Commissioner Service
Report on Rechartering and Thursday’s Roundtable
UPDATE Wednesday 11:41 am: I omitted Troop 804 in the report below. They appeared at their scheduled turn-in with everything in hand. Thank you to Scoutmaster Greg Hoyes for advising me of my oversight so that their troop gets proper credit for their efforts.
After our three district turn-in nights, we have made great strides. Thanks to the following units for completing the electronic portion of rechartering, as of Tuesday, November 1, 2016 at noon:
That is very impressive. But, even more impressive is the fact that every one of our units except one has begun the online rechartering process. No other district comes close to 97% started. Sugar Creek is 74% started. Del-Mi is 90% started.
We had 81% of our units appear at turn-in nights as scheduled. Of the 19% that did not appear, two of those submitted draft recharter applications that have allowed the commissioners to review their applications for foreseeable problems. That means that the commissioners have reviewed 86% of our units already.
We have 100% of our units that have open and on-going communications with our commissioner staff. Thank you for that diligence! It makes serving North Star District such a joy!
Now we are asking that all units submit their online recharter application this week both electronically and with the necessary signatures (alongside the Charter Agreement). These documents allow us to prepare a clear punch list of incomplete tasks. These task lists are an important step in winding up rechartering quickly.
Remember the final night to turn in recharter paperwork by the deadline is November 10th from 6:00 pm to 9:00 pm in Luke’s Lodge on the northeast corner of campus of St Luke’s United Methodist Church, 100 W. 86th St, Indianapolis, IN 46260 in lieu of our regular roundtable agenda. This is a first-come, first-serve event. We have tended to be slower at the start of these events and busier at the end, so plan accordingly.
We will have tables set up for interested scouters to have a true open-forum roundtable session in the neighboring room. If you come for rechartering and have to wait, you will be given a number and invited to participate in the open-forum roundtables while you wait.
Last Rechartering Turn-Ins this week
Wednesday and Thursday are the final turn in nights for Rechartering at Zionsville Christian and Immaculate Heart of Mary Churches, respectively.
If you missed your scheduled night, come to one of these.
Bring your papers in whatever state they are nad we will help you move through it.
Recharter not done: what do I do?
Tomorrow, Thursday, October 20, 2016 is the first of our three recharter application turn-in nights. I have already had email communications with many of the units who’s applications for rechartering are due in the next 24 hours.
One of the questions that is a rising implicitly is whether they should attend if their paperwork is not 100% in order yet.
Simply put, yes, they should attend.
There are many reasons for this:
- We can identify problems in the paperwork, sometimes the unit may not be aware of the problem exists. The sooner all problems are identified, the faster unit usually is in completing the rechartering process.
- Knowing what problems really exist drastically reduces the stress in the unit associated with rechartering.
- Allowing the district commissioner and his staff to know what problems exist allows the district to offer resources to fix problems. For example, if a unit has many people who need youth protection training, it makes it easier for the district to offer a live training session at one of the unit meetings.
- If one of the volunteers and a unit refuses to do youth protection training in a timely manner and this can cause the unit rechartering to fail, the district staff can attempt to support the unit by contacting the recalcitrant volunteer directly. If that fails, the district can work in cooperation with the unit to find other solutions.
- Often volunteers get stuck in the rechartering software. We have had success with units coming with nothing prepared and walking out with the process nearly done. We’ve had many compliments about how far this turn-in meeting has helped them proceed through the process.
- Some units do not have enough money in their account to cover dues. This allows the district to better understand win dues payments will be made and work cooperatively with the unit.
- It assists novice rechartering leaders to learn the process with face to face tech-support.
- The district staff will be able to enter information into the council’s database on Trello.com. This means if the unit has any future questions for the commissioner, district executive, or registrar, that support person will be able to look online for any information previously provided. This will make unit support and problem-solving much more efficient.
Simply put, the turn-in meeting is designed to expedite rechartering. It is not simply a matter of accepting completed applications.
As part of this process we will have a photo copier and Internet access with laptops. This will allow us to help any unit move their process along.
All units attending will either receive notification that the district believes their applications for rechartering are 100% in order or will receive a written check list of items to be completed. In either case this information will be entered in the council’s database on rechartering.
We look forward to seeing every unit at their scheduled turn in time.
REMINDER: Roundtable tomorrow night
Thursday, October 13, 2016 will be roundtable.
We will have two topics:
- Rechartering updates and a run through of the checklist.
- Webelos to Scout Transition planning.
This is a very important meeting, so all units should have members in attendance.
Rechartering Report: Week of 10/12/16
Thursday, October 20, 2016 is the first rechartering turn in date at Second Presbyterian Church. This is for Packs 18, 64, 84, 179, and 830, and Troops 18, 56, 73, 191, 269, 343, and 512. See the rechartering update page for a schedule of turn-ins. You can also see a list of various articles about rechartering
.
Thank to Packs 514 and 586, and Troops 73, 174, 269, 343, 358, 514, and 804, and Crew 358 for beginning their online rechartering process. That will help keep everything moving!
CORRECTION: On the email accompanying your internet rechartering access code, there was a misstatement. No new Adult Application is required if a scouter is registered with your unit to change positions! This only requires a change in the rechartering application online. The new position will be effective January 1, 2017 automatically.
However, any changes with immediate effect (i.e., in October 2016, still require a new adult application).
Rechartering is Open
Rechartering has begun. The schedule for turn-ins is available here.
Please review your unit’s roster against the Internet Rechartering database this week.
This will help expedite the process two ways:
- It will speed identifying who needs YPT.
- It will speed identifying who needs to turn in applications (try the electronic method to expedite).
Remember no registered adults needing to change position title need to submit new applications during Rechartering. This is only true during Rechartering. The database change of title is sufficient.
Upcoming events
Commissioners’ meeting: Thursday, October 6, 2016 at 6:00 pm at Second Presbyterian
District Committee: Also Thursday at 7:00 pm, same location
Wood Badge Association dinner: tonight at Belzer
District Camporee: this weekend at the Blind School. Webelos encouraged to visit and see most of our troops in one location.
- Youth Protection Training live: Friday at 8:30 pm at Camporee.
- Introduction to Outdoor Leadership Skills (for Scoutmasters and Asst Scoutmasters and all other volunteers who camp) and Outdoor Webelos Leaders’ Skills (for Cubmasters and Webelos Den Leaders): opening remarks Friday at 9:30 pm and training 8:30 am to 8:00 pm. Attendance at Saturday campfire required.
Roundtable: Thursday, October 13, 2016 at 6:30 pm at Luke’s Lodge at St Luke’s UMC.
YPT report
As rechartering season has now opened, the importance of youth protection training status has risen to priority number one.
Luckily we are beginning to see progress. We now have 127 positions that have expired or Will expire before rechartering season is over. That means we are the sixth of the way to our goal.
The best thing at unit can do right now is to make sure that they have their lead person on rechartering open the rechartering system and review specifically the persons who we need to use protection training to be complete before their unit can recharter. We have recharter turn in his beginning in less than two weeks. This means that any unit that has a leader who needs YPT to recharter can cause problems at the turn in.
Rechartering Emails Expected Today
The bad news is we are in rechartering season. The good news is that we’re about to get it started so we can get it completed sooner.
That last report we expect rechartering emails to go out today, Wednesday.
This means it is crucial to get our 144 people in the district who have expired or expiring (i.e., less than 90 days until expiration) youth protection training up to speed as soon as possible. We have several scoutmasters, committee chairs in chartered organization representatives who have expired or expiring training. This means their unit’s rechartering cannot proceed forward. If their training is currently expired, they are not authorized to participate in scouting activities. This is even worse.
Unit should have a Denna five the key three personnel for the upcoming year, two additional committee members, unit leader training, YPT, and the other prerequisites to rechartering.
In the email containing the rechartering codes, there is a checklist of items to prepare. Please make sure to do those as soon as possible so that when you’re turning date arrives, your unit is ready to complete the rechartering process.
Remember our goal is to complete rechartering in the district before the end of October. If there are units that need additional time to cover the dues from popcorn proceeds, we’re willing to work with you on that.
October Roundtable
October Roundtable on October 13, 2016 will focus on rechartering preparation for the following weeks.
Remember Recharter Applications are due on October 20, 26, 0r 27, 2016, depending on the date assigned to your unit.
Roundtable will address many issues and will offer a Youth Protection Training at the end for those interested.
CAC North Star Unofficial Website 
You must be logged in to post a comment.