NOTE: These minutes were approved as read at the May 19, 2018 Board of Directors Meeting in Arlington, Texas.

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1 NOTE: These minutes were approved as read at the May 19, 2018 Board of Directors Meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING APRIL 21, 2018 ARLINGTON, TEXAS The regular meeting of the Board of Directors was called to order at 9:17am in the Conference Room of the Grand Chapter Office by Chairman Carlotta Fairchild. The Chairman welcomed all present and shared a quote about Winnie the Pooh and Piglet. Board Members present were: Chairman, Carlotta Fairchild; District Five; Vice Chairman, Ray Hargis, District One; Secretary, Barbara Martin, District Three; James Parker, District One; Deborah Land, District Two; Cindy Echols, District Two, Darrell Albrecht, District Three; Bob Royall, District Four; Debi Fincher, District Four and Phyllis Wilson, District Five. Others present for all or part of the meeting were: Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Greta Spradling; Associate Grand Conductress, Terri Rozell; Past Grand Patron, Bill Wyatt, Tom Brisko, Yvonne Wunsche, Jane Pyle, Tamela Hennington and Janet Travers. Bob Royall presented the devotional on the Apple Cart Story. A prayer was presented by Bob Royall 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. Birthdays and Anniversaries: The birthdays of Phyllis Wilson and Cheryl Royall were recognized. There were no anniversaries to be recognized Minutes: The minutes of the March 17, 2018 Board of Directors Regular Meeting in Arlington, Texas were presented. Cindy Echols moved that the minutes of the March 17, 2018 Board of Directors Regular Meeting be approved as presented. The motion was seconded by Debi Fincher and adopted. Two members abstained from voting. Vote Ratification: The next item of business was ratification of votes conducted in March and April. March 26 th Vote to amend the motion previously adopted to move the Interest money from the Endowment Sub-Account (1021) to the General Fund Account (1000) as specified by the

2 Constitution (Article 165) that has not previously been moved by striking the amount $785, and inserting the amount $90, April 3 rd Vote to approve the 2020 Grand Chapter Session Contracts to be held in Waco, TX. April 19 th Vote to leave all of Nell Russell s personal items at TMRC and let them be put into the garage sale that will be taking place at TMRC the third weekend of April. Debi Fincher moved to ratify these votes. The motion was seconded by Deborah Land and adopted. Correspondence: Cards sent by the Secretary included: 6 Birthday cards, 4 Anniversary cards, 2 Sympathy Cards, and 1 Thinking of You Card. A letter from Aldine Chapter #1088 thanking Barbara Martin for helping Our Precious Ladies obtain their Easter gifts with the donation made by Aldine Chapter # from Goose Creek Chapter #709 expressing their appreciation for the Benevolent Aid received. Grand Secretary s Report: Grand Secretary, Dr. Ellen Pickrell, reported on the following items: Bulletin Advertising Progress: Two vendors have advertised in the Bulletin at this time. Hurricane Harvey Relief Funds: To date $82, has been donated for Hurricane Harvey. The amount of $41, has been allocated to members suffering losses. Amazon Smiles no new information Contracts for 2020 Grand Chapter Session in Waco, TX have been signed. Grand Treasurer s Report: Grand Treasurer, Greta Spradling, reported on the following items: The Board has been provided with the monthly financial reports. Investment accounts have been reconciled. All transfers have been made per the Constitution. In April the interest earned on the Endowed Members account will be used to send Endowment Checks to the Chapters. Unfinished Business: Information on ENABLE Labs was presented by Ray Hargis and Grand Secretary, Dr. Ellen Pickrell. No date as to conversion to the MORI database. Associate Grand Matron, Carolyn Martin and Ray Hargis are working to create a committee to continue work with Enable Labs. Ray Hargis will continue to work with Enable Labs as the Chapter Secretaries Interface is converted to MORI. Information on the Investment Bankers was presented by James Parker. A matrix on the analysis of the three financial institutions was distributed to the Board. The matrix was discussed. A copy of the three (3) RFPs was distributed to the Board. The committee recommended that Grand Chapter stay with J.P. Morgan/Chase.

3 Ray Hargis moved that the Board of Directors accept the recommendation of the committee and continue with J.P. Morgan/Chase for Investments and Banking for Grand Chapter. The motion was seconded by Debi Fincher and adopted. Information on the Audit with Ratliff and Associates was presented by James Parker. Gary Ishmal from Ratliff and Associates presented the Audit to the Board of Directors. The Audit contains a rendered opinion of the Finances of Grand Chapter. Information on the Adjusted Permanent Restricted Funds will be stated as a correction of a misstatement of the error in the audit. Supplemental information will be added as requested. The Board will be sent the final copy of the Audit after today s meeting. Audit in PDF format will be sent to the Grand Secretary. Deborah Land moved that the classification of investments in the Audit as corrected serve as a baseline henceforth. The motion was seconded by Darrell Albrecht and adopted. Information on Changing Grand Chapter s Risk Investment Limits was presented by James Parker. Information and reporting will be delayed to the next Grand Chapter Year. Report from appointed Bulletin Committee: Information was presented by Darrell Albrecht. Report of the committee was distributed to the Board for discussion. Based on the report to break even on the Bulletin for each subscriber, the price needs to be $46.00 a year. Darrell Albrecht will address Bulletin expenses when legislation for the Bulletin is presented at this year s Grand Chapter Session. New Business: Information on Trust Research was presented by James Parker. Most of the information was presented during the Audit Report and the Investment Banking Report. Suggestion was made that all the research that has been done be put into electronic form and sent to the Grand Secretary and Grand Treasurer. A committee was appointed by the Chairman to develop a checklist of items that need to be reviewed periodically. Members of the committee are Barbara Martin, Ray Hargis and Bob Royall. Contracts Presentation for Grand Chapter Session: Associate Grand Conductress Terri Rozell and Yvonne Wunsche presented contracts and information on the 139 th Grand Chapter Session to be held in Dates for the 2021 Grand Chapter Session are August 17 th August 22 nd. Debi Fincher moved to forward the 139 th Grand Chapter Session Contracts to the Board Contracts Committee. Upon the recommendation of the Board Contracts Committee, the Board will vote by to approve. The motion was seconded by Darrell Albrecht and adopted. Bob Royall moved that the Executive Chairman for the Grand Chapter 2021 to be authorized to sign other subsequent paperwork/agreements associated with said contract or implementation and enforcement thereof. The motion was seconded by Cindy Echols and adopted. Bob Royall moved to change the location of the September 2018 Board Meeting to the Austin School of Instruction. The motion was seconded by James Parker and adopted.

4 Committee Reports: Benevolent Aid: Phyllis Wilson reported on Benevolent Aid. Guidelines: The guidelines are being reviewed and there are no improvements to be made at this time. April 2018 Long Term Aid was paid to the following Chapters: Kerrville #24 Winnie #160 Everman #624 Alamo Heights #734 Richardson #921 South Fort Worth #835 Duncanville #1014 Whitewright #939 Rio Vista #343 Emergency Aid was paid to the following Chapter: none Temporary Aid was paid to the following Chapter: none The totals for Benevolent Aid in February were: Long Term Aid $ 4, Emergency Aid $ 0.00 Temporary Aid $ 0.00 Total $ 4, To date $82, has been donated for Hurricane Harvey. The amount of $41, has been allocated to members suffering losses. Discussion was held on creating a Disaster Relief Benevolent Aid Form to be used in situations such as Hurricane Harvey. The form shall have an essay portion to provide information as to why relief was needed. Deadline for submitting aid application form is July 1, Phyllis Wilson will work on the creation of the new form. All checks that have been sent for Emergency Aid this year need to be researched and separated in a document listing non-hurricane Harvey funds and Hurricane Harvey Funds. The Board asked that the Grand Chapter Office take on this project. Letters have been sent to all Chapters receiving Long Term Aid for review with the recipient. Long Term Aid information for recipients will be reviewed at the July Board meeting. Museum: Darrell Albrecht reported on the Museum. No additional information available. The Past Grand Matron jewels display needs to be reset as some of the pieces have become dislodged. Titles, Deeds, & Properties: Cindy Echols reported on the Titles, Deeds and Properties. Gerry Sturtz has a database of the last information that was recorded. This information is being turned over to the Grand Treasurer. The Grand Treasurer is looking into a way to incorporate this information into QuickBooks. Reports need to be developed on each property and what the property pays. The Grand Chapter Committee will be asked to do the leg work. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. Two of our OES Ladies passed away this month, Nell Russell on April 11, 2018 and Florence Lowry on April 16, We now have 3 Ladies in the Independent Living area and 2 in the Clinic. Darrell Albrecht moved that a notice be placed in the Bulletin when any of our OES Ladies pass away. The motion was seconded by Debi Fincher and adopted.

5 Chapters that have adopted OES Ladies are being notified Worthy Grand Matron s Special Projects: Debi Fincher reported on the Worthy Grand Matron s Special Projects. A spreadsheet was distributed to Board members. Money has been provided to the General Fund in the amount of $36, Budget: Bob Royall reported on the budget. A draft copy of the Budget was distributed to the Board. The Budget workshop was held on April 20 th at the Grand Chapter Office. Three budgets were reviewed: General Fund, OES Ladies and the Benevolent Aid. Bob Royall consulted the previous Grand Treasurer on several items from previous budgets. Benevolent Aid Budget for is projecting a loss of $28, Research is being done to address the deficit. The Board vote on the budget will be conducted by vote. The three (3) budgets will be printed in the July Bulletin. Legislation: Bob Royall reported on Legislation. Legislation has to be submitted to the Grand Chapter Office by May 8 th. Legislation to be submitted by the Board was reviewed. Board members signed copies of the legislation to be submitted. BOD Retirement Banquet: Information was presented by Cindy Echols and Darrell Albrecht. An ad will be placed in the Bulletin with details. Miscellaneous: The next Board Meeting is May 19, 2018 at the Grand Chapter Office. Bankers will be attending the meeting. Phyllis Wilson will present the devotional at the May meeting. District Reports: District 1: Ray Hargis and James Parker reported on the following happenings: May 12 th is Go Fly A Kite Celebration for District 1 at Wheatland United Methodist Church in Dallas, TX. Alma Bane/Henry Martin Roundup is April 27 th -29 th in Granbury, TX. Gilmer Chapter has initiated 5 new members Omaha Chapter has initiated 3 new members District 2: Cindy Echols reported on the following happenings: Past Grand Matron Beulah Speer is doing better. May 19 th is Go Fly A Kite Celebration for District 2. A Chapter has demised in District 2, Section 8. District 3: Darrell Albrecht reported on the following happenings: A member has passed away in District 3. Crescent Chapter has initiated 2 new members. District 4: Bob Royall and Debi Fincher reported on the following happenings: May 12 th is Go Fly A Kite Celebration for District 4. The Associate Grand Conductress Roundup was well attended and auction did well.

6 District 5: Carlotta Fairchild and Phyllis Wilson reported on the following happenings: A member has had a mild stroke. The Chairman reported on the Executive Session at which Benevolent Aid and Research on Trusts was discussed. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 1:23pm. Respectfully submitted, Janet Travers Acting Recording Secretary

GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING MARCH 17, 2018 ARLINGTON, TEXAS

2017-2018-47 NOTE: These minutes were approved as read at the April 21, 2018 Board of Directors meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR