Meeting Schedules

[Capt Rivera]

Anyone want to share meeting schedules? [Breakdowns??? Looking to setup a detailed 3+ month outlook for every week.

any examples or tips would be welcome

[dwb]

http://syracusecap.org/info/

Schedules for Jul-Sep and Oct-Dec '07 are on there.  Jan-Mar '08 should be available soon, we just have to incorporate one more change before we publish it.

[jimmydeanno]

This is what we do:

WEEK 1 (uniform, PT):

1830-1835 : Opening Formation - Both cadets & seniors.  Cadet Oath is said, announcements that pertain to that meeting.

1835-1845 : Uniform Inspection - Both cadets & seniors.

1845-1900 : Drill

1900-1950 : Testing / Alternative Activity for those who are not testing or finish testing.

1950-2000 : Administrative Break, people can get supply items, etc if needed.

2000-2050 : CPFT

2050-2100 : Closing Formation, testing results announced (yes in public), announcements of activities, next week, etc.

WEEK 2 (Uniform, BDUs)

1830-1835 : Opening Formation - Both cadets & seniors.  Cadet Oath is said, announcements that pertain to that meeting.

1835-1845 : Uniform Inspection - Both cadets & seniors.

1845-1900 : Drill

1900-1950 : Aerospace Education (senior lead)

1950-2000 : Administrative Break, people can get supply items, etc if needed.

2000-2050 : Leadership Development Class (Cadet Lead - C&C, uniform wear, flight competitions, etc.)

2050-2100 : Closing Formation, announcements of activities, next week, etc.

*Boards of review occur concurently with the schedule if needed.

WEEK 3 (Uniform, BDUs)

1830-1835 : Opening Formation - Both cadets & seniors.  Cadet Oath is said, announcements that pertain to that meeting.

1835-1845 : Uniform Inspection - Both cadets & seniors.

1845-1900 : Drill

1900-1950 : Emergency Services classroom (cadet or senior lead)*

1950-2000 : Administrative Break, people can get supply items, etc if needed.

2000-2050 : Leadership Development Class (Cadet Lead - C&C, uniform wear, flight competitions, etc.)

2050-2100 : Closing Formation, announcements of activities, next week, etc.

*Boards of review occur concurently with the schedule if needed.

WEEK 4 (Uniform, Blues)

1830-1835 : Opening Formation - Both cadets & seniors.  Cadet Oath is said, announcements that pertain to that meeting.

1835-1845 : Uniform Inspection - Both cadets & seniors.

1845-1900 : Drill

1900-1950 : Moral Leadership

1950-2000 : Administrative Break, people can get supply items, etc if needed.

2000-2050 : Leadership Development Class (Cadet Lead - C&C, uniform wear, flight competitions, etc.)

2050-2100 : Closing Formation, Promotions, announcements

The ES classroom session is followed up with out monthly ES training day held on the weekends.  So, the cadets learn the classroom portion of an ES task and we focus on those tasks in a hands on/in the field ES training day.

We try to have at least 2 activities each month for the cadets to participate in. 

[Stonewall]

From my squadron's Cadet Orientation handout.

Squadron meetings will be held at the unit headquarters, Fairfax American Legion, on Mondays, 1900-2130 except for holidays, weather emergencies, and advance cancellations.  Meetings will commence with an opening formation at 1900 and end with closing announcements at 2100.  Members should arrive at 1900 and will be released sharply at 2130. 

   Cadet meetings will adhere to the following general schedule; special events or planned activities may alter or supersede meeting format:

1900   Meeting Starts
1915   First Period, Opening Formation
2000   Second Period
2100   Closing Announcements
2130   Meeting Ends

Monthly Schedule:
   
   Week 1:  Drill and Emergency Services (BDUs)
   Week 2:  Aerospace Education and Testing/Review Boards (BDUs)
   Week 3:  Physical Training (PT) and Emergency Services (PTs/BDUs)
   Week 4:  Drill/Inspection, Moral Leadership, Safety Briefing (Blues)
   Week 5:  *Administrative duties and Maintenance (BDUs) 

*For months with 5 weeks.  Activities include vehicle maintenance, file updates, make up review boards and testing.

   **Squadron meetings are automatically canceled on days when the Fairfax County school system cancels classes or releases classes early.  This does not apply to days where delayed reporting is authorized.

   Regular meeting attendance is expected as it is integral to program progress.  Illness, school work, and CAP special activities are appropriate reasons for absence.  If absence is anticipated, you are expected to report the issue to your element leader or flight sergeant as appropriate.  Absences in excess of three meetings per quarter is grounds to exclude you from participating in squadron special activities.  Coordinate with your element leader or flight sergeant to obtain information missed. 

Absences in excess of three weeks must be coordinated through the chain of command to the Cadet Commander and Deputy Squadron Commander.  A cadet will be considered "inactive" and not allowed to participate in external activities or be promoted after missing three consecutive meetings.

   Timely meeting attendance is our minimum accepted standard.  Anticipated delays should be reported to the element leader or flight sergeant as appropriate.

I found it best for us to publish two calendars a year at 6 month intervals.  In December and June we would work several hours to brainstorm, narrow down, then firm up a projected 6 month calendar that was published no latter than 20 Dec and 20 Jun and carry us through 1 Jan up until 30 Jun and 1 July up until 31 Dec.

To make it easy:

Calendar 1:  1 January through 30 Jun
Calendar 2:  1 July through 31 December

It absolutely worked for us.

We'd use the wing, region and national calendars as a guide so we wouldn't double up on critical activities scheduled at those levels.  There was no reason for us to plan a squadron model rocket activity if wing was holding one.  Same goes for ES.  It didn't make sense for us to plan an ES activity if our sister squadron was planning one; we'd just piggy-back on theirs.

Weekly meetings were planned out well in advance.  Sure, you knew that ES was going to be on the 3rd Wednesday of the month, but we'd actually assign a cadet or senior to be solely responsible for the specific ES training scheduled for 19 Dec 07.  C/1st Lt McIntosh would already have a 45 to 60 minute block of ES training planned and coordinated a few weeks prior to that meeting and we'd actually know the subject.

We assigned personnel, identified specific activities, picked locations and alternate locations.  We were very serious about our schedule and scheduled time in our schedule to plan our schedule.  Once it was all done, you didn't have to worry about it again for 6 months.  We'd even send a courtesy copy to wing and the other local squadrons, even in other wings, so if they wished to join us all they had to do is send an email letting us know in advance.

But that's just how we rolled.

[IceNine]

http://syracusecap.org/info/

Schedules for Jul-Sep and Oct-Dec '07 are on there.  Jan-Mar '08 should be available soon, we just have to incorporate one more change before we publish it.

What did you make the org chart in?

[dwb]

Good question.  It looks like Microsoft Organization Chart (an optional add-in of Microsoft Office).  Let me ask my commander and get back to you.  He made it, all I did was upload it.