AGENDA

1. AGENDA • Welcome & Introductory Remarks (15 min. • Role of Delegates (30 min.) •  Committee Reports (15 min.) • Volunteer Recognition Committee • Bylaws Task Group • Board Development Committee • Report on GSHPA Business Planning (60 min.) • Question & Answer Period (15 min.) • Open Discussion & Delegate Sharing (15 min.)

2. Providing Input – The Delegate as the VOICE of the Service Unit: How do volunteers have input into policy and operations?

3. Volunteers have many opportunities to have input into both policy and operations. Opportunities to influence operations include: • Troop Leader • Adult Learning Facilitator (Trainer) • Service Unit Team Member • Evaluations • Surveys • Delegate Meetings • Ad hoc committees and task groups

4. A policy-influencing opportunity is one where the opinions and feelings of the membership are sought and considered by the Board of Directors before making a policy decision. This process is the democratic process. Policy influencing opportunities include: • Delegate meetings • Annual meetings • The right to vote • Submission of possible nominations for all board positions • Ad hoc committees and task groups

5. Council Service Unit Delegates The most important link between the membership of GSHPA and the Board of Directors is the Council Service Unit Delegates. Delegates should be open minded and good communicators, and be willing to share their knowledge with the Service Unit. They should be willing to talk to volunteers to learn their opinions about governance issues important to Girl Scouts.

6. Terms and Responsibilities of Service Unit Delegates • The delegates are elected by their Service Units based on a membership formula, approved annually by the Board of Directors. • Delegates are the ‘voice’ of their Service Units • The delegates are charged with participating in the business of the council by giving input to the Board at the delegate meetings and the annual meeting. • The delegates determine the general lines of direction of Girl Scouting within the council. • The delegates amend bylaws. • The delegates are empowered to act on behalf of their Service Units. • Service unit delegates elect the officers of the corporation, the Board of Directors, Board Development Committee, and National Delegates.

7. Responsibilities Continued… 8) Delegates are elected for a term of one year. 9) Delegates may serve up to two consecutive terms and are not eligible for re-election until a lapse of one year. During the lapsed year, they are eligible to serve as an alternate.* *There has not been clear information provided to the delegates on the 2 term rule these first few years of our council. Therefore, if you are serving as a delegate this year and it is beyond the 2 year term, that is okay. In all future elections, the 2 year term limit should be observed by all Service Units. For additional information concerning service unit delegates and their responsibilities, please refer to the GSHPA bylaws available on the GSHPA website.

8. Election of Service Unit Delegates • The Service Unit manager will convene and conduct election of delegates & alternates. • Delegates can be any registered Girl Scout 14 years of age of over at the time of election. • Service Unit Delegate elections occur yearly. • Delegates are elected and serve one year terms from July 1st – June 30th. • Representation by at least 33% of the troops/groups in the Service Unit shall constitute a quorum for election.

9. Election Continued… 6) The Service Unit holds the election at their Service Unit meeting directly following the Annual meeting. This year’s annual meeting is on April 24, 2010. 7) Service Units should share the annual meeting information and hold delegate elections at a May 2010 or June 2010 Service Unit meeting. 8) Please notify the Executive Office after your May/June 2010 election has occurred by submitting the Report of Service Unit Delegate Election. This replaces the Delegate Roster. 9) Service Units should go forward with their future planning calendars to include yearly Spring Delegate Elections following the Annual Meeting.

10. Service Unit Delegate Formula/Allocation 1 Delegate for up to 200 registered girl members* 2 Delegates for 201-400 registered girl members* 3 Delegates for 401-600 registered girl members* 4 Delegates for 601 or more registered girl members* *Registered girl membership as of September 30th of the previous membership year. The Executive Office will notify the Service Units of their yearly delegate allocation prior to the May/June Service Unit elections.

11. Alternate Delegates • Each Service Unit should elect at least 1 Alternate Delegate. • It is highly recommended that larger Service Units elect more than 1 Alternate Delegate. • Alternate Delegates are elected to be prepared to assume the duties and responsibilities of a delegate, should they be asked to do so.

12. Delegate Training • Online delegate training will be available after Kick-Off. • We encourage delegates to complete the training in August or September – prior to the Fall delegate meetings.

13. Delegate Meetings • The purpose of the delegate meeting process is to provide a forum for the membership, delegates, president and board to meet and discuss the council and its future plans and directions. • It provides an opportunity for delegates to discuss items of interest to the Girl Scout organization. • While delegates have very important responsibilities, they are actually required to vote on very few business items. • The delegate discussions on major issues are critical in fulfilling the responsibility of giving broad general direction to the Board of Directors as it strives to make appropriate policy decisions.

14. Delegate Meetings continued… • GSHPA typically holds delegate meetings in the Fall and Spring. • The Chair of the GSHPA Board or designee will facilitate the delegate meetings • The Board of Directors will be represented at the delegate meetings. • The locations and dates will vary, but a number of meetings will be held throughout the council both in Fall and Spring. • A webinar delegate meeting will also be available. • The agenda/information at all locations/webinars will be the same. • Delegates may choose to attend a meeting that is convenient to their schedule.

15. Service Unit Delegate Meeting Notification • Information on the agenda and topics will be sent directly to each known Service Unit Delegate. • Each Service Unit Manager will also receive a copy of the information. • All volunteers are welcome to attend the delegate meetings, but no formal invitation will be sent. • Delegates should share the meeting notification with their fellow Service Unit volunteers.

16. Spring 2010 Delegate Meetings • Monday, March 8, 2010 (6:00 P.M. to 8:30 P.M.) • State College Service Center, 1040-1 Benner Pike, State College, PA 16801 • Tuesday, March 9, 2010 (6:00 P.M. to 8:30 P.M.) Lewisburg - TENTATIVE • Wednesday, March 10, 2010 (6:00 P.M. to 8:30 P.M.) Olyphant/Scranton Service Center, Suite 222, 1444 East Lackawanna Ave, Olyphant, PA 18447 • Thursday, March 11, 2010 (6:00 P.M. to 8:30 P.M.) Harrisburg Administrative Office, 350 Hale Avenue, Harrisburg, PA 17104 • Monday, March 15, 2010 (6:00 P.M. to 8:30 P.M.) York Service Center, 1600 Mount Zion Road, York, PA 17402 • Tuesday, March 16, 2010 (6:00 P.M. to 8:30 P.M.) Webinar, www.anywhereconference.com; login: 122368188; Phone: 866-439-4480; PIN: 775463# Lewisburg – ALTERNATE DATE - 2 • Thursday, March 18, 2010 (6:00 P.M. to 8:30 P.M.) Lewisburg – ALTERNATE DATE - 1 Riverwoods Retirement Center, 3201 River Road, Lewisburg, PA 17837

17. Council Delegates and the Annual Meeting The annual meeting is a business meeting of the corporation. It is required by law to be held annually.

18. Annual Meeting continued… The annual meeting is important in several ways. • It provides an opportunity to review our accomplishments. • It provides an opportunity to present information on future plans and the state of the council. • It legally enables the corporation to continue its work. • Decisions made by the delegates at the council annual meeting will have an impact on Girl Scouting throughout our jurisdiction.

19. As delegates participate in the official business of the corporation they become members of a select group of individuals who are fulfilling our founder’s dream that representation from every community be involved in making decisions about the future of the Girl Scout movement. The next Annual Meeting: April 24, 2010 Spring Grove High School, Spring Grove, PA (York County) Thank you for participating in this process.