NOTE: These Minutes were approved as read at the November 19, 2016 Board of Directors Meeting in Arlington, Texas.

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1 NOTE: These Minutes were approved as read at the November 19, 2016 Board of Directors Meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING OCTOBER 15, 2016 ARLINGTON, 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 Audri Rowell. The Chairman welcomed all present. Board Members present were: Chairman, Audri Rowell, District Two; Vice Chairman, Carlotta Fairchild District Five; Secretary, Barbara Martin, District Three; Ray Hargis, District One; James Parker, District One; Debi Fincher, District Four and Phyllis Wilson, District Five. Board Members absent were: Deborah Land, District Two; Jean Hobbs, District Three; and Bob Royall, District Four. Others present for all or part of the meeting were: Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Lorrie Owens; Past Grand Matron, Bess Caldwell; Linda Hargis and Janet Travers. The Chairman presented the following Housekeeping Rules for 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 Carlotta Fairchild presented the devotional, exploring the story of Refining Silver as referenced in Malachi 3:3. A prayer was presented by Carlotta Fairchild at the end of the devotional. The Birthdays for October were recognized. The October birthday of Bruce Hobbs was recognized. There were no Anniversaries recognized for the month of October. Minutes: The minutes of the September 17, 2016 Board of Directors Regular Meeting in Arlington, Texas were presented. Carlotta Fairchild moved that the minutes of the September 17, 2016 Board of Directors Regular Meeting be approved as corrected. 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.

2 September 27 th Vote that the Grand Chapter of Texas participate in the Amazon Smiles Program using the Eastern Star Home of Texas (501c3). The motion was made by Barbara Martin to ratify the vote. The vote was seconded by Debi Fincher and adopted. October 3 rd Vote to allow the Worthy Grand Matron to order Masonic knives (200 George Washington and 100 Benjamin Franklin). The motion was made by Debi Fincher to ratify the vote. The vote was seconded by Phyllis Wilson and adopted. October 5 th Vote to transfer $41, from the Eastern Star Home Fund (9007) to the Eastern Star Checking (6812) for the purpose of paying the TMRC invoice for September The motion was made by Debi Fincher to ratify the vote. The motion was seconded by Barbara Martin and adopted. October 12 th Vote to allow the Worthy Grand Matron to purchase 1000 puppies for Worthy Grand Matron s Special Projects. The motion was made by Debi Fincher to ratify the vote. The motion was seconded by Phyllis Wilson and adopted. Correspondence: Cards sent by the Secretary included: nine (9) Birthday, two (2) Thinking of You, one (1) Sympathy card and two (2) Anniversary cards. A Thank You note was received from Cheryl and Bob Royall for cards and flowers received for Cheryl s father s funeral. A Thank You card from the Worthy Grand Patron for the Thinking of You card sent to him. A Thank You card from the Worthy Grand Matron for having the new Grand Chapter Van to drive and receiving a love gift. A note from Jean Hobbs concerning the re-injuring of her neck and shoulder and would be unable to attend the Board Meeting. Grand Secretary s Report The Grand Secretary, Dr. Ellen Pickrell reported on the following items: Durable and Medical Power of Attorney for the OES Ladies The paperwork is now in the name of the Grand Secretary of the Grand Chapter of Texas. Barbara Martin will continue to work with the OES Ladies. The oil and gas lease is with Tri-C Resources, LLC. The amount of $ has been received from the lease. Grand Chapter Office has filed information for four (4) Texas unclaimed property claims. These claims are closed to the Grand Chapter and no money will be received. Grand Treasurer s Report The Grand Treasurer, Lorrie Owens, reported on the following items: The P & L report was sent to the Board. Money in the Per Capita account still needs to be disbursed to proper accounts. Funds to Benevolent Aid account still needs to be transferred.

3 Unfinished Business Information on the Amazon Smiles Program was presented by the Grand Secretary, Dr. Ellen Pickrell. Non-Profit 501c3 holders can receive.5% cash back for members of organizations using the program. The organization for Grand Chapter is listed as the Eastern Star Home of Texas. The funds need to be in a separate checking account. Information on the program needs to be sent out to members. A banner could be displayed on the website to promote the program. s to members another way to advertise. Program can be promoted on the Secretary s Interface. Information cannot be published in the Bulletin. The point of contact for the program needs to be the Grand Secretary. Information on GLMMS was presented by Ray Hargis and Grand Secretary, Dr. Ellen Pickrell. Discussions have been held with GLMMS regarding printing the Barcode on the Dues Card. GLMMS can put a Barcode in the field that is currently the member number. The barcode would be the member number. Barcode is very small but can be read with a barcode reader. The member number could then be printed by the Secretary s signature. The Barcode is sensitive and can easily be destroyed: o Putting the Chapter Seal over the barcode would destroy the barcode o Writing on the barcode with a pen or pencil will destroy the barcode GLMMS can give the ability to print the barcodes on the dues cards to the Grand Chapter Office. Information can be pulled from members record and printed on the dues card using the Secretary s Interface (the Grand Chapter Office would have the permissions to do this). Ray Hargis will work with Betty Hancock to test the printing of the dues cards. It was suggested that a letter be sent from the Grand Chapter Secretary to the General Grand Chapter Secretary concerning putting barcodes on the dues card and a copy of a dues card with a barcode. Information on GLMMS database and maintenance was presented by Ray Hargis. A list of changes/updates was sent to the Grand Chapter Secretary. This list of requests was discussed by the Board. 1. Personal Records page change Masonic Events to Member Events this can be incorporated under maintenance. 2. Ability to Add Transactions to Chapter records - If this is granted each Chapter Secretary would have access to every Chapter records. Grand Chapter Secretary will have to make this decision. 3. Add new member from another Grand Jurisdiction this will not be incorporated as the Grand Chapter has to make inquiries of another Grand Jurisdiction concerning members from that jurisdiction. 4. Search for a member throughout the whole database this will not be incorporated as each Chapter Secretary would have access to all Chapters. 5. Chapter Secretary have the ability to update officer records from previous years if this is granted Chapter Secretary would have access to every Chapters records.

4 Eastern Star Year versus Masonic Year Ray Hargis ask members of Board that were also Chapter Secretaries to review the website and let Betty Hancock and himself know of any references to Masonic that needed to be changed. 7. Good Time Report does not show what reward a member received this will be researched. 8. Drop Down menu to show member names. This will be researched. 9. Annual reports be available online this would be an enhancement to the database and a cost would be incurred. 10. Scan dues cards during the Registration of members for Grand Chapter Session this is a future item as the barcodes have to be accepted and printed. Ray Hargis will respond to the member. Information on the Grand Chapter Website Items for Sale project and U-Haul Storage Unit was presented by Barbara Martin and Carlotta Fairchild. The items still in the Storage Unit will be advertised in the October Bulletin. Members may submit bids from October 1 st to October 31 st, One bid may be received for storage bins and a cabinet. This member will be contacted to obtain the number of storage bins wanted. A bid was received for items in May, however, the bid was not found until June 8. The member placed bids on several items. Debi Fincher moved to sell the items to a member that she bid on with the previous bid. The motion was seconded by Phyllis Wilson and adopted. Information on the Safety Deposit Box was presented by Barbara Martin and the Grand Secretary, Dr. Ellen Pickrell. Signatures have been changed on the Safety Deposit Box to list Barbara Martin and Dr. Ellen Pickrell. The refund has not been received for the cost of the Safety Deposit Box. The current contents of the Safety Deposit Box include the Grand Chapter Badges and Past Grand Jewels. The Board will consider putting the Trust Documents in the Safety Deposit Box. New Business: Information on the Emergency Legislation voted on at the Grand Chapter Session was presented by Audri Rowell. A resolution that a committee be formed with members from the Corporate Board and the Board of Directors to work with the lease for the current Grand Chapter Office was adopted. The following people have been appointed to the committee: Associate Grand Matron, Melissa Hudman; Grand Conductress, Carolyn Martin; Associate Grand Conductress, Linda Winn- Christenson; District 1, James Parker and District 4, Bob Royall. Information on Discounted Hotel Rates for the Board was presented by James Parker. Discounted Hotel Rates can be negotiated for an estimated number of night stays during the year with local hotels. James Parker has offered to look into this for the Board of Directors meetings. The Board agreed for James Parker to investigate discounted rates based on staying 50 times at the same hotel. Information on IRS Retention Guidelines for 501c3 was presented by Phyllis Wilson. Research needs to be done on how long Grand Chapter Records need to be retained. A possibility is that older records could be scanned into electronic files. There are vendors that will scan records inexpensively.

5 Demised and Consolidate Chapter Seals that are no longer used need to be disposed. Carlotta Fairchild moved that the excess Chapter Seals of Demised and Consolidate Chapters be sold for scrap salvage. The motion was seconded by Debi Fincher and adopted. Ray Hargis moved that Emblems of Demised and Consolidated Chapters in storage be sold at the Recycle Table at Schools of Instruction and the Grand Chapter Session. The motion was seconded by Debi Fincher and adopted. The Recycle Committee General Chairman will be notified of this decision. Phyllis Wilson moved that 200 Daisy Pins, other miscellaneous pins and other items deemed appropriate be given to the Recycle Committee for sale. The motion was seconded by Debi Fincher and adopted. Information on the Business Ads and the OES Bulletin was presented by James Parker. The question was raised if Business Ads could be sold and put in the OES Bulletin. Ads cannot be placed in the OES Bulletin as it is mailed bulk rate. Ads can be placed in the Yearbook which will be available after Grand Chapter Session in There will be new subscription rates starting January 1, 2017 for the OES Bulletin. Information on the new rates will be posted on the Grand Chapter Website, Secretary s Interface and in the next OES Bulletin. All information on subscriptions from members has been updated. Committee Reports: The following committee reports were presented. Audit for Grand Chapter year: The Grand Secretary, Dr. Ellen Pickrell and James Parker reported on the upcoming Audit. Gary Isham, Ratliff and Associates, will meet with the Grand Chapter Office on November 1, The Executive Committee report will be due on November 19, Phyllis Wilson will send the Executive Committee report to the Board. A question was raised on the cost of Quick Books for the Grand Chapter Office and Quick Books software being connected to the bank. Quick Books cost the Grand Chapter $39.90 per month. Quick Books for the Grand Chapter Office will continue to be connected to the bank. Benevolent Aid: Barbara Martin reported on Benevolent Aid. The total paid for Long Term Aid in October was $2, The total paid for Emergency Aid in October was $1, For September Long Term Aid was paid to the following Chapters: Kerrville #24, Springtown #498, Everman #624, Alamo Heights #734 and South Fort Worth #835. The totals for Benevolent Aid in August were: Long Term Aid $2, Emergency Aid $1, Temporary Aid $1, Total $5, Titles, Deeds, & Properties: Debi Fincher reported on the Titles, Deeds, & Properties. The Titles, Deeds and Properties committee will be coming to the Grand Chapter Office for two days to review records. The committee will consist of: Gerry Sturtz, Mickie Campbell and Becky Austin. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. All of the OES Ladies are doing well. Four of our OES Ladies have birthdays this month.

6 Worthy Grand Matron s Special Projects: Grand Secretary, Dr. Ellen Pickrell reported on the Worthy Grand Matron s Special Projects for Sharon Mosmeyer. A report with the details of the special projects was distributed to the Board Members. The General Chairman of Give Us Paws Help Our Military needs more pins. The JP Morgan Chase Bankers will be coming to the November 19, 2016, February 18, 2017, May 20, 2017, and July 15, 2017 and August (at Grand Chapter) Board Meetings. It was decided to move the August date to September 16, Audri Rowell will notify JP Morgan Chase and the Finance Committee. The January Board Meeting is the same weekend as the Grand Lodge of Texas. Debi Fincher moved that the January Board Meeting be moved to January 14, 2017, the Board Meeting to be held at the Fort Worth School of Instruction location, and if a room cannot be found to meet that the Board Meeting be at the Grand Chapter Office on that date. The motion was seconded by Phyllis Wilson and adopted. District Reports: District 1: Ray Hargis and James Parker reported that the District 1 Schools of Instruction are in progress. The last school will be held in Richardson on October 21 st 22 nd. District 2: Audri Rowell reported that the District 2 Schools of Instruction will start on October 25th. District 3: Barbara Martin reported on North Ft. Worth #684 Fraternal Visit on October 4, Past Grand Matron Annette Curry presented a program. The Deputy Grand Matron s visits have started in District 3. November 6, 2016 District 3 will hold the TMRC Fall Party. District 4: Debi Fincher reported that the District 4 Schools of Instruction will start in February 10, The Deputy Grand Matron s visits have started in District 4. District 5: Carlotta Fairchild and Phyllis Wilson reported the reception honoring David Ouellette had a very good turnout. The 100 th Anniversary of Creedmoor #607 was held October 9 th. There will be a tea on November 13, 2016 in Lorena honoring the Associate Grand Conductress Linda Winn-Christenson. The Section 6 Deputy Grand Matron s visits have started. The 100 th Anniversary of Longview #610 will be held on October 16, 2016 in Kilgore. Masonic Open House in all Masonic Lodges of the Grand Lodge of Texas will be held on October 23 rd from 2:00pm to 4:00pm, except the Austin area, which will be October 30, The Chairman reported from the Executive Board Session that Benevolent Aid and the JP Morgan Chase Bank accessed were discussed. The next regular meeting of the Board of Directors will be held on November 19, 2016 in Arlington, TX. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 11:00am.

7 Respectfully submitted, Janet Travers Acting Recording Secretary

GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 17, 2016 ARLINGTON, TEXAS

GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 17, 2016 ARLINGTON, TEXAS 2016-2017-1 NOTE: These Minutes were approved as corrected at the October 15, 2016 Board of Directors meeting in Arlington, Texas. The corrections are shown in Red and highlighted in Yellow. GRAND CHAPTER