5.0 The Regional Chapter

THE REGION CHAPTER

The Pennsylvania Chapter is organized into three districts, which include 28 29 regions approved by the Board of Directors. The following is a list of the regions included in each district.

Western District:  1, 2, 3, 4, 10, 11, 13, 24

Central District:  5, 6, 7, 14, 15, 17, 23, 26

Eastern District:  8, 9, 12, 16, 18, 19, 20,21, 22, 25, 27, 28

Statewide District:  29

New regions are created when a region contains so many chapters that it is difficult to conduct a Region Leadership Conference, which is the main activity organized in each region.  Regions may also be consolidated due to lack of region leadership or limited numbers of chapters in a region.

Governing Body

Each region designates an individual to serve as the region adviser who may be elected from and by the local chapter advisers at the RLC,  or the region may have co-region advisers. This person will serve a three-year term beginning July 1 and may serve consecutive terms. If a regional adviser resigns, all advisers in the region should meet to elect another to fill the position.  

Each region has a region adviser who may fill the position by one of suggested means below:

1.  election from among the local chapter advisers/pool of candidates
2.  through mutual transition from an outgoing region adviser to a newly appointed region adviser
3. appointment by the Executive Director absent any action by the region.

The Executive Director shall have the authority to appoint a region adviser should the region not be able to elect a region adviser.

The recommended responsibilities of the region adviser are to:

1. Assist the region in selecting a host school location for the RLW and RLC and aid in coordinating activities.
2. Arrange to meet with the regional president, regional secretary, other region officers, chapter advisers, and chapter presidents through scheduled in-person or virtual planning meetings.
3. Coordinate the election of regional officers.
4. Maintain close communication with the state Pennsylvania FBLA Executive Director and Competitive Events Coordinator, regional officers, and chapter advisers.
5. Select the outstanding chapter in the region in accordance with the official criteria.
6. Attend the SLW, SLC, and other special regional advisers’ meetings or assign a chapter adviser to represent the region.
7. Coordinate, when necessary, transportation to the SLC.
8. Provide leadership to schools in the region that want to organize an FBLA chapter.
9. Receive the regional testing materials which will include the school-site answer keys and other necessary materials.  Coordinate the Region Leadership Conference competitive events administration, which includes objective testing and performances.
10. Determine how the online testing will be conducted within your region.  Submit the region’s testing and performance windows to the state office.
11. Distribute, collect, count, and dispose of all testing materials immediately following the RLC.
12. Send results immediately following the RLC by e-mail to Mr. Bruce E. Boncal, PA FBLA Executive Director/State Chairman, PO Box 5085, Jersey Shore, PA 17740, bboncal@pafbla.us, on forms provided by the Executive Director/State Chairman.
13. Attend the Region Adviser Summit (or send a representative), if scheduled.

The students within each region elect a president, a secretary, and other officers as deemed necessary for a one-year term. The region officers for the following school year shall be elected during the RLC by two voting delegates from each chapter, who are generally the president and vice president. There is no limit to the number of elected regional offices that a chapter may hold.  Should there be a tie during an election and the tie cannot be broken, the region can elect to have co-region officers.

A candidate for region office shall be recommended by their adviser who shall notify the regional adviser that a member intends to run for region office. The student shall have at least one full school year remaining as an active member.

In the event a region president cannot fulfill their responsibilities, the region vice president (if the region has one) shall become president. Otherwise, any vacancies shall be made by appointment of the region adviser.

The responsibilities of the region president are to:

1. Preside at the RLW and RLC.
2. Participate in a region planning meeting with other chapters, if scheduled.
3. Communicate throughout the year with chapter presidents.
4. Maintain close communication with the regional secretary.
5. Attend the SLW and SLC.

The responsibilities of the region secretary are to:

1. Present the minutes of the previous meeting at the RLW and RLC.
2. Record the minutes of the RLW and RLC.
3. Distribute the minutes to each chapter in the region.
4. Send letters of appreciation to speakers, judges, and guests who participated in the RLW and RLC.
5. Maintain accurate accounts of previous meeting records and provide these records to the incoming secretary.
6. Attend the SLW and SLC.

Regional Leadership Workshop (RLW)

The RLW should be held in October/November or at another time agreeable to the region’s chapters. Every local chapter is urged to be represented by its adviser and as many members as possible. Attendance is a must for those who are committed to achieving the goals of FBLA. The objectives for the RLW are to:

1. Teach members leadership skills.
2. Inform members about the various aspects of the FBLA program.
3. Share ideas regarding local chapter activities with members from other schools.
4. Provide region officers with an opportunity to conduct the business meeting.
5. Strengthen communication among chapter advisers and members.
6. Inform members about the state project.
7. Allow members to become acquainted with FBLA members from other local chapters.

Financing

Each year an amount determined by the Board of Directors will be allotted to the region adviser by the state chapter. No additional state monies shall be paid to a regional adviser or a local chapter for expenses that might have been incurred. That allocation will be paid in two installments to the region adviser after: (1) completion of the Region Leadership Conference, and (2) after attendance at the SLC and assisting with the administration of a competitive event; the presentation of a workshop; or other duty as approved by the Executive Director/State Chairman, Conference Coordinator, Competitive Events Coordinator, or State Officer Adviser. The use of the payment is at the discretion of the region adviser and can be considered a stipend.

An effective RLW program may be planned and implemented without incurring a large expense; however, some financing may be necessary. If a meal is involved, each participating chapter will decide how to cover the cost. In some cases, a nominal workshop registration fee may be charged.

Each region must be a self-supportive unit. A region has power to assess member schools to cover costs of operation for the current school year. If a chapter fails to meet the requirements, it will not be permitted to attend and/or participate in the activity or activities for which the assessment is made.

Planning Meeting

Prior to the RLW, the region adviser and region officers plus chapter advisers and members will may conduct an in-person or virtual planning meeting to arrange details of the upcoming RLW. Members and advisers can discuss meeting plans, delegate responsibility for various aspects of the program, observe the host school facilities, share ideas for the program content, etc. To provide the most successful region activities, each chapter should assume responsibility for some aspect of the program.

Program

The RLW should parallel the SLW to the extent that such is feasible and should include:

1. A session at which the region president presides with the assistance of the region secretary.
2. An opportunity for FBLA members and advisers to share ideas (preferably in small workshops) concerning FBLA activities.
3. Workshops on scholarships, competitive events and other leadership topics; and Pennsylvania’s state project.
4. A businessperson or member of the professions community members who assist the participants in the development of leadership skills.
5. An opportunity for a member of the State Officer Team to bring a brief message to the participants and/or present a workshop.
6. A discussion about region chapter activities to be held during the latter part of the school year.

Refer to this document for a sample letter from the host chapter to chapters in the region, this document for a sample RLW program, and to this document for a sample meal reservation form. If possible, each chapter should be involved in the program.

Registration Procedure

The region adviser will coordinate with the host location the mailing distribution of RLW information to each chapter adviser several weeks before the RLW. Whether pre-registration is required depends on the necessity of knowing in advance how many members and advisers will be in attendance.  Region advisers may request the state office set up a Blue Panda registration for the region.

Region Leadership Conference (RLC)

The RLC should be held at least four weeks prior to the SLC during the window approved by the Board of Directors. A local chapter(s) in the region hosts the RLC which may be conducted at a local high school, community facility, or post-secondary institution.  either following a school session or on a Saturday. Also, since equipment is no longer needed on site because of school-site testing, most schools are large enough to host the RLC thereby eliminating the need to travel to colleges in the area on dates that may be inconveniently late in the year for the RLC. The RLC provides leadership, educational, competitive, and social experiences.

Objectives

The objectives for the RLC are to:

1. Provide competition in individual/team competitive events, which qualifies students for the State Leadership Conference (SLC).
2. Elect region officers for the next school year.
3. Conduct region business at a session at which the region officers conduct the meeting.
4. Provide leadership and professional development opportunities for members.
5. Strengthen communication among chapter advisers and members.
6. Provide school and community recognition to the host chapter for organizing and conducting the RLC.
7. Give region officers primary roles in conducting the conference.
8. Select the host school(s) for the next RLW and/or RLC.
9. Give local members an opportunity to announce candidacy for state or national office.

Participation

Every local chapter in the region is urged to be represented.

Students participate in the competitive events program in accordance with the published state and national eligibility guidelines found on the Pennsylvania FBLA website, OR student will have opportunities to network and develop their business skills.

Any region may add tests, but a student may not compete in more than one event at the RLC or take the same test more than once, with the exception of Banking and Financial Systems, Broadcast Journalism, Business Ethics, Emerging Business Issues, Entrepreneurship, Global Business, Graphic Design, Hospitality Management, Introduction to Business Presentation, Management Decision Making, Management Information Systems, Marketing, Network Design, Parliamentary Procedure, Publication Design, Social Media Campaign, and Sports & Entertainment Management. See guidelines for the Banking and Financial Systems, Broadcast Journalism, Business Ethics, Emerging Business Issues, Entrepreneurship, Global Business, Graphic Design, Hospitality Management, Introduction to Business Presentation, Management Decision Making, Management Information Systems, Marketing, Network Design, Parliamentary Procedure, Publication Design, Social Media Campaign, and Sports & Entertainment Management events in Chapter Four of this handbook.

Planning Meeting

Prior to the RLC, member chapters of each region should arrange an in-person or virtual planning meeting in preparation for the upcoming conference. Chapter advisers and officers should be included in the meeting with the region adviser and region officers. Each chapter should assist the host school/location by assuming responsibility for various aspects of the RLC program.

Financing

Each RLC attendee may pay a predetermined amount to cover the operational costs of holding the RLC, which could be a registration fee per attendee and/or a flat assessment charged of each chapter. The region and the RLC must be self-supporting and will not be financed with state monies.  The host chapter assumes the responsibility of preparing printed materials for the conference. The cost of transportation to and from the conference is the responsibility of the local chapter.

Each region is encourged to maintain its own checking account through which income and expenses will occur.  The checking account is recommended to be independent of and outside any individual school activity accounts.  The recommended checking account must be maintained under the direction of the region adviser.  Region advisers may request the use of the Pennsylvania FBLA EIN number when establishing the account with a bank or credit union.  Once requested, the PA FBLA Executive Director will provide all assistance and documentation necessary to support the region’s efforts to establish a checking account.

Registration Procedure

All RLC registration will occur through Pennsylvania FBLA’s Blue Panda, which shall be the official record of RLC attendees and competitive events and results.

The region adviser or host chapter or other designated chapter may have the responsibility to distribute the following information to the region’s chapters/others:

• Event Registration Form
• Registration Form for Candidates and Voting Delegates
• Registration Form for Meal Counts (if applicable)
• Event Registration Form for Regional Adviser Candidate
• Event Administration Preference Form
• Letter to Invite Judges to Region Leadership Conference
• Letter to Invite Guest Speaker to Region Leadership Conference

The chapter adviser should return the necessary forms, as well as a check for meals, before the designated date.

It is mandatory that all local chapters register for the RLC competitive events through the PA FBLA web site by the date established by the region adviser.

Upon arriving at the site of the RLC, the adviser should receive a conference packet which contains identification badges, conference information for the chapter’s participants, a conference schedule with event locations, and meal tickets (if applicable).

Program

A suggested RLC program may include:

1.  Opening Session
2.  Campaign Speeches and Voting
3. Leadership and Professional Development Workshops
4. Competitive Events
5. Awards Program

The RLC program primarily consists of competitive events and the election of regional officers. Information describing each competitive event may be found in Chapter Four of this handbook and in the National Chapter Management Handbook. A sample RLC program can be found on pages 50.

Awards for Competitive Events

Each first-, second-, third-, fourth-, and fifth-place winner of the individual/team competitive events will be awarded a certificate. A chapter that achieves first, second, third, fourth, or fifth place in outstanding chapter competition will receive a certificate. A region may also elect to give trophies or medals to the winner(s) in an individual/team or chapter event. This cost can be underwritten by assessing each chapter.

Policy for Events Requiring Equipment

The Computer Applications event that requires equipment (Computer Applications, Database Design and Applications, Spreadsheet Applications, and Word Processing) will be administered on a school-site basis. Upon registering for the RLC, the school-site tests will be distributed directly to the chapter adviser at the respective school. The region adviser and the remaining local chapter advisers will determine the procedure for returning/grading the school-site tests.

Election of Regional Officers

When the application for candidacy for region officers (president and secretary (or other officers)) is received, a member of the local chapter who has demonstrated leadership and has been an active member should be encouraged to run for office. If an application is required, the adviser shall complete it, and return it by the designated date.

Before candidates may campaign actively, they will report to the designated person at the host school to find out where campaign materials may be distributed and where campaign posters may be displayed.

Each candidate must give a campaign speech–no longer than two minutes–stating his or her reasons for seeking the position and his or her goals if elected.

The two voting delegates from each chapter are eligible to cast a ballot for the candidate of their choice. The winners will be announced during the awards ceremony.

Planning Guidelines–Host Chapter

Preparing for an RLC involves a great deal of work and every member should be willing to help. Once you have decided to host an RLC, permission must be requested from the school administration. Be certain that the date placed on the school calendar does not conflict with other school activities. A vital step in planning the RLC is the region planning meeting. Plans should be made as far in advance as possible. Using the input from the regional planning meeting, the general outline for the conference should be planned.

Although there may be a host chapter, responsibilities for the RLC should be shared by all chapters in the region.  Those responsibilities might include securing judges; workshop presenters; preparing registration materials; or taking responsibility for other parts of the RLC program.

The general chairman should set forth very specifically the duties of each committee, attend the meetings of each committee, serve as liaison among all the participants to maintain communication lines, and obtain necessary permission from school administrators.

The following are examples of what could be considered when planning an RLC:

Program

• Consult the region adviser and regional officers.
• Plan a theme for the day.
• Arrange program–general session(s), special programs, events, awards ceremony.
• Invite guest speaker(s) and judges.
• Invite appropriate school administrators and school board members.
• Invite a state officer team member to bring greetings.
• Arrange to have stage crew representatives available.
• Reserve necessary rooms and facilities in school.
• Prepare programs.
• Prepare ballots for regional election.
• Provide candles and holders for officer installation service.
• Designate a particular area where campaign material may be posted.
• Arrange for custodial service.

Public Relations

• Distribute invitations, reservations, etc., to chapters in region prior to meeting.
• Mail letters of appreciation to judges, guests, school administrators, etc., following the meeting.

Publicity

• Send news releases to all news media.
• Post RLC information on social media.
• Arrange to have a television and/or newspaper photographer available at the awards ceremony, if necessary.
• Make directional signs (inside and outside of the building).
• Create FBLA-themed displays.

Meals

• Plan menu with food service staff and determine price per person.
• Plan head table seating arrangements.
• Provide podium and microphone for head table.
• Make arrangements for meal reservations.
• Prepare meal tickets.

Decorations

• Prepare decorations appropriate for the theme.
• Make directional signs (inside and outside of the building).
• Decorate all bulletin boards, if possible, in areas visible to the RLC attendees.  in business wing and classrooms.
• Set up chapter exhibits in cafeteria or other large area.
• Make small favors to be placed on the table in the cafeteria.

Reservations

• Maintain accurate records of the reservations as received.
• Assign members to various entrances to welcome students and guests.
• Make nametags and identify delegates.
• Keep meal committee informed as to the number of reservations.
• Prepare a large envelope with name tags, meal tickets, programs, and school map for each chapter’s participation.
• Set up registration area where chapter advisers may pick up materials and leave materials, if necessary. relative to Future Business Leader and Job Interview.
• Develop a list of schools that will be in attendance.

Competitive Events

• Prepare signs identifying each room with the name of the event.
• Compile a list of members competing in each event.
• Arrange for a test correction center and refreshments for test administrators.
• Assign members to escort test administrators to test correction center immediately upon arrival at the school.
• Provide stopwatches for events that have performances that must be timed. Broadcast Journalism, Business Ethics, Client Service, Emerging Business Issues, Graphic Design, Introduction to Business Presentation, Impromptu Speaking, Introduction to Public Speaking, Public Speaking, Publication Design, Sales Presentation, and Social Media Campaign.
• Provide judges for Broadcast Journalism, Business Ethics, Client Service, Emerging Business Issues, Future Business Leader, Graphic Design, Introduction to Business Presentation, Impromptu Speaking, Job Interview, Introduction to Public Speaking, Public Speaking, Publication Design, Sales Presentation, and Social Media Campaign.
• Prepare administrators’ assignments, listing each event and the administrator(s) for the events indicated above.
• Appoint advisers or other adults to prepare certificates for event winners.
• Appoint an adviser to be responsible for collecting rating sheets after judging has been completed.