NOTE: These Minutes were approved as read at the July 16, 2016 Board of Directors Meeting in Arlington, Texas.

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1 NOTE: These Minutes were approved as read at the July 16, 2016 Board of Directors Meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING MAY 21, 2016 ARLINGTON, TEXAS The regular meeting of the Board of Directors was called to order at 9:00am 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, Becky Austin, District One; Secretary, Carlotta Fairchild, District Five; Ray Hargis, District One; Barbara Martin, District Three; Jean Hobbs, District Three; Bob Royall, District Four and David Ouellette, District Five. Board Members absent were: Deborah Land, District Two; Debi Fincher, District Four Others present for all or part of the meeting were: Worthy Grand Matron, Jerre Lucas; Worthy Grand Patron Billy Clabaugh; Interim Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Lorrie Owens; Grand Esther, Jane Clabaugh; Past Grand Matrons, Bess Caldwell and Jimmie Lee McMahon; Past Grand Patron, Bill Wyatt; Linda Hargis, Jan Walker, Tonya Foster, Charles Foster, Darrell Albrecht, Rick Hardy, James Parker, Bruce Hobbs, Don Austin, Dewey Teague, Lyndon Westerburg and Randell Noel. 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 The devotional, comments from the book Your Best Life Now by Joel Osteen, and opening prayer was presented by David Ouellette. The Birthday of Cheryl Royall was recognized. The following Anniversaries were recognized: Bob and Cheryl Royall, Carlotta and James Fairchild and Jean and Bruce Hobbs Minutes: The minutes of the April 16, 2016 Board of Directors Regular Meeting in San Antonio, Texas were presented. Jean Hobbs moved that the minutes of the April 16, 2016 Board of Directors Regular Meeting be approved as written. The motion was seconded by David Ouellette and adopted. Vote Ratification: The next item of business was ratification of votes conducted in May.

2 May 2nd Vote to allow the Associate Grand Matron to place a full page ad in the June Bulletin for her trip as Worthy Grand Matron at no charge as this has been a practice in the previous years. The motion was made by Barbara Martin to ratify the vote. The motion was seconded by Jean Hobbs and adopted. May 5 th Vote to allow the Interim Grand Secretary to transfer $45, from the Eastern Star Home Fund (9007) to the Eastern Star Checking (6812) for the purpose of paying the TMRC invoice. The motion was made by Bob Royall to ratify the vote. The motion was seconded by David Ouellette and adopted. Correspondence: Cards sent by the Secretary included: one (1) Get Well, one (1) Birthday, and one (1) Sympathy card. Grand Interim Secretary s Report The Interim Grand Secretary, Dr. Ellen Pickrell reported on the following items: The Legal Agent Process Status was presented by Interim Grand Secretary, Dr. Ellen Pickrell. The forms are still being processed by the State. The Office Computer issues that were being experienced have been corrected and all equipment is functioning properly. James Walker has fixed the phone issues in the Grand Chapter Office. A letter was read from James Walker concerning the phone issues, the correction of those issues and a recommendation that the Grand Chapter Office consider purchasing a Virtual Private Network (VPN) so phones could be accessed remotely for maintenance. A discussion followed concerning the recommendation of a VPN for the Grand Chapter Office. It was decided that the Grand Chapter Office did not need a VPN for the Grand Chapter Office. Ray Hargis provided information that the GLMMS database system used by the Grand Chapter Office also had a phone service. The phones could be accessed through Log Me In. Carlotta Fairchild will send an to James Walker stating that the Board will not be considering any VPN systems at this time. Question was raised as to the purchase of a hearing amplified phone for one of the Office Staff. James Walker will provide a hearing amplified headset for the Grand Chapter Office. JP Morgan Chase (Bankers Presentation) Randall Noel and Lyndon Westerberg presented a Financial Review and Market Outlook for the Grand Chapter of Texas for 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: 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 Grand Treasurer s Report

3 The Grand Treasurer, Lorrie Owens, reported on the following items: Signature stamps of the Worthy Grand Matrons and Worthy Grand Patrons: The signature stamps have not been located. Signature stamps are needed when a Chapter requests a duplicate certificate for an Endowed Member. Follow-up on two Endowment Checks that were outstanding. The Endowment Checks from Archives #1095 has cleared and Mont Belvieu #1142 has been cashed by the Chapter. The Grand Chapter is not being charged bank fees for OES accounts. Fees only apply for bounced checks. There were no questions on reports that had been received from the Grand Treasurer The Kennington Fund for Education and ESTARL accounts was discussed. There is an estimated balance of $27, in the Kennington Fund above the principal amount of $500,000. Currently available estimated funds for: Education Scholarships $20, ESTARL Scholarships $18, These are the amounts available without any money from the Kennington Fund or the Worthy Grand Matron s designated fund. There are 28 applicants at this time for Education Scholarships. As stipulated in the Kennington will funds may only go to women. The recipients may or may not be OES members. Ray Hargis moved that money not be taken from the Kennington Fund at this time. The motion was seconded by Jean Hobbs and adopted. Unfinished Business The report on the Appraisal of Jewelry Items in the Safety Deposit Box was presented by Becky Austin. The Worthy Grand Matron s Jewel has been received and given to the jeweler to be appraised. The Jewel should be appraised by the July Board Meeting. The invoice from the jeweler for the appraisals will be presented at the July Board Meeting. Information on the Grand Chapter Website Items for Sale project and U-Haul Storage Unit was presented by Ray Hargis and Dewey Teague. Three plans for moving and storing the sale items of the U-Haul Storage Unit were investigated by Ray Hargis. Two of the plans are not feasible. The third plan is to move the items that have been sold to the Grand Chapter Office and leave the other items in the U-Haul Storage Unit where they can be sold or auctioned. The members that have purchased items could pick them up at the Grand Chapter Office. Numerous ideas on moving and storing sale items were discussed by the Board and visitors to the Board meeting. Bob Royall moved that after the bids have been opened, determine which items have been sold, and move those items to the Grand Chapter Office for pickup. The remaining items would be re-assessed for sale at a future time. The motion was seconded by Ray Hargis and adopted. A date will need to be set for the moving of the items that have been sold. The Worthy Grand Matron thanked Dewey Teague for accepting the responsibility of moving the items. There will be a disclaimer added to the description of items for sale on the Grand Chapter Website stating the dishware and silverware seen in the pictures with the table and other pieces of furniture are not included in the sale of the piece of furniture. The dishware and silverware will be sold at another time.

4 Audri Rowell will contact Jack York about the disclaimer. A report on the Official Bulletin Long Range Committee was presented by Bob Royall. Bob Royall reported on results that he had received on the Bulletin Survey in the May Bulletin. The survey is open until June 15 th. It is estimated that about 115 Survey Monkey responses have been received so far. A question was received by the Board as to the thickness of paper used for printing the Bulletin. Could cost be decreased by using a lighter weight paper? Barbara Martin asked Dr. Ellen Pickrell to check into paper prices. A report on the Grand Chapter Van was presented by Carlotta Fairchild. An Annual Inspection of the van is required as stated in Code of Laws, Chapter 4, Section A. Worthy Grand Matron, Article 37 Motor Vehicle, page 62. Evaluation of the Grand Chapter Van is needed to see what the trade-in value will be. The current millage on the van is around 112,000 miles. The delivery of the new Grand Chapter Van is still on target for August 29, The Worthy Grand Matron has requested to drive the Grand Chapter Van to Casper, Wyoming for the Wyoming Grand Chapter in early August. An Honor Night will be held for the Right Worthy Associate Grand Matron at the General Grand Chapter Session. Ray Hargis moved to allow the Worthy Grand Matron to drive the Grand Chapter Van to Casper, Wyoming for the Wyoming Grand Chapter Session. The motion was seconded by Bob Royall and adopted. New Business: Information on the Quilts found in the U-Haul Storage Unit was presented by Barbara Martin. Seven to nine quilts have been found. These quilts have been inspected and are in good condition. The quilts are listed as sale items on the Grand Chapter Website and are on display in the Museum. The Insurance Renewal for Grand Chapter was presented by Bob Royall. No information is available at this time. McKnight Insurance contacted Becky Austin requesting to submit information. This information was sent to Deborah Land. The Electricity Rate Review was the next item of business. Debi Fincher and David Ouellette were appointed as the committee to review electrical rates. Grand Chapter is currently paying a high rate. Three bids on electrical rates are needed for the next Board meeting. Dr. Ellen Pickrell was asked to provide the committee with a current electric bill. Committee Reports: The following committee reports were presented. The Board of Director s Banquet: Barbara Martin reported on the Board of Directors Banquet. There was an error in some of the Bulletins listing the tickets at $15.00 instead of $ An announcement for the banquet could be listed on the Chapter Secretary s Interface. Benevolent Aid: Jean Hobbs reported on Benevolent Aid. Total funds provided for Long Term Aid for April 2016 were $3, Total funds provided for Emergency Aid were $1, There was no request for Temporary Aid. Total funds paid were $5, One of the recipients of long term aid has passed away; therefore, Long Term Aid will be $ less.

5 Jean Hobbs moved that the Grand Treasurer be allowed to transfer the funds from the Benevolent Aid account to the General Fund Account that are needed to pay Benevolent Aid for the months of May and June. The motion was seconded by Becky Austin and adopted. Education (Scholarships): Ray Hargis reported on Education. Information on Education and ESTARL scholarships was presented during the Grand Treasurer s report. Contracts (Printing Audit): Debi Fincher was absent; therefore, no new information was available. Facilities/Museum: David Ouellette reported on the Facilities and Museum. Pictures have not yet been hung in the Grand Chapter Office. David Ouellette is going to investigate creating an album of the Past Grand Matrons and Past Grand Patrons and report back to the Board. Finance (General Fund): Becky Austin reported on the Proposed Budget Approval. The Budget Workshop was held on April 23, 2016 at the Grand Chapter Office in Arlington. Becky Austin presented the three budgets for approval. Copies of the budgets were ed to the Board members. Becky Austin moved the Benevolent Aid Budget be adopted as printed. The motion was seconded by Jean Hobbs and adopted. Becky Austin moved the Eastern Star Ladies Budget be adopted as printed. The motion was seconded by David Ouellette and adopted. Becky Austin moved the General Fund Budget be adopted as printed. The motion was seconded by Jean Hobbs and adopted. Legislation: Bob Royall reported on legislation from the Board of Directors. A Legislation Workshop was held on May 20, Eleven (11) draft amendments were presented at the workshop. The Board members present reached a consensus on seven (7) of the amendments. These draft amendments were presented at the Board Meeting for review. Becky Austin moved the adoption of the legislation as printed and revised momentarily. The motion was seconded by David Ouellette and adopted. Titles, Deeds, & Properties: Becky Austin reported on the Titles, Deeds, & Properties. The review of documents of the deceased ladies has been completed. Bob Royall discovered a box with the Trust Fund Documents. After reviewing these documents, it was noted in the minutes of the Board on July 30, 1987 that paperwork had been signed for two trusts. The Board has the unsigned documents of the trusts. Copies of this information have been sent to the Board of Directors, Corporate Board and Financial Investment Committee. The Financial Investment Committee has been asked to review the documents. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. All of the OES Ladies are doing well. Barbara Martin met with some of the OES Ladies last week. The OES Ladies would like to receive mail and cards from members and they would be appreciated. The list of Chapters that have adopted OES Ladies needs to be updated. Worthy Grand Matron s Special Projects: Carlotta Fairchild reported on the Worthy Grand Matron s Special Projects. A detailed report was given to Board Members. There are three Special Projects that are not doing well at the present time. The Worthy Grand Matron requested that the remaining Travel Books be shredded.

6 Barbara Martin moved that the report of the Worthy Grand Matron s Special Projects be placed in the Bulletin minus the cost and revenue accounting codes. The motion was seconded by Jean Hobbs and adopted. Barbara Martin moved that report also show the 25% of the money that goes to the General Fund for each project in the Bulletin report. The motion was seconded by Jean Hobbs and adopted. District Reports: District 1: Becky Austin and Ray Hargis reported the Mr. X Phantom Banquet had been held and Mr. X is Rick Skidd. The Associate Grand Conductress Round-up will be in Lindale, TX on May 27 th May 29 th. Past Grand Matron Alma Carter passed away. Installations will be beginning soon. District 2: Audri Rowell reported that Installations will be beginning soon. District 3: Barbara Martin and Jean Hobbs reported that member Frances Kito has passed away. There are several other members ill. Installations will be beginning soon. District 4: Bob Royall reported that the Past Matrons and Past Patrons of District 4 meet and greet the candidates meeting at Mont Belvieu Senior Citizens Center on April 30, 2016 was a success. Cypress Lodge, home of Cypress Chapter, has been badly flooded. The Lodge has asked for a special dispensation to meet at another lodge while the fate of the building is decided. July 22 nd July 23 rd is the Albrecht-Gwaltney Roundup. News of George Gwaltney s health progress was given. Installations will be beginning soon. District 5: Carlotta Fairchild and David Ouellette reported Installations will be beginning soon. On July 13 th, members of Section 8 will visit the Ronald McDonald House in Corpus Christi with donations of quilts and other items. Phyllis Wilson is a candidate for Board of Directors District 5. The Chairman reported from the Executive Board Session that Benevolent Aid was discussed. Audri Rowell will provide assignments for Grand Chapter Reports to be presented at the Grand Chapter Session. Recording Secretary is attending the Grand Chapter of Massachusetts this weekend with our Grand Representative of Massachusetts. The next regular meeting of the Board of Directors will be held on July 16, 2016 in Arlington, TX. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 12:03pm. Respectfully submitted, Janet Travers Recording Secretary

NOTE: These minutes were approved as read at the May 21, 2017 Board of Directors meeting in Arlington, Texas.

2016-2017-61 NOTE: These minutes were approved as read at the May 21, 2017 Board of Directors meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING