Welcome!Volunteer Structure Town HallSpring 2011

Welcome!

• Check in

• Group Agreement

• Girl Scout Promise

• Girl Scout Law

• Mission

Girl Scout Promise

On my honor, I will try: To Serve God and my country, to help people at all times and to live by the Girl Scout Law.

Girl Scout LawI will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do,and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout.

Girl Scouting builds girls of courage, confidence,

and character who make the world

a better place.

Mission

• Five Service Centers– Clinton Twp– Detroit– Flint– Port Huron– White Lake

• Two Outreach Offices– Sanilac– Monroe

• Six Camps – Four Active

GSSEM Service Area

Agenda

• Strategic Learning and our current reality

• Volunteer Structure Task Force

• New Structure

• Next Steps and Timeline

• Question and Answer

• Adjourn at 8:30pm

Current Reality

Membership

GSSEM Girl Membership

Current State

• 2700 Troops and 124 service units• 2010 Girl Membership: 33,521 • Retention Rate Girls: 50%• 2010 Adult Membership: 15,499• Retention Rate Adults: 61%• Inconsistent experiences

• K-12 Market Potential for Girls: 336, 556

Old Service Delivery Model

Service Delivery Concept Redesign

• GSUSA Driven to address declining membership and implement pathways

• Volunteer structure is 5 decades old

• 1 of 16 Pilot Councils: October 2009 – June 2010

• GSUSA developed sample Service Deliver Concept Designs

Strategic Learning

Key Priorities

1. Live within our means while better allocating and diversifying our resources.

2. Immediately implement GSLE and its Pathways.

3. Create a comprehensive Volunteer Management System including the Single Entry System.

4. Develop an integrated and functional communications plan.

Strategic Learning

The work itself:

• October 2009 – February 2010• 30 People: Staff, Volunteers, Community

Members, Girls

• Conduct Situational Analysis & Define Strategic Choices

• February 2010 – August 2010• 42 People: Staff and Volunteers

• Gap Team Work & Alignment and Implementation

Strategic Learning

Information sharing with Volunteers:

• Spring 2010• 31 volunteers in 3 locations: Strategic

Learning Think Tanks

• August 2010• 82 volunteers and staff in 7 locations:

What would the perfect GSSEM look like?

GSSEM Response

• Change staff structure.

• Develop new processes, procedures, and efficient ways of doing business, while balancing the budget.

• Implement the Girl Scout Leadership Experience and the Pathways.

• Create high quality, outcomes-based experience.

• Update volunteer structure.

Volunteer StructureTask Force

Structure Task Force Charge

Create NEW Volunteer Structure recommendations to be considered by staff that must:

• support girls and adults in all 6 pathways• include robust support for volunteers and girls

at local levels• be supported by new staff structure and # of

available staff• adhere to recognizable boundaries like school

districts, cities, or counties• be sustainable, specific, and rewarding

Structure Task Force Sub Committees

30 volunteers: Committee Work Jan – Mar 2011

•Best Practices

•Geographic Territories and Naming Convention

•Financial Practices

•Volunteer Positions

Structure Task Force Sub CommitteesSubcommittee chairs coordinated meetings and facilitated conversations:•Information shared to inform their meetings• GSSEM Think Tanks• GSUSA Service Delivery Concepts• Related GSSEM data

•Face to face meetings and conference calls• Debate and discussion• Majority/Minority opinions• Multiple recommendations

Structure Task Force Decisions Final report on March 28. 

Staff worked to synthesize the recommendations, along with several other data points, including:• Input from Volunteers: Strategic Learning,

Think Tanks, Task Force• Demographic data including current girl

members and potential girl members• Input from GSUSA• Input from GSSEM staff• Experiences from other councils

2011 Volunteer Structure

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

COMMUNITY

GSSEM

GSUSA• Troop Specific

Support at the District level

• Events, Series, and Camp opportunities for all girls

• Volunteer roles that are sustainable, specific, and rewarding

The “Egg”

GIRL

Girl: Center of Pathway

• Six Girl Scout Pathways

• Troop pathway is currently the largest pathway

• Event pathway is fastest growing

• Virtual is still under development

GIRL

Criteria

• Recognizable Boundaries

• Current Membership

• Potential Membership

• Capacity: number of girls and troops in a given area

• Local Dynamics

Defining Boundaries

Physical School District

• Includes Private, Parochial, Charter School and Home School

• Parents choose GS participation on either where the child attends school, church or lives

• 400-700 girls

• 40-60 troops

• Support leaders through training, mentoring, networking, and fun

• Host grade level events run by troops 

• Close to home and parents are confident with the venue

District

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

• 4-8 districts per community

• 12 communities

• Diversified opportunities offered locally to independent and troop participants

• Volunteer managed pathways with direct staff support

• Series, Events, Travel, and Camping opportunities for the entire community 

Community

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

COMMUNITY

Council

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

COMMUNITY

GSSEM

National

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

COMMUNITY

GSSEM

GSUSA

GIRL

SERIES

TR

AV

EL

GIRL

DISTRICT

COMMUNITY

GSSEM

GSUSA• 50-60 districts

– 400-700 girls per

• 12 communities– 4-8 districts per

• One unified GSSEM executing a nationally consistent leadership experience for girls K-12

The “Egg”

Operational Volunteers

District Level Committee•Troop leader Support

Community Level Committees:•GSLE Program•Camp & Outdoor Education•Volunteer Management•Product Sales

• Marketing/

Communication • Fund Development • Administration • Finance

Functional AreaDistrict

VolunteersCommunity Volunteers

Council Level Staff

Troop Leader Support

X Troop Pathway

GSLE X X Collaborative Pathway

Camp X Camp Pathway

Vol. Mgmt X Vol. Mgmt

Prod. Sales X X Prod. Sales

Comm. / Mkt. X X Recruitment & Comm.

Fund Develop. X Fund Develop.

Admin. X X Chief Admin. Officer

Finance X X Finance

District Coordinators Community Chairs Council Level Staff

Recruitment Coordinator

Girl Placement Coordinator

Registration Coordinator

Adult Recognition Chair

Product Sales Coordinator Product Sales Chair

Volunteer Management Dept

Events Chair

Series Chair

Board/Delegate Relations

Product Sales Dept

Finance Department

Volunteer Interview Chair

Collaborative Pathway Dept

Camp StaffCamp Chair

Finance Coordinator

Troop Leader Coordinator

Registration Chair

Individual Girl Chair

Recruitment Chair

Booth Chair

Finance Chair

Girl Recognition Chair

Training Chair

Fund Development Chair

Conflict Management Chair

Advocacy/Take Action Chair

Resource/Library Chair

Governance/Delegate Chair

Recruitment Dept

Registration Department

Troop Pathway Department

Cupboard Chair

Fund Development Dept

Business Services Department

Communications DeptCommunications Chair

GSLE Committee

Camp

Volunteer Mgmt

Committee

Product Sales Committee

Comm/ Marketing

Committee

Fund Dev

Adminis-tration

Committee

Finance

Community

Committee

Troop Leader Support - Volunteers Troop Leader Support - Staff

Recruitment Coordinator

Girl Placement Coordinator

Registration Coordinator

Product Sales Coordinator

Finance Coordinator

Troop Leader Coordinator

Troop Leader Troop Pathway

Department

Product Sales Department

Recruitment Dept (Marketing/Com

m)

Registration Department

Registration Department

Finance Department

Finances

• Bank accounts at the Community and Troop Level

• Transition plan for current SU funds into community funds

– CFO/CPO developing a plan

• Ensure oversight on all community and troop accounts.

– Embezzlement will NOT be tolerated

• Other SU Assets

Finances

Acceptable uses of current SU funds

• Execute previously planned activities (encampments, events, etc)

• Purchase 2012 registrations for girls

• Purchase Program Materials

• Donation to Family Partnership to assist local troops

Unacceptable uses

• Visa gift cards or cash for girls or adults

• Spending it carelessly

Community Standards

Need to support the Girl Scout Leadership Experience via the National Program Portfolio materials including Journeys .

Communities and districts are an extension of council and are responsible for embracing and enforcing GSSEM and GSUSA policies and procedures.

Requirements

• Incorporate Journeys and outcomes

• Embrace the 3 processes, especially Girl Led

• Events to achieve recruitment, retention, and recognition goals

• Inclusive events that support and reflect our community

Customize local offerings based on the needs and interests of your local area

Timeline

April - Volunteer Structure Town Halls

May - SUM transition meeting with CFO/CPO

June - Volunteer Structure Town Halls

July - Fill Volunteer Position Vacancies

August - Operational Volunteer Training

Review

• Become familiar with “the egg” model

• Understand the difference between the district and community levels

• Review the functional areas – determine which one is your passion if pursuing an operational role

• Please send questions to: structure@gssem.org

GIRL

Questions & Answers

Comments

THANK YOU!