GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING OCTOBER 20, 2018 AUSTIN, TEXAS

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1 NOTE: These Minutes were approved as corrected at the November 17, 2018 Board of Directors Meeting in Arlington, Texas. The corrections are shown in Red and highlighted in Yellow. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING OCTOBER 20, 2018 AUSTIN, TEXAS The Regular meeting of the Board of Directors was called to order at 9:07am in the Conference Room of the Grand Chapter Office by Chairman Carlotta Fairchild. The Chairman welcomed all present and shared a quote on A Good Life. Board Members present were: Chairman, Carlotta Fairchild, District Five; Secretary, Barbara Martin, District Three; Tom Brisko, District One; Cindy Echols, District Two; Tamela Henington, District Two; Darrell Albrecht, District Three; and Phyllis Wilson, District Five. Board Members absent were: James Parker, District One, personal reason; Bob Royall, District Four, work requirements and Debi Fincher, District Four, personal reason. Others present for all or part of the meeting were: Associate Grand Matron, Linda Winn-Christenson; Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Greta Spradling; Associate Grand Conductress, Phyllis Macon; Past Grand Matron, Cheryl Albrecht; Carroll Macon, William Henry and Janet Travers. Carlotta Fairchild presented the devotional on Who is Happy? The Peacock and the Crow. A prayer was presented by Carlotta Fairchild at the end of the devotional. The Chairman presented the following Housekeeping Rules for the meeting: Only Board Members speak during discussions. If a guest has a question, the guest should present the question to a Board Member so it may be brought before the Board. Make eye contact with members in the room during the Mizpah Benediction. JP Morgan Chase (Bankers Presentation) Lyndon Westerberg, Randall Rose and Josh Biering presented a Financial Review and Market Outlook for the Grand Chapter of Texas to the Board of Directors. They provided copies of a detailed Financial and Investment Review for all Board of Director members and all Corporate Board members. Synopsis of presentation included: A presentation on Bonds and Fixed Income. An overview of current accounts, the current market value, the principal restricted funds and the available funds. Investments look pretty good at this time. Discussion on growth in the US Market and Global Market. Discussion on high grade stocks. Discussion of Endowment Account Portfolio. Discussion of Education Accounts Portfolio. Questions on current Risk Assessment and changing the Risk Assessment

2 Birthdays and Anniversaries: The birthdays of Greta Spralding and Debi Fincher were recognized. The anniversary of Ellen and Jim Pickrell was recognized Minutes: The minutes of the September 15, 2018 Board of Directors Regular Meeting at Ben Hur Shrine Temple in Austin, Texas were presented. Darrell Albrecht moved that the minutes of the July 21, 2018 Board of Directors Regular Meeting be approved as presented. The motion was seconded by Phyllis Wilson and adopted. Vote Ratification: The next item of business was ratification of votes conducted in September and October. September 23 rd Vote to approve the necessary repair (replacement of Positive Crankcase Ventilation (PVC) System hose) to the OES van. October 11 th Vote to approve the replacement of the rear breaks and rotors on the OES van. October 16 th Vote to replace the faulty tire air pressure sensor on the OES van with the work being done at Discount Tire. Phyllis Wilson moved to ratify these votes. The motion was seconded by Barbara Martin and adopted. Correspondence: Cards sent by the Secretary included: 7 Birthday Cards, 1 Anniversary Card, and 2 Get Well Cards. A thank you card from Debi Fincher expressing her appreciation for the donation made in honor of her mother. Grand Secretary s Report: Grand Secretary, Dr. Ellen Pickrell, reported on the following items: Audit Status: Audit has been completed except for Past Grand Matron, Melissa Hudman s portion. Printer (Konica Contract): Two quotes have been presented by Konica one for three (3) years and one for five (5) years. Pros and cons of quotes were discussed. In both quotes 100% maintenance and toner replacement are covered. Some of the Grand Chapter printing for large volume items is outsourced. Printer used this past year was Allegro. Pros and cons of outsourcing versus inhouse were discussed. Darrell Albrecht moved that Grand Chapter Office approve the three (3) year Konica Contract. The motion was seconded by Cindy Echols and adopted. Tom Brisko wanted it noted in the minutes he voted against the motion. Macatee Trust Agreement: A payment has been made to the Eastern Star Home in the amount of $5,

3 Grand Treasurer s Report: Grand Treasurer, Greta Spradling, reported on the following items: The Board has been provided with the Financial Reports that had been requested. Unfinished Business: Information on ENABLE Labs was presented by Grand Secretary, Dr. Ellen Pickrell. Conversion of data from current database to MORI system has started and will take several months. Ellen Pickrell and Betty Hancock will be trained on the new system by the company. Training sessions will be created for the Chapter secretaries. Greta Spradling offered assistance in putting together training information also. 501(c) (3) update Darrell Albrecht reported on the research done on the 501 (c) (3). How the funds are being controlled is a major concern. In conducting research, problems have been encountered locating records. Suggestion that the money be spent in the fund for the OES Ladies until it is depleted. Discussion on this item will continue next month. The committee will talk with Herb Garon an attorney. New Business: IT and Computer Support at the Office: Information on IT and Computer Support was presented by the Grand Secretary, Dr. Ellen Pickrell. Ray Hargis and Carl Hargis assisted with the recent problems with the computer equipment experienced by the Grand Chapter Office. The old server was decommissioned and the Grand Chapter Office has a new server. AT&T will be changing all the phone lines from analog to digital this month. Wi-Fi in the Grand Chapter Office is not working. A suggestion was made to put an ad in the Bulletin for networking assistance at the Grand Chapter office. Status of Code issue on OES Van: Information on the OES Van was presented by Carlotta Fairchild. The problem was fixed at the dealership. Ford dealership s computer records are independent for each dealership; however, warranty records will show up state-wide. Worthy Grand Matron, Carolyn Martin, would like a joint meeting regarding Strategic Planning with the Board of Directors and Corporate Board. Several dates were discussed. Carlotta Fairchild, Chairman, will work with Worthy Grand Matron to work out a date. Suggestion was made that instead of a face to face meeting that a teleconference meeting be set up.

4 Committee Reports: Benevolent Aid: Phyllis Wilson reported on Benevolent Aid. September 2018 Long Term Aid was paid to the following Chapters: Kerrville #24 Winnie #160 Everman #624 Alamo Heights #734 South Fort Worth #835 Liberty-Dayton #634 Duncanville #1014 Whitewright #939 Wisteria # Emergency Aid was paid to the following Chapters in September: Bryan #222 Mont Bellview #1142 Hillsboro #769 Temporary Aid was paid to the following Chapter in September: Winnie #160 The totals for Benevolent Aid in September were: Long Term Aid $ 4, Emergency Aid $ 4, Temporary Aid $ Total $ 9, October 2018 Long Term Aid was paid to the following Chapters in October: Kerrville #24 Winnie #160 Everman #624 Alamo Heights #734 South Fort Worth #835 Duncanville #1014 Whitewright #939 Liberty-Dayton #634 Amarillo #787 The totals for Benevolent Aid in October were: Long Term Aid $ 4, Emergency Aid $ 0.00 Temporary Aid $ 0.00 Total $ 4, Wisteria Chapter #823 returned their check for October, as the assistance was no longer needed by the member. The assistance by the member was greatly appreciated. Museum: Darrell Albrecht reported on the Museum. No new information available. He has contacted the General Chairman and offered his assistance as needed. Titles, Deeds, & Properties: Cindy Echols reported on the Titles, Deeds and Properties. No new information available. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. We have 2 Ladies in the Independent Living area and 2 in the Clinic. All of the Ladies are doing well. Each OES Lady has received a Texas Tabby and each Tabby has been named, by their new owners. They appreciated receiving one of the Worthy Grand Matron s project for this year. Tamela Henington moved that money be designated from the 501(c) 3 fund account to provide for the OES Ladies needs as the need arises. The motion was seconded by Cindy Echols and adopted. Worthy Grand Matron s Special Projects: Tamela Henington reported on the Worthy Grand Matron s Special Projects. A few of the projects are already showing a profit.

5 Miscellaneous: The next Board Meeting is November 17, 2018 at the Grand Chapter Office in Arlington. Bob Royall will present the devotional at the October meeting. Our meeting for Legislation will be held on April 26 th at Norman Read #1010, in Midland District Reports: District 1: Tom Brisko reported on the following happenings: There are two Chapters having 100-year anniversaries: Sulphur Bluff #246 Beckville #274 Pine Tree #1090 had a 50 th anniversary on October 14 th Lewisville #935 will have 70 th anniversary on November 20 th Edwin J. Kiest #959 will have an Honor Night for Henry S. Martin Most Worthy Grand Patron on November 26 th Past Grand Matrons Joyce Gilbert and Melissa Hudman are experiencing some serious health problems. Please keep them both in your prayers. District 2: Cindy Echols and Tamela Henington reported on the following happenings: Schools of Instruction for District 2 are almost over. After the Abilene School there will be a Trunk or Treat at the lodge. If you are attending the school, feel free to bring a bag of candy. District 3: Barbara Martin and Darrell Albrecht reported on the following happenings: Schools of Instruction for District 3 are starting. Doris Moore passed away Stockyard Lodge will present the play Rose Upon the Altar at 7:30pm on November 3 rd. October 21 st is the TMRC Halloween Party at 1:30pm Deputy Grand Matrons are making their official visits to Chapters District 4: Debi Fincher and Bob Royall were not present. Nothing was reported. District 5: Carlotta Fairchild and Phyllis Wilson reported on the following happenings: Randy Martin will receive the Golden Trowel Award on November 3rd. A member in Waelder Chapter had her 100 th birthday. Past Grand Patron Kenneth Gregory and his wife, Juanita, are moving into an Assisted Living apartment in January. The Chairman reported on the Executive Session at which Benevolent Aid was discussed. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 11:27am. Respectfully submitted, Janet Travers Recording Secretary

NOTE: These minutes were approved as read at the July 21, 2018 Board of Directors Meeting in Arlington, Texas.

2017-2018-064 NOTE: These minutes were approved as read at the July 21, 2018 Board of Directors Meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR