A "Report to the State" should be presented each year to the governor or other ranking elected official to highlight and share the benefits Scouting provides your state. It provides an opportunity to build the Scouting brand and image as well as increase the awareness and visibility of Scouting's service. Within our Scouting membership, the report to the state will provide a source of pride and morale boost.

Contents

• Why Report to the State?
• Potential Events
• Assembling Your Report Team
• Letters from the Governors
• Selecting Delegates
• Writing the Report
  • Report to the Nation
• Media Relations Campaign
• Sample Press Release
• Sample Budget
• Sample Scripts: Delegate Breakfast
• Sample Scripts: Report to the State
• Position Descriptions
• Functional Assignments
• Governors and Scouting Fact Sheet
• Appendix
  • Report to the State Data Worksheet
  • Council Delegation Registration Form (sample)
  • Council Delegation Participant List (sample)
  • Council Commitment Card (sample)
  • Maryland's Report to the State (sample)
  • House Joint Resolution (sample)

Why Report to the State?

A Report to the State is an opportunity to reach out and communicate to your state officials the service and the benefits that Scouting provides in your state. Presented annually to the state legislature or the governor, the report is an ideal time to tell the Scouting story. It is a public opportunity for highlighting our service to our communities and for reintroducing to the public and to elected officials all that Scouting has to offer. Service is Scouting’s great legacy, and a chief reason that the Boy Scouts of America is one of the world’s premier youth organizations. For a century, our members have answered the call to service. Where once they sold war bonds, collected rubber and scrap metal, and grew victory gardens, Scouting’s youth and adults now fight hunger, provide shelter, clean up waterways, restore wildlife habitats, and render much other meaningful service to meet local needs. As we report on another successful year of Scouting, we reiterate that Scouting is here, energetically serving the state and the nation. Scouting is relevant. The program achieves worthwhile results and wide-ranging benefits. The Boy Scouts of America continues to change lives and shape leaders.

Benefits of Reporting

The Report to the State allows us to tell not only who we are, but what we do. It provides a high-profile opportunity to build the Scouting brand and image and to heighten perceptions of Scouting. It is a chance to increase the awareness and visibility of Scouting’s service—Scouting’s enduring commitment to making a difference. Within our membership, the report engenders pride and boosts confidence. Youth members who are selected as state delegates enjoy being recognized by the council for their service and leadership. Their units are proud that one of their own was selected. This pride spreads through the chartered organization and district. Our volunteers want to feel that they are a part of something bigger than themselves, and representing your council in the Report to the State allows them to share their Scouting spirit. The Report to the State also opens the door to new volunteers and potential donors. Increased awareness and publicity bring additional opportunities to engage new volunteers, attract financial support, and help grow Scouting in your area.

Council Participation

Whether you can send 30 youth delegates or one, every council should be a part of this event. Our goal is to have 100 percent council participation in the Report to the State. As a participating council, you can use the report as a fund-raising tool. Capitalize on your delegation and your service to your community. Be creative. Breakfast, lunch, dinner—your council can spotlight your delegates, share the report, and share photos and videos from the activities that accompany the Report to the State. Also plan recognitions for your state officials. These individuals should receive something from your council every year. Think beyond a traditional Scouting coffee mug. Present something that the individual will wear or prominently display—perhaps a necktie, lapel pin, or pendant. Items may be customized for each individual.

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Potential Events

Plan special events or activities to make your Report to the State a full experience for everyone involved. Here are some ideas. To see what other councils are doing, also review Examples: A Sampling of States. See Sample Scripts: Delegate Breakfast and Sample Scripts: Report to the State, for a more detailed breakdown of how those specific events might proceed.

• A delegate breakfast serves three purposes:
  • Recognize the delegates for their selection.
  • Inspire them to continue in Scouting and accomplish their goals.
  • Provide instructions and directions on the activities to come.

The president of the host council gives a brief welcome. After breakfast is served, an inspirational speaker may give a 15- to 20-minute talk to the delegates. The master of ceremonies then provides instructions and directions for the rest of the day’s activities.

• A Scout parade celebrates the anniversary of Scouting and provides a visual report to the public. Youth delegates from the councils lead the parade to the capitol grounds. Choose a theme and allow local units to participate in the parade with floats and displays.
• The presentation of the report may begin with the governor or other high elected official meeting each council delegation in the governor’s reception room for a photo opportunity. The delegation then proceeds to the house of representatives or legislative chamber, where preselected members of each delegation (based on space available) take their seats. Other youth delegates and adult leaders are seated in the gallery. Each council has one youth member of its delegation prepared to make its report, which is given from the floor of the chamber. After each council gives its report, a preselected youth delegate presents a report on the overall program in the state. The state official then gives a response. Once that is complete, the master of ceremonies thanks those in attendance and leads them in the Scout Oath as a reaffirmation of Scouting’s values and mission; the dignitaries are escorted from the chamber and the assembly is adjourned.
• A visit to the state supreme court gives youth delegates at look at the judicial as well as the executive and legislative branches of state government. Delegates may tour the courtroom and meet with supreme court justices.
• Job shadowing allows the youth delegates to shadow (accompany and observe) state leaders throughout the day. The delegates might first participate in an election, in which they elect the youths to shadow the state officers (governor, lieutenant governor, attorney general, comptroller, secretary of state). The other delegates could then be assigned to groups to shadow state legislators. Work with your state government to arrange this opportunity for youth members.
• An opening dinner is similar to a delegate breakfast. It serves the same purposes and follows a similar format: The president of the host council gives a brief welcome. After dinner is served, an inspirational speaker may give a 15- to 20-minute talk to the delegates. The master of ceremonies then provides instructions and directions for the rest of the activities.
• A closing dinner may be a fund-raising dinner. Invite your state government and key business leaders, highlight the delegates from across the state, and present the Report to the State. If possible, show pictures or video of the youth delegates shadowing state officials, presenting the report, etc.
• Any council may also conduct a fund-raising dinner. Highlight your council delegates and present your council report to your local government officials and key business leaders. Include pictures or video of your council youth delegates participating in the Report to the State activities.
• A 5K run is an additional avenue to create awareness of Scouting, as well as an additional fund-raising opportunity. Open registration to members and to the general public. 

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Assembling Your Report Team

The Report to the State takes planning. A successful event requires a BSA team effort. Listed here are the team members’ key responsibilities. Also see Position Descriptions and Functional Assignments.

Area Director/State Adviser

• Provide leadership to ensure the successful completion of the Report to the State.
• Determine how the Boy Scouts of America supports the state’s strategic plan.
• Collect two service-oriented success stories from each council in the state.

Report to the State Chairman

• Recruit an active and effective committee.
• Give leadership to committee members.
• Take an active role in recruiting a high elected official, preferably the governor, to receive the report from the youth delegates.

Host Council

Scout Executive

• Support the area director/state adviser in the successful completion of the Report to the State.
• Recruit the council delegation leader, additional leaders, and youth delegates.
• Provide the area director/state adviser with two service-oriented success stories.

Staff Adviser

• Assist the report chairman and area director/state adviser as needed.
• Support the area director/state adviser, host council Scout executive, and chairman in the successful completion of the Report to the State.
• Assist the council marketing committee in developing and implementing a media relations plan.

Council President

• Attend the report-related activities.

Subcommittees Support the Report to the State by making appropriate arrangements, based on the planned activities; e.g.:

• • Breakfast: physical arrangements, registration, program
  • Parade: security, city liaison
  • 5K run: physical arrangements, registration, publicity
  • Report: government/capitol liaison, program
  • Media relations: media communications, publicity, spokesperson

Council Delegation Leader

• Assist the Scout executive and staff adviser in selecting the youth delegates.
• Assist the Scout executive and staff adviser in selecting additional adult delegation leaders.
• With the additional delegation leaders, escort the council delegation to the Report to the State.

Non-Host Council

Scout Executive

• Support the area director/state adviser in the successful completion of the Report to the State.
• Recruit the council delegation leader, additional leaders, and youth delegates.
• Provide the area director/state adviser with two service-oriented success stories.

Staff Adviser

• Assist the report chairman and area director/state adviser as needed.
• Assist the Scout executive in recruiting the council delegation leader, additional leaders, and youth delegates.
• Assist the council marketing committee in developing and implementing a media relations plan.

Council President

• Attend the report-related activities, if possible.

Council Delegation Leader

• Assist the Scout executive and staff adviser in selecting the youth delegates.
• Assist the Scout executive and staff adviser in selecting additional adult delegation leaders.
• With the additional delegation leaders, escort the council delegation to the Report to the State.

Report to the State Organization Chart

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Selecting Delegates

In giving a Report to the State, the selection of delegates is among the central tasks. Always remember that appearance overshadows words. It’s impossible to overstate the importance of your delegates embodying the proper image of Scouting. Members of the delegation represent themselves, their unit, your council, and the Boy Scouts of America. Your delegation will put a face on Scouting for your elected officials. Make sure it is the appropriate face. Your delegation’s size may be determined by the space available in the legislative chamber. Here is a checklist to help you select your delegates. Your area director/state adviser may modify these guidelines. Does your council delegation include:

• A Cub Scout?
• A Boy Scout?
• Venturers,  Sea Scouts, Explorers or STEM Scouts (male and female)?
• Adult leaders (male and female)?
• Proper ethnic representation?
• Members in good standing within their units?
• A Heroism Award recipient, if available?
• An Eagle Scout?

All of your delegates should wear their complete official uniform. Schedule a uniform inspection before the report to make any needed improvements. Your delegates should have a second uniform with them, just in case it’s needed. When you have selected your youth delegates, send the following information about each to your area director/state adviser:

• Biography
• Photo
• Why the delegate was selected

The report chairman, in conjunction with the committee and area director/state adviser, will select the youth delegate who will present the report for the entire state.

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Writing the Report

The Report to the State is an opportunity to highlight and share the benefits that Scouting provides to your state. This success will be communicated through statistics such as the number of youth and adults served, the service provided to your state, and Scouting’s collaborations with community organizations.

Compile Statistics

A worksheet is provided to help in gathering this data. Send your council’s data to your area director/state adviser. Your information will be combined with the data from the other councils in your state to provide state totals.

Gather Success Stories

Numbers don’t tell the whole Scouting story. They don’t say everything about a council’s success. Each council also needs to submit two service-oriented success stories. These accounts of service will provide a clearer picture of the benefits of Scouting in your state. We do not want to present simply what Scouting is, but what it does. We want to show the invaluable role that Scouting plays in our communities. The report must answer a key question: “What’s in it for your state?” Show how Scouting helps the state accomplish its strategic plan. Every state and all governors have their own sets of goals. Education and service learning will be among them. Scouting, by its very existence, helps the state accomplish these goals. Scouting was founded on service. This is the foundation the report must stand on, and a service initiative can be a cornerstone. Your service-oriented success stories will show your state officials how Scouting benefits your communities.

Prepare and Present

A written Report to the State should be prepared and placed in a presentation folder to be presented to the governor or other ranking elected official who receives the report from the delegates. This document should be prepared in a professional manner and on appropriate letterhead, such as Good Turn for America. This written report will be used again. Your Report to the State will be combined with others to become a “state of Scouting” report. Each region should prepare a Report to the State booklet that features the reports and photos from each of its states. This will provide a communications resource to tell the story of Scouting on a state-by-state level to the volunteers and funders at the regional level. The National Council will also prepare a document that provides the state of Scouting report for use as opportunities arise.

Suggested Outline

The Boy Scouts of America is an organization committed to making a difference in the lives of young people. Through the efforts of more than [national total] dedicated volunteers and the support of community and religious organizations, the BSA reached more than [national total] youth in [year] with its program of citizenship, mental and physical fitness, and character development.

Our Mission The mission of the Boy Scouts of America is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Law.

Our Members We use numbers and statistics to measure our success in delivering the Scouting program. But those figures provide only a glimpse of Scouting. Behind the numbers are caring adult volunteers, families, and supporters who give their time and talents to build a better future, one child at a time.

Service to Our State [Add state information, compiled from the Report to the State Data Worksheet. Include a few success stories provided by the councils.]

Collaborations With Community Organizations [Add state information, compiled from the Report to the State Data Worksheet. Include a few success stories provided by the councils.]

Youth and Adults Served [Add state information compiled from the Report to the State Data Worksheet.]

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Media Relations Campaign

How to organize and execute a media relations campaign when your Scout or Venturer is a member of the Report to the State delegation. The Report to the State provides an opportunity for positive news coverage of the Boy Scouts of America and your council. Use this occasion to tell the Scouting story. Spotlight your delegate and Scouting’s positive effect in the community. Besides communicating to your media outlets, you should also communicate to adult volunteer leaders, executive board members, donors, and—in areas with constructive relationships—the United Way. Success has three essential elements:

1. Proper planning
2. Flexibility to allow multiple media outlets to cover the story
3. The council’s commitment of staff time

Notification

Begin communications efforts once the youth delegates are selected. Include these audiences:

• The youth member’s friends and other families in the unit. Clarify that, although only one Scout or Venturer was selected, the delegate will represent their entire unit, district, community, etc.
• The youth member’s school. The delegate may miss a few days of school, which must be made up. Take this opportunity to strengthen the council’s relationships with the school, especially if it is the unit’s chartered organization. Suggest having a special send-off at the school for the delegate.
• Council executive board members, key donors, and community leaders. This is one of those moments that simply must be capitalized on.
• The parent’s employer. This could be a huge source of pride and a perfect story for company newsletters and Web sites.

Scheduling and Planning

After the excitement of the honor subsides, it’s time to focus on details that will be critical to the success of the media relations campaign.

• While meeting with the family, emphasize the importance of communicating the youth delegate’s departure and arrival dates and times. Media may want to cover both events.
• Find out when the unit meets and get contact information. Media outlets may want to visit a troop meeting, den outing, or Venturing activity. These meetings may provide good visuals for television.
• Plan a send-off event. While communicating the news of the honor to the youth member’s school principal, mention the idea of an all-school assembly to recognize the delegate and how he or she will represent the school in the state capital.
• Backdate the following:
• First media release announcing the honor
• Distribution of a media kit
• Media advisory on send-off event
• Media advisory on the homecoming

Internal Communications

Being selected as a delegate to the Report to the State is an honor. Here are some important points to remember when communicating to your internal audiences:

• The council newsletter and Web site are primary communications tools. Place all media releases and other information prominently on the Web site’s home page.
• Run follow-up stories after the event.

Production

These behind-the-scenes items can take a significant amount of time, but they are essential in assisting the media and telling the story.

• Proper uniform. Make sure the delegate has at least two clean and complete uniforms.
• Portrait photograph. Have a high-quality color photograph taken of the youth in full uniform. Have the photo ready for your council newsletter and Web site.
• Interviews. Talk to the youth, the family, and the unit leader. Get quotes for the newsletter and Web site stories, and for upcoming media releases. Get details on the reactions of the youth and the youth’s family when they learned of the honor and found out about the trip to the capital to meet the state’s top elected officials.
• Fact sheet, timeline for media kit. Prepare a fact sheet with basic information about the youth: full name, age, unit and number, rank, school, grade, and why he or she was selected as a delegate. Include the names of other sources close to the youth: parents, teachers, school principal, and unit leader. Prepare a timeline of the events leading up to the report, as well as all activities that are a part of the Report to the State.
• Previous coverage. Assemble any previous news clippings about the youth member. Include them in the media kit for reference.

Media List

Even if you have a standard list, take time to review it for accuracy. Take time for some creative thinking. Ask yourself, “Is there anyone else who might be interested in this story?” When your list is assembled, go back to find the editors and reporters with whom you have good relationships; put them at the top of your list. Also, keep the database handy as a reference for tracking. If the youth attends a parochial school, contact the school to see if there is a community newsletter. If the youth delegate is from an ethnic group that may have a community newspaper or Web site, add that outlet to your media list for additional inroads into the community—this showcases a child in that community who is getting an opportunity to do something most only dream about.

Pitching the Story

Start selling the story to the reporters and editors with whom you have a relationship. If the story gets picked up in the local daily newspaper, it may get picked up by wire services. In many media markets, the daily newspaper still sets the agenda that other media outlets follow. Be prepared to help other media outlets with a slightly different or new angle for the story as they play catch-up with other outlets. Also, introduce the idea of the media outlet’s state capital bureau or affiliates covering the story.

Media Releases

Here is a sample schedule for releasing information. (See the Sample Press Release.)

14 days in advance—Send the local release to all media.

7 days in advance—Send the state release with proposed schedule to media.

2 days before the send-off event—Send a one-page media advisory.

1 day before homecoming—Send a one-page media advisory.

Send-Off Event

Besides being a significant media opportunity, the send-off can accomplish several other objectives:

• At an all-school assembly, all attendees witness Scouting firsthand.
• The school may present a gift or memento to the youth delegate that the youth could then give to state officials.
• The council may use the opportunity to strengthen its relationship with the chartered organization and/or the school.
• The youth delegate may use the opportunity to tell friends and fellow students that it’s an honor to represent them in the state capital.

As with the production phase of the campaign, the send-off event requires much behind-the-scenes staff work. Give special attention to the following:

• Agenda. Develop an agenda and provide copies to all who have a speaking part.
• Scripts. Write comments for the delegate. This will prevent the youth from saying something that might be personally embarrassing or awkward for Scouting or the school. Offer to write comments for anyone else who is scheduled to speak.
• Gifts. Present the delegate with a small gift from the council, such as a travel bag and some disposable cameras.
• Thank-you notes. Be sure to express your appreciation to all involved.

While in the State Capital

The host council will have a photographer on hand to document the Report to the State and all of the activities associated with it. Make plans ahead of time for any special photos you will require. Work with the host council to make arrangements for any interviews that will be conducted while in the state capital.

Homecoming

Contact the family of the delegate and ask them to allow media to cover the homecoming. Distribute a media release that contains a brief synopsis of the youth’s trip and the estimated time of arrival.

After the Homecoming

The story doesn’t end after the delegate returns home. Continue to position the youth to retell the story. Here are a few examples.

• Executive board meetings: Have the delegate tell about the trip. Present a slide show of photographs taken during the trip by the designated photographer. Providing the youth with a script will help inspire confidence and prevent any embarrassing remarks.
• Fund-raising meetings: Have the delegate give a report about the trip to the people who make Scouting possible—volunteers raising funds for the council.
• United Way: For those councils that have good relationships with United Ways, offer the Scout or Venturer as a success story that can be used during their fund-raising campaigns.

Producing a Media Report

Assemble a spreadsheet that shows all media placements. It should contain the date and time the report aired or was published, the media outlet, and the length of the report. If possible, provide the estimated audience and the media value of the spot. The Scout executive should forward this report to the council president, other key members of the executive board, and the area director. The area director should compile a full report that details the media coverage achieved through the Report to the State. Forward this media report to the region director.

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Position Descriptions

Area Director/State Adviser

• Work closely with the Report to the State chairman and council Scout executives to ensure the successful completion of the Report to the State.
• Determine which council will serve as host council (likely, the council based in the state capital city).
• Recruit the Report to the State chairman. This position should rotate among the state’s councils.
• Secure the legislative chamber and get the report on the governor’s calendar.
• Determine how the Boy Scouts of America supports the state’s strategic plan.
• Work with the host council Scout executive and the chairman to determine the number of youth delegates allowed from each council.
• Work with the host council Scout executive to develop the budget and determine participation fees.
• Assist councils in gathering necessary data to include in the report.
• Collect two service-oriented success stories from each council.
• Receive information on youth delegates: bio, photo, reason for selection.
• Receive council data from each council staff adviser.
• In conjunction with the chairman and committee, choose the youth delegate to give the report to the governor for the state overall.

Report to the State Chairman

• With the assistance of the host council Scout executive and staff adviser, recruit an active and effective committee to see that each phase and event of the report is successfully carried out.
• Work with the area director and host council Scout executive to determine the number of youth delegates allowed from each council.
• Preside at committee meetings and give leadership to committee members as needed.
• Take an active role in recruiting an inspirational keynote speaker for the breakfast or dinner (if one is planned) who can identify with young people.
• Take an active role in recruiting a high elected official, preferably the governor, to receive the report from the youth delegates.
• In conjunction with the area director and report committee, choose the youth delegate to give the report to the governor for the overall state.
• Attend all activities associated with the Report to the State.
• Make interim reports to the host council executive board on progress and invite board members to participate.
• Preside at an after-action critique to discuss ways to enhance the Report to the State.

Host Council

Scout Executive

• Send the area director the council commitment card.
• Assign a staff adviser to work closely with the Report to the State chairman.
• Work with the area director and the chairman to determine the number of youth delegates allowed from each council.
• Work with the area director to develop the budget and determine participation fees.
• Recruit the council delegation leader.
• Assist in recruiting additional delegation leaders (two-deep leadership).
• Assist the council delegation leader in selecting youth delegates.
• Assist the staff adviser and council delegation leader in selecting the youth delegate to give the council’s Report to the State.
• Provide the area director/state adviser with the youth delegate’s bio, photo, and reason for selection.
• Work with the area director to gather necessary data to include in the report.
• Provide the area director/state adviser with two service-oriented success stories.
• Provide an after-action critique to the area director.

Staff Adviser

• Support the Report to the State chairman and committee.
• Assist in recruiting additional committee members and subcommittee chairs.
• Support the area director/state adviser, host council Scout executive, and chairman in determining the number of youth delegates allowed from each council.
• Support the area director and host council Scout executive in developing the budget and determining participation fees.
• Assist in recruiting the council delegation leader.
• Assist in recruiting additional delegation leaders (two-deep leadership).
• Secure a photographer to document the report and all activities, and provide photos to the other councils.
• Assist the council marketing committee in developing and implementing a media relations plan.
• Assist the Scout executive and council delegation leader in selecting the youth delegate to give the council’s Report to the State.
• Assist the Scout executive in gathering necessary data for the report.
• Attend an after-action critique to discuss ways to enhance the Report to the State.

Council President

• Attend the report-related activities.

Subcommittees

• Support the Report to the State by making appropriate arrangements, based on the planned activities; e.g.:
  • Breakfast: physical arrangements, registration, program
  • Parade: security, city liaison
  • 5K run: physical arrangements, registration, publicity
  • Report: government/capitol liaison, program
  • Media relations: media communications, publicity, spokesperson
• Attend an after-action critique to discuss ways to enhance the Report to the State.

Council Delegation Leader

• Assist the Scout executive and staff adviser in selecting the youth delegates.
• Assist the Scout executive and staff adviser in selecting additional adult delegation leaders.
• Assist the Scout executive and staff adviser in selecting the youth delegate to give the council’s Report to the State.
• With additional delegation leaders, escort the council delegation to the Report to the State.
• Attend a council after-action critique to discuss ways to enhance the Report to the State.

Non-Host Council

Scout Executive

• Send the area director the council commitment card.
• Assign a staff adviser to support the Report to the State.
• Assist in recruiting the council delegation leader.
• Assist in recruiting additional delegation leaders.
• Assist the council delegation leader in selecting youth delegates.
• Assist the staff adviser and council delegation leader in selecting the youth delegate to give the council’s Report to the State.
• Provide the area director/state adviser with the youth delegate’s bio, photo, and reason for selection.
• Work with the area director to gather necessary data to include in the report.
• Provide the area director/state adviser with two service-oriented success stories.
• Provide the council’s after-action critique to the area director.

Staff Adviser

• Assist in recruiting the council delegation leader.
• Assist in recruiting additional delegation leaders.
• Assist the council marketing committee in developing and implementing a media relations plan.
• Assist the Scout executive and council delegation leader in selecting the youth delegate to give the council’s Report to the State.
• Assist the Scout executive in gathering necessary data for the report.
• Attend a council after-action critique to discuss ways to enhance the Report to the State.

Council President

• Attend the report-related activities, if possible.

Council Delegation Leader

• Assist the Scout executive and staff adviser in selecting the youth delegates.
• Assist the Scout executive and staff adviser in selecting additional adult delegation leaders.
• Assist the Scout executive and staff adviser in selecting the youth delegate to present the council’s Report to the State.
• With the additional delegation leaders, escort the council delegation to the Report to the State.
• Attend a council after-action critique to discuss ways to enhance the Report to the State.

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