NATIVE DAUGHTERS OF THE GOLDEN WEST PROPOSED MANUAL OF INSTRUCTION

Transcription

1 NATIVE DAUGHTERS OF THE GOLDEN WEST PROPOSED MANUAL OF INSTRUCTION

2 MANUAL OF INSTRUCTION Basic Rules 1. Square corners shall be observed for all floor work. 2. When the Parlor is in session, no one shall cross between the Altar and the President s station (except Marshal and candidates during Initiation). 3. The station directions are determined from the First Vice President s station; Left Marshal s station, Right Past President s station. 4. The Marsha never turns he back to the Altar but turns to the left or the right as she leaves the Altar. 5. Officers march directly to their chairs and turn immediately in front of it to be seated. Officers never back into their stations. 6. Hats and gloves are not worn during the Parlor sessions except those required for medical and/or religious reasons. 7. Rise to speak and always address the presiding officer. 8. When the President raps up the Parlor for opening or closing the Bible, the members stand reverently. The Bible is closed and re-opened by the Marshal at each recess upon instruction of the President. 9. Smoking shall not be permitted during the Subordinate Parlor sessions. 10. The word California is not to be used in any abbreviated form in correspondence of the Order, except where necessary to conform to United States Postal Regulations. 11. The song I Love You California is not a part of the Rituals, and the singing of it is optional. Suggestions for use: It may be played and/or as music for Regalia March. It may be sung in unison when participating in a coin march. It may also be used to escort any Grand Officer, etc. Opening Ceremony The Subordinate Parlor meetings should be opened as promptly as possible at the hour specified in the Subordinate Parlor By-laws. Subordinate Parlors should have Opening March of Officers at every meeting. It adds much to the impressiveness and beauty of the Opening Ceremony and is an incentive to promptness on the part of the Officers. The Deputy Grand President assumes her seat of honor before the meeting is called to order. A Chairman appointed by the President calls the Subordinate Parlor to order. If found necessary to omit the Opening March, the President begins with the Ritual Opening Ceremony. 2

3 The Chairman instructs the Officers to retire and prepare for formal entrance. Officers proceed to the outer room and form two lines under the supervision of the Second and Third Vice Presidents for their respective lines. If vacancies occur in the lines, the Vice Presidents shall notify the President who shall appoint substitutes. Regalia should be assumed by the Officers, Grand Officers, Supervising District Deputy Grand President, and Deputy Grand President before opening of the Subordinate Parlor. It is the duty of the Marshal to see that the Regalia is in the outer room and the duty of the Second and Third Vice Presidents to see that each Officer in line has her Regalia. When the Officers are in place, the Second Vice President signals the Chairman, who calls up the Subordinate Parlor with one rap of the gavel. The Organist plays a march as Officers enter. The two lines march to the station of the First Vice President with about six feet between the lines, and then, with square corners, march to the Altar, stopping about three feed from either side of the Altar and facing the front of the room, with ample space between the lines for the Marshal and the President to move forward with dignity and without crowding against the Altar. The Marshal walks beside the President without offering her arm. Both Officers square corner around opposite sides of the Altar; as they meet, the Marshal then offers the President her left arm and conducts her to the President s station. As the President and the Marshal approach the President s station, the President passes to the left and enters her station; the Marshal passes to the right. The Chairman presents the gavel to the President, then steps to the side of the Marshal who offers her left arm and escorts the Chairman to her seat in the first chair in front of the station of the Financial Secretary. (See Ritual, Second Movement.) The Marsha returns to a position in front of, and to the right of the President s station, after which remaining Officers march toward the front of the room and then proceed to their respective stations. (See Ritual, Third Movement.) The Second and the Third Vice Presidents, when near their stations, shall then turn, and assume their stations. When all Officers are standing at their stations the Marshal, without any signal or word marches in a straight line down the room, passes the Past President s station, square-corners on a line three feet back of the Altar, then proceeds to her own station and enters on the side nearest the President. (See Ritual, Fourth 3

4 Movement.) The Second Vice President and the Inside Sentinel leaves her station on the right side. All the Officers enter and leave their stations on the left side. Music continues until two raps of the gavel are given, then Officers and Members take their seats. Sentinel Instructions The Outside Sentinel shall stand when addressed by the President and proceed as directed. It is not compulsory for the Outside Sentinel to remain in the outer room during the Opening Ceremony, unless there may be frequent raps at the outer door. The Inside Sentinel shall close the inner door whenever the Outside Sentinel retires. To Enter a Subordinate Parlor While in Session To enter a Subordinate Parlor while in session, a Member or visitor shall attract the attention of the Outside Sentinel, by giving the proper door signal. When the door is opened by the Outside Sentinel, a Member shall present her current official dues receipt to gain entrance. A visitor shall give the Outside Sentinel her name, and the name and number of her Subordinate Parlor, in addition to her current dues receipt. When admitted, a Member or visitor shall advance to the First Vice President with hands empty, and give the Sign of the Order. After receiving the Answering Sign, she may be seated. The First Vice Presidents remains seated when giving the Answering Sign. (Modified 2011) If requested, the Outside Sentinel may instruct a Member of visitor in the manner of entering the room and making the Sign of the Order, providing such instruction be given in strict privacy. (Modified 2011) If a Member dies not have a current official dues receipt, the Outside Sentinel shall so inform the Inside Sentinel and quietly ascertain if the Member is entitled to be seated. If the Member is not entitled to be seated because of nonpayment of dues and/or assessments and when informed wishes to pay the same, the Inside Sentinel may transmit said dues or assessments so the Member may be seated. This, of course, does not apply to a suspended Member. If in doubt as to admitting a visitor the Inside Sentinel shall ask the President for instruction. A visitor not having an official current dues receipt is not entitled to enter the meeting. (Modified 2011) Members or visitors entering, leaving, or re-entering while a Subordinate Parlor is in session, shall give the Sign of the Order to the First Vice President. 4

5 Pledge of Allegiance to the Flag The open right hand shall be placed over the heart when the United States Flag is escorted in and out of the hall. The Members shall follow the example of the presiding officer in raising and lowering the hand. Flag. The President directs the Marshal to lead the Pledge of Allegiance to the The Marshal turns and marches toward her station and turns and advances along the sidelines toward the front of the room, approximately six steps. During the Initiation, the Marshal assumes the same position to lead the Pledge of Allegiance to the Flag. The Marshal places her open right hand over her heart, her left hand empty and at her side, and begins the Pledge with no further command. To keep a large audience in unison, the Marshal should use a slower cadence than if speaking alone and allow a very slight hesitation on the first word I. All Members place their open right hand over their heart in action with the Marshal, the left hand empty and at their side. Members should look at the Flag, with right hand over their heart, until the Pledge and singing of the Star-Spangled Banner are completed. The Marshal stands facing the Flag until completion of the Pledge and singing, and then returns to her station. The head of the eagle on the flag standard shall face toward the rear of the room as stated in the Flag Code. Escort Work PRESIDENT: Worthy Marshal, you will escort our to the Altar. The Marshal proceeds to where the dignitary is standing. The Marshal may offer either arm, but the dignitary being escorted should be next to the audience, and escorts her to the rear of the room, square-corners, and proceeds to the Altar from the First Vice President s station. The Marshal then takes one step back. When escorting the Grand Officer to her station, the Marshal shall not turn her back to the Altar. 5

6 Order of Escort Grand Officers Seats of Honor Grand Officers Seat of Honor 1. Grand President Left of President The President calls up the Subordinate Parlor with one rap of the gavel as the Marshal approaches the Grand President; the Marshal shall escort her to the Altar where she is introduced and then to her seat of honor to the left of the President s station. The President should offer the gavel to the Grand President as she reaches the President s station. The Grand President returns the gavel immediately. The Subordinate Parlor is rapped up only for the Grand President or in her absence for the Deputy Grand President. The Subordinate Parlor President shall stand when making all introductions. The Marshal returns to her position behind the Altar for further escort work. The President seats the Subordinate Parlor with two raps of the gavel when the Marshal reaches the Altar. All other Grand Officers are presented at the Altar, introduced, and escorted to their seats of honor as follows and as indicated on Chart 1, Seating of Grand Officers, Manual of Instruction. 2. Junior Past Grand President Right of Past President After introduction, escort to the left side, around the rear of the room, to her seat of honor. 3. Grand Vice President Left of First Vice President After introduction, escort to the left side, around the rear of the room, to her seat of honor. 4. Grand Marshal Left of Marshal After introduction, escort to the right side around rear of the room, to her seat of honor. 5. Grand Secretary Left of Recording Secretary After introduction, escort to the left side of the room, up the sidelines to her seat of honor. 6. Grand Trustees Right of Trustees The order in which the Grand Trustees shall be seated is determined by position on the Board of Grand Trustees. Chairs should be provided, and Grand Trustees will assume their correct chairs prior to the Opening Ceremony of the Subordinate Parlor. 6

7 7. Grand Inside Sentinel Left of Inside Sentinel After introduction, escort to the left side in front of the First Vice President to her seat of honor. 8. Grand Outside Sentinel Right of Outside Sentinel After introduction, escort to the left side in front of the First Vice President to her seat of honor. 9. Past Grand Presidents Right of the Past President Past Grand Presidents shall be seated to the right of the Past President, in order of their seniority beginning with the Junior Past Grand President and continuing to the Senior Past Grand President. The Marshal escorts the Past Grand President with the greatest seniority to the left side of the Altar, all others follow two by two if possible, leaving space for the other Past Grand Presidents to line up according to seniority. The President shall introduce them in that order. After introductions, escort the Past Grand Presidents to the left side, around the rear of the room to their seats of honor. It is a courtesy when the Senior Past Grand President is present that she be escorted alone and prior to the escort of the other Past Grand Presidents. 10. Permanent Members Left of Marshal After introduction, escort to the right side of the room around the rear of the room, to her seat of honor. 11. Supervising District Deputy President Right of Third Vice President The Supervising District Deputy Grand President assumes all duties, rights, honors, and privileges of the Deputy Grand President when the Deputy Grand President is incapacitated. If the Supervising District Deputy Grand President is also the Deputy Grand President to the presiding Subordinate Parlor or participating Subordinate Parlor at an Official Visit, she is escorted as the Supervising District Deputy Grand President. At this time she is introduced as the Supervising District Deputy Grand President to District No. and Deputy Grand President to Parlor No.. She shall sit to the immediate right of the President at regular meetings and to the left of the President at Official Visits. 12. Deputy Grand President Right/Left of the President When the Grand President is present, the Deputy Grand President shall sit to the immediate left of the President. In the absence of the Grand President, the Deputy Grand President shall sit to the immediate right of the President. In order that the Subordinate Parlor President may have the benefit of the guidance of the Deputy Grand President for the complete Order of Business, the Deputy Grand President, prior to the opening, shall assume her seat next to the President. She shall be escorted to the Altar during escort work. At a joint Official Visit the Deputy Grand President for the presiding 7

8 President shall be seated next to her, and when the Presidents exchange chairs, so shall the Deputy Grand Presidents. When the Grand President is not in attendance, the Deputy Grand President is escorted in the place of the Grand President, and takes precedence over the Grand Officers and the Supervising District Deputy Grand President. 13. Parlor Organizer(s) or Charter Member(s) On special occasions Subordinate Parlor Organizer(s) or Charter Member(s) may be escorted to the Altar and introduced and escorted to their seats. A Grand Officer, or Past Grand President holding two positions, such as Supervising District Deputy Grand President or Deputy Grand President, shall be introduced in the order of greatest honor, and in the order of escort, taken to her seat of honor as Supervising District Deputy Grand President or Deputy Grand President and introduced by that additional title as the Altar. As a Grand Officer is being escorted to her seat of honor, the Member(s) holding the corresponding Subordinate Parlor office shall rise as the Marshal leaves the Altar with the Grand Officer and remain standing until the Marshal has returned to the Altar or to her station. Changes in the Escort of Grand Officers to seats of honor, such as special floor work, may be used at the discretion of the Subordinate Parlor. The President shall request the guests to rise and introduce themselves, in the order listed: a. Visiting Supervising District Deputy Grand Presidents b. Visiting Deputy Grand Presidents c. State Chairmen d. Visiting Subordinate Parlor Presidents or representatives e. At joint Official Visits, each Secretary of participating Subordinate Parlors shall rise and announce the number of Members present. Draping of the Charter Upon notification of the death of a Grand Officer, Past Grand President, Permanent Member of Grand Parlor, or a Member of the Subordinate Parlor, the Charter shall be draped before the Opening Ceremony and the Memorial Service conducted according to the Ritual. The Memorial Service is conducted at the first meeting only, but the Charter is draped for two meetings. 8

9 Changing the Order of Business Any part of the Order of Business may be changed or omitted, by a favorable two-thirds vote of the Members present (i.e., - Motion I move we change the Order of Business and have balloting followed by Initiation. Or I move we change the Order of Business and proceed with Initiation. ) Roll Call of Officers The President of the Subordinate Parlor shall announce Officers excused before roll call. Basic policies relative to excused absence shall be established by the Subordinate Parlor, to conform to Constitution Subordinate Parlors, Article Fifteen. Marshal rises and stands at her station as the Recording Secretary calls the roll of Officers, preceding the name of the Member with her official title. The Marshal answers, present, absent, or excused. In calling the roll, the following order must be observed: Past President President First Vice President Second Vice President Third Vice President Recording Secretary Financial Secretary Treasurer Marshal Trustees (3) Organist Inside Sentinel Outside Sentinel Senior Past President Junior Past President Deputy Grand President The Recording Secretary shall note in the minutes the names of absent Officers. Officers absent at roll call, but entering later shall be recorded as present. The Roll Book shall be marked as follows: ( ) for present; (A) for absent; (Ex) for excused. 9

10 Minutes Members may enter during the reading of the minutes. The minutes shall begin with (Hall) Parlor No., Native Daughters of the Golden West, (street address), (city), (date). The number of session is optional. The minutes shall contain and correct record of the proceedings of the meeting, including: a. List of absent Officers b. List of communications and action taken (The full text may be inserted by a favorable two-thirds vote of the Members present.) c. All motions including name of the maker, and whether carried or lost (motions withdrawn are not included) d. Any nominations and the name of the nominator e. Complete election results f. Essentials of all reports and a brief explanation to justify any action taken g. List of applications for membership, including transfer and reinstatements h. List of requests for transfers or resignations and action taken i. List of Members suspended j. List of honored guests k. List of visiting Subordinate Parlors l. Lists of receipts and disbursements m. Parlor membership total n. Action taken on unfinished business All motions are recorded as made. The President shall state the motion as Made and the vote is taken. Members should pay close attention to see that motions are stated and recorded as made by the Members. Lengthy motions should be presented in writing. The Recording Secretary will record the proceedings of the Subordinate Parlor meetings in a bound minute book, or type or electronically record meeting minutes on loose-leaf pages to be kept in a binder. Each set of minutes shall have the seal of the Parlor affixed and bear the signatures of the presiding officer and the Recording Secretary. Once a fraternal year is complete the Recording Secretary is authorized to have the loose-leaf minutes bound by a printer, stationer, publisher, or other such establishment. In addition to the minutes, the permanent record will include the completed Quarterly Audits of the Board of Trustees, copies of the completed Semi-Annual Report Forms including annual Membership Summaries, and a cover page specifying the contents of the permanent records. At the discretion of the Subordinate Parlor, the annual permanent records may be consolidated into a bound book every five years. (Added 2014) 10

11 To spread upon the Minutes means to paste the material in the minute book. Minutes shall not include discussions nor personal opinions of Members nor the Recording Secretary. Minutes shall close: No further business appearing before the meeting, the Parlor was closed in due form. Sincerely and fraternally yours, Recording Secretary President If there are corrections to the minutes the Recording Secretary will make the correction in the margin, but never by erasure. Minutes are then approved as corrected. Minutes approved at one meeting may, by motion and favorable two-thirds vote of Members present, be corrected at any time in the future without reconsidering the vote that approved them. If there is an objection to a correction of the minutes, a motion so stating must be made, seconded, and carried by a favorable two-thirds vote of the Members present. Nothing shall ever be inserted in the minutes that did not occur at the meeting. Nothing in the minutes can be obliterated, but a motion can be made to expunge a portion of the minutes. If so voted by a favorable two-thirds vote of the Members present that portion to be expunged is circled and the date of the motion written in the circle in the presence of the Members in attendance. This does not in any way modify the action taken. Immediately upon approval of the minutes, the Recording Secretary shall present the minutes to the President for her signature. (Modified 2014) When a motion is made to postpone the reading of the minutes, they shall be read at the next regular meeting of the Subordinate Parlor. A committee shall not be appointed to approve the minutes. All minutes may be read aloud in the Subordinate Parlor for approval by the Members present or a draft of the minutes of the previous meeting can be distributed to Members in attendance in writing for corrections. Members must present corrections to the Recording Secretary prior to the meeting. In such a case it is presumed that the Members used this opportunity to review them, and the minutes re not read, unless this is requested. Any program presented or activities held during a recess or after the meeting is adjourned should be noted in the minutes, but no business can be transacted during such periods. If an open meeting is held, the minutes shall contain a complete record of the meeting. Application for Membership No application is to be read unless accompanied by the initiation fee and six months dues in advance. A copy of the applicant s birth certificate, or legal affidavit, must accompany the application. After examination of the required proof 11

12 of birth by the President, Recording Secretary, and Chairman of the Board of Trustees, same shall be signed on the reverse side of the application before sending it to the Grand Parlor Office; the original birth certificate of legal affidavit shall be returned to the applicant. The Recording Secretary reads the application, and the President appoints a Membership Committee of three Members. After an application for membership has been read in the Subordinate Parlor, the Recording Secretary sends it directly to the Grand Parlor Office for approval. (Refer to Constitution Subordinate Parlors, Article Two.) Applications should be legibly written in ink and all questions fully answered. An application may not be balloted upon until it is approved by the Grand Parlor Office personnel and bears the imprint of the Grand Parlor Seal. This also applies to a transfer. If the Grand Parlor Office report is unfavorable, the application cannot be considered by the Subordinate Parlor. Candidates to be initiated must have been elected to membership at a previous meeting except under extenuating circumstances, when a favorable twothirds vote of the Members present is necessary to ballot and initiate at the same meeting. (Refer to Constitution Subordinate Parlors, Article Two.) Subordinate Parlors are allowed to hold special meetings to read applications. (Refer to Constitution Subordinate Parlors, Article Three.) The initiation fee and dues paid in advance must be entered by the Financial Secretary in the meeting receipt book, the money paid into the treasury, and counted with the receipts of the meeting. The Financial Secretary enters the initiation fee and dues paid in advance, with the date of receipt, in the membership ledger. The initiation fee shall be forfeited by an applicant who fails to appear for Initiation within six months after her election, but dues paid in advance shall be refunded. The initiation fee and dues paid in advance shall be refunded to an applicant whose application is rejected. Prospective Members should be given an opportunity to read the Constitution of the Native Daughter of the Golden West and the Subordinate Parlor By-laws before joining the Subordinate Parlor. They should know the requirements of membership. (Refer to Constitution Subordinate Parlors, Article Two.) Under no circumstances shall the names of candidates be announced publicly until after the Initiation has been completed. 12

13 Procedures to be used for Dual Membership a. A Member in good standing desiring Dual Membership must make a request in writing to both the Home Parlor and to the Associate Parlor. b. The Home Parlor Recording Secretary shall obtain a Dual Membership application from the Grand Parlor Office for the Member to complete. The application is valid for six months from date of issuance. c. After the application is read in the Home Parlor, and if all demands against the Member have been paid, the Home Parlor Recording Secretary verifies that all dues and assessments are current by affixing her signature and the Seal of the Parlor to the application. The Home Parlor Recording Secretary retains one copy along with a completed application and gives the Member one copy along with a Grand Parlor Native Daughters of the Golden West Dual Membership Card and a 3x5 self-addressed postcard. d. The Member gives the application and the cards to the Associate Parlor Recording Secretary along with six months dues, including Per Capita Tax, and Home Assessment Fees, paid in advance. e. After the application is read, the Associate Parlor ballots. After a favorable ballot, the Recording Secretary notifies the Member requesting Dual Membership her application is complete and she is a Member of the Parlor. If the request for Dual Membership is not accepted, the affiliation fees will be refunded and the Member will retain her membership in the Home Parlor. f. After the Member is accepted, the Associate Parlor Recording Secretary completes a Native Daughters of the Golden West Dual Membership Card and a Membership Activity Form and sends them to the Grand Parlor Office. In the middle of the Membership Activity Form under Transferred in, write Dual Member. g. The Associate Recording Secretary acknowledges that the Member is now a Dual Member by returning the 3x5 postcard to the Home Parlor Recording Secretary. Procedure to be used for Subordinate Parlor Member-at-Large A Subordinate Parlor Member-at-Large candidate shall request an application from the Parlor s Recording Secretary. The candidate shall return the completed application, proof of eligibility and the Parlor initiation fee, to the Subordinate Parlor. The completed Application for Membership shall be 13

14 forwarded to the Grand Parlor Office for approval before being balloted upon. The candidate shall be balloted upon by the Subordinate Parlor in the normal manner. If the vote is favorable, the Recording Secretary will send a copy of the Affiliation Ceremony to the candidate, who will then sign the Obligation Declaration stating that I am eligible for membership in the Native Daughters of the Golden West, and I wish to affiliate with the Native Daughters of the Golden West as a Subordinate Parlor Member-at-Large. I have read the Affiliation Ceremony and agree with the principles reflected therein. The Obligation Declaration accompanied by one year s dues shall be returned to the Recording Secretary of the Parlor. Upon receipt, the Recording Secretary shall send to the new Subordinate Parlor Member-at-Large a New Member Packet, including a letter of welcome from the Grand President indicating that the candidate has been accepted as a Subordinate Parlor Member-at-Large as well as a receipt for one year s dues. The Grand Parlor Office shall be notified of the acceptance of the Subordinate Parlor Member-at-Large in the normal manner. If the application is rejected, the candidate and the Grand Parlor Office shall be so notified. Procedure for Issuing and Processing Transfer(s) 1. A Member in good standing wishing to transfer must apply for a transfer in writing; a fee of $1.00 shall accompany the request, to be retained by the Subordinate Parlor. 2. The Recording Secretary issues the Transfer Form, which is valid for six months from date of issue. She gives the white copy to the member requesting the Transfer, sends the yellow copy to the Grand Parlor Office, and retains the green copy for the Subordinate Parlor s records. 3. The Member requesting the Transfer Form submits her white copy with the Subordinate Parlor of her choice, herein designated as the Receiving Subordinate Parlor, with six months dues in advance. 4. After the transfer is read, the Receiving Subordinate Parlor immediately forwards the white copy to the Grand Parlor Office for approval. 5. The Grand Parlor Office personnel, upon receipt of the Transfer Form, approves and returns it to the Receiving Subordinate Parlor. 6. Upon receipt of the approved Transfer Form from the Grand Parlor Office, the Receiving Subordinate Parlor ballots on the Transfer at its next regular meeting. After a favorable ballot, the Recording Secretary notifies the transferring Member her transfer has been accepted and her name has been entered in the Roll Book. Should the vote be unfavorable, the Recording Secretary of the Receiving Parlor shall notify the Member, the Recording 14

15 Secretary of the Issuing Parlor, and the Grand Parlor Office. The member will remain a Member of the Issuing Parlor. 7. After the Member has been accepted, the Receiving Subordinate Parlor notifies the Issuing Subordinate Parlor and the Grand Parlor Office that the Member s transfer is complete and her name has been entered in the Roll Book. The Grand Parlor Office then updates the records to reflect the transfer. 8. Each of the two Subordinate Parlors involved notifies the Grand Parlor Office, as follows: the Issuing Subordinate Parlor sends a Transfer out form; the Receiving Subordinate Parlor sends a Transfer in form. (Refer to Constitution Subordinate Parlors, Article Two.) Report of Membership Committee Applications for membership may be read at a regular or special meeting, entered on the minutes, and referred to a Membership Committee of three Members to be appointed by the President and so notified, in private, by her. This committee, individually, shall inquire into the character and fitness of the applicant to become a Member and make a personal call upon the applicant. Results of the inquiries shall be made in private to the President. The Membership Committee shall then be discharged, and the President alone will sign the Membership Committee Report on the reverse side of the application. The President shall notify the Recording Secretary of the result of the inquiry-whether favorable or unfavorable. If the report is favorable, a ballot shall be taken; if the report is unfavorable, the applicant shall be declared rejected. When rejected, the applicant cannot apply for membership in the Subordinate Parlor for a period of six months. Balloting 1. No one shall be permitted to enter nor leave the room during the Ceremony of Balloting. 2. An application for membership to be balloted upon shall have: a. Favorable report of the Membership Committee b. Initiation fee and six months dues paid in advance c. Birth certificate, passport, or legal affidavit d. Approval by the Grand Parlor Office personnel 3. A request for Transfer to be balloted upon shall have: a. Valid Transfer Form (valid for six months from date of issue) 15

16 b. Six months dues paid in advance c. Approval by the Grand Parlor Office personnel 4. A former Member suspended for non-payment of dues, before her application can be balloted upon, shall have: a. Paid all claims against her (six months dues and/or assessments at time of suspension) b. Six months dues shall have been paid in advance c. Approval by the Grand Parlor Office personnel 5. A former Member who resigned, before her application can be balloted upon, shall have: a. Six months dues paid in advance b. Favorable report of the Membership Committee c. Approval by the Grand Parlor Office personnel The President reads the names of the candidates to be balloted upon. When there is more than one applicant to be voted upon, the entire list may be balloted upon as a whole. All Members present and entitled to vote must vote on the election of candidates to membership. Members who are delinquent for three months dues and/or assessments are not entitled to vote. The Financial Secretary shall give the President a list of such Members before each meeting. The Marshal shall have the ballot box at her station before and after balloting. There must be white balls and at least six black cubes in the ballot box. During the balloting the Marshal always carries the ballot box with the open section forward. After the Sentinels are at their stations, the Marshal, instructed by the President, stands, takes the ballot box in her right hand keeping her arm level with the elbow, advances to the President s station, and places the ballot box on the station, closed section facing the President. The Marshal retires slightly from the President s station to the left, turns, and faces the rear of the room. The President examines the closed section and turns the ballot box to examine the open section. After inspection of the ballot box, the President instructs the Subordinate Parlor regarding voting, then casts her ballot. The Organist always ballots immediately after the President. The Marshal shall not cross between the Altar and the President to present the ballot box to the Organist. The Marshal may then present the ballot box to any other Member unable to participate in the ballot march. The Marshal then proceeds to the Altar and places the ballot box in a position to the left of the Bible or upon a separate table, with the open section toward the First Vice President. The Marshal then returns to her station, is seated, and ballots in her turn with the Members. The President calls up the Subordinate Parlor with one rap of the gavel for the balloting march. (See Closed Meeting Ritual, Balloting for Candidates.) Left 16

17 line is led by the Second vice President, followed by the Recording Secretary, the Trustees, the Marshal, then the Members; the right line is led by the Third Vice President, followed by the Treasurer, Financial Secretary, Chairman, Senior Past President, Junior Past President, Past President, then the Members. The two lines merge alternately into one line in front of the First Vice President s station and approach the Altar led by the Second Vice President, then the Third Vice President. The Inside Sentinel shall follow the last Member in line regardless of whether the last Member is in the left or right line, then the Outside Sentinel, and the first Vice President shall ballot last. Balloting should be done with the right hand. Members should keep an arm s length back of one another when in the balloting march. In the event that there are not enough ballots in the ballot box for all to vote, it should be so announced by the Member who finds a shortage of balls or cubes. The President will halt the line and direct the Marshal to present the ballot box to the first vice President who inspects it, but makes no comment. The Marshal then takes the ballot box to the President who inspects, makes no comment, and destroys the partial ballot. The Marshal replaces the ballot box on the Altar, and balloting is resumed. Each Officer or Member after casting her ballot shall alternate to the left or right, always turning the opposite direction from that taken by the preceding Member, advance to the front of the Altar, wait until her partner is directly opposite, then both march to the front of the room, and proceed to their respective seats. The Second and Third Vice Presidents, shall face toward the rear of the room, and remain standing until all Members have balloted. They shall then turn and assume their stations. After all Members have voted, the President seats the subordinate Parlor with two raps of the gavel and instructs the Marshal to attend to her duty. The First Vice President s station where she places the ballot box, closed section toward the First Vice President, withdraws slightly to the left of the First Vice President, and faces the front of the room during the inspection. The ballot is favorable unless three black cubes appear in the ballot; no mention is made of the number of black cubes. Favorable (or Unfavorable ), Worthy President is the only response of the First Vice President. The Marshal advances on the left side of the room with the ballot box to the President s station where she presents it for inspection, closed section toward the President. The Marshal retires slightly from the President s station to the left, turns, and faces the rear of the room during inspection. The First Vice President remains standing until the Marshal reaches the President s station. The President announces the result of the ballot, then at once destroys the ballot by putting some cubes and balls in the open space. If the result is 17

18 unfavorable, the President so announces, but another ballot must be taken immediately on the assumption that an error was made. If the second ballot is also unfavorable, the President so announces, and then the entire list must be balloted upon, each name separately. If there is only one candidate to be balloted upon, and both ballots are unfavorable, the President so announces. The Recording Secretary will include the rejection the minutes, and sends the rejected candidate s name and address to the Grand Parlor Office. The Marshal should make it her duty, privately to instruct new Members in balloting. Initiation of Candidates A Member of the Parlor should stay in the outer room with any candidates to be initiated. Candidates should be advised by the Marshal or the Member regarding the following points: 1. During the meeting hats and gloves are to be removed except for those required for medical and/or religious reasons. Hands are to be empty when repeating the obligation. (Candidates purses, etc., should be taken into the meeting room before Initiation begins.) 2. To repeat aloud the obligation 3. To follow instructions while taking the obligation 4. The procedure for marching and lining up behind the Altar 5. The seating arrangements after Initiation No business will be conducted during the Initiation Ceremony. The President requests the Inside Sentinel to admit all Members including those waiting with the candidates to re-enter the meeting at this time in the proper manner. The President instructs the Marshal and assistant Marshal(s) to retire; they proceed along the sidelines to the anteroom. The Sign of the Order is not given to the First Vice President by the Marshal or her assistant(s). The candidates are escorted in a double line, the Marshal taking the first candidate, and the assistants evenly spaced along the line of candidates. The last candidate should be escorted by an assistant Marshal. The Marshal and assistants offer the left arm to the candidate and approach the inner door; the Marshal gives the door signal at the inner door. The President calls up the Subordinate Parlor with one rap of the gavel and the Inside Sentinel opens the door. The Marshal and the candidates enter and wait for the welcome from the Inside Sentinel. The Outside may assist by closing the door after all candidates are inside the room. After the Inside Sentinel has extended a welcome, the Marshal and candidates proceed around the room. (See Initiation Ceremony for Diagram.) 18

19 At this time appropriate music may be played. The Initiation Ode is optional. When candidates are taking the obligation, the Marshal and assistant(s) should see that the candidates have their hands properly placed over their heart, and join the candidates in repeating the obligation aloud. The candidates lower their hands to their sides at the end of the obligation. The Past President returns to her station after administering the obligation. The President will announce whether I Love You, California or Hymn to California will be sung in unison or as a solo. Candidates and Members remain standing until the singing is completed. The President seats those in attendance with two raps of the gavel. After the meeting, the new Members will sign the roll book. After the Junior Past President has extended congratulations, the President will introduce the new Members. A recess may be called; if not, the President should announce that congratulations will be offered after the meeting and instruct the Marshal to seat the new Members. At this time the Vice Presidents and the Past President will return to their stations. If a coin march is to be held at an Official Visit, it should be conducted immediately following the Ceremony of Initiation. It is not necessary to declare a recess for a coin march at an Official Visit. The American s Creed, as authorized by the United States House of Representatives, April 3, 1918, may be repeated or read at meetings of Subordinate Parlors, but will not be used as part of the Initiation Ceremony. Announcements and Communications The Recording Secretary stands and reads announcements and communications. All communications received from the Grand President and the Grand Parlor Support Assistant will be read to the Parlor. She shall summarize the circulars of State Chairmen and after reading, will direct them to the respective Subordinate Parlor chairmen. (Modified 2013) No circulars (i.e., letter or notice intended for distribution to the general public and/or to the Grand Parlor Directory) referring to the Order of the Native Daughters of the Golden West, or to any Subordinate Parlor, or Members of the Order, will be sent out by any Subordinate Parlor or Member thereof, without the approval of the Grand President. Any Subordinate Parlor Secretary receiving such circular without the approval of the Grand President affixed will not present same to her Subordinate Parlor without first referring to the Grand President for instruction. 19

20 Invitations, Subordinate Parlor bulletins, letters concerning District projects, and circulars endorsing candidates for a Grand Parlor office shall not be subject to the provisions of this section. (Standing Rules of the Constitution of the Grand Parlor, Subordinate Parlors.) No one is authorized to omit, or to order the Recording Secretary to omit, reading any portion of the Grand President s circulars, unless the Grand President has ordered such omissions. No Parlor may lay such official communication on the table, in order to evade or ignore its provisions; such action is a violation of the Constitution of the Grand Parlor and the Constitution Subordinate Parlors. No communication referring to candidates for public office will be read no considered, nor will candidates for public office be permitted to campaign in any manner at any Subordinate Parlor event. All communications shall take their usual course and be acted upon under New Business ; action should be consistent with the intent of the communication. Request for Transfer(s) A Member in good standing wishing to transfer must apply for a transfer in writing; a processing fee of $1.00 shall accompany the request, to be retained by the Issuing Subordinate Parlor. The Recording Secretary reads the request, and under New Business the Subordinate Parlor shall grant the transfer at the meeting at which the request is received, provided the Member is in good standing. The transfer shall be completed in triplicate on forms provided by the Grand Parlor Office, the white to be given to the Member, the yellow to be sent to the Grand Parlor Office, and the green to be retained by the Subordinate Parlor granting the transfer. (Refer to Constitution Subordinate Parlors, Article Two.) Bills Presented No blank bills may be received nor audited; all bills will specify the amount due and state for what the bill is rendered. A bill being presented by a Member will be itemized and signed by the Member. A Member presenting a bill for reimbursement will present a receipt showing the amount disbursed and items purchased. The check system must be used in the settlement of claims against the Subordinate Parlor. When possible, bills should be discussed and audited by the Trustees before the meeting opens. The Recording Secretary will read the bills when the President asks for the bills to be presented. 20

21 Expenditures provided for in the constitution Subordinate Parlors (per capita tax, Native Daughters of the Golden West Home assessment, etc.), those provided for in Subordinate Parlor By-laws or Standing Rules, and/or expenditures voted at a previous meeting may be presented as a bill and placed on the warrant with other audited bills. Such bills should be prepared by the Recording Secretary. Expenditures not provided for in the above manner, even though budgeted, require a separate motion to place the expenditure on the warrant. The Recording Secretary reads the bills. The President may announce there will be a recess while the Trustees audit the bills, signing the same, if found to be correct. Recess The Bible will be closed preceding recess. If a coin march is held during recess, it is suggested that the same procedure as the balloting march be followed. The Marshal takes the receipts to the Financial Secretary at the end of the coin march. After participation in the coin march, a Member may stand or be seated, according to her individual preference. (Refer to Manual of Instruction To Enter a Subordinate Parlor While in Session if Members wish to enter at this time.) Report of Auditing Committee The Chairman of the Board of Trustees stands and gives the report of the Auditing Committee upon request of the President and moves that warrants be drawn and bills be paid. The motion may be seconded by any Member of the Subordinate Parlor, stated by the President and voted upon. (See Closed Meeting Ritual.) Upon motion, the Subordinate Parlor may approve or reject the report of the Auditing Committee. At the close of the meeting, the Recording Secretary will present the completed warrant to the President for signature. She will then deliver the signed warrant to the Treasurer. Report of Sick and Disabled Members and Visiting Committee The Recording Secretary will notify members of the Visiting Committee when Members are reported sick or disabled. (Refer to Constitution Subordinate Parlors, Article Ten.) 21

22 Deprival of and/or Restoration to a Vote in the Subordinate Parlor The President reads the list of Members in arrears for three or more months and/or those to be restored to a vote as prepared by the Financial Secretary who passes it to the Recording Secretary for insertion into the minutes. Reports of Committees The President calls on the Chairman of each Standing Committee and Special Committee. Standing Committees of the Subordinate Parlor must include those prescribed in the Constitution of Subordinate Parlors, Article Ten, and Committees set by the Subordinate Parlor By-laws. A special committee may be appointed for a specific purpose. The powers of the special committee are limited by the terms prescribed in the resolution or order appointing that committee and may be increased by appropriate action of the Subordinate Parlor. Action on committee reports will be by motion, under either Unfinished or New Business. The President is an ex-officio member of all appointed committees. Committees should follow, as nearly as possible, the program presented by the State Chairman of the respective committee. The Chairman should keep a record of activities, one for the next Chairman in the Subordinate Parlor, and one as the basis for a report to the State Chairman for her annual report. Reports should reach the State Chairmen by April 30 each year so that the State Chairmen may meet the deadline of May 15 for their reports to reach the Grand Parlor Office. The Subordinate Parlor may allow a committee to appoint sub-committees composed of Members not on said committee. The Subordinate Parlor, by motion or resolution, may increase membership of a committee, and unless the resolution or motion names the additional members thereof, the President has the power to appoint the new members. The Subordinate Parlor has power by motion or resolution, to require any of its committees to report to the Subordinate Parlor. Each committee must meet as a body to transact business within its scope of action. A Subordinate Parlor, or an individual Member of a Subordinate Parlor, may demand an itemized report from a committee, and said committee must present the report. For failure or refusal to make a report, the Subordinate Parlor may dismiss the Chairman, the Subordinate Parlor may dismiss the entire committee and elect a new one by direct nomination of Members, or the Subordinate Parlor may leave the appointment of the new committee to the President. 22

23 Trustees Report of Quarterly Audit Only the Quarterly Report of the Trustees will be read in Subordinate Parlor following an audit. Reports of the book officers will be considered read and filed. The quarterly and semi-audit reports of the Board of Trustees should contain total receipts and disbursements, and the motion to accept, record, and file will be recorded in the minutes. Unfinished Business The President should know if there is any Unfinished Business or any business pending from previous meetings. The Recording Secretary should also prepare a list of Unfinished Business for the President for each meeting so that action may be taken. At this time action is taken on By-laws or Amendments, which are being read the second time for action, or being presented for final adoption, after approval by the State Committee on Laws and Supervision. New Business Any subjects not covered by the Order of Business are taken up under the heading of New Business. NEW BUSINESS: (Alphabetically listed) ASSESSMENTS Grand Parlor, providing a bill was not presented and acted upon under Bills Presented. BY-LAWS, STANDING RULES First reading, amendments and/or substitute amendments. COMMITTEE REPORTS New Business, or any recommendations presented in a committee report for action by the membership. COMMUNICATIONS President refers to communications by title with general reference to contents, and action is taken thereon as needed. The President also makes general reference to any invitations, civic affairs, etc. EXPULSION OF MEMBERS See Standing Rules of the Constitution of the Grand Parlor and the Constitution of Subordinate Parlors. FUNDS Expenditures of any Parlor funds, such as contributions or gifts, not provided for in a committee report or a bill presented. 23