remain silent and allow the youth to contribute as this is a Youth Run Organization. Rule XII: Chapters 1) Chapters of Kon Wapos Lodge shall be determined by the Bay-Lakes Council Scout Executive in consultation with the Officers of Kon Wapos Lodge. The Scout Executive shall annually appoint volunteers to serve as Chapter Advisers. 2) Chapters shall be named according to the native woodland animals. 3) The names of each chapter shall be named as followed, according to district, with their totems: a. Gathering Waters Wesmianiw Great Horned Owl b. Hiawathaland Mahng Loon c. Kettle Country Anikwa Flying Squirrel d. Lakeshore Beshkno Eagle e. Ledge to Lakes Witcawa Lynx f. Northern Lites Mahwow Wolf g. Twin Lakes Mekek River Otter h. Voyageur Muk Beaver 4) The Operating Committees of the chapters shall be the same as the lodge. The committee chairman and the adult adviser shall be appointed by the Chapter Chief and Chapter Adviser, respectively. 5) The Chapter Operating committees shall be governed by, and regulated in accordance with the Lodge Operating Committees. 6) The Chapter Committee Chairmen shall serve as part of the Lodge Committees under the Lodge Chair of the respective committee Plan Book Page 17 Updated: 11/1/2015

19 7) Chapters are encouraged to write their own rules and regulations to help govern their own Chapters. 8) Other rules and regulations shall be left up to the individual Chapter to establish to allow the individual Chapter to establish what works for them and how they wish to go about with their operations. If clarification is needed, the Scout Executive will make the determination in consultation with the Lodge Key-3. Rule XIII: Amendments to the Rules of Kon Wapos Lodge 1) Proposed amendments to the Rules of Kon Wapos Lodge must be approved to be placed on the Lodge Business Meeting Agenda. The approval must occur at the LEC prior to the Lodge Annual Business Meeting. For clarification, this vote is to have the proposal on the Agenda for the Business Meeting to be discussed, not for the actual proposal to be approved. 2) Adoption shall be by a majority vote of the youth at the Lodge Business Meeting. 3) The Lodge Business Meeting shall be held at Fall Rendezvous. a. Lodge Meetings can be called at a time and place determined by the Lodge Chief with appropriate prior notification. Rule XIV: Amendments to the Policies of Kon Wapos Lodge 1) Proposed amendments to the Policies of Kon Wapos Lodge must be approved at any regularly scheduled Lodge Executive Committee Meeting. 2) Adoption shall be by a majority vote of the Voting Members of the Lodge Executive Committee Plan Book Page 18 Updated: 11/1/2015

20 Policies of Kon Wapos Lodge Policy I: Kon Wapos Lodge Regalia 1) Regalia is defined as Native American articles of clothing. The chapters and lodges are encouraged to wear regalia that depict the tribes that are native to the Kon Wapos Lodge area. Local American Indian tribe regalia is recommended for the use in Kon Wapos Lodge. 2) In order for lodge regalia located at a council camp to be replaced or new regalia purchased, a list of what to be purchased must be presented to the LEC. The list must include accurate prices, how many will be purchase, what it will be used for, a brief description of the regalia, and proof that the regalia needs to be replaced. An inventory of the current regalia at the camp is to accompany this list. The LEC must then approve the authorization of the spending of this money to purchase what regalia they see is needed. a. When inventorying current regalia, one must include the type, what it is used for, description, number, condition, and a photo when possible of the regalia. b. This means that a representative, preferably the summer chief, otherwise the summer chief must appoint somebody else to attend the LEC and present the information. So the summer chief of each camp needs to gather all information and present it to the LEC. Inventory should be done each year and coordinated by the Ceremonies Chair and in coordination with the Summer Chiefs at all the camps. This should be done prior to the LEC where all the information (inventory and new items to purchase) is presented. 3) The lodge will take all of the requests into consideration at the second LEC after summer camp has ended, which will be the same time that the budget for the next year is being worked on. This will allow for an appropriate amount of money to be budgeted for the regalia that is needed for the following year. 4) The retired regalia is to be displayed in the office or another location visible to the scouts who come to the camp, as if establishing a small museum. If this is not desired, is to be given to the Lodge to take what is still usable or donate to another camp or a chapter. The LEC will decide which camp or chapter is in most need of the regalia. 5) A Chapter's Venture Crew can own dance team regalia, call-out regalia, or principle regalia. If a chapter wants to replace regalia or buy new regalia. Funds for that purpose can come from either the Chapter or the Lodge. That process will be left up to the individual chapter, but must still fit the lodge s regalia policies. The spending of this money should be approved by the chapter prior to purchasing at a regularly scheduled chapter meeting. The chapters should have a list prices and items they wish to purchase and present it to the chapter so the chapter knows what money is being spent on. The chapter must mention what it will be used for and why it is necessary to purchase it. Chapter regalia is to be stored and maintained by the chapter, but are not permitted to be stored at council camps. Regalia stored at council camps is owned by the lodge. The chapters are to inventory their own regalia and turn it into the lodge by the first of the each year. 6) Regalia identified as camp outfits (Lodge owned) whether it is Lodge dance team regalia, callout regalia, or principle regalia, will be placed under lock and key under the custodial care of the camp ranger of the corresponding camp. This custodian will be informed that no chapter is to use any of the camp outfits unless prior written permission is secured from the Lodge Ceremonies Committee Chairman. 7) Permission to use any camp outfits must be first received and granted by the Lodge Ceremony Committee and then by the majority of the Executive Committee. The custodian of the regalia will be informed of the permission and duration of the permission through a written notice signed by the Lodge Ceremonies Chairman. 8) An inventory of the type, what it is used for, description, number, condition, and a photo when possible of the regalia will be taken on the Sunday morning of the Spring Conference by people delegated by the Lodge Ceremonies Chairman. This inventory shall be taken yearly at each council camp and the Ceremony Committee will be responsible for updating the status of the regalia inventories. At the end of the summer, the Summer Chief at Gardner Dam, Bear Paw, Rokilio, Twin Lakes, Hiawatha, and any other council camp that Plan Book Page 19 Updated: 11/1/2015