Quarterdeck Standard Operating Procedures National Capital Area Council (NCAC) Sea Squadron 082

Approved January 18, 2018

Table of Contents REFERENCE ...... 3 MISSION ...... 3 MEMBERSHIP ...... 3 QUARTERDECK MEMBERSHIP ...... 3 LEADERSHIP ...... 3 ELECTION/SELECTION OF LEADERSHIP ...... 4 Youth Leadership ...... 4 Adult Leadership ...... 4 GOALS OF THE QUARTERDECK: ...... 4 POSITION ROLES AND REQUIREMENTS ...... 5 YOUTH LEADERSHIP REQUIREMENTS...... 5 THE BOATSWAIN: ...... 5 OTHER YOUTH LEADERSHIP ...... 6 THE COMMODORE – ADVISOR TO THE QUARTERDECK...... 6 PROGRAM CHARGE ...... 7 MEETINGS...... 7

2 Reference

• Sea Scout National Standard Operating Procedure, 18 JAN 2017. Mission

The mission of the National Capital Area Council Sea Scout Squadron (NCAS) is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Law through maritime skills and adventures. The NCAS Quarterdeck is a youth-led organization assigned to help strengthen member ships through enhanced program and resources. Membership

The Sea Scout Structure is as follows: 1. Region 2. Area/Flotilla1 3. Council Squadron 4. District Division (where three or more ships exist in one District) NCAS is a member Squadron of the Chesapeake Flotilla, North East Region. Quarterdeck Membership Each Ship in the NCAS shall be represented by their respective Boatswain and Boatswain’s Mate. No more than two members of a Ship’s Quarterdeck may serve as voting members of the NCAS Quarterdeck. Each youth is only entitled to one vote, even if the second youth is absent from a meeting. Adults are ex-officio consultants to the Quarterdeck and may not vote on Quarterdeck matters. Leadership

Minimum Required Structure includes • Squadron Boatswain • Squadron Commodore • Squadron Committee • Squadron Director (Staff Professional) The NCAS Quarterdeck is led by the Squadron Boatswain and supporting youth staff. Adults may advise and consent to ensure compliance with BSA Youth Protection, Safe , Logistical and Financial constraints. Primary decision-making responsibility and implementation should reside with the youth except where legal/contractual limitations exist.

1 Due to the impact of major bodies of water, Flotillas may not always follow BSA Area Boundaries.

3 The NCAS Committee is led by the Commodore. In matters where the Commodore is required to advise or content to actions by the Quarterdeck, he/she will seek input and, when feasible, consent of the Committee. Election/Selection of Leadership Youth Leadership • The Boatswain and Boatswains Mates are elected by the member Boatswains/Mates representing each respective Ship in the NCAS. • Other officers may be selected by the Boatswain by election, or appointment, dependent upon the needs of the Squadron, consensus of the Quarterdeck and consent of the Commodore. The Boatswain is primarily responsible for the selection process and may either appoint or elect, provided he/she consults the Quarterdeck At Large and the Commodore. • The term of office is May 1 through April 30 of each year in accordance with guidance from the National Sea Scout Standard Operating Procedure. Nominations will be opened two months in advance with elections to be held no later than April 1. • Change of watch takes effect immediately at midnight May 1, even if the Change of Watch ceremony is delayed or deferred. The Boatswain may select whether or not to have a ceremony. • Election results shall be reported electronically to all Ships within forty-eight hours of final results. • Any officer may resign their office as need requires. Two weeks’ notice is preferred. • Youth Leaders may only be removed from office by a two-thirds vote of the full Quarterdeck and consent of the Commodore. The timing and announcement of a recall vote must be approved by the Commodore. • The Adult leadership may remove a youth officer for violations of the Scout Oath or Law, or if other conditions warrant. This should be avoided if at all possible and requires the consent of the Commodore and Staff Professional. • Recommended officers may include as available: o Boatswain o Boatswains Mate o Yeoman o Purser o Storekeeper Adult Leadership • The Squadron Commodore is appointed by the Council Scout Executive in accordance with BSA policy and bylaws. • The Commodore may appoint, with ratification by the Sea Scout Committee, additional officers as needed. Goals of the Quarterdeck: • Maintain a positive image of the Sea Scout program, especially by setting a personal example.

4 • Strive to fulfill the mission of Sea Scouts, BSA • Facilitate communication and coordination between the Squadron and individual Ships. • Encourage positive social media participation by youth at all levels. • Provide youth officers and volunteers the training and resources necessary to grow and strengthen Sea Scouting. • Provide leadership for program, training and recognition events. Position Roles and Requirements

Youth Leadership Requirements • It is recommended that candidates for Squadron Boatswain be at least Ordinary Rank. If no Ordinary Rank candidates are available, this preference may be waived by the Commodore. • The Squadron Boatswain may only hold one office at the Squadron Tier or higher. He/She may be a sitting Ship’s Boatswain if the Skipper is assured the parallel duties will not overextend the scout. He/she may not serve as an officer for a parallel organization including but not limited to the Council Officers Association, or Chapter or higher. • The Squadron Boatswain should serve only one consecutive term. If no qualified candidates are available, the Commodore may approve a second term. • The Boatswain and Boatswains Mate should be elected from separate ships. • Candidates for Boatswain should have a Commodore’s Conference prior to the election to ensure they understand the responsibilities and obligations of the office. The Boatswain: • Works with Commodore and Director of their own tier (Council) and the Boatswains of the tiers above and below them (Area/Flotilla, Region and National). • Appoints and supervises supporting youth officers as prescribed in these operating procedures. • Leads a Quarterdeck comprised of their appointed supporting youth officers and Boatswains from the tier below (Ship Boatswains in the case of a Council Boatswain). • Conducts regular Quarterdeck meetings in person or by conference call. • Leads the youth officer selection process and interviews. • Represents youth leadership by serving as a member of the Sea Scout Committee of their tier. • Represents Sea Scouting to Scouting leadership at the same tier. • Motivates and coordinates the any supporting youth officers in assigned tasks and conducts meetings with them as needed. • Helps train and mentor boatswains in lower tiers. • Creates goals and provides regular progress reports to the appropriate committee.

5 Other Youth Leadership While the minimum Youth Leadership Position is the Boatswain, additional Staff positions may be elected/appointed including: • Boatswain – Chair the Council Quarterdeck Meetings. Provide vision, goals and recommendations. Solicit ideas from the Ships and facilitate decisions and actions to promote program, leadership and fun. • Boatswain’s Mate – Assist the Boatswain. Ensure tasks assigned to the Yeoman, Purser and/or Storekeeper are met in their absence. Assumes the role of Boatswain if the Boatswain is unavailable. • Yeoman - Document decisions, dates, and plans of actions by the Quarterdeck. Provide written reports to the Quarterdeck and Adult Leaders. Work with the Commodore to maintain social media sites and provide quality assurance to the NCAS website (ncacbsa.org/seascouts). • Purser – Coordinate with Boatswain and Boatswains mate to determine estimated costs and registration fees for Council Events. Coordinate with the Commodore to secure funding. • Storekeeper – Coordinate to identify needed equipment or other non-financial resources for Council Events. Make recommendations and consult with the adult leadership to finalize reservations or transport. Because NCAS youth leadership may be under the age of 18, all legal actions including contracts or other financial obligations remain with the registered adult leadership. The Commodore – Advisor to the Quarterdeck. • Chairs the Sea Scout Committee. • Encourages councils to organize new Sea Scout ships and improve the quality of existing ships leading to longer retention of members and leaders. • Establishes and maintains cooperative relationships with local/area/regional boating and maritime organizations. • Reports to the BSA volunteer structure (typically to the Vice President for Program or a similar role) and should work closely to carry out the Sea Scout program in the context of the greater BSA. • Reports to the Executive Board on Sea Scout activities. • Serves as the Sea Scout representative, as requested, on other BSA committees in support of the Sea Scout program (Outdoor Programs, Membership, Program Content, Commissioners, etc). • Follows the direction provided for the Sea Scout program through the National Sea Scout Support Committee. • Develops and support, upon request, Sea Scout functions at Cub Scouting, Boy Scouting, Venturing, and Sea Scout activities and conferences. • Serves as a voting member of the Sea Scout Committee of the tier above. • Attend Sea Scout Bridges-of-Honor to recognize Sea Scouts for earning the rank of Quartermaster as schedule permits, including sending letters of recognition.

6 • Promotes Sea Scout attendance at local/area/regional/national Sea Scout events. • Is visible to Sea Scouts and volunteers in the program and in BSA. Program Charge

The Quarterdeck and Stateroom should set as their goals: • Three Squadron Events per year, open and inclusive of all Ships in the Squadron. • Grow the Council by one ship or 5% whichever is greater. • Coordinate with the Commodore, Committee and Director for the nomination and award of the Sea Scout Leadership Awards. • Ensure Leadership Training Opportunities for all Ships with special attention to contingent training events in support of smaller ships with reduced resources. • Publish at least one article about Sea Scout events each quarter for the Council newsletter. • Submit at least one press release per quarter regarding Squadron Program Events. • Review and coordinate updates to the Squadron Website. (ncacbsa.org/seascouts) • Create and maintain weekly updates to Squadron Social Media sites. • Recognize key BSA awards at least annually. • Promote good BSA citizenship through building relationships with the Venturing Officers Association and traditional Troop leadership structures. Meetings

• The Squadron Wardroom shall meet the third Thursday of odd-numbered months. • Agendas including new and old business will be published one week in advance. • Meetings will be held electronically using video or voice conferencing technology. Any change to call an in-person meeting must be published three weeks prior to ensure ability to secure meeting space and other advanced planning. A Strategic Planning Meeting will be held by December 15 of each year with a follow-up review in June, to develop and update the calendar year events.

Approved by unanimous vote: January 18, 2018

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