New Short Term Reservation Policy
Over the last several months the Sioux Council Properties Committee and Executive Board have been reviewing and changing the process of reserving the Sioux Council properties.
The old policy was good, but had a couple short falls.
Two examples are that in some cases units that had reserved a camp property were being bumped because of district events, and units were monopolizing a property for a specific week end each year.
These two issues as well as others were fixed in the new policy.
The new policy now is that a District or even the Council cannot bump a unit out of their reservation unless there is a safety concern or major repair that needs to be completed.
Council events will have the first chance to reserve followed by districts, followed by units.
This will encourage Council and District committees to plan further in advance their use of council properties.
Also in the new policy, units will begin requesting dates on the open reservation day (June 1st
) for the following year.
If multiple units request the same dates, they will be entered into a random drawing.
The unit drawn will get the reservation.
Here is how it all works: Council:
Council committees begin meeting and planning their events in November/December.
They finalize their event dates at the Council Leadership Team Meeting in January.
They must submit their property reservations by April 30th
for the dates between September 1st
and August 31st
This gives them first choice if they plan ahead. District:
District committees begin planning their events in January.
They finalize their event dates by Mid-February and submit their calendar for approval.
Once approved, they have until May 31st
to reserve council properties.
Council and District calendars are approved at the March Board Meeting.
This gives the district second choice of dates, if the plan ahead and make the reservation.
If they fail to make the reservation for the desired property, they will have to submit their request with the units and hope they win the reservation, or change the location of the event.
Districts will not be permitted to bump units. Pack, Troop, Crew, Post:
Units will begin planning following the Program Planning Roundtable in April.
This is when the Council/District calendars are distributed.
Units will submit a Short Term Reservation Form for each event they wish to reserve a council property for, between the dates of September 1st
and August 31st
These reservations should be submitted by June 1st
All reservations received before June 1st
will be date stamped, June 1st
On June 1st
, reservations will be sorted by requested reservation date.
Dates with multiple unit requests will be entered into a random drawing.
The unit chosen in the drawing will be awarded the reservation.
Units not drawn will be notified, so they can make other plans.
If only one unit reserves a particular date, they will get the reservation.
Units can still reserve dates after June 1st
, but they will be on a first come first serve basis.
Please note that there is a different form for each property.
The new policy and procedures are in effect at this time.
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