1. Delegate Training Tricia Schepp
At your seats you have a folder of information to take home with you as a resource. We will be going through the delegate positions later in this training.

2. Today’s Objectives
Understand the importance of the democratic process in the ongoing function of the council
Know and understand the volunteer positions involved in the democratic process
Lead Delegate and his/her designee will be able to train other delegates elected at the Service Unit level

3. What is a Delegate?
Primary link between Girl Scout Community (Service Unit) and the leadership at the council
Representative of membership in your Community
Voting member at Annual Meeting
To begin you may be wondering what a delegate actually is.
Delegates represent the interests of other people. So in Girl Scouting, a delegate represents the voice of the members in his/her community. And it is her responsibility to represent the views of the Service Unit, without letting her own opinions or bias affect her decisions.
Delegates will also take part of the voting process at the Annual Meeting. More to come on that.

4. Why Become a Delegate?
You have an interest in the government and governance process
You are a current member of Girl Scouts
You are at least 18 years old
You are willing and able to attend an Open Membership Meeting and the Annual Meeting
You want to know more about your community and/or GSHNC
So why get involved as a Delegate?

5. How do I become a Delegate?
Delegates and a Lead Delegate are appointed by their Service Units.
In order to qualify as a Delegate of her Service Unit, a person must be:
A member of Girl Scouts
At least 18 years old
Reside in, or be involved through the Council with such Service Unit
A person residing in one Service Unit and affiliated within another Service Unit may be a member of only one Service Unit within a single year

6. How the council is organized
Board of Directors
Angela Woods, CEO
Brand Marketing / Product Sales
CFO
Store
Human Resources
Advancement / Fund Development
Alumnae
Membership, Program, Property, Adult Development, Customer Care
Executive Assistant/ Governance
The CEO works hand in hand with the Board of Directors, the leadership team and GSUSA.
The staffing structure of our council has 5 components.
And as you know, our Customer Care team is awesome – if you call the main line with questions, they are a wealth of GS knowledge.

7. How we work together SU elects Delegate
Delegates elect Board of Directors
Board of Directors hires a CEO
CEO hires and manages staff
Staff supports Girl Scout Service Units & Troops
So how do you fit into the process as a delegate? Starting at the top of the page, your Service Unit elects delegates based on the number allotted for the year.
At the Annual Meeting, Delegates elect and vote on the Board of Directors. And the Board of Directors directs the governance of the council.
The BOD hires a CEO, who hires and manages a council staff, to oversee the day to day operations of the council.
The staff works in partnership with our volunteers in the GS community, to make sure that girls have the best experience possible…
And then that cycle continues.

8. What Does a Delegate Do?
Attend and participate in Open Membership Meeting
Attend Annual Meeting and vote on Board Slate and bylaws changes (if any)
Communicate information from the Board or Directors and CEO to your Service Units
Attend this delegate training (once every 3 years)
That brings us to what a Delegate actually does.
The main thing you will help with is taking information from our Open Membership Meeting and the Annual Meeting back to your Service Units. I can explain the two different meetings.
The Open Membership Meetings are hosted in October and includes the council’s leadership team and some board members. They give an overview of the council’s year and allow for small group discussion among the volunteers. We’ve gotten such positive feedback about being able to just have small group time to share ideas and meet others across the council. As a council, we want to be sure we are making the meeting worthwhile, so we will ask the lead delegate to collect your concerns or questions from other delegates and from the SU beforehand and send them to Tricia. At last year’s Open Membership Meeting we discussed recruitment (of both girls and volunteers) and how to best represent GS at school open houses, and also at community events, etc. The smaller table discussion is a way for volunteers to share ideas with each other, but the leadership team is also available to help with specific questions. We will have multiple dates and locations for the Open Membership Meeting so that you can find one closest to you.
The Annual Meeting is on a Saturday in April (specifically April 25, 2020). This is held at a larger venue in or around the Charlotte area. All of the delegates attend the Annual Meeting, which lasts about 2 hours. It has a year in review, a council finance update, a guest speaker, Angela gives a forecast of the year to come, and you, as delegates have the important role of voting in our Board of Directors. If we have changes to any of our bylaw policies, those are sent in advance of the meeting for your review, with time to ask questions.

9. Who is ultimately responsible for implementation of the strategic plan and operations of the council?

10. Angela Woods, CEO
…and the Board of Directors

11. Delegate Tally 2018 Annual Meeting
This is a photo from our 2018 Annual Meeting. So what is a Delegate Tally?
2018 Annual Meeting

12. Delegates per Service Unit
Service Units are allotted a certain number of delegates based on the girl membership numbers for their specific SU. These numbers are pulled on September 30th of each year.
GSUSA gives our council a certain number of National Delegates based on a formula as well.
Each service unit is allotted a limited number of delegates based on Girl Membership. The more girls in your Service Unit, the more delegates your Service Unit is allowed. The delegate tally is calculated each year based on the number of girls registered as of September 30th of each year. So the delegates allotted for your SU may change slightly if you have an increase or decrease in membership. You will always have a minimum of 3 delegates per service unit.
The formula for number of delegates each SU receives is: 1 Delegate for every 75 girls registered as of September 30th. And again, each service unit is allotted a minimum of 3 delegate spots (even if they have less than 225 girls registered)
2019 Annual Meeting

13. Quick Recall:
True or False: Delegates are responsible for being a “voice” of their service unit by sharing information with and from their service unit.
True or False: Delegates are responsible for attending the Open Membership and Annual Meetings.
1 - True
2 – True
It is so important to be involved in these meetings so that you know what is going on and so that you can be the voice for the Girl Scouts in your SU.

14. Understanding Delegate Positions
Serves 1-year term, up to 3 consecutive years
Attends Open Membership Meeting (October) and Annual Meeting (April)
In front of you are the descriptions of the responsibilities of delegates, lead delegates and national delegates. We will go through each role briefly.
First is the Delegate. He or she can serve in this role for 3 consecutive 1-year terms, but should then take 1 year off. The Delegate term begins at the new membership year, which starts October 1st and goes through the Annual Meeting in April.

15. Understanding Delegate Positions
Lead Delegate
Serves 1-year term, up to 3 consecutive years
Attends Open Membership Meeting (October) and Annual Meeting (April)
Communicate information from the council back to Service Units (with help from Delegates).
Maintain Delegate records for 5 years.
Communicate with and train new Delegates.
Additionally, the Lead Delegate may also serve 3 consecutive 1-year terms, but should then take 1 year off. The Lead Delegate is Tricia’s main point of contact, who helps maintain records (including names and addresses of their delegates) and dates of service for each Delegate. They also maintain attendance for their delegates at the meetings. Tricia has a spreadsheet to help outline what to track, if needed.
After going through this training with me, the Lead Delegate also has capacity to train a new delegate who may have started after Kick-Off.

16. Understanding Delegate Positions
National Delegate
Serves 3-year term
Attends Open Membership Meeting (October) and Annual Meeting (April)
Attend the National Convention, pre-work and report the National Council decisions at the council’s Annual Meeting.
The National Delegates serve a 3-year term around the National Conventions that GSUSA hosts every 3 years across the country. Only our elected National Delegates will be able to represent the Hornets’ Nest at the next National Convention. Some of the pre-work a National Delegate has will be reading material and potential policy changes, they will receive information on voting items and assist with building relationships within the council. They will also connect with other councils while at the convention. The National Delegates represents the Hornets’ Nest council to the Girl Scouts of the USA. I may also count on you to share information at the Annual Meeting to the entire delegate body.

17. Understanding Delegate Positions
Serves 1-year term, up to 3 consecutive years
Attends Open Membership Meeting (October) and Annual Meeting (April)
Lead Delegate
Serves 1-year term, up to 3 consecutive years
Attends Open Membership Meeting (October) and Annual Meeting (April)
Communicate information from the council back to Service Units (with help from Delegates)
Maintain Delegate records for 5 years
Communicate with and train new Delegates
National Delegate
Serves 3-year term
Attends Open Membership Meeting (October) and Annual Meeting (April)
Attend the National Convention, pre-work and report any National decisions at the council’s Annual Meeting
This is a summary of all three roles, in one place. What is not listed is an Alternate Delegate. These are people who are in place ready to step in, should a delegate not be able to complete her term, or if she cannot attend one of the meetings. Alternates do not vote at the Annual Meeting unless they are voting for a specific delegate who could not attend, and has communicated to council executive office before the meeting. That is to keep the check-in process smooth.

18. Bylaws What are they? Why do we need them? What is quorum?
The Bylaws is a legal document that outlines the board and council composition. This very detailed document includes information about quorum (we need to have a minimum number of delegates participating in a vote to make it pass), it gives information about the Board of Directors structure, and Board Development Committee composition; it explains term limits and vacancies. It also explains how the CEO role (Angela) is appointed by the board of directors and that she participates in board advisory committees, but does not vote.
You absolutely do not have to memorize the Bylaws. Just know that it is a resource and for delegates it is helpful for term limits and guidelines. This document will be uploaded to the Adult Development section of the website (
The Bylaws are drafted by an attorney who specializes in non-profit rules and regulations. Any changes to the Bylaws are then taken to the delegates for review and approval at the Annual Meeting.

19. I know this has been a lot of information so far
I know this has been a lot of information so far. Do you have any questions about what has been mentioned so far?

20. Delegate Recruitment
What are ways to recruit new delegates who are: a) semi-involved in a SU b) not yet involved in a SU?
Since delegates have 1-year terms and can remain in place for 3 years in a row, there are times when the delegates need to take a year off so that others may experience the delegate role. What are ways we can attract them to this role?
Explain the duties and time commitment at a SU meeting
Reach out to troop leaders who may be interested in learning more
Send any “leads” to your Lead Delegate

21. The 55th Convention will be held in
2020 National Convention
The 55th Convention will be held in
Orlando, Florida from October , 2020.
GSHNC will be allotted a number of delegate spots based on our membership numbers.
National Delegates attend webinars and trainings prior to the convention (hosted by GSHNC or by GSUSA)
National Delegates share information with Service Units
National Convention is hosted by GSUSA every 3 years. In 2020, it will be held in Orlando, Florida. In October 2017 it was held in Columbus, Ohio and we were excited to take 3 adult delegates and 2 girl delegates. In addition to the delegate meetings that take place, GSUSA combines the event with girl-focused discussions, usually a concert of some type, and many guest speakers. They make sure to include time for socializing with other councils and troops.

22. The 55th Convention will be held in
2020 National Convention
The 55th Convention will be held in
Orlando, Florida from October , 2020.
We are seeking 2 adult members to attend and 2 girl members to attend as delegates
Will need also need alternate delegates lined up in case we are allowed more spots!
You can nominate yourself as a National Delegate. We will ask everyone interested to submit a short bio about your time serving with Girl Scouts and your interest in serving at the National Convention – the deadline to apply is Friday, August 23rd. Our Board Development Committee will choose 2 adult members to attend, but we will also need alternate delegates on deck in case anything comes up, or if we are allotted extra delegates from national.
In early spring we will ask for girl members who are interested to submit themselves.

23. What Happens Now?
Service Units will begin determining a group of delegates and alternate delegates.
Tricia will contact Lead Delegates and SU Managers with their delegate tally, after the numbers are in on September 30th.
The Lead Delegate will communicate back to Tricia with the list of delegate names and addresses for their SU.
Please check your often for communication about upcoming governance dates.
Service Units will begin determining a group of delegates and alternate delegates. If you have not been elected as a Delegate but have interest in doing so, Tricia can put you in touch with the Lead Delegate of your SU to discuss any open spots. Review the Position Description and make sure you attend the SU meetings.
Tricia will contact Lead Delegates and SU Managers with their delegate tally, after the numbers are in on September 30th so that each SU will have the number of delegates they are allotted for the year.
The Lead Delegate will communicate back to Tricia with the list of delegate names and addresses for their SU.
Please check your often for communication about upcoming governance dates.
If you are interested in a National Delegate role, please keep in touch with the Lead Delegate and SU Manager for details and submission

24. Upcoming Governance Dates
Open Membership Meetings (OMM)
October 2019… Dates and locations to be announced soon!
Annual Meeting and Awards Ceremony
Saturday, April 25, 2020
Time and location to be announced
National Convention
October 21 – 23, 2020
Orlando, Florida
We are working to secure locations for our open membership meetings across our footprint to make it accessible to those who don’t live close to the council. If you have location ideas at your church or a local place that you host your GS meetings, please let me know today or by ! Open membership meetings are typically 90 minutes long.
The Annual Meeting & Awards ceremony date is chosen on a Saturday in April. We are careful to avoid choosing a date close to Easter or Passover. The Annual Meeting is typically 2 hours and the Awards Ceremony is approximately an 90 minutes to celebrate our Gold & Silver awardees
Finally, National Convention is coming soon!

25. Questions? Tricia Schepp
Executive Assistant & Governance Coordinator,

26. Thank you!
All presentations will be available on hngirlscouts.org in the coming weeks!
I appreciate you taking the time to go through the Delegate training with me. I look forward to working with you this year and forward!