Shenandoah Lodge #258 Order of the Arrow, Boy Scouts of America serving the Stonewall Jackson Area Council

Lodge Manual of Administration

Section 1

Lodge Rules

These are the rules of the Lodge. They represent policy of the Lodge, this Manual of Adrrtinistration without them represents a manual of procedure. Both are vital to the sucessful and efficent opera tion of the Lodge

Lodge Manual of Administraton 2

Shenandoah Lodge #258 Order of the Arrow, Boy Scouts of America serving the Stonewall Jackson Area Council

Lodge Rules (revised 1989)

Section I: Name and Affiliation of Lodge

A. The name of the Lodge of the Order of the Arrow shall be Shenandoah Lodge #258--WWW, which herein after shall be called "the Lodge."

B. The Lodge shall be affiliated with the Stonewall Jackson Area Council, #763, Boy Scouts of America, and shall be under the supervision of the Council Scout Program Department and the administrative authority of its Scout Executive.

C. All Lodge Rules must be in harmony with the National Policies of the Order of the Arrow, as set forth in the most recent edition of the Order of the Arrow Hand­book and the Guide for Officers and Advisors.

D. The totem of the Lodge shall be that of a large arrowhead with the profile of an Indian Chief superimposed upon it.

E. The standard color for the Lodge neckerchiefs shall be white with red piping, with the Lodge totem displayed in the proper place. No limit is placed upon the number that may be purchased.

F. Lodge neckerchiefs and OA sashes shall be worn only at Order of the Arrow functions and special Scouting events when representing the OA; at such times, the sash should be worn properly over the right shoulder (the sash should never be worn on the belt).

G. Each Lodge member will receive one (1) pocket flap per

Lodge Manual of Administraton 3

honor that he receives as a member of Shenandoah Lodge, and may buy an unlimited supply of flaps from an authorized distributor (Council Office, Lodge Treasurer, or Lodge Trading Post).

H. This Lodge will be divided into Chapters which correspond with the divisions of Districts in the Council.

I. There will be a Blue-Bordered pocket flap to signify Brotherhood membership. This flap will be presented at the completion of the Brotherhood Ceremony. Only Brotherhood members may wear this flap. The White­Bordered pocket flap will continue to be the standard membership flap.

J. There will be a Red-Bordered pocket flap to signify Vigil Honor recipients. The flap will be identical to the White-Bordered flap except that: it will have a red fleur-de-lis in the top right corner, a red triangle in the top left corner, and the word"Shenandoah" will be in red. This flap will be presented to the new Vigil Honor recipients at the completion of their induction into the Vigil Honor. Only Vigil Honor recipients may wear this

flap. The White-Bordered flap will continue to be the standard issue flap.

Section II: Requirements and Procedure for Election to Membership

A. The requirements for membership are as specified in the latest edition of the Order of the Arrow Handbook.

B. Procedure for the Ordeal shall be as stated in the latest edition of the Order of the Arrow Handbook, Guide for Officers and Advisors, and Manual of the Ordeal.

C. Transfer members, upon verification from previous lodge, will be afforded all member privileges.

Section III: Brotherhood Membership and Vigil Honor

A . Brotherhood membership and presentation of the Vigil Honor shall be in accordance with the latest edition of the Order of the Arrow Handbook and the Guide for Officers and Advisors.

Lodge Manual of Administraton 4

Section IV: Lodge Officers

A. The officers of this Lodge shall be: Lodge Chief, two (2) Vice-Chiefs, Lodge Secretary, and Lodge Treasurer; these are elected offices. Officers must be under the age of 21 for the entire term of office, and must be registered in the Council and paid-up in the Lodge, during their term in office.

B. Election of officers shall be by secret ballot, each member voting individually, and casting one (1) vote for one (1) qualified nominee for each office. Ballots will be counted and reported publicly by Chapters.

1. To be qualified as a candidate for a position of a Lodge Officer, one must present the Executive Committee a letter of approval from either the Scout Executive, Lodge Advisor, or Chapter Advisor Before his election.

C. Duties of the Lodge Officers shall be as follows: 1. The duties of the Lodge Chief will be those outlined

in the Latest edition of the Order of the Arrow Handbook and the Guide for Officers and Advisors and to represent the Lodge at meetings of the Section, Region, and at National events as they occur.

2. The Vice-Chiefs shall: a. Preside at meetings in the absence of the Lodge

Chief. (one of the Vice Chiefs will preside with the consent of the other)

b. Assume areas of responsibility as delegated by the Lodge Chief. 1. Vice Chief of Service duties shall include

the planning advertising, and execution of .. .service Weekends at Camp Shenandoah ... Cub Day Camp (OA Participation) ... Webelos' Weekend (OA Participation) ... service to the community .. . OA involvement in new units

11. Vice Chief of Camping Promotion and Unit Elections duties shall include: ... development fo the camping promotion

presentation (ready for distribution no later than 12/1)

... Chapter election team training

Lodge Manual of Administraton 5

... organize results: showing those elected, those called-out, and those that are inducted; copies of these tabulations are to be provided to the Lodge Executive Committee (each member) .

... work closely with the membership chairman .

... develop (or update) and publish the Where to Go Camping guide .

... work closely with new units, making sure they understand the OA and have opportunity to meet the camping requirement for membership.

3. The Lodge Secretary will: a. Be responsible for the preparation and

distribution of the offical minutes of each Lodge Executive Committee and Lodge Business meeting in a timely manner.

b. Be responsible for sending minutes of the previous meetings (ie: after approval) to all members of the Lodge Executive Committee and Section officers.

c. Be responsible for the preparation, maintence, of the Lodge Executive Committee Directory.

d. Be responsible for the registration of all persons at Lodge functions.

£. Maintain two (2) minutes books--one for the Lodge Secretary and one for the Council Office (to be kept in the Council Office).

g. Be responsible for the issue of all membership cards after proper notification by the Lodge Treasurer.

h. Be responsible for the Lodge membership Records and Individual Membership records.

4. The Lodge Treasurer shall: a. Be responsible for a Treasurer's Report at each

Lodge Executive Committee and Lodge Business meetings.

b. Will record all dues payment on member records and notify the Lodge Secretary of same for issue of membership cards.

c. Construct a Lodge Budget that includes January throught December of the next fiscal year (the Council fiscal year).

d. Assist the Lodge Secretary with all

Lodge Manual of Administraton 6

registration.

D. An arrowman may not hold more than one elected office at either the Chapter of the Lodge level. He may, however, hold both a Lodge and Chapter Office, but he may not hold a Lodge Office and the corresponding Chapter Office.

E. New officers, elected at the June Business meeting will not be installed until the August Business meeting of the same year. Between June and August, the old officers will work with the officers-elect, training them, and otherwise preparing them for the position to which they were elected. The August Inductions will be the responsibility of the old officers, since the officers-elect will not yet be installed.

F. The Lodge Executive Committee shall consist of the elected Lodge officers, their advisors, the immediate­past Lodge Chief, the Chairmen of the Lodge standing committees, their advisors, Chapter Chiefs, the Chapter

Advisors, the Lodge Advisor, Staff Advisor(s), and the Council Executive. Only members under 21 years of age may cast a vote. Ad hoc or special committee Chairmen are non-voting members for the life of their committee or appointment. 1. No member under 21 years of age may have more than

one (1) vote, even though he may hold more than one seat on the Executive Committee.

2. Arrowment elected or appointed to an office which included membership on the Lodge Executive Committee, shall attend at least one half (1/2) of all Executive Committee meetings held during his tenure. In the event an Arrowman is prevented from attending, he shall be represented by a qualified proxy. Failure to attend the required number of meetings in person or by proxy may provide reason for removal from office.

3. The Lodge Chief, with the approval of the Executive Committee and the Lodge Advisor, shall remove any officer whom he feels is not doing his prescribed duties, after appropriate counseling by the Lodge Advisor.

4. Vancancies are filled upon recommendation of the Lodge Chief with the approval of the Executive Committee.

Lodge Manual of Administraton 7

G. The Lodge Advisor and the Chapter Advisors shall be appointed by the Council Executive after consultation with the Council Program Chairman.

Section V: Lodge Meetings

A. A minimum of two (2) business meetings of the Lodge shall be held each calendar year, to include the June and

August Inductions.

B. The Lodge Chief and Staff Advisor shall schedule Executive Committee meetings as may be necessary, and shall publish these dates in the annual Council calendar, planbook, and Lodge and Council Newsletters.

C. A special meeting may be called with the approval of the Scout Executive. Such notice to the members be mailed not less than seven (7) days prior to the date of the meeting; said notice will state the time, date, place, and purpose of the meeting.

D. Members of the Lodge who are 21 years of age and over will be permitted to participate in the discussion of issues properly brought before the Lodge, but will not be permitted to vote.

E. The Lodge Chief shall preside at all Lodge Business meetings and Executive Committee meetings. In the event of his absence, meetings shall be conducted as provided in Section IV, C.2.b. In event neither Vice-Chief is present, the meeting shall be conducted by the Lodge Secretary.

F. Meetings shall be conducted in accordance with the most recent edition of Robert's Rules of Order.

Section VI: Chapter Officers

A. The officers of the chapters shall be a Chapter Chief, at least one (1) Vice Chief, and a Chapter Secretary; these are elected officers and must meet the same requirements as stated in Section IV, A.

B. Each chapter member shall vote individually and by secret ballot for chapter officers, casting one (1) vote for one

Lodge Manual of Administraton 8

(1) qualified nominee for each office. Ballots will be tabulated and reported by the conductor of the election. 1. To be qualified as a candidate for chapter office

one must be nominated and seconded from the body of the chapter.

C. The duties of the Chapter officers are as follows: 1. The Chapter Chief shall:

a. Be responsible for the direction of the Chapter.

b. Preside over all Chapter meetings. c. Represent his chapter at all Executive

Committee meetings, giving a report of all Chapter happenings to the Lodge Secretary and the Newsletter Editor.

d. Be responsible for all units in his chapter, seeing that they are visited at which time unit elections should be held and the Camp Promotion slide show is presented. He will collect all election forms and evaluations and return them to the Vice-Chief in charge of the appropriate committee.

e. Conduct community service projects. f. Conduct a call-out as needed. g. Sponsor Lodge events, ie: Winter Banquet,

Ordeal and Brotherhood ceremonies, etc. as detailed by the Executive Committee.

2. The Chapter Vice-Chief shall: a. Assume the areas of responsibility delegated

by the Chapter Chief. b. Preside at meetings in the absence of the

Chapter Chief, and take his place at the Executive Committee meetings.

3. The Chapter Secretary shall: a. Be responsible for keeping minutes of Chapter

meetings and all Chapter functions. b. See that the minutes and reports are given to

the Chapter Chief to report to the Lodge Executive Committee meetings.

D. New Chapter officers will be installed in accordance with Section IV, E.

Section VII: Chapter Meetings

A. Chapter meetings will be scheduled by the Chapter Chief

Lodge Manual of Administraton 9

and his advisor after clearing dates with the District Executive.

B. The Chapter Chief will preside at the Chapter meetings and is responsible for the program and agenda.

Section VIII: Dues and Fees

A. There shall be an induction fee, payable at the time of induction. In return, a new Oreal member will receive: 1. One (1) pocket flap and one (1) ribbon pin. 2. Order of the Arrow sash--Ordeal. 3. Order of the Arrow Handbook (current edition). 4. One (1) year's dues. 5. All food and/or lodging expenses during Induction.

B. There shall be a Brotherhood fee payable at the time of the Brotherhood Test. In return, the new Brotherhood member shall receive: 1. One (1) pocket flap. 2. Order of the Arrow sash--Brother hood. 3. One (1) year's dues. 4. All food and/or lodging expenses during Brotherhood

testing.

C. For the Vigil Honor Candidate, the Lodge will bear the expense of: 1. One (1) pocket flap. 2. Order of the Arrow sash--Vigil. 3. Vigil Pin 4. Vigil Certificate. The candidate will bear the expense of food and/or lodging at the time of the Vigil; the candidate is responsible for his dues payment (if applicable).

D. Lodge Dues of $3.50 shall be collected on an annual basis. Dues are payable at the time of induction (June or August); at which time one is paid up through the next fiscal year (January--December). If a member does not pay his dues by the August Inductions, the amount due becomes $4.50. The extra money is collected to cover the additional reminder mailings and postage. If dues are not paid by August, the Arrowman will remain a paid-up member of the until December 31 of that year. In the period between August and December, serveral

Lodge Manual of Administraton 10

"reminder" mailings and several newsletter requests will be made. If dues are not paid-up by December 31, a special mailing will be made, informing him that his dues have expired, that he will receive no more mailings, and that he is no longer eligible to wear the Lodge pocket flap.

E. Inactive members may be restored to active status by paying the money owed. Members transferring into this Lodge need only pay their current year's dues (in full, it is not prorated).

F. All Order of the Arrow funds shall be handled by the Council office, and all Council accounting procedures will be observed.

G. When membership is terminated in Shenandoah Lodge, the individual shall not be entitled to wear any Lodge insignia.

H. In the development of the Lodge annual budget, funds shall be made available for Chapter mailings, activities, and service projects. Lodge and Chapter expenses must be approved by the Lodge Executive Committee and the Lodge Advisor Prior to their beining incurred. All approved bills shall be forwared to the Council office for payment.

I. All members of the Lodge must be registered with the Boy Scouts of America through the Council. Lodge membership is automatically terminated when Scout registration is allowed to expire. A Lodge member is a member of the Chapter in the District in which he is registered, or domiciled if registered only with the Council.

Section IX: Miscellaneous

A. The fiscal year for the Lodge will be January 1 to December 31.

B. Lodge Leadership Development is the responsibility of the Lodge "Key-3" and at least one training session will be held each year.

Lodge Manual of Administraton 11

C. A copy of the Officeal National OA Bylaws will be maintained in the council office.

D. Any motions or items not covered in the Rules will be covered in the Lodge Rules voted on by the Executive Committee at the begining of each Lodge year.

Section X: Committees

A. There shall be standing committees to deal with: 1. Membership 2. Activities 3. Ceremonial 4. Publicity 5. History 6. Camping Promotion/Unit Elections Their duties will be those outlined in the Lodge Manual of Administration and as assigned by the Lodge Chief.

B. The Lodge Chief shall appoint committee chairmen after consultation with the Lodge Advisor. They must be under 21 years of age for their entire appointment.

C. The Standing Committee Chairmen will be members of the Lodge Executive Committee. They or their representative shall be expected to attend all meetings of the Executive Committee.

D. The Lodge Advisor in consultation with the Lodge Chief will appoint one or more adult advisors for each committee.

E. Special or ad hoc committees shall be appointed as deemed necessary for carrying out specific assignments such as the Vigil Honor Committee. Their Chairmen and Advisors will be appointed in the same manner as standing committees.

F. Special or as hoc committees are non-voting member of the Lodge Executive Committee and should attend all meetings during the life of their committee.

Section XI: Amendments

These rules shall be subject to amendment at any business

Lodge Manual of Administraton 12

meeting of the Lodge, provided such amendment has been submitted to and approved by the Lodge Executive Committee at least one month prior to such meeting; and such rule must be first reviewed and approved by the Council Scout Executive. Due notice is to be sent to all active members at least ten (10) days prior to such a meeting. A two-thirds (2/3) vote of the members present is required for passage.

Lodge Manual of Administraton 13