SOCAL BBYO Advisor Training Manual - BBYO.org

SoCal BBYO
Advisor network
Advisor Manual 2008-2009
Rebecca Firestone: rfirestone@bbyo.org
Rachel Lederman: rlederman@bbyo.org
Steven Molberger: smolberger@bbyo.org
BBYO, Inc. | Pacific Coast Region & Southwestern Region
22622 Vanowen Street | West Hills, CA | 91307
T 818.464.3366 | F 818.464.3369
www.bbyo.org | www.b-linked.org | My2CentsforChange.org

Role Role of of BBYO BBYO Advisors
Advisors
The advisor is volunteer “staff” for BBYO, Inc. The advisor is fundamentally important to the
success of the chapters; a successful advisor makes a region successful! The advisor’s role in
the chapter represents the highest ideals and goals of BBYO, Inc.
Supervision of the BBYO Chapter
• Attend all general & executive meetings
• Adhere to BBYO Inc guidelines for chapter standards
• Approve chapter events
• Enforce program standards and discharging “unofficial events”
• Supervise chapter programs OR ensure appropriate chaperone for chapter events
• Monitor chapter progress and share potential problems with professional staff
• Respect the privacy and confidentiality of matters pertaining to members.
• Responsible to the housing agency where the chapter meets / holds activities
Administration of the BBYO Chapter
• Effective communication with the chapter president and executives
• Ensure that the chapter leaders are in communication with the Regional leaders
• Ensure chapter parents are well-informed on chapter events/progress
• Administration and co-supervision of chapter funds
• Ensure prospects & new members are properly documented & registered
• Facilitate chapter planning sessions regarding future programs
Membership Development
• Develop a strategic plan with the chapter leaders to identify chapter goals
• Train youth leaders on key ways to strengthen & grow their chapter
• Provide BBYO Inc program planning resources to teens
• Supervise collection of teen rosters and registration sign-in sheets
Job Development
• Attend individual supervision sessions with the supervising professional staff
• Participate in advisor meetings and advisor training seminars
• Submit reports and records as requested
• Read and respond to correspondence/materials sent out from the BBYO office
Expectations
• An advisor should be familiar with the program literature and resources
• An advisor should act as a mentor and an authority figure
• An advisor should regularly communication with the professional staff
• An advisor should NOT re-live his or her teenage experiences
• An advisor should NOT be friends with teens in his or her chapter
• An advisor should NOT do the work of the chapter leaders
• An advisor MUST contact professional staff when situations arise which cannot (or
should not) be handled by the Advisor alone (i.e. injuries, risk management, etc)
2

Advisor Advisor Agreement
Agreement
Agreement
The advisor is volunteer staff for BBYO, Inc. As volunteer staff for BBYO, advisors are expected
to communicate with the Regional Program staff on a regular basis and respond to emails and
phone calls promptly. If I am unable to fulfill my duties as an advisor, whether temporarily or
permanently, then I will notify the staff immediately.
Commitment from the Regional Program Staff:
• Staff will provide on-going supervision and help to the advisor
• Staff will provide weekly emails to the advisor network with updates, tips, etc
• Staff will provide Regional resource and programmatic materials
• Staff will provide training institutes and opportunities related to personal and or
professional development
• Staff is available to listen, support, and provide suggestions
I have read / gone over the following documents with my staff supervisor:
_____ Advisor Job Description
_____ Advisor Resources Manual
_____ Regional Expectations
_____ BBYO International Advisor Policy Manual
2008- 2009 Advisor Training Dates: __________________________________________
I have read the responsibilities and expectations of the BBYO advisor and I agree to its
provisions. By signing this document, you agree to follow and uphold the BBYO Code of
Conduct and the BBYO Policy Manual.
I understand that if these expectations are not followed, I may be put on probation or asked to
step down.
________________________________________________________________________
Advisor Signature Date
________________________________________________________________________
Program Staff Signature Date
3

Bnai Bnai Brith Brith Girls Girls (BBG) (BBG) Chapters
Chapters
PCR PCR Advisor Advisor Roster
Roster
CHAPTER CHAPTER LOCATION LOCATION NAME NAME NAME
PHONE PHONE EMAIL
EMAIL
Ashrey South Bay Rachel Rubin 818-825-3981 rrubin@bnaibrith.org
Sand n Sea Culver City Stefanie Cutler 818-274-9233 stefanie.cutler@gmail.com
Ahavah Westside Liz Weisman
323-854-3475 Lizliz2@aol.com
Ashley Berns
818-398-0624 ashleybe@usc.edu
Kochavim Palisades Shira Landau
212-433-0374 shira.landau@kehillatisrael.org
Stephanie Rapp 818-439-7848 stephanielrapp@gmail.com
Lilith Studio City Naomi Zimmermann 818-939-8038 zimmermann18@gmail.com
Amanda Feuerman 818-859-5289 ajfeuerman@gmail.com
Beth Shean West Valley Stacy Orbach 818-464-3287 sorbach@jccatmilken.org
Echad Agoura Traci Ginsberg 818-645-5845 t.ginsberg@mac.com
Dvash Northridge Doreen Shenfeld 310-312-4346 dshenfeld@manatt.com
Lev b Lev Santa Clarita Marcia Davis 661-713-6018 twingle@socal.rr.com
Aleph Aleph Aleph Zadik Zadik Aleph (AZA) (AZA) Chapters
CHAPTER CHAPTER LOCATION LOCATION NAME NAME
PHONE PHONE EMAIL
EMAIL
Galilee South Bay
JFK Westside Ahsley Berns 818-398-0624 ashleybe@usc.edu
Palisades Palisades Josh Eckhaus 310-666-8181 jgeharibu@gmail.com
Knesset Studio City Jon Tavss 310-663-8287 tavss@yahoo.com
Kavod West Valley
Erik Weisz West Valley Jake Kushner 818-645-9551 kushgolf@gmail.com
Ema
Shelcha
Agoura Dustin Weissman 818-621-0388 dwhichdr@gmail.com
Zion Northridge Robert Baron 818-439-7212 rsbaron@gmail.com
Rodney
Dangerfield
Santa Clarita
4

Bnai Bnai Brith Brith Girls Girls (BBG) (BBG) Chapters
Chapters
SWR SWR Advisor Advisor Roster
Roster
CHAPTER CHAPTER LOCATION LOCATION NAME NAME NAME
PHONE PHONE EMAIL
EMAIL
Chavarot
Tovot
Encinitas
San Diego Nurit Nakib 619-992-8878 nrakib@gmail.com
Irvine BBG Irvine Natalie Kortham 408-483-1483 nkortham@yahoo.com
L’Chaim Long Beach Debra Slonim dtigerlily86@aol.com
Mishpacha Claremont Kati Rizzo
itakr946@yahoo.com
Heather Rose 213-842-8774 heather.rose@csu.fullerton.edu
Shalom Temcula
Yad B’yad San Diego Stephanie High 619-993-2109 stephanieamh@aol.com
Aleph Aleph Aleph Zadik Zadik Aleph Aleph (AZA) (AZA) (AZA) Chapters
Chapters
CHAPTER CHAPTER LOCATION LOCATION NAME NAME
PHONE PHONE EMAIL
EMAIL
David Ben
Gurion
Claremont Michael Abramovitz 909-702-3224 mabramovitz@gmail.com
Irvine AZA Irvine Justin Nouget 714-330-9826 warpedmadhatter@yahoo.com
Marc Chagall La Jolla Ryan Jefferies 858-354-0962 rfjefferies@rfjinvestmentgroup.com
Orange Coast
Eugene Sisman 619-322-1454 EugeneSisman@gmail.com
San Diego San Diego Andy Rosen 760-310-4690 andyrosen@gmail.com
5

Advisor Advisor Evaluation Evaluation & & Support
Support
Evaluations will take place formally at two periods: mid-year (January) and at the end of the
year (June). Informal evaluations will take place throughout the term as a way to gauge where
support is needed and to identify milestones and reward accomplishments!
Criteria Criteria Criteria for for for Evaluations:
Evaluations:
Evaluations:
Relationship to members
Relationship to agency and staff
Adherence to policy
Response to conflict / trouble-shooting
Understanding of individuals and groups
Knowledge and use of programs
Skill in the use of supervision
Record-writing
Attendance all of the meetings and punctuality
Teen feedback
Areas of future concentration
Advisor concerns, self-evaluation, and assessment
What What the the Advisor Advisor should should expect/receive expect/receive from from the the Regional Regional Program Program Staff: Staff:
Staff:
Ongoing supervision through individual conferences in order that the advisor can
function more efficiently and effectively with the BBYO chapter
Program assistance through written materials and program consultation
Adequate training through institutes and training workshops prior to or at the time
of appointment and on an ongoing basis thereafter
Availability for help or support when dealing with individual and or chapter
problems whether in person or over the phone
A full and impartial evaluation at the end of the program year
A process for giving and receiving feedback on how the advisor is supporting the
chapter and how the staff is supporting the advisor
Openness to feedback and constructive criticism so that the Regional Program Staff
can better support advisors
Weekly or bi-monthly advisor emails with current events, top ten tips, etc
Monthly check in meetings (over the phone or in person) between the advisor and
the supervising Regional Program Staff
6

Advisor Advisor Eval Evaluation Eval uation Form
Date: ______ Evaluated by: __________________Evaluation Period:__ ________________
Advisor: __________________________________ Chapter: __________________________
Understands objectives of BBYO
Commitment level
Self-awareness/Maturity
Positive Role Model
Positive Attitude / Energy
Team-player
Flexibility
Utilizes resources
Asks for help when needed
Conflict resolution skills
Availability/accessibility to teens
Communication with teens
Communication with parents
Youth empowerment/leadership
Motivates members
Ability to act as authority figure
Chapter goal setting/follow-through
Attendance at chapter meetings
Ensures a chaperone in absence
Completes necessary reports
Communication with staff
Participation in training/workshops
Support for Regional events
Excellent Average Inadequate
GENERAL
GENERAL
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
CHAPTER CHAPTER SPECIFIC
SPECIFIC
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
STAFF STAFF SPECIFIC
SPECIFIC
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
7

Strengths:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Weaknesses:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
General Comments:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Recommendations:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Training Needs:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Reappoint _______________________________________________________________________
Reappoint but place on probation __________________________________________________
Do not reappoint _________________________________________________________________
___________________________________________________________________________________
Signature of Advisor Date
___________________________________________________________________________________
Signature of Supervisor Date
8

ADVISOR ADVISOR DASHBOARD
DASHBOARD
The Dashboard is a BBYO intranet, a combination news source and database. There are
separate Dashboards for Staff, Teen Leaders and Advisors – all three work together to make
your chapters and regions run!
The Advisor Dashboard allows you to:
• Approve and edit chapter events posted by your teens
• Communicate with your chapter members
• Run valuable chapter reports
• Edit your chapter pages on bbyo.org and b-linked
Use the Dashboard as much as possible. The content is all user-generated so the more you use
it, the better it will be!
ACCESSING ACCESSING THE THE DASHBOARD
DASHBOARD
Go to http://dashboard.bbyo.org/ and enter your login/password (it’s the same as your blinked
login!). If it doesn’t work, contact your Program Staff.
CHAPTER CHAPTER CHAPTER (REGION) (REGION) MAINTENANCE
MAINTENANCE
MAINTENANCE
This section allows your chapter members to edit your chapter’s information. This info is then posted on
your chapter’s very own bbyo.org and b-linked profile. In addition to listing specific details and news for
your chapter (name, mascot, awards, etc.) your teens can also upload a chapter picture and files (like
mp3s, important forms, etc.)!
Your teens should be the ones populating the Chapter Maintenance section with your input if
necessary. The following instructions apply to you and your teens:
To To edit edit your your Chapt Chapter Chapt er (Region/Council) (Region/Council) Profile:
Profile:
- Click Chapter Chapter (Region) (Region) Maintenance Maintenance from the menu column
- To edit your chapter’s information, click the PENCIL PENCIL ICON ICON
ICON
To To fill fill out out out your your your Chapter Chapter Profile:
Profile:
- Fill out the fields! Be sure to fill out all the required fields, marked with an *. Note: The
first section Chapter Chapter Information Information is locked (staff can edit). You will be able to view it
but it cannot be edited.
- Note: Field names displaying in yellow are public display fields. Those displaying in
white will not be displayed to the public on the website.
- Many of the fields provide explanations – so remember to read the fine print listed in
grey!
To To Upload Upload a a Chap Chapter Chap ter Picture:
- To change or upload a new chapter photo, click Browse in the Chapter Chapter Photo Photo field
9

- Locate the picture you would like to upload and click Open Open
Open
- Click the FLOPPY FLOPPY DISK DISK DISK ICON ICON to save the photo
- Remember: This info is public! When uploading photos, you are bound by the same
code of conduct as b-linked!
To To To Upload Upload Upload Files: Files:
Files:
- To upload a file, fill in the file’s name and description. Click Browse Browse in the Add
Add
Document Document Document field
- Locate the file you would like to upload and click Open Open
Open
- Click the FLOPPY FLOPPY DISK DISK ICO ICON ICO N to save the document
- Once the file has been saved, you will see it listed in the Attached Attached Attached Documents
Documents Documents field
- To preview the file, click the WHITE WHITE WHITE NOTEPAD NOTEPAD
NOTEPAD
- To delete the file, click the “X”
“X”
- Remember: This info is public! When uploading photos, you are bound by the same
code of conduct as b-linked!
To To save save your your changes: changes:
changes:
- When you are finished editing all of the fields, click the FLOPPY FLOPPY DISK DISK ICON ICON at the
bottom of the page
- At any point if you want to go back to the previous page click the GREEN GREEN ARROW ARROW and if you
want to reset the page click the REFRESH REFRESH SIGNS
SIGNS
- Keep your Chapter Chapter Maintenance Maintenance section up-to-date – don’t forget to include news, add the
awards your chapter wins, and upload files!
EVENT EVENT MAINTENANCE
MAINTENANCE
This section allows your teens to enter upcoming events for your chapter. These events are then posted to
BBYO’s websites so teens can easily register for events online. In order for your chapter’s event to be a
sanctioned BBYO event, your teens need to post it on the Dashboard and you need to approve it! Your
chapters and regions can easily find information about your events and newcomers can search b-linked
for events that may interest them – how’s that for recruitment!
The following instructions are geared for the teens but are important for you as well. The main
difference between your Event Maintenance view and that of the teens is the Approval Approval Status Status. Status
To approve a pending event (marked with a red P) select the Approved Approved Approved button near the top of
the event form. Familiarize yourself with adding events so you can assist your teens when they
have questions:
To To add add a a new new event event event (Chapter (Chapter events events only):
only):
- Click Event Event Maintenance Maintenance from the menu column
- To create a new event, click NEW
NEW
To To fill fill out out your your new new eve event eve nt information:
information:
information:
- Fill out the fields! Be sure to fill out all the required fields, marked with an *.
- Note: Field names displaying in yellow are public display fields. Those displaying in
white will not be displayed to the public on the website.
10

- Many of the fields provide explanations – so remember to read the fine print listed in
grey!
- Pay special attention to the Program Program Bank Bank Information Information section. We are building a new
program bank and want to include all of your upcoming programs! While this section is
not mandatory, we strongly encourage you to fill it out so that other chapters and
regions can learn from your great programs.
- Once you have filled out all the fields, click the FLOPPY FLOPPY DISK DISK ICON ICON at the bottom of the
page.
- You will be directed back to the main Event Event Event Maintenance
Maintenance Maintenance page where your new event
will be listed
- Your event will be listed with a P P P (pending) until it is approved by your advisor or
Regional Staff. They will receive notification of your newly posted event.
- Once your event has been approved, any additional modifications must be made by
your Advisor or Staff.
To To To add add add photos photos photos to to to your your your event event event posting: posting:
posting:
- Click the PENICL PENICL ICON ICON
ICON
- Click Browse in the Chapter Chapter Chapter Photo Photo Photo field
- Locate the picture you would like to upload and click Open Open
Open
- Click the FLOPPY FLOPPY DISK DISK ICON ICON to save the photo
- Click the FLOPPY FLOPPY DISK DISK DISK ICON ICON at the bottom of the page to save the event.
To To add add documents documents documents to to your your your event event event posting:
posting:
- To upload a supplemental document, fill in the file’s name and description. Click
Browse Browse Browse in the Add Add Supplemental Supplemental Supplemental Doc Doc field
- Note: Supplemental Documents are information-only documents like flyers, schedules,
packing lists, etc. Follow up forms are those that need to be turned in, like parental
authorization, medical forms, and permission to treat forms.
- Locate the file you would like to upload and click Open
Open
- Click the FLOPPY FLOPPY DISK DISK ICON ICON to save the document
- Once the file has been saved, you will see it in the Attached Attached Supplemental Supplemental Docs Docs field
- To preview the file, click
- To delete the file, click
To To save save your your changes: changes:
changes:
- When you are finished editing all of the fields, click the FLOPPY FLOPPY DISK DISK ICON ICON at the
bottom of the page
- At any point if you want to go back to the previous page click the GREEN GREEN ARROW ARROW and if
you want to reset the page click the REFRESH REFRESH ICON
ICON
- To preview what your event will look like when posted, click the MAGNIFYING MAGNIFYING ICON
ICON
REPORTS
REPORTS
This section allows you to compile lists of people based on the criteria of your choosing. You can print
these lists or download them to Excel. This feature is great to get lists of chapter members, prospective
members, and event participants. Regional/Council leaders can get reports for your Region/Council, too!
11

The Reports section has three parts:
1. Person Person Person Reports Reports Reports – View a person based on different data fields such as membership status,
b-linked group involvement, and personal fields (phone #, email, etc.)
2. Event Event Event Registration Registration Registration Reports Reports Reports – View an event based on numerous filters such as event
type, payment status, and personal fields (phone #, email, etc.)
3. Regional Regional Regional Community Community Community Report Report Report – View membership statistics such as outreach and
prospects with subcategories such as membership total, # engaged, etc.
1. 1. 1. Person Person Person Reports Reports
Reports
View a person based on different data fields such as membership status, b-linked group
involvement, and personal fields (phone #, email, etc.)
Your Dashboard account will be set to only pull data from your region and chapter, which you
will see listed in the By By Region Region and By Chapter sections.
Person Person Person Filter Filter
Filter
- To set filters based on individual profile characteristics (membership status, leadership
position, b-linked group affiliation) click the check box to open the menu.
- Select filters for your search.
Grouping Grouping
Grouping
- Grouping is a way to sort the output of the search. While Regional Directors may use
this function a lot, you won’t need it on a chapter level.
Person Person Data Data
Data
- In Data field click whatever fields you want listed for each member (e.g. First name, last
name, email, phone)
Report Report Description
Description
- Give your report a name or description so when printed, you remember what the
report is about!
Generate Generate Your Your Report
Report
- Click to view as an Excel Spreadsheet
- Click to print. This allows for quick printing.
- If the spreadsheet or report appears blank, there are no matches for your particular
filter.
Frequently Frequently Frequently Run Run Run Reports
Reports
- Prospective members
- Lapsed members
- Graduating seniors
2. 2. Event Event Registration Registration Reports
Reports
View event registrants based on numerous filters such as event type, payment status, and
personal fields (phone #, email, etc.)
Event Event Event Registration Registration Registration Filter
Filter
- To set filters based on specific event registration details, click to open the menu.
- This filter allows you to generate a list of event registrants by specific event, payment
status, and special conditions.
12

- When selecting a specific event, be sure to indicate if it is an International event,
Regional/Council event or Chapter event. Highlight the event and then click the
Update Update Update Event Event Event List List List button to bring up the appropriate events.
- Note: Some of the field options will not apply to you on the chapter level. Remember
that the options are also used by your Regional Staff! If it doesn’t seem like a field that
you would need – you probably don’t!
See See See above above above for for for Grouping, Grouping, Grouping, Person Person Person Data, Data, Data, Report Report Report Description, Description, Description, and and and Generate Generate Generate Your Your Your Report Report
Report
Sample Sample Event Event Registration Registration Filter
Filter
List of names and phone numbers for all chapter members attending Sisterhood Weekend 2006
- Click By By By Registration
Registration
Registration
- In Event Type Type, Type
click Chapter Chapter (if necessary, click Update Update Event Event List List) List
- Highlight Sisterhood Sisterhood Weekend Weekend 2006 2006
- Click Non Non-Cancelled
Non Cancelled
- In Data Data Fields Fields, Fields
click First First Name, Name, Last Last Last Name, Name, Home Home Phone
Phone
- In Report Report Description write Sisterhood Sisterhood Weekend Weekend Roster
Roster
- Click EXCEL EXCEL ICON ICON to view as an Excel Spreadsheet
- Click PRINTER PRINTER ICON ICON to print
4. 4. 4. Regional Regional Community Community Report
Report
- View membership statistics such as outreach and prospects with subcategories such as
membership total, # engaged, etc.
COMMUNICATIONS
OMMUNICATIONS
OMMUNICATIONS
This section allows you to send an email or b-linked message to a select group of people based on your
preferences. Do you have an upcoming overnight and half your chapter hasn’t sent in permission forms?
You can send an email to those who are signed up for the event but have not submitted the required
documentation. Or, did you just post a new chapter event that you want to share with all members and
prospective members? Thanks to the Communications Communications section of the Dashboard, you can do it with just a
few mouse clicks! Region/Council leaders can use this function to communicate with your
Regions/Council, too!
- To generate your desired list, follow the steps listed above in the Reports Reports Reports section for
Person Person Filter Filter Filter and Event Event Event Registration Registration Filter Filter. Filter
- Then click the ENVELOPE WITH BLUE ARROWS to send an email or click the LAYERED LAYERED
WHITE WHITE AND AND BEIGE BEIGE ENVELOPES ENVELOPES to send a b-linked message.
- You will see your name listed in the From: From: section and a list of email addresses in the
To: To: To: section. If no addresses appear then your filter did not find any records matching
your selections.
- After composing your message, click the send icon at the bottom of the page.
13

BBYO BBYO Overview Overview & & History
History
Meaningful Jewish Experiences for Jewish Teens Worldwide!
With more than 18,000 members and 80 years of experience, BBYO is known as the largest and
most effective provider of identity-building and leadership development programs for Jewish
teens. Headquartered in Washington, DC, BBYO encompasses over 40 regions across North
America, as well as Europe, Israel, South Africa, Australia and New Zealand and comprises
more than 130 employees and over 800 volunteer advisors. Among BBYO's 250,000 living
alumni are many of the most prominent figures in Jewish communal life, as well as people of
note in the business, political, academic and cultural worlds.
Key to the organization's success has been a highly effective leadership model operating on
the local, national and international levels through a fraternity/sorority-based chapter
structure (AZA for boys and BBG for girls). Formerly affiliated with B'nai B'rith, in 2002, BBYO
was restructured as an independent international organization. While still focusing primarily
on its leadership development programs, this move to independence affords BBYO the
opportunity to forge a new direction and adopt a much more expansive and transformational
approach to engaging Jewish teens.
Teens participate locally in small chapters. An adult advisor serves as volunteer “staff.” The
advisor is a support structure for the chapter leaders. The advisor does not “lead” but rather
“guides” and helps to support teen initiatives. The advisor’s role in the chapter represents the
highest ideals and goals of BBYO, Inc: youth empowerment.
Chapters belong to a “region” and the region belongs to the “International Order.” Each level
has its own executive board. Full-time, Regional Staff work from the Regional Office. The
Program Directors and Program Associates supervise the programmatic details of the Region
and support the Regional Boards. Additionally, the Program Staff manage the Teen Connection
program, a 6-8 th grade introductory program to BBYO.
1923 1923 A group of about 15 boys in Omaha, Nebraska organized into a club which they called “Aleph Zadik
Aleph”
May May 3, 3,
3, The first official AZA unit, Mother Chapter #1, was chartered in Omaha, Nebraska by Sam Beber
1923
1923
July July 44-6,
4 6,
With four chapters in existence, the first AZA “National Convention” was held in Omaha, Nebraska.
1924
1924 There were 94 members in attendance, over two-thirds of the membership. Grand officers were
elected for the first time. Charles Shane of Des Moines, Iowa became the first Grand Aleph Godol
(G.A.G.)
1925 1925 AZA was adopted by B’nai B’rith at the 1925 B’nai B’rith International Convention when a committee
headed by Henry Monsky recommended the petition to the convention body
July, July, 1925 1925 The Shofar made its first appearance as the official publication of AZA
1926 1926 Outgoing G.A.G. Philip Klutznik was chosen to be the first AZA executive
1927 1927 1927 Unofficial chapters of B’nai B’rith Girls (BBG) began to appear
Spring,
Spring, The first AZA Shabbat took place
1928
1928
14

1928 1928 The Supreme Advisory Committee met and accepted Dr. Boris D. Bogen’s “Five Folds and Full”
program for AZA
1932 1932 The international character of AZA was highlighted when the ninth annual convention was held in
Winnipeg, Manitoba, Canada
1933 1933 Julius Bisno succeeded Philip Klutznik as Executive Secretary
1935 1935 International Convention could no longer be “home-housed” because it had become so large. Thus,
these meetings were shifted to camp settings
1940 1940 B’nai B’rith Women became a national organization and adopted the B’nai B’rith Girls (BBG)
Spring,
Spring, Pioneer AZA #481, the first AZA chapter in District 15, covering England and Ireland, was established
1940
1940 by Louis Wigdor in Leeds, England
1941 1941 Philip Klutznik became president of the Supreme Advisory Council as Sam Beber left the position
after 17 years
1944 1944 BBG became a national organization under the chairmanship of Anita Perlman, who later served as
president of and was the first female chairperson of the B’nai B’rith Youth Commission
November
November The AZA Supreme Advisory Council was abolished in favor of a new B’nai B’rith Youth Commission.
10, 10, 1944
1944 Henry Monsky was elected to serve as the position’s first chairman. A four part youth organization
was established: AZA, BBG, B’nai B’rith Young Men and B’nai B’rith Young Women (Since then, the
latter two have been phased out in favor of special coed unites of B’na B’rith
1945 1945 Julius Bisno resigned as National Director and was replaced by Dr. A.L. Sachar
1948 1948 1948 Dr. Max F. Baer became International Director
1954 1954 Camp Windsor, a camp in Starlight, Pennsylvania was purchased with funds donated by the Grand
Lodge of District 3. Later named B’nai B’rith Perlman Camp, the facilities were to serve as the home
of BBYO summer programs
1955 1955 1955 A Leadership Training Institute was conducted at the International Convention. Leadership Training
at B’nai B’rith Perlman Camp in Starlight, Pennsylvania began
1956 1956 The first BBYO Israel Summer Institute was held
1960s 1960s 1960s B’nai B’rith adopted Noar LeNoar, the Israeli branch of BBYO
1962 1962 The Katz Auditorium, the first building in Perlman Camp’s Leadership Village was built
May May 3,
3,
1974
1974
AZA celebrated its Golden Anniversary commemorating 50 years of service the Jewish community
1974 1974 The first International officers from outside North America were elected – they were from Israel
1977 1977 The Chapter Leadership Training Institute (CLTC) was established with the acquisition of the B’nai
B’rith Beber Camp in Mukwonago, Wisconsin
The 1977 International Convention voted to disband the BBYO District system. Upon the retirement
of Dr. Max Baer, Dr. Sidney M. Clearfield became the International Director
1980 1980 For the first time, 16 BBYO members served as full voting delegates with full rights and privileges at
the B’nai B’rith International Convention
1981 1981 1981 A new BBYO structure based on regions was initiated
1982 1982 1982 BBYO “Nitzanim” a program for seventh and eighth graders, began operating on an experimental
basis
1983 1983 BBYO opened an office in Paris, France – its first Continental European office
1987 1987 Teen Connection became a component of BBYO
1990 1990 BBYO partners with the March of the Living and sends BBYO delegation every other year. The Max F.
Baer Spirit Gavel was established as an annual award to the most spirit region at International
Convention.
1990s 1990s The International Leadership Study in Israel was established, and the AZAA Basketball Tournament
was renewed after years of dormancy.
1994 1994 1994 The International Spirit Awards are inaugurated
2002 2002 BBYO Inc is established as an independent agency separate from B’nai B’rith
15

Regional Regional Board Board Position Position Des Descriptions
Des criptions
Regional board leaders help you mentor and guide your chapter members. The following is an
overview of their position descriptions.
All Regional Board Members Will Be Expected To:
Attend the Regional Executive Board Training on August 22-24th, 2008
Develop and distribute 4 releases per term
Schedule visits with each chapter (8) before the end of each term
Respond to all Emails promptly and return phone calls within 24-48 hours
Participate in Board meetings every 8 weeks / conference calls every 3 weeks
Schedule monthly check-ins with Godol/N’siah and Program Directors
Godol / N’siah
Hold Exec meetings at least once every 6 weeks
Hold Exec conference calls at least once every 3 weeks
Collect Monthly Progress Reports / oversee the progress of the Regional Board
Survey counterparts to assess needs of each chapter twice per term
Supervise board check-ins, releases, and conference calls with counterparts
Coordinate Mazkir / Mazkirah emails
Oversee the Albert & Monsky Chapter Excellence awards
Develop Parly Pro, Election, and voting guides
Coordinate Regional Convention with 2 chairpersons
S’gan / S’ganit
Collect all chapter event forms at start of each month
Create Regional Calendar
Create Close Night application
Review/Approve Close Night with staff 30 days in advance of program
Establish “Programming Office Hours”
Review Program of Term Applications
Dashboard Training
Create programming bank
Oversee Chapter Program of the Year Award
Moreh / Mit Mom
Set membership goals with each chapter, develop strategy to accomplish goals
Collect chapter involvement reports monthly & record progress
Create & execute Regional AIT/MIT initiative
Develop member of the month / new member highlights
Promote / track Tree of Life / Eternal Light Awards
16

Oversee Fraternity / Sisterhood chairpersons (Sisterhood/Frat Day, BBG/AZA
Shabbat, Founders’ Days, and Separates programs)
Kick-off Dance
Shaliach / Sh’licha
Jewish Education & Training
Monthly Oneg / Dvar Torah to counterparts
Enhancing / monitoring chapter service
Service Learning Training
Community Service guidebook
Supervising J-Serve committee
High Holiday Services
Social Justice / Tikkun Olam initiative
Coordinate Kallah with 2 chairpersons
Mazkir / Mazkirah
Create Regional Board Roster
Create up-to-date chapter rosters with counterparts
Develop calling scripts & communication guides
Email communication - pre-approved by staff
Communication with other youth groups
Coordinate newsletter
Promote use of Thank You cards!
Gizbor / Gizborit
Organize at least 1 Regional Fundraiser per term
Develop items for Shuk at IC and Regional Convention
Develop fundraising ideas for chapters
Create guide on how to utilize chapter funds / create budgets
Work with chapters to avoid high cost events/programs
Monitor chapter fundraising goals/success
17

29 th Term
29
Godol
Adam Gluck
(818) 337-8037
rockstarr14@gmail.com
S'gan
Ben Issler
(818) 665-6669
bennyboy@socal.rr.com
Moreh
Max Jaffe
(818) 983-4278
thetalljew@gmail.com
Shaliach
Aaron Sladek
(818) 357-7661
aaronsladek@aol.com
Mazkir
AJ Sklar
(818) 631-3739
scooterguy90@yahoo.com
Gizbor
Elie Gluck
(818) 231-2486
eliegluck2000@yahoo.com
Term Pacific Pacific Coast Coast Regional Regional Boards
Boards
AZA AZA
BBG
BBG
N’siah
Morgan Currier
(818) 642-5302
surfingbabe05@yahoo.com
S’ganit
Tiffany Frank
(818) 216-9062
tiffany_f@earthlink.net
Mit Mom
Natalie Minas
(818) 391-3945
Juicyjewess@gmail.com
Sh'licha
Lauren Appell
(818) 517-8462
xxluvtheoldiesxx@aol.com
Mazkirah
Fallon Baden
(818) 687-5027
Fbaden@socal.rr.com
Gizborit
Melanie Levine
(310) 480-5783
hawaiichick319@juno.com
18

Southwestern Southwestern Regional Regional Regional Board
Board
AZA BBG
Godol
S'gan
David Rubenson
(858) 922-0460
DNRFlyboy@sbcglobal.net
Moreh
Shahar Ben-Yeoshua
(949) 748-9078
Sb_y@hotmail.com
Sam Gordon
(909) 520-5443
justanotherliberal@hotmail.com
Shaliach
Mazkir
Gizbor
N’siah
Dana Rosenberg (WCC)
(562) 900-5609
Lover4life02@yahoo.com
Adina Wollner (SDC)
(858) 354-6420
ctbbg@wollner.org
S’ganit
Shany Yeshanov
(858) 337-9229
Ursorudel@yahoo.com
Mit Mom
Lauren Swersky
Chatrbox75@aol.com
Sh'licha
Mazkirah
Gizborit
19

Regional Regional Event Event Descriptions
The regional office and the regional boards will update you on upcoming Regional events. You
are welcome to attend any regional event but you are not obligated to attend anything. We do
ask that you attend one of the three conventions. Whenever you staff a convention or
program, your costs are taken care of by the Region.
Pacific Pacific Pacific Coast Coast Coast Leadership Leadership Leadership Conference
Conference
Conference
A brand new leadership series offered in 3-parts and through 4 different track levels (for
freshman, sophomores, juniors, and seniors). PCLC is an alternative leadership and
interpersonal skill-building program that will prove useful in BBYO and beyond! Led by
Regional staff, AZA and BBG Regional Boards, Advisors, and other guest presenters PCLC
provides age-specific resources. Advisor and Program Staff approval is necessary for
participation. You must commit to attending all 3 sessions and will receive a certificate of
completion. For more information regarding PCLC, please contact Rachel Rachel Lederman Lederman at
at
rlederman@bbyo.org. rlederman@bbyo.org. PCLC PCLC Registration Registration mmust
m ust be be be finalized finalized by Monday. September 15 15 th , , , 2008!
2008!
Chapter Chapter Challenge Challenge Convention
Convention
Convention
A weekend long competition between PCR chapters. Programming consists of teambuilding
exercises, mental and physical challenges, and spirit competitions. “CCC” is where The
Amazing Race meets Double Dare!
Kallah Kallah
Kallah
PCR’s weekend of spiritual exploration and social action awareness building. Kallah is a fun
and inspirational way for teens to connect to their Jewish history, heritage, and tradition!
Regional Regional Convention
Convention
A celebration of all things PCR! Regional Convention is where members elect and install the
new PCR Regional Board, seniors say good-bye and impart wisdom on their younger
brothers/sisters, and chapters establish new goals and strategies for the upcoming year.
20

2008 2008-2009 2008 2009 Regional Regional Calendar Calendar: Calendar
Regional Event: Date: Location:
Kick-Off Dance
PCLC
Rock the Vote Concert
Rosh Hashanah Services
Yom Kippur Services
Mitzvah Day
Election Day Party
Chapter Challenge Convention
PCLC
Frat/Sisterhood
Super Sunday
International Convention
Spring Formal (Beau Ball)
Kallah
PCLC
March of the Living
J-Serve
Regional Convention
September 6, 2008
September 21, 2008
September 28, 2008
September 30, 2008
October 9, 2008
November 2, 2008
November 4, 2008
November 7-9, 2008
December 7, 2008
January 17-18, 2009
**MLK Day Weekend**
February 8, 2009
February 12-16, 2009
February 28, 2009
March 20-22, 2009
April 5, 2009
April 19- May 3, 2009
April 26, 2009
May 22-25, 2009
**Memorial Day Weekend**
American Jewish University (AJU)
AJU
Safari Sam’s in Hollywood
JCC at Milken
JCC at Milken
Various
Westside JCC / JCC at Milken
Shalom Institute
AJU
Disneyland
JCC at Milken
(East Coast)
TBA
Shalom Institute
AJU
Poland / Israel
Shalom Institute (PCR)
Various (SWR)
American Jewish University
21

Regional Regional Financial Aid Information
Information:
Information
Frequent questions regarding regional events may come your way. Here is a brief overview of
our financial aid policies in case teens ask you questions. Always encourage the teens to check
with the Regional office regarding any questions they have.
Our philosophy is that no one should have to miss a BBYO experience because of money! That
being said, we understand that the economy’s decline has made it hard on ALL of our budgets.
Please read carefully to learn about the new PCR Financial Aid Policy:
• Scholarships are only available for Chapter Challenge Convention, Kallah, Regional
Convention, and BBYO International Programs.
• The cost of each event will be announced at least 2 months prior to the event via email
as well as posted on www.b-linked.org with instructions on how to apply for financial
aid.
• All All scholarship scholarship requests requests must must be be accompanied accompanied with with a a 1040 1040 tax tax form.
form.
• Payment Payment plans plans MUST MUST be be scheduled scheduled with with the the Program Program Staff Staff prior prior to to the the event event and and PAID
PAID
in in FULL FULL by by the the event’s event’s start start start date. date. Special exceptions require the permission of the staff
and the staff’s supervisor.
• Any Any teen teen with with an an outstanding outstanding balance balance MAY MAY NOT NOT attend attend BBYO BBYO programs programs until until their
their
balance balance is is paid paid off off off in in full.
full.
• Teens Teens must must complete complete complete 3 3 hours hours of of ccommunity
c community
ommunity service service per per $25 $25 scholarship scholarship granted granted within
within
6 6 weeks weeks after after after the the the event’s event’s completion. completion. Teens will receive a community service report
form with guidelines. If If community community service service hours hours are are not not reported reported to to the the office office within
within
6 6 weeks weeks of of the the event’s event’s event’s end end end date, date, the the teen teen will will not not be be granted granted financial financial aid aid for for the the next
next
BBYO BBYO event. event. event. Teens choose how they want to fulfill their community service
requirement.
2009 2009 Summer Summer Programs:
Programs:
• Information regarding 2009 Summer Programs will come out by January 2009.
• If your child is interested in attending a summer program, please note that BBYO
International Scholarship Applications are DUE in March 2009. Regional Need-Based
Scholarship Requests (applications will be available in January) are due by April 1, 2009!
Please plan ahead for this scholarship application process.
22

BBYO BBYO Int’l Int’l Programs Programs Scholarship Scholarship Guide: Guide: Guide: 2009
2009
BBYO International Programs include International Convention, March of the Living, Chapter
Leadership Training Conference (CLTC), International Leadership Training Conference (ILTC),
International Kallah, and many other summer programs advertised on http://www.bbyo.org.
2009 2009 2009 International International International Program Program Program Dates Dates
Dates
CLTC: CLTC:
CLTC:
Beber 1: June 16 – June 28, 2009
AHA 2: June 23 – July 5, 2009
Beber 3: June 30 – July 12, 2009
AHA 4: July 7 – July 19, 2009
Beber 5: July 14 – July 26, 2009
AHA 6: July 21-August 2, 2009
Beber 7: July 28 – August 9, 2009
Beber = Wisconsin
AHA = North Carolina
Early Bird Discount (before Feb 20 th ): $1650*
General Price (after Feb 20 th ): $1750*
*Airfare not included in Price
How How How do do do I I I register register for for a a program program if if I I need need need a a a scholarship:
scholarship:
ILTC: ILTC:
ILTC:
June 29 – July 12, 2009
Price: $2,200 plus airfare
Kallah: Kallah:
Kallah:
July 13 – August 2, 2009
Price: $2,700 plus airfare
Project Project Impact Impact(aka Impact Operation Shema):
2009 Date TBA
Project Project NYC:
NYC:
2009 Date TBA
Passport Passport 2 2 the the World:
World:
2009 Dates available at
www.passport.bbyo.org
Scholarships are need-based, however, your family’s circumstance and financial (i.e. older
siblings in college or daycare costs) obligations are taken into account. In order to make your
International Program registration process go as smoothly as possible, please read through the
following scholarship options / instructions (detailed (detailed information listed on on the reverse side).
You must register for all BBYO International Programs online via http://www.b-linked.org . If
using www.b-linked.org poses a problem, please call the PCR office or email
rlederman@bbyo.org. Our online payment system is secure and preferred; all BBYO online
transactions are verified secure and monitored by GeoTrust, the world’s second largest digital
certificate provider!
Unfortunately, BBYO cannot reserve your spot at an International Program unless you have paid a
deposit. If you want to go to a program, you should put down your deposit as soon as possible
because spots fill up. If you need assistance paying the deposit, contact our office immediately.
It can take up to 3 months to know how much money you have secured from the various
scholarships listed below. This means that if you want to save your spot at a program, you will
first have to pay the deposit and then work out the scholarship details!
The program deposit is partially refundable within a certain period (e.g. a $250 deposit can be
refunded except for a $50 processing fee) – please refer to http://www.bbyo.org for all
pertinent dates and policies.
23

BBYO BBYO Int International Int International
ernational Programs Programs Programs Scholarship Scholarship Scholarship Guide Guide: Guide Guide:
: 2009 2009
Agency Applicable for:
BBYO BBYO International:
International:
Applications available
via www.bbyo.org
(click on BBYO
Experiences and then
find your program)
Southern Southern California
California
Association Association Association of of of BBYO BBYO
BBYO
Alumni Alumni (SCABA):
(SCABA):
Email
rfirestone@bbyo.org
for an electronic copy.
Regional
Regional
Scholarships:
Scholarships:
Email
rfirestone@bbyo.org
for an electronic copy.
Synagogues Synagogues /
/
Federation Federation / /
/
Other Other agencies agencies
agencies
International
International
International
Convention
Convention
Forms due 12/1/08
Summer Summer Summer Programs Programs
Programs
Forms due 3/1/09
March March of of the the Living
Living
Forms due ASAP
Please apply early. If you
miss the deadline, we
cannot help!
International
International
Convention
Convention
Forms due 12/1/08
Summer Summer Summer Programs
Programs
Forms due 3/1/09
March March of of the the Living
Living
Forms due ASAP
Please apply early. If you
miss the deadline, we
cannot help!
Summer Summer Programs
Programs
Forms due 3/1/09
Please apply early. If you
miss the deadline, we
cannot help!
Applications are available http://www.bbyo.org
(click on BBYO Experiences & your program of
choice)
Please refer to the forms section and FAQ
guides posted to bbyo.org
Applications are submitted directly to the
International Office and are NOT to PCR.
Steven, Rachel, and Rebecca have NO control
over who gets assistance.
Scholarships are processed directly and are
deducted from your balance.
Offers merit & need based scholarships. These
scholarships are independent of PCR and
Steven, Rachel and Rebecca have no control
over who gets assistance.
Submit forms to the office and we forward them to
the Association members.
Please write legibly or print your form
Include 2 letters of recommendation
Fax to 818-464-3369
Email to rfirestone@bbyo.org
Scholarships received are sent via check to you
as a reimbursement.
It may take up to 3 months to hear back
Submit forms to the PCR office
Please write legibly or print your form
Fax to 818-464-3369
Email to rfirestone@bbyo.org
Decisions on scholarships will be released by
March 30, 2009
Scholarships are processed directly and are
deducted from your balance.
Many synagogues offer scholarships for leadership programs. If your synagogue
has a USY or NFTY affiliation it may be more difficult to ask for money, but it’s
worth asking! Also, the Federation has money for programs like March of the
Living and other leadership trips! It’s always worth calling the Federation and
asking about scholarship requirements.
24

B-linked linked Registration Guide
Teens register for BBYO on www.b-linked.org. Membership is $75 for one year or $149 for four
years. Parents may also register over the phone if uncomfortable with paying online.
25

Starting Starting with with the the Chapter Chapter
Chapter
Introduce Introduce yourself yourself to to the the executive executive committee. committee. Listen Listen to to their their
needs needs needs and and and their their goals. goals. goals. Hear Hear Hear how how
how
you you can can be be helpful. helpful. Learn Learn about about their their chapter chapter dynamics:
dynamics:
o What were the strengths of their previous advisor?
o What were the weaknesses of their previous advisor?
o If they didn’t have an advisor, what areas did they struggle with most?
Spend Spend your your transition transition period period observing observing and and understanding understanding the the chapter. chapter. Attend Attend regular
regular
chapter chapter meetings meetings and and identify identify the the personalities personalities of of the the teens:
teens:
o Who seeks the attention of the group?
o Who articulates his/her thoughts?
o Who is interested in assuming leadership?
o Who is aloof?
o Who is excited?
o Who is immature?
o Who provides strength to the group?
o What are the meeting’s strong points?
o What are the meeting’s weak points?
Identify Identify the the chapter chapter chapter programming programming culture
culture
o How frequent are the chapter’s events?
o How far in advance do they plan?
o How creative or dynamic are the programs?
o Survey the teens regarding the strengths of their programs?
Don’t Don’t over over-involve over involve yourself
o There is value in “failure” but if the outcome is bound to be detrimental to the
chapter’s ability to succeed in the future, will result in disaster, or is contrary to
BBYO policy/principles, then you should feel comfortable vetoing such
programs
Assess Assess how how the the chapter chapter chapter raises raises and and spends spends funds
funds
o How does the chapter regulate/use/attain its funds
o Are regular events inflated in price to avoid holding specific fundraisers
o Is raising money the goal in itself or is it seen as Tzedakah and BBYO’s
commitment to the International Service Fund (ISF)
Your Your role role is is more more “behind “behind the the scenes” scenes” than than on on-stage on stage
o Remember your role reflects the strength of the chapter (not your success!)
o A more stable chapter requires less active advising
o An “at-risk” chapter requires active guidance, mentorship and advising
o Be flexible: your role will change as the needs of the chapter change
26

Chapter Chapter Basics
Basics
BBYO provides service to individuals primarily through the small group (chapter) approach.
The chapter is where the vast majority of our youth have an opportunity to take on
responsibility, grow and develop, learn leadership skills, begin to understand their Jewish
identity. The chapter is the center of the BBYO system. The chapter is located within a council
or region, designed primarily to assist chapters through the duties of council/regional officers
and programs held at conventions or other large-scale community events. Regional Program
Staff assist the regional officers and advisors.
What What What Makes Makes Makes a a a Good Good Good Chapter? Chapter?
Chapter?
• Use Monsky and Albert Awards as a guide
• Chapter size
• Chapter organization (administration – communication)
• Membership involvement
• Chapter identity (spirit)
• Chapter achievements
Establishing Establishing a a Contract Contract with with the the Chapter: Chapter:
Chapter:
• Importance of the contract
• What should the contract consist of?
o Commitment to the BBYO model
o Commitment to the five/six folds
o Adherence to BBYO policies
o Involvement with other chapters and programs beyond the chapter level
• New member (AIT/MIT) training
• Membership registration
• Use of Monsky/Albert award to establish higher levels of the contract
• Regular evaluation by advisor and staff
• Establish plans when chapter has lost commitment to the contract
Role Role of of the the Advisor:
Advisor:
• Establishing a regular chapter meeting time
• Establishing agenda with President
• Use of phone-trees / emails / facebook – regular communication with chapter
• Clearly defined process for decision making
• Making long-term plans (goals for six months ahead)
• Making sure programs are planned and not just listed on calendar
• Making sure officers and chairpersons know their responsibilities
• Making sure chapter is utilizing its executive board
• Handling finances properly
• Making sure information from council/region is passed to members
Helping Helping Helping the the Chapter Chapter Establish Establish its its Identity Identity Identity (Self (Self-Concept):
(Self Concept): Concept):
• Importance of establishing chapter’s identity / spirit
27

• How do they feel about themselves
• Self-concept flows from achievement
• Using the role of competition in self-concept
• The role of symbols in self-concept (t-shirts, scrapbook etc)
• Commitment to BBYO
• Good organization – without that, there’s no spirit
Spirit/Identity/Self-Concept: these are the sources of energy that makes the group move
forward! It’s important that staff makes sure the chapter has a vision because this brings teen
together through shared motivation, interest, enthusiasm, and satisfaction. It comes from
involvement, freedom of expression, participation, spontaneity and develops a bond, loyalty,
stability and self-respect.
Helping Helping the the Chapter Chapter Achieve:
Achieve:
• Chapters that plan programs that don’t happen develop frustration and low selfimage
(cycle of failure)
• The best programs are when the chapter does something, not when they listen to
someone
• Problems of poor programming
o Unrealistic goals
o Goals too low
o Goals unclear
o Goals too high
o Not enough involvement
o Looking at quantity – not quality
o No commitment to the goals
• Chapters need to make use of Program Templates
• Program isn’t complete until it is evaluated and people are given
recognition/thanks. These evaluations should be used for future program planning.
BBG BBG Chapter Chapter Officers:
Officers:
• N’siah – President
o Conducts all chapter meetings
o Represents the chapter at council/regional functions or meetings
o Coordinates chapter activities and functions
o Responsible for chapter programming
o An ex-officio member of all committees
• S’ganit – Programming Vice-President
o Coordinates chapter’s six fold programming
o Assumes N’siah’s responsibilities in her absence
o Appoints a minimum of one member for each committee
o Responsible for quality of chapter programming
o Runs chapter executive board meetings
• Aym-Ha-Chaverot (Morah) – Membership Vice-President
o Orient new members in the principles, traditions, history and folds of BBG
o Organizes membership drives
28

o Tracks members who do not participate in activities
o Conducts “Members in Training” classes
o Conducts “Parents in Training” classes
o Promotes good will within the chapter
• Shlicha – Social Action & Jewish Heritage Chair
o Provides Jewish enrichment during chapter meetings and programs
o Coordinates chapter community service events
o Educates on Jewish / social justice issues
• Mazkirah – Secretary
o Records meeting minutes at official chapter meetings & sends out to chapter
o Arrange phone/email committee for announcements
o Maintains correspondence and other communication for the chapter
o Sends out reminder messages for every meeting and event
• Gizborit – Treasurer
o In charge of chapter finances
o Collect dues for registration fees, fines, and all other chapter assessments
o Keeps records of all the chapter finances
o Organizes fundraising events
o Submits financial records to the advisor every month
• Orechet – Editor
o Responsible for the chapter’s publicity
o In charge of setting up a chapter’s newspaper
o Send summaries of chapter activities to the International Office for publication
• Mashgichah – Sergeant-at-arms
o Prepares meeting room or place
o Preserves the order during the meeting
o Has the power to fine and or expel members from the meeting
• Shomeret Ha-Brit – Monitress
o Read the opening and closing prayers at each meeting
• Madricha – Chaplain
o Traditionally is a past Sister N’siah
o Acts as chaplain and parliamentarian
o Assumes a partial advisory capacity to present N’siah
AZA AZA Chapter Chapter Chapter Officers: Officers:
Officers:
• Godol – President
o Conducts all chapter meetings
o Represents the chapter at council/regional functions or meetings
o Coordinates chapter activities and functions
o Responsible for chapter programming
o An ex-officio member of all committees
• S’gan – Programming Vice-President
o Coordinates chapter’s five-fold programming
o Assumes Godol’s responsibilities in her absence
o Appoints a minimum of one member for each committee
o Responsible for quality of chapter programming
29

o Runs chapter executive board meetings
• Moreh – Membership Vice-President
o Orient new members in the principles, traditions, history and folds of AZA
o Organizes membership drives
o Tracks members who do not participate in activities
o Conducts “Aleph in Training” classes
o Conducts “Parents in Training” classes
o Promotes good will within the chapter
• Shaliach – Social Action & Jewish Heritage Chair
o Provides Jewish enrichment during chapter meetings and programs
o Coordinates chapter community service events
o Educates on Jewish / social justice issues
• Mazkir – Secretary
o Records meeting minutes at official chapter meetings & sends out to chapter
o Arrange phone/email committee for announcements
o Maintains correspondence and other communication for the chapter
o Sends out reminder messages for every meeting and event
• Gizbor – Treasurer
o In charge of chapter finances
o Collect dues for registration fees, fines, and all other chapter assessments
o Keeps records of all the chapter finances
o Organizes fundraising events
o Submits financial records to the advisor every month
• Sopher – Editor
o Responsible for the chapter’s publicity
o In charge of setting up a chapter’s newspaper
o Send summaries of chapter activities to the International Office for publication
• Shotare Godol – Sergeant-at-arms
o Prepares meeting room or place
o Preserves the order during the meeting
o Has the power to fine and or expel members from the meeting
• Shotare Koton – Assistant Sergeant-at-arms
o Assists Shotare Godol
o Takes over in his place
30

Definitions of Involvement:
Chapter Chapter Membership
Membership
Prospect: Prospect: a teen that someone in the chapter members, know someone who has not been to
chapter events or anything BBYO but might be interested
Engaged: Engaged: a teen who has been to a BBYO event but is not a member
Member: Member: a teen who pays the yearly membership dues, has the ability to run for chapter
boards, attend Regional events and serve on committees. Teens can join starting in January of
their 8 th grade year and beyond.
Membership Recruitment & Training:
The process of going from prospect to member is elaborate and detailed. Each chapter has
their personal style for recruiting and training members. The following questions can help
develop/refine their system:
• How are prospects invited to chapter events?
By chance? By phone call? Facebook?
Is the prospect introduced to everyone at the meeting?
How are members explaining BBYO? A cult, youth group, youth
organization? What is their marketing pitch?
• How are prospects treated at chapter events?
Do members introduce themselves
Is the prospect actively talking to new members?
I the prospect left alone during the event?
• If the prospect attended an event he/she is now engaged, what is the follow up
process after the event?
Is the engaged teen invited to another event?
Is the engaged teen invited to a chapter meeting?
Is the engaged teen informed about BBYO on a regional and
international level?
Is the engaged teen’s parents involved? Often, parents are really happy
to send their teens to a youth-empowerment organization with strong
leadership development opportunities as BBYO – it’s great for colleges!
Do the chapter members give up after the first “no”
• If the engaged teen becomes a member, what is the MIT / AIT process?
Does the new member receive a “New Member Kit”
Does the new parent receive a phone call from the Teen Leaders
Is there a MIT/AIT/PIT on the calendar
Do other members explain abbreviations, positions, and traditions to the
new members?
Do new members shadow older members? Is there a buddy system?
31

Working Working with with the the Member
Member
Teenagers rarely get the credit they deserve. They spend the majority of their day in school,
where most teachers use a lecture & note-taking model. Rarely are teens able to find the
autonomy and independences as in their BBYO chapters. BBYO is a youth-led agency and
embraces youth empowerment. This can be difficult at times because they must learn the
lessons at their own pace (even though it may be easier for adults to tell/show them – it won’t
transform teens in the same way).
Here are some tips to be aware of:
• Listen: Listen: you won’t learn as much from teens and they won’t learn as much from you if
you lecture and do all the talking. Let the teens work through their differences and
disagreements and the results will strengthen the chapter!
• Smile: Smile: many adults unconsciously frown or look tired. Teens are very perceptive and
know when you want to be somewhere versus when you have to be somewhere.
Show that you are having fun and they will too!
• Be Be Honest: Honest: it’s pretty self-explanatory! Be as honest as you can with who you are,
mistakes you made as a teenager, how you learned from them etc without crossing
boundaries!
• Be Be Present: Present: the constant need for multi-tasking during the day makes it hard to
focus on one conversation or event! Fully dedicate your time to your teens – show
that they are your priority from 6:30-8 PM on Monday nights and you’ll build a
stronger relationship with them!
• Show Show Your Your Personality: Personality: it will shock and inspire teens to learn that adults are
idealists, too! They have been fed so much non-sense about the lack of social
purpose and the need to have their lives non-stop business that connecting to an
adult who volunteers is invaluable!
• Embrace Embrace their their Experiences Experiences Experiences as as as Teens: Teens: don’t try to be one of them, even if you are only
a few years older than they are, you are not in high school. Similarly, your high
school experiences, no matter how near or distant, are still very different than
yours.
• Believe Believe in in Them: Them: they’ll know it when you do and that is the strongest foundation
for your relationships with them. Let them be who they are (popular, dorky, jock,
cheerleader, or activist) and they’ll accept you for who you are! Reach out to them
and let them know that you care about them as individuals. They can count on you!
32

Steps to take Prior to the Meeting
Chapter Chapter Meetings
Meetings
1. Contact the advisor to schedule a meeting (discuss agenda items with the advisor)
2. Contact the corresponding secretary to make calls
3. Contact all officers and chair people to make sure they are prepared with reports
4. Review all forms of communication to make sure everything is recorded in the agenda
5. Review the minutes from the last meeting to look for unfinished business to revisit
6. Be organized, remember the gavel, menorah (BBG), paper and pens, calendars
Preparing the Meeting Agenda
1. Be consistent in your meetings: the outline should remain the same
2. Include agenda items from the advisor, officers, chair people, and communications
from other chapters, the council, or the region.
3. Have a copy of the agenda for each participant
A Sample Agenda
I. Opening Ceremony (use the official procedure in the Red/Purple Book)
II. Attendance
III. Introduction of Guests and Prospective Members
IV. Minutes of Previous Meeting
V. Communications
a. From the Chair
b. From the Floor
VI. Officer Reports (not everyone has to have one at each meeting)
a. Mashgicha / Shotare Godol
b. Orechet / Sopher
c. Mazkirah / Mazkir
d. Gizborit / Gizbor
e. Shlicha / Shaliach
f. Morah / Moreh
g. S’ganit / S’gan
h. N’siah / Godol
i. Regional Report
j. Advisor Report
VII. Chairpersons Reports
VIII. Old Business
IX. New Business
X. Good & Welfare
XI. Closing Ceremony (official ceremony)
XII. Friendship Circle
33

Parliamentary Parliamentary Procedure
Procedure
Parliamentary procedure exists to facilitate a meeting, to help stuff get accomplished, and to
encourage cooperation among group members. It SHOULD NOT be used as way to complicate
meetings with a bunch of technicalities and junk that doesn’t really matter anyway. BBYO
operates according to a modified version of Robert’s Rules of Order.
1. All members have equal rights, privileges, and obligations. The majority has the right
to decide things, but the minority also has rights that need to be protected.
3. A quorum has to be present for the group to be officially able to act.
2. Full and open discussion of every motion considered is a basic right.
3. Only one motion or item of business at a time can be considered at any given time.
4. Members have the right to know at all times what the immediately pending item of
business is and to have it restated before a vote is taken. In other words, members have
the right to understand fully the issue at hand before voting on it.
5. No member can speak before being recognized by the chair.
6. No member can speak twice on the same issue as long as someone else wants to speak a
first time.
9. THE CHAIR SHOULD BE STRICTLY IMPARTIAL.
Things that are ALWAYS “out of order”
• Motions that are illegal (against federal, state, or local laws and or BBYO rules/policies)
• Motions that try to pass something that’s already been rejected during the same
meeting, or motions that conflict with something that’s already been passed.
• Motions that propose actions that are beyond the scope of your Chapter or
Council/Region’s constitution, or BBYO rules and policies.
Six Key Steps Involved With Every Motion
1. A member is recognized by the Chair, stands up, and makes a motion
2. Another member seconds the motion
3. WITHOUT REWORDING, the presiding officer restates the motion to the rest of the
members and asks for questions on wording or intent.
4. Members debate/discuss the motion
5. The presiding officer asks for the affirmative votes and the negative votes
6. The presiding officer announces the result of the voting
Amendments to Motions
• Friendly vs. unfriendly amendment…and who decides?
• If an amendment is accepted, it becomes the pending item of business and must be voted
on BEFORE the motion.
34

Chapter Chapter Programming
Programming
Programs are livelihood of the chapter! Strong programs mean happy members and happy
members mean strong chapters! Planning programs can be very difficult because they usually
require much more forethought than teens are used to. Official BBYO programs (the only BBYO
programs that exist!) must adhere to a strict programming schedule:
Every program must be approved at least 14 days in advance!
• Certain exceptions may apply on a case-by-case basis
Marketing materials (facebook, flyers etc) CANNOT circulate UNTIL the program is
approved!
For chapters programs that invite other chapters:
• Multi-chapter programs must be approved more than 14 days in advance
• The program MUST first be approved before you can officially invite other chapters
with at least 14 days notice.
• The S’gan/S’ganit must notify the advisors of each invited chapter so they knows
that members of their chapter may attend the event
“Close Nights” are chapter sponsored events open to the Region. These events must be
approved at least 45 days in advance. Chapters must apply to plan “close nights” through
the Regional S’gan and S’ganit
In-depth program planning resources are available through the Regional Program Staff.
Additionally, there is an in-depth program planning template that chapters can use as a
guide when planning their programs.
All programs MUST be approved via Dashboard, BBYO’s official, online database. Approved
programs show up on www.BBYO.org – programs not on dashboard, are not approved! All
advisors have access to dashboard in order to approve programs
AZA’s Five Folds and BBG’s Six Folds help frame chapter programming. Chapters should look to
their folds and develop creative programs for their members. BBG Menorah Pledge Principles
and AZA Seven Cardinal Principles are community based values that are present throughout
their actions and programs.
BBG BBG Six Six Folds
Folds
Sisterhood Recreation Social Action
Creativity Jewish Heritage Community Service
BBG BBG Menorah Menorah Pledge Pledge Principles
Principles
Citizenship Jewish Heritage Community Service Philanthropy
Infer-faith Relations Tradition Good Sisterhood Prayer for World Jewry
AZA AZA Five Five Folds
Folds
Athletics Community Service Education Social Judaic
AZA AZA Seven Seven Seven Cardinal Cardinal Principles
Principles
Patriotism Judaism Filial Love Charity Conduct Purity Fraternity
35

Working Working Working with with Parents
Parents
Parents have a powerful influence over their teen and can be a useful partner with their firsthand
knowledge of their child outside of BBYO. Parents can assist advisors in relating to the
teens when they are involved in the activities of their teen’s BBYO chapter.
Parent Parent Parent Involvement Involvement Involvement Means Means Means Contact Contact
Contact
Parents are contacted when the chapter typically needs something (chaperone, living room to
hold a program or meeting, etc). Most parents are happy to help when they feel involved as a
partner in the chapter’s success.
With more information at parents’ disposal, the advisor can get a more accurate picture of
interests, abilities, and resources belonging to chapter parents.
Ways Ways to to Involve Involve Parents
Parents
Each chapter will have a designated chapter parent to help inform other parents of the chapter
events and successes. The advisor should communicate messages to all parents through the
chapter parent and ensure that the chapter Mazkir(ah) and Godol/N’siah are also
communicating updates through the chapter parents.
Parent-in-training program should take place at least once per term. Regular parent events
can take place after or before a chapter program so parents can meet other chapter members
and parents.
Newsletters will be sent from the Regional office on a monthly basis to inform parents of
upcoming events, successes and to remind parents that BBYO is constantly on the go and
requires support and resources to function!
Other activities to engage parents range from picnics, sport participation (Father-Son
basketball / Mother-daughter bowling), carnivals, fundraising, and religious activities
Conclusion
Conclusion
Start off on the right foot and your experiences with parents will be easy and fun! Don’t wait to
communicate with parents: send them a bio and a picture. Invite them to meet you after the
chapter meeting ends – show them that you are a healthy and responsible mentor for their
teen and they will be there to support you however you need help!
36

Banking Banking PProcedures
P rocedures
All BBYO chapters have a bank account through the Regional office. It is the role and
responsibility of the chapter Gizbor/Gizborit to inquire about the balance and available funds.
When a chapter would like to use money in the account, the chapter must agree to the
spending purpose. After the chapter votes to support withdrawing money from the account,
the Gizbor/Gizborit should have the advisor approve the plan.
After the advisor approves the funds, the President should contact the Professional Staff. All
fund requests will be processed on the first Monday of each request. The Gizbor/Gizborit
should arrange how to pick up the money from the professional staff.
Please Please note note that that chapters chapters struggle struggle with with bookkeeping! bookkeeping! Parents Parents often often lay lay out out money money tto
t o the the
the
chapter chapter chapter and and and are are are not not not repaid repaid repaid in in in a a a timely timely timely manner. manner. manner. The The The general general general rule rule rule of of of thumb thumb thumb is is that that that programs programs
programs
should should should pay pay for for themselves. themselves. themselves. Profits Profits are are not not counted counted until until until every every parent, parent, parent, teen, teen, friend friend friend etc etc has has been
been
reimbursed!
reimbursed!
Please encourage responsible use of funds and, when
appropriate, veto ideas that are poorly planned or prematurely
developed.
37

Prior to the Elections
Election Election Procedures
Procedures
1. Announcements: All Alephs/BBGs should be notified of the election at least two weeks
prior to the day of the elections. Members should be notified of their platform regulations
as well as the time limit that each candidate will be given for the speech. The Godol/N’siah
is given the most time. All props for their speech must be pre-approved.
2. Declarations: All declarations should be made prior to the day of elections
3. Meet the Candidates: It’s recommended that all declared candidates meet with the
Godol/N’siah, the officer whose position they are running for, and the Advisor. It is
recommended that the candidate running for Godol/N’siah contact the Regional Program
staff as well. Parents of the Godol/N’siah candidate should be contact prior to the elections
to discuss the role with the advisor.
The Day of the Elections
(Ballots should be passed out at the beginning of the Elections)
• Elections should start with the highest position (Godol/N’siah) and continue down the
board
• Before the election of each officer, the President asks “All those declaring for the high and
honorable position of ____ please rise.” Members stand. On the third rap of the gavel, all
those who are still standing are noted. The people standing should have already talked to
the president and advisor.
• Those who declared for the position are recognized in alphabetical order
• Declared candidates speak to the chapter for a few minutes each to speak about themselves
or answer questions. No other candidate for that office should be president during the
questioning of another candidate. Questions should be appropriate and pertain to the
position.
• The President asks if there are any serious nominations from the floor. Nominations are
closed after three raps of the gavel. Each person nominated is then asked in alphabetical
order if they accept.
• Nominees who accept have their names written down by the Mazkir in order of their
acceptance and join the declared candidates in the front of the room
• Nominees are given one minute only to state their qualifications. The President should cut
the nominee off if he/she discusses anything other than their qualifications
• Declared candidates give their speeches with a rap of the gavel at designated intervals to
warn the candidate of the time left. When no time remains, the candidate should be allowed
only to finish his/her last sentence
• Applause is not allowed after candidate’s speeches - there is no emotion shown during any
part of elections
• Voting takes places
o Simple majority is needed to win (half plus one)
38

o Abstaining from voting lowers the majority
o All votes to be written on same ballot square
o President must vote with the entire body
• Counting the votes: If there are more than two candidates and no one has a majority, the
following procedure is used:
o The person with the fewest votes is dropped from further balloting
o If there are a number of candidates remaining, additional individuals may be
dropped if their votes, when added to the votes of the person(s) below him/her do
not equal a majority
Example: 75 votes – majority is half (37.5) rounded up = 38 + 1 = 39
Candidate A : 19 votes
Candidate B: 17 votes
Candidate C: 15 votes
Candidate D: 13 votes
Candidate E: 11 votes
Candidate E with 11 votes is dropped
Candidate D with 13 votes receives 11 votes from Candidate E = 24 which is
not the majority so Candidate D is also dropped
Candidate C with 15 votes, receives 24 from Candidate D & E, which is 39 and
is the majority. Candidate C has a chance of winning and remains in the
election
o A re-ballot of Candidates A, B & C is then conducted
o Ballots should be destroyed expect for the one ballot that is presented to the
winning candidate
Basic Methods of Voting
Voice Voice Voice vote:
vote: The regular method of voting on any issue that does not require more than a majority
vote for its adoption. (You know this one…“All those in favor say ‘yep’...all those
opposed say ‘nope’”.)
Rising Rising vote: vote: Use this when a voice vote gives a result that you don’t feel comfortable with because
you can’t tell a clear majority. Members indicate their vote by standing.
Delegate Delegate
Delegate Head delegate announces his/her delegation’s votes after caucus or discussion. (You
vote:
vote:
know this one, too…”Shapiro AZA votes 2 for, 1 against”.)
Show Show of
of Alternative to the voice vote, or a way to verify the result of an inconclusive voice vote.
hands:
hands: Members indicate their vote by raising their hands.
Ballot: Ballot: Ballot voting is used when you need to maintain secrecy of the members’ votes.
Examples: Elections; suspension of an officer or member.
Roll Roll call: call: This places on the official record how each member votes. This is usually NOT used in
BBYO.
Determining the Result of a Vote
Majority
Majority
vote:
vote:
Two Two-thirds
Two thirds
vote:
vote:
The basic requirement for approval for action. The term “majority” means “more than
half”, at a properly called meeting with a quorum.
This means two-thirds of the votes cast, at a properly called meeting with a quorum.
39

Counting votes
Example Example 1: 1: 1: 23 23 23 votes. votes. Majority Majority is is 12.
12.
• 10 10 people people are are for, for, 8 8 are are against, against, and and 5 5 abstain.
abstain.
• Abstentions Abstentions do do NOT NOT “go “go to to the the majority”…they majority”…they lower lower the the overall overall vot vote vot e or or ballot ballot count count. count
In the above example, the Chair would treat this like there were 18 ballots instead of 23.
The majority would then become 10.
• In this example, the motion would pass.
Example Example 2: 2: 2: 23 23 votes. votes. Majority Majority is is 12.
12.
• 9 9 people people people are are for, for, 9 9 are are against, against, and and 5 5 abstain.
abstain.
• The Chair would treat this like there were 18 ballots or votes instead of 23. The majority
would become 10.
• In this example, the vote is a tie.
Rules for run-off’s:
• In order to have a run-off, you must have at least two people
• You must assume that if you went back into the room and said, “Everybody vote again!”
without any other discussion or debate, they’d all vote the same way.
• Just like with motions, an abstention in an election reduces the overall number of
votes.
Example: 25 ballots. 13 votes needed to win.
Candidate A gets 7
Candidate B gets 6
Candidate C gets 5 (C + D + E + F = 12)
Candidate D gets 4 (D + E + F = 7)
Candidate E gets 2 (F + E = 3)
Candidate F gets 1
(THE RUN-OFF IS BETWEEN CANDIDATES A AND B.)
Example: 35 ballots. 18 votes needed to win.
Candidate A gets 8
Candidate B gets 8
Candidate C gets 7 (C + D + E + F = 19)
Candidate D gets 6 (D + E + F = 12)
Candidate E gets 4 (F + E = 6)
Candidate F gets 2
(THE RUN-OFF IS BETWEEN CANDIDATES A, B, and C.)
If after a run-off, the tie remains for the top two candidates, enter a second round of questions
where each candidate is asked the same question and then re-vote. If the second round of
questions does not distinguish a winner, remind the voting members that they need to delve
deeper for appropriate information on which to judge the strength of the candidates (not
40

popularity or degree of friendship). It may be helpful to caucus and come up with more
thoughtful questions to ask the candidates in a third round. Continue until winning vote.
Role of the President
• A good N’siah or Godol should NEVER, EVER pass the gavel.
• If he/she makes a big deal about something and it fails, the President looks very silly
• President’s vote is used to make or break a tie…and a tie is a FAIL
• If the President feels that strongly about something, he/she should vote…without making a huge
deal out of the fact that he/she is voting.
Example:
• With 15 votes cast, 8 are for the motion and 7 against. President’s vote, if cast ‘for’ doesn’t really
make a difference. If cast against, it will cause a tie (fail). The President should vote only if he or
she really believes the motion should fail. Otherwise, the motion should pass.
• With 16 votes cast, the vote is 8 to 8. The President should only vote if it really means
something to him/her to get the motion passed. Otherwise, the vote should be failed as a tie.
What What about about elections? elections?
elections?
In elections, the N’siah or Godol should cast her/his ballot with everyone else’s. They should not
“pocket” their votes!
Can Can a a Godol Godol or or N’siah N’siah make make a a motion?
motion?
Technically, yes.
The Godol or N’siah is a member of the organization and as such, has the same RIGHT to make a motion
as any other member. But remember…as the Chair of a meeting, and if a good N’siah or Godol never
passes the gavel…he/she has a duty to remain impartial and should not usually make a motion.
The Godol or N’siah could say, for example, "I will entertain a motion to move close the meeting" and
then wait for a member to make it, or "Is there a motion to close the meeting?"
The N’siah or Godol may also assume a motion, for example: "If there are no further corrections, the
minutes stand approved as read as corrected." or "If there is no further business to come before the
meeting, we will move into closing rituals [pause]. Hearing none…” and then rap the gavel and begin
closing rituals.
Without actually directly making a motion, the N’siah or Godol can accomplish pretty much the same
thing without blatantly compromising his or her impartiality. Another option is to ask someone before
the meeting to make a motion that the chair wishes to be considered.
Again, the N’siah or Godol is a member, too, and has just as much right to have things go his/her way as
any other member. Accepting the job of President does not remove any rights as a member.
41

Chapter Chapter Schedules Schedules
Schedules
Chapter: __________________________
Business Meetings:
1.
2.
3.
4.
5.
Date: Time: Location: Advisor / Parent
Chaperone Present:
Posted on
Dashboard:
Theme: Meeting Objective:
Programs: (please include other chapters’ events that your chapter will be attending)
1.
2.
3.
4.
5.
Date: Time: Location: Event Title: Advisor / Parent
Chaperone Present:
Posted on
Dashboard:
Chapter
Hosting
Event:
42

Chapter Chapter Chapter Planning Planning Template & Evaluation
1. Program Title _______________________________________________________________
2. Event Date (include day of the week) ____________________________________________
3. Event Time _________________________________________________________________
4. Event Location & Complete Address ____________________________________________
___________________________________________________________________________
___________________________________________________________________________
5. Who is on your committee:
Name: Contact #:
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
6. What adults / chaperones will be present:
Name: Contact #:
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
______________________________________ _______________________________________
7. Type of Program (check all that apply):
_____ Sisterhood/Brotherhood _____ Jewish Heritage/Judaic
_____ Recreation/Athletic _____ Fundraiser-Chapter
_____ Creativity _____ Fundraiser-ISF
_____ Social Action _____ MBA
_____ Community Service _____ MIT/AIT
_____ Education _____ Regional
43

8. Event Description:
9. Who is invited to this event:
10. What is your attendance goal:
11. How will you market the event / advertise:
12. Supplies needed for event (food, chairs etc) Person Responsible for supplying it:
___________________________________ ___________________________________
___________________________________ ___________________________________
___________________________________ ___________________________________
___________________________________ ___________________________________
___________________________________ ___________________________________
___________________________________ ___________________________________
___________________________________ ___________________________________
44

13. Budget
Item: Cost: Source of Funds (Person/Chapter)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
14. Will you be charging people to attend the event?
[ ] No
[ ] Yes, if so, how much will you charge: $ ___________
Are you raising money in other ways (asking for donations, getting sponsors, etc)
15. If applicable, who is fronting the money:
16. What will happen if you don’t make your money back:
17. What will happen if you make a profit:
45

18. Project Timeline:
46

19. Checklists
Planning Checklist
Did you complete & turn in the monthly program planning form?
Person Responsible: _______________________________________________________
Did you discuss the event with your advisor?
Person Responsible: _______________________________________________________
Did you post the event on dashboard?
Person Responsible: _______________________________________________________
Was the event approved on dashboard?
Person Responsible: _______________________________________________________
Did you contact all participating chapters?
Person Responsible: _______________________________________________________
Do you need to organize transportation?
Person Responsible: _______________________________________________________
Do you need to buy/prepare food?
Person Responsible: _______________________________________________________
Do you have a schedule of activities for the event?
Person Responsible: _______________________________________________________
Do you know where to get all your necessary materials and equipment?
Person Responsible: _______________________________________________________
Do you need to make a room reservation?
Person Responsible: _______________________________________________________
Person Responsible: _______________________________________________________
Person Responsible: _______________________________________________________
Follow-up Checklist
Confirm which chapters are attending
Person Responsible: _______________________________________________________
Call the program planners to make sure that they are comfortable and making progress
Person Responsible: _______________________________________________________
Call the event chaperones to make sure they are attending
Person Responsible: _______________________________________________________
Call anyone involved with the event to make sure they know what is expected of them
Person Responsible: _______________________________________________________
Confirm the details of the event with the venue and host
Person Responsible: _______________________________________________________
Prepare event sign in sheets
Person Responsible: _______________________________________________________
Complete evaluation form
Person Responsible: _______________________________________________________
Person Responsible: _______________________________________________________
47

Evaluation:
How many people attended:
Did the event go according to plan: _____ Yes _____ No
Please elaborate:
Please describe what happened at the program:
Please rate the following on a scale of 1-10:
Effective Programming ______ Event Preparation _____
Attendance _____ Publicity _____
Budgeting _____ Cost _____
Outreach _____ Overall Success _____
Did you get the # of ppl anticipated?
Did phone calls & emails go out?
Was the programming effective?
Was there enough planning done?
Was the budget planned well?
Was it affordable? Were expenses covered?
Were parents/adult allies in the loop?
48

Would you plan this event again? _____ Yes _____ No
If you could have done something differently, what would you have changed?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Event follow-up: Were all loose ends addressed?
_____ Reimbursements _____ Thank-you cards
_____ Were all fees collected _____ Other:
What areas do you want to work on for future events?
_____ Event scheduling _____ Advisor’s role
_____ Budgeting _____ Attendance
_____ Scheduling with partners _____ Communication (with teens)
_____ Communication (with parents) _____ Other:
49

Chapter Chapter Assessment
Assessment
Please assess the state of your chapter. If your answers are mostly 1s or 2s, please contact your
Regional Program Staff to create a strategic plan. If your answers are mostly 5s, please email or
call your Regional Program Staff to share techniques that work with your chapter and can be
shared with other advisors.
Date: _________________ Chapter: _________________________________________
1. Chapter’s Goals are:
Poor; chapter has no goals
Fair; chapter has few goals, but goals are unclear
Average; chapter goals seem somewhat strong and somewhat clear
Good; chapter goals are strong and somewhat clear
Excellent; chapter goals are very clear; most members could tell goals to a stranger!
2. Chapter Leadership is:
Poor; there is none
Fair; but in the hands of one or two leaders
Average; one or two do most of the work but there is shared concern and some shared
work among more members
Good; leadership is pretty evenly distributed
Excellent; leadership is shared, objectives are accomplished and often shows flexibility
of the chapter
3. Chapter Decision Making is:
Poor; decisions are seldom reached
Fair; decisions are made by one or two
Average; decisions are majority vote
Good; decisions are made by majority vote but with strong effort to hear minority
opinion
Excellent; decisions are made with full participation most of the time
4. Chapter Level of Trust & Openness is:
Poor; chapter is a closed group characterized by distrust, disagreement over goals or
cliques; new members are a rarity
Fair; there is little openness and a lot of defensiveness; new members are not a priority
Average; most members are open with each other but there is a little distrust; new
members do most of the work to get adjusted
Good; chapter members exhibit trust, openness, and honesty with members, new
members feel somewhat comfortable from the start
Excellent; chapter’s confidence in each other and openness is amazing, new members
feel comfortable from the start
(continued)
50

5. Chapter Group Process (How are things working)
Poor; chapter pays no attention to group process
Fair; chapter pays some attention to group process, but not often
Average; members pay attention to the group process and usually complain rather than
take an active stance
Good; chapter is balanced between concern for the process (how things get done) as well
as their progress (whether things are actually getting done!)
Excellent; members have a very strong sense of the way things are going and the process
in the group
6. Chapter Business Agendas
Poor; chapter never prepares a business agenda for meetings
Fair; chapter occasionally prepares a business agenda for meetings, usually prepared
right before the meeting starts
Average; chapter sometimes prepares business agendas ahead of time
Good; chapter mostly prepares business agendas ahead of time, and they are fun and
tailored to the chapter
Excellent; chapter always prepares business agendas ahead of time, agendas are fun and
tailored to the chapter, and agendas are fun and utilized by chapter members
7. Chapter Connectivity (Leaders are in touch with every member)
Poor; only at meetings
Fair; at meetings and sometimes online or through texting
Average; chapter leaders sometimes make phone calls
Good; chapter leaders call or see members frequently
Excellent; chapter leaders have constant contact
8. Chapter Leadership Follow-Through
Poor; leaders seldom follow up on ideas
Fair; leaders follow up only when they want to
Average; leaders sometimes follow up but lack a system to make it easier on them
Good; leaders have a system for follow through, a calendar with notes or a file
Excellent; leaders are extremely dependable and always follow through
51

Assessing Assessing Membership Membership Potential
Potential
How many Jewish teens live in/near your community
What suburbs have large existing Jewish populations?
Are there new communities where Jewish families are moving to?
• Who should I contact?
• How should I recruit them?
Which high schools have a Jewish teen population?
• Create a list of names & identify which communities they belong to?
• Do I have any contacts in these schools or communities? If I don’t, how do I get
these contacts?
• How can I organize BBYO members in Jewish clubs?
How can I identify key leadership kids in BBYO?
• What high schools do they attend?
• How many Jewish teens are in their schools?
• What other Jewish youth groups do the leadership kids attend?
• Can I obtain lists of names and contact info from these leaders?
How do I identify some leadership kids who are not members of BBYO in local high
schools?
• What do I do with them?
• How do I recruit them?
What Jewish day schools are nearby?
• What connections do I have there? Younger siblings, friends, teachers?
What bar/bat mitzvah connections do I have?
• How do I deal with them?
• What have I done to introduce them to BBYO?
• What is my systematic approach?
How can I utilize Lists, maps, teen travel, JCC, Federations etc
• What is my plan to obtain lists and contact these individuals?
Advisors, chapters, Regional leaders
• How do they fit in my plan?
• What resources do they have?
52

Membership Membership Assessment
Assessment
AZA BBG Region:______________________________
Chapter: _____________________________
I am in grade: 8 9 10 11 12 Date: ________________________________
Since I joined BBYO, membership in my chapter has gone:
Consistently Up Consistently Down Stayed the same
Fluctuated I don’t know
Most people join my chapter because:
Their parents make them They have friends there
They heard about it at synagogue I don’t know
Other _________________________
Most people leave my chapter because:
They don’t like the program Too many cliques
Their friends are gone They graduate
I don’t know Other _________________________
Our best recruitment tool has been:
Friends bring friends Incentives Specific programs like:
Word of mouth Publicity
Put a next to areas where your chapter is strong and an X next to areas in which your
chapter needs some work
Spirit Fundraising Regional Participation
Motivation Sisterhood/Fraternity Chapter Pride/Unity
Membership Leadership Creativity
Programming AIT/MIT Training Social Action
Social Sports
Check one:
In my chapter, one or two people do most of the recruiting
In my chapter, everyone does some recruiting
Check one:
In my chapter, incentive programs work well
In my chapter, most people ignore incentives
(continued)
53

Please briefly explain one membership program or incentive that worked well in your chapter:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
What is it that makes BBYO special to you?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
What is ONE suggestion/comment that you would really like the Regional Office / Regional
board to hear?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
54

Meeting Meeting Evaluation
Evaluation
Meeting date: ___________________ Chapter: ___________________________________
I am a: Prospect Member (0-1 years) Member (2-4 years)
Objectives of the meeting were:
Unclear/Misunderstood Somewhat unclear
Somewhat clear Completely understood
Time utilization was:
Unclear/Misunderstood Somewhat unclear
Somewhat clear Completely understood
Exchange of views was:
Not open / Very Cautious Somewhat closed and cautious
Somewhat open & candid Open and candid
Conflicting points of view were:
Not Resolved Somewhat unresolved
Somewhat resolved Fully Resolved
Teamwork during the meeting was:
Poor Somewhat poor
Good Excellent
Members had fun
Not at all / bored Somewhat bored
Somewhat fun Completely fun
Prospects were present
Not at all Only one, but s/he is a perpetual prospect
A few returning prospects A lot of new faces!
In any situation where performance was not up to the desired standard, what can be done to
improve it? Please be specific:
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
55

Meeting Meeting Evaluation
Evaluation
Meeting date: ___________________ Chapter: ____________________________________
I am a: Prospect Member (0-1 years) Member (2-4 years)
Circle Circle Circle the the the number number number that that that best best best describes describes describes how how how well well well our our our group group group works works together: together:
together:
Task Accomplishment
Use of Agenda
Use of Time
Use of People’s Ideas
Conflict Resolution
Goal Clarity
Teamwork
Effective Leadership
Balancing Fun & Business
Bringing in New Members
Training New Members
People Listened to Each Other
Participants Seemed Confused
Participants Felt Involved
Participants Seemed Happy
Working with the Advisor
Contact with Regional Board
What can be done to improve our working together?
High Low
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
10 9 8 7 6 5 4 3 2 1
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
56

Chapter Chapter Leadership Leadership Fundamentals
Fundamentals
The following leadership qualities are imperative lessons that each BBYO member should learn
through their experiences in BBYO. Sometimes, these skills are developed as the chapter
members take on new roles. Other times, these skills require explicit lessons and training
workshops. It is not the advisor’s role to train the chapter members, unless he or she chooses
to. It is the advisor’s role to identify which skills are needed and communicate that with the
Regional Program staff and Regional board members.
Qualities of a good leader:
1. Equal Participation: being a leader doesn’t result in special treatment
2. Self-confident but humble: works well with others, admits mistakes, gives credit where
credit is due
3. Listens to all sides of opinions, disputes, and disagreements
4. Helps others meet their goals: support and recognize the progress and efforts of others
5. Introspective, tactful, and empathetic
6. Strong sense of democracy, fair play, loyalty and community
7. Strong sense of responsibility: self-starter with good follow-through
8. Outgoing personality but doesn’t overshadow his or her members
9. Encourages group participation and cooperation, rather than divisiveness
10. Approaches conflict with comfort and resolves conflict immediately
General Skills
• Time Management skills
• Self-reflection / assessment skills
• Organizational skills
• Money Management
• Maturity Level (knowing when to be serious versus silly)
• Decision-making skills
• Problem-solving skills
• Team work / Delegation skills
• Project Planning
• Discussion leading skills
• Public Speaking skills
• Asking for help
Position Specific
• Planning an agenda
• Creating a budget
• Planning a program
• Evaluating a program
• Calendaring
• Fundraising
• Organizing minutes
• Maintaining order in meetings
57

How How to to Make Make Your Your Ideas Ideas Work
Work
Learn Learn Learn to to to work work work with with with your your your President President
President
Assess your relationship with the chapter president. How close are you? How strong is your
opinion? Does the president trust your motivation? Does the president have pull with chapter
membership? Think of how you can work with your chapter president and other key
individual leaders to buy into your ideas.
Start Start Start with with with a a a Plan Plan
Plan
When there is no plan, ideas typically falter. Even with a plan, developing a system for followthrough
is a must.
Have Have Alternatives
Alternatives
Just as important as having a plan is having a plan that is flexible! Follow through requires
alternatives and the ability to switch methods for something more effective.
Act Act Promptly
Promptly
Once a follow-through step is intelligently decided upon, don’t put it off. Delaying these
actions makes it harder to start them and finish them!
Good Good Relations
Relations
Assess your relationship with the chapter: do you enjoy going to the chapter meetings? Do
they know it? Are you fully present at the meetings? Do you know their names? Do you know
enough about them to ask them questions that show you care? Do you show your personality
and fun side? Do you balance that with your “get down to business side?” Good relationships
are based on:
Mutual Respect
Mutual Approval
Mutual Stimulation
Tension-free Personal Relationship (Effective Boundaries)
Recognizing mistakes and correcting the situation promptly
Why Why Why Strains Strains Strains Exist
Exist
Difference in standards
Members might feel restricted under authority
Advisor might feel threatened or vulnerable to chapter’s strength and autonomy
Organizational causes
Put Put Cliques Cliques to to Work Work for for You
You
Recognize that cliques exist
Train leaders to deal with them
Catalog the major segments of the clique
Observe how the clique works within the chapter
Work with informal leaders to use cliques to chapter’s benefit
58

Telling:
5 5 Styles Styles of of Leadership Leadership Behavior Behavior
Behavior
The leader identifies a problem, considers alternative solutions, chooses one of them and then
tells his/her followers what they are supposed to do. The leader may or may not consider what
s/he believes the group members will think of feel about the decision, but the group members
clearly do not participate directly in the decision-making. Coercion may or may not be used or
implied.
Persuading:
The leader, as with telling, makes the decision without consulting with the group. However,
instead of simply announcing his/her decision s/he tries to persuade the group members to
accept it. The leader describes how his/her decision fits both the interests of the organization
and the interests of the group members.
Consulting:
The leader here gives the group members a chance to influence the decision from the
beginning. The leader presents a problem and relevant background information and then asks
the members for their ideas on how to solve it. The leader may give his/her tentative solution
for the reaction. In effect, the group is asked to increase the number of alternative actions to
be considered. The leader then selects the solution s/he regards as most promising.
Joining:
The leader here participates in the decision as “just another member” and agrees in advance to
carry out whatever decision the group makes. The only limits placed on the group are those
given to the leader by his/her superiors.
Delegating:
The leader defines a problem and the boundaries within which it must be solved. Then the
leader turns it over to the group to work out a solution that makes sense to the implementers.
The leader agrees to support the group’s decision as long as it fits within the boundaries.
59

Set the Goal:
Working Working with with Goals
Goals
Attainable but not easy
Measurable (how do you know you accomplished it?)
Within a specific time frame
Define the Path:
Determine the steps necessary to achieve the goal
Describe the process for achieving each step (the process)
Review Progress at Regular Intervals:
Evaluate the path taken and where it has brought you – REGULARLY
Ask: “Is this progress leading to the goal?”
Ask: “Are my efforts appropriate for the goal?”
Make Adjustments:
Change the path to correct mistakes
Alter the goal to conform to unexpected levels of success
Be honest – could you do better? Who is the best person for the job?
Evaluate at the End of the Term:
How far have you gotten towards the goal?
Have all the steps been taken?
If the goal was not reached, what went wrong?
What could be done better in the future?
What advice will you give to your successor?
60

5 5 Whys Whys
Whys
Quickly Quickly Quickly Getting Getting Getting to to to the the the Root Root Root of of of a a a Problem Problem
Problem
Why Why Why use use use the the the tool? tool?
tool?
The 5 Whys is a simple problem-solving technique that helps users to get to the root of the
problem quickly. Made popular in the 1970s by the Toyota Production System, the 5 Whys
strategy involves looking at any problem and asking: "Why?" and "What caused this problem?"
Very often, the answer to the first "why" will prompt another "why" and the answer to the
second "why" will prompt another and so on; hence the name the 5 Whys strategy.
Benefits Benefits of of the the 5 5 Whys Whys include:
include:
It helps to quickly determine the root cause of a problem
It is easy to learn and apply
How How to to to use use the the tool: tool:
tool:
When looking to solve a problem, start at the end result and work backward (toward the root
cause), continually asking: "Why?" This will need to be repeated over and over until the root
cause of the problem becomes apparent.
Example: Example:
Example:
Following is an example of the 5 Whys analysis as an effective problem-solving technique:
• Why is our client, Hinson Corp., unhappy?
o Because we did not deliver our services when we said we would.
• Why were we unable to meet the agreed-upon timeline or schedule for delivery?
o The job took much longer than we thought it would.
• Why did it take so much longer?
o Because we underestimated the complexity of the job.
• Why did we underestimate the complexity of the job?
o Because we made a quick estimate of the time needed to complete it, and did
not list the individual stages needed to complete the project.
• Why didn't we do this?
o Because we were running behind on other projects. We clearly need to review
our time estimation and specification procedures.
Key Key Points Points: Points
The 5 Whys strategy is an easy and often-effective tool for uncovering the root of a problem.
Because it is so elementary in nature, it can be adapted quickly and applied to most any
problem. Bear in mind, however, that if it doesn't prompt an intuitive answer, other problemsolving
techniques may need to be applied.
Information adapted from: http://www.mindtools.com/pages/article/newTMC_5W.htm
61

3-Minute Minute Communication Test
Read everything before you do anything.
Name: _________________________________
1. Print your name in the upper right-hand corner of this paper.
2. Circle the word “name” in sentence one.
3. Draw five small squares in the upper left-hand corner of this paper.
4. Call your first name out loud.
5. Write your name under the title of this paper.
6. After the title, write “Yes” “Yes”
7. Draw a circle around the sentence number four.
8. Draw an X in the lower left-hand corner of this paper.
9. Draw a triangle around the X you just put down.
10. Loudly, call out your last name when you reach this point in the test.
11. On the margin of this paper, multiply 66 by 7.
12. Draw a rectangle around the word “paper” in sentence number 3.
13. If you think you have followed the directions carefully up to this point, call out “I have”
14. On the margin of this paper, add 89 and 98.
15. Count in your normal speaking voice from 10 to 1 backwards.
16. Punch 3 holes in the top of this paper with your pen point.
17. Underline all even numbers on the side of this page.
18. Underline the word underline in sentence 17.
19. Say out loud, “I am nearly finished, I have followed directions.”
20. Now that you have finished, carefully, as instructed under the title, do ONLY sentence
number 2.
62

Checklist Checklist for for Improved Improved Improved Listening
Listening
How many of these do you practice?
When I give instructions, do I obtain feedback to assure I am understood?
Do I give my listeners cues to know when “to tune me in?”
Do I understand that I not only have the right to influence others, but they also have the
right to influence me?
Do I know my biases and prejudice so that they do not unduly filter out certain
messages?
Do I understand that people “speak” through a myriad of non-verbal ways that I must
hear this communication too?
If I were a listener, would I listen to myself?
Do I understand that when a person feels s/he is being understood, he tends to be less
aggressive and less defensive?
Do I understand that being a good listener does not mean I must believe what I am
hearing or subscribe to the values of the speaker?
Do I understand that I am learning little when I am talking?
Do I try not to over-respond emotionally charged words?
When I disagree with something do I take pains to listen carefully?
If I am having trouble being understood, do I understand that the burden is on me to try
to understand the other fellow?
Do I know when I may be intimidating listeners through threatening behavior?
Can I tell when there is a hostile, emotionally charged atmosphere?
Do I consider the person involved as well as the situation?
Have I taken pains to understand this person?
Do I listen for what is not being said?
Do I listen for feeling tone as well as for words?
Do I also look as if I am listening?
63

Frequent Frequent Causes Causes of of of Trouble Trouble
Trouble
1. Lack Lack Lack of of of vital vital vital activities: activities: activities: is the chapter doing anything interesting?
2. Lack Lack of of interest interest in in activities: activities: are members really interested in the upcoming programs or
meeting agendas?
3. Failure Failure to to get get all all members members to to participate: participate: those who have nothing to do can distract others
from doing their work and can create a “mob mentality”
4. Weakness Weakness on on the the part part of of the the presiding presiding officer: officer: chapter members must respect their
authority, if they don’t, find someone they do respect and have him/her help the group
find ways to respect the presiding officer.
5. Existence Existence Existence of of of bad bad bad feelings feelings feelings among among among chapter chapter chapter members: members: members: is a personal fight getting in the way of
business, if so, use peer mediation skills to solve the problem
6. Absence Absence of of orderly orderly procedure procedure due due to to a a lack lack of of preparation: preparation:
if there is no agenda, board
reports were not prepared ahead of time so have the presiding officers model successful
group procedure by requiring reports to be handed in two nights before so the agenda is
finalized the night before the meeting
7. Getting Getting off off to to a a bad bad start: start: do officers show up late or unprepared? Members who show up
on time or have important things scheduled for after the meeting get restless and irritated
at the delay.
8. Poor Poor discussion discussion facilitation: facilitation: does everyone have time to talk during meetings and express
their views or do a select few hog all the speaking time? Are the presiding officers trained
in discussion facilitation?
9. Lack Lack of of self self-governance:
self governance:
governance: does the group moderate itself or does the advisor have to step in?
The informal nature of the chapter requires that the chapter maintains itself through selfgovernment.
10. Meetings Meetings that that habitually habitually run run overtime: overtime: if members expect all meetings to run over time,
they won’t arrive on time or take the meetings seriously. Does the chapter wait for
habitually late members to arrive before starting the meetings? If the presiding officers are
respectful of people’s time and duties outside of the chapter, members will be more willing
to respect the chapter meeting.
11. Wasting Wasting time time at at meetings: meetings: do the presiding officers take too much time to get started? Do
the presiding officers take too much time to collect dues, pass out materials or other
routine tasks? Do “experts” in parliamentary procedure interrupt the flow of a meeting
because of minor technicalities? Do chapter members indulge in private conversations
while meeting is in progress?
64

Dealing Dealing with with Negative Negative Negative Influences Influences
Influences
The The The Clown Clown Clown or or or Jokester Jokester
Jokester
When a teen needs attention, give him or her something to do so the attention is positive and
encouraging of better behavior. If the jokester is allowed to read the previous meeting’s
minutes in a silly voice or funny accent, he or she is still being productive!
The The Continual Continual Complainer
Complainer
Give this teen a chance to voice their opinion or solution to a problem. If the constant
complainer has no new ideas to propose, the complaints may stem from him/her not feeling
part of the group. Let him/her have the opportunity to join a special group and have a special
role as a leader/decision maker.
The The The Sullen Sullen Sullen or or or Withdrawn Withdrawn Withdrawn Member Member
Member
This member may not trust the rest of the members and rarely volunteers for anything.
Develop a closer relationship by asking questions about the member and having the member’s
personality come through. Ask this member to participate in something subtle (drawing a
poster, keeping a record, organizing something). Don’t force involvement. Don’t tell him/her
that you know he/she can do something (because you really don’t know for sure that he/she
can handle it). But, remember s/he has something to contribute and it’s your job to find that
something and put him/her in a position where s/he can use it constructively and effectively.
Accentuate the positive, not the negative.
Cliques
Cliques
It’s important to neither alienate yourself from the common member nor the clique. Try
scattering the clique during group-work so individuals are paired with people they don’t
typically interact with. Use special games or projects to divide the members and encourage
social networking.
Apathy
Apathy
As with any problem you encounter, try to find the reason behind it! After you feel you know
why the problem exists, stimulate, motivate, and encourage members to correct it using
techniques and advice. Use these guidelines to assess their apathy:
Is the individual offered a part to play within the chapter
Is it a stimulating and challenging part
Does the fault lie with the member? The Leader?
Is the member willing to accept responsibility for his actions?
Does the problem lie with dull and uninteresting programs?
• How does the program relate to the member’s world?
• How can it be improved?
Make a point to find out what interests the member and the chapter as a whole, then
suggest a program related to those interests
Are the meetings dull, monotonous? Try inviting speakers, showing films, having a
coffee hour afterwards, playing game
65

Outside Outside Negative Negative Influences
Influences
The member is the only person able to fight outside negative influences, and he/she does that
through him/herself and what he/she learns in BBYO. Show members their potential and
they’ll try to reach it! Use BBYO to give members communication skills, conflict resolution
skills and other interpersonal skills that they can use with their friends, family, teachers, etc.
These outside influences should stop at the door and members should try to be as present as
possible at each meeting!
Note Note Note regarding regarding regarding advisors advisors: advisors advisors While in some states volunteers are considered mandatory reporters,
in all cases these should be filtered through the professional staff who will make the appropriate
determination and report, if the situation warrants. If you suspect that a BBYO member is
going through something serious, please consult with the professional staff.
Special Special Situations
Situations
Sometimes there are cases of special needs. Not all teens are born with strong social skills or
techniques of building friendships. If there are cases where a chapter member starts building a
reputation as “annoying” or “clingy” and or starts to bother other members, please consult
with the Regional Program Staff to come up with an action plan so that this member and the
other chapter members can equally feel at home in BBYO.
Be Be sure sure to to discuss discuss any any any problems problems problems – especially especially those those you you consider consider to to be be out out of of the the ordinary ordinary –
with with with your your professional professional professional staff staff!
staff
66

Handling Handling Rough Rough Problems
Problems
If If If meetings meetings meetings are are are noisy noisy noisy & & & unproductive, unproductive, unproductive, look look look for: for:
for:
Is the meeting room too small?
Does the room have poor lighting / ventilation?
Are the chairs uncomfortable?
Is there a missing sense of unity among the members?
Is the leader weak?
Is there an unfriendly atmosphere?
Do the meetings lack direction?
Then Then try:
try:
Rearranging the chairs in a different pattern
Having programs after business meeting or alternate with every other business meeting
Having friendship circle after meeting so everyone has a brief chance to express his or her
views
Setting goals for meetings
If If meetings meetings are are disorganized, disorganized, chapter chapter as as a a whole whole can’t can’t agree, agree, members members are are left left out, out, look look for:
for:
Is membership too large?
Is leadership excluding other members from expressing their opinions
Is chapter being pressured to get things done?
Is there confusion over assignments of responsibilities?
Then Then Then try:
try:
Going over agenda with chapter president before the meeting to make sure it’s organized,
concise, directive, creative
Clarifying responsibilities
Eliminating pressure: praising members for what they have accomplished
Show members how to handle details of a project of event efficiently
Communicating with the Regional Program Staff / Regional board on training needs for
membership
If If there there is is poor poor attendance attendance at at meetings, meetings, llack
l ack of of interest/confusion, interest/confusion, look look for:
for:
Lack of complete or accurate mailing list, phone roster, communications committee
No chapter newsletter or bulletin board
No chance for informal get-togethers after meetings
Absences are not followed up with so members don’t think they’re missed
Lack of creativity at meetings
Meetings held at inconvenient times
Transportation problems
Then Then Then try:
try:
Improving or organizing rosters or carpools
Organizing newsletter to keep members informed
Changing the day or time of meeting; Arranging informal get-togethers
Calling absentees to make them feel wanted
Setting up carpools; calling parents and asking them to participate in carpool
67

BBYO BBYO Activities Activities & & Liabilities
Liabilities
Effective April 1, 2008
COVERED COVERED
NOT NOT COVERED
COVERED
Aerobics
Actions Brought by One Player Against
Archery
Another Player
Backpacking
Aircraft/Hot Air Balloon
Badminton
Airport
Baseball/Basketball/Football
All Water Activities Other than Canoeing,
Beach/Snow Soccer or Football
Kayaking & Swimming
Billiards
Amusement Devices, Excluding Whirlybugs &
Bowling
Including Climbing Walls & Inflatables
Broomball
Bungee
Canoeing
Diving
Capture the Flag
Dunk Tanks
Cricket
Fireworks
Croquet
Haunted Houses
Cross Country Skiing
Motorized Vehicle/Motorcycle
Dodgeball
Watercraft/Power Boat Racing, Speeding
Downhill Skiing
Demolition or Stunting
Fencing
Mountain Biking
Flag Football
Rappelling and Rock Climbing
Floor Hockey
Skateboarding
Frisbee Golf
Trampolining
Golf
Weightlifting
Handball
White Water Rafting
Hockey
Horseshoes
Paintball – Coverage Coverage may may be be procured procured with
with
Ice Skating
additional additional underwriting
underwriting
underwriting
Kayaking
Ropes/Wall Climbing – Coverage Coverage may may be
be
Lacrosse
procured procured with with additional additional underwriting
underwriting
Laser Tag
Ping-Pong
Relay Races
Roller Blading
Self-Defense
Sightseeing
Skating
Snowboarding
Snow Tubing
Softball
Swimming
Tennis
Volleyball / Whirlyball / Wiffleball
Conferences, Conventions, Holiday
Music and Dramatics
Retreats, Seminars and Speech Contests
68

Accident Accident and and Incident Incident Reporting
Reporting
Any accident or incident, no matter how slight the injury or damage must be reported to the
responsible local staff professional as soon as reasonably possible for appropriate action.
The professional is responsible for taking appropriate follow-up action, including getting
medical attention for the injured, completing the Accident/Incident Notification Report (OPS-
1) and recommending or implementing appropriate corrective actions.
If If an an accident accident occurs:
occurs:
• Make sure the injured person receives proper medical attention.
• Call the emergency adult contact ASAP. Let the youth talk to his/her parent/guardian.
• Have the doctor talk to parents ASAP. If no doctor is present, the lead professional should talk
to the parents. (Always call parent back to reassure and report how things are going)
• Inform the professional staff (who will inform his/her supervisors)
Follow Follow up:
up:
• The professional will follow up with the youth and parents.
• Complete the BBYO Accident/Incident Notification Report (OPS-1) including witnesses’
comments, as found in the Forms appendix. Keep the original and send a copy of the report to
the professional staff (staff will forward to the International office )
• Never Never make any representation that the incident was the fault of BBYO or that BBYO will cover
the care/claim to any extent.
• Express your sincere concern for the well-being of the injured person.
DO DO DO NOT NOT
NOT
• Make light of any injury, try to be a doctor, or make a diagnosis.
• Send youth to emergency centers without a responsible staff.
• Allow anyone to participate in an activity without having completed and signed the
appropriate release and medical forms.
Note Note regarding regarding advisors advisors: advisors advisors While in some states volunteers are considered mandatory reporters, in all
cases these should be filtered through the professional staff who will make the appropriate determination and
report, if the situation warrants. If you suspect that a BBYO member is being abused or participating in
illegal activities, please consult the professional staff.
Howev However, Howev However,
er, if you suspect suspect or find illegal ac activities ac
tivities (drugs, (drugs, alcohol alcohol, alcohol , hazing) at at at a a BBYO BBYO program:
program:
• Any weapon, alcohol or other illegal substance found shall be confiscated immediately,
followed by notification to the parent of the participant involved, and the imposition of
appropriate disciplinary sanction, if warranted, which may include permanent suspension and
referral for prosecution.
• In all cases of code violations involving disciplinary action, such as suspension, expulsion or
removal from a program, or any matters that relate to participant safety/health concerns, the
responsible staff member should complete the Accident/Incident Notification form and
submitted it to the Director of Field Services within 72 hours of the event conclusion.
• Any suspected or actual hazing incident must be reported to a Field Services supervisor.
Reports may be made by any member, chapter, region, advisor, professional staff member,
adult board member, parent, and other person who has a connection to the alleged event.
69

Membership Membership Membership Release
Release
This form is required for all BBYO members. An electronic version is signed whenever any
member joins BBYO via www.b-linked.org.
71

Annual Annual Participation Participation Authorization Authorization Authorization (Pro3)
(Pro3)
This form is required for all BBYO members. An incomplete form prohibits participation in
BBYO activities.
72

Participant Participant Medical Medical Medical Authorization Authorization (Pro3) (Pro3)
(Pro3)
This form is required for all BBYO members. An incomplete form prohibits participation in
BBYO activities. The Pro-3 set includes the Annual Participant Authorization form.
73

Parent Parent Authorization Authorization (Pro4)
(Pro4)
This form is required for all BBYO members attending a weekend convention or overnight
event. An incomplete form prohibits participation in BBYO activities.
74

Teen Teen Authorization Authorization (Pro5)
(Pro5)
This form is required for all BBYO members attending a weekend convention or overnight
event. An incomplete form prohibits participation in BBYO activities.
75

Overnight Overnight Authorization
Authorization
This form is required for any family hosting an overnight activity. Overnight activities must be
pre-approved by the staff, which usually requires confirming details and policies with the
parent hosts.
76

Mileage Mileage Waiver
Waiver
This form is required for any teen wishing to drive to a BBYO program 30 miles or more from
his/her house. Additionally, this form is required in order for a teen to drive to any overnight
activity.
77