LODGE OPERATING INSTRUCTIONS OF. Chumash Lodge 90

LODGE OPERATING INSTRUCTIONS OF Chumash Lodge 90 I. ELECTION OF LODGE OFFICERS A. The Election of Officers during the first Lodge-wide Meeting held after the Section Conclave, as called for in the Lodge Rules, is to be run indirectly by the Lodge Key Three. B. By choice of the Lodge Chief, either the Lodge Adviser or Lodge Staff Adviser shall lead the adults (all Arrowmen present above the age of 21) into another part of the room, where they can hear and see the activities, but may not interfere with the election process. The remaining of these two Advisers in the room will serve as the designated adviser to the Election Chair. C. The Chapters of the Lodge are to then, if they have not yet; gather together by Chapters in different sections of the area at which the Election is taking place. Each Chapter will then have three (3) Electoral Votes to be divided in any way between the candidates in each of the four (4) officer elections. The Electoral Votes are to be given in writing to the Lodge Officer Election Chair by the Chapter Chief, or acting Chapter Chief based upon the general consensus of the Chapter members present. D. The current Lodge Chief will then appoint the Lodge Medicine Man to be the Election Chair, who will then appoint an Assistant Election Chair (the Medicine Man may select his assistant in any way he chooses, although neither the Election Chair nor his assistant may be one of the candidates for the office of Lodge Chief). If the current Lodge Medicine Man is unable to perform this duty, then the Lodge Chief may designate the most senior Arrowman present who is not running for the office of Lodge Chief as the Election Chair. The Election Chair, the remaining Adviser, and the Assistant Election Chair are to then open the floor to nominations according to the procedures listed in Article I, Section F of these Lodge Operating Instructions. E. Should the Election Chair be nominated to the offices of Lodge Vice Chief, Lodge Secretary, or Lodge Treasurer; he may accept the nomination and then allow the Assistant Election Chair to continue on as the Election Chair, and appointing another Arrowman to be his assistant in the same manner that he was chosen. F. NOMINATION AND ELECTION PROCEDURES 1. The Assistant Election Chair, after the Chapters have assembled, is to read the requirements, responsibilities, powers, and duties of the office of Lodge Chief as listed in the Lodge Rules to all present members. Once the Assistant Election Chair is Chumash Lodge 90, Lodge Operating Instructions! 1/11

finished reciting the description of the position of Lodge Chief, the Election Chair is to then open the floor for the nomination of Arrowmen to the office of Lodge Chief. The designated Adviser is to take note of the order in which Arrowmen are nominated for the position of Lodge Chief. Once the Lodge has no further nominations for the position of Lodge Chief, the Election Chair is to then close the floor to nominations a) A Nominee can refuse a nomination for office. b) A Nominee must also be present and accept a nomination for the nomination to be valid. 2. Once the floor has been closed to nominations the Election Chair is to then allow each candidate, in order of nomination, to address the general assembly with a two (2) minute speech on his qualifications for Lodge Chief for the following term. 3. After each candidate has addressed the membership of the lodge, the Assistant Election Chair is to escort the candidates for Lodge Chief away from the general assembly of the Lodge during the election process. 4. Following the departure of the candidates for the office of Lodge Chief, the Election Chair is to allow the Chapters to make their separate decisions and voice their choices to the Chapter Chief, or acting Chapter Chief, who has three (3) electoral votes which are to be divided in accordance with the consensus of the Chapter and then given to the Election Chair in writing. 5. Once all the Chapters have submitted their votes to the Election Chair, he will tabulate the results, to be verified by the designated Adviser. In the event of a tie, a run-off ballot may be required. Run-off ballots may continue until a decision is made. If there have been five tie ballots, then the current Lodge Chief, in consultation with the Lodge Adviser and Lodge Staff Adviser will break the tie. Once a clear decision has been made, the Assistant Election Chair will return the candidates to the general assembly for the announcement of the election results. 6. With the election of Lodge Chief decided, the Election Chair is to repeat the same election cycle for the remaining offices of Lodge Vice Chief, Lodge Secretary, and Lodge Treasurer. a) Read off the description of the Office as stated in the Lodge Rules. b) Open the floor to nominations. c) Allow the candidates to address the assembly for 1 minute as to their qualifications for that office for the next term. d) Have the Assistant Election Chair escort the candidates out. e) Allow the Chapters to vote and submit their three (3) electoral votes in favor of any candidate. f) Return the candidates for the results of the election. Chumash Lodge 90, Lodge Operating Instructions! 2/11

G. When the Election is over, the current Lodge Chief may proceed with the affairs and business of the session of the Lodge during the Lodge-wide Meeting. II. LODGE OFFICERS INSTALLATION AND TERMS A. Installation of Lodge Officers 1. Installation of Lodge officers shall take place at the Lodge Annual Banquet. The Supreme Chief of the Fire or their representative shall officially install the Lodge Chief-elect to the Office of Lodge Chief. 2. The Oath for Office of the Lodge Chief shall be as follows: I _(state your name)_ do hereby promise, on my honor as a Scout, that I will faithfully execute the Office of Lodge Chief of Chumash Lodge 90, and will, to the best of my ability, cheerfully serve my brothers, and preserve the spirit of the Order of the Arrow, Wimachtendienk, Wingolauchsik, Witahemui, in Los Padres Council. 3. The newly installed Lodge Chief will then install the Lodge Officers-elect to their new offices. 4. The Oath for Officers of Chumash Lodge 90 shall be as follows: I _(state your name)_ do hereby promise, on my honor as a Scout, that I will faithfully execute the Office of Lodge (state elected position) of Chumash Lodge 90 to the best of my ability; and will assist the Lodge Chief in cheerfully serving my brothers, and preserving the spirit of the Order of the Arrow, Wimachtendienk, Wingolauchsik, Witahemui, in Los Padres Council. B. Officer Terms of Office 1. The Term of office shall run until the following Annual Banquet. 2. The Office of Lodge Chief may only be held by one Arrowman for the duration of two (2) terms. 3. The other three (3) Officers may retain their office so long as the Lodge elects them to that position. III. PROTOCOL FOR THE TEMPORARY TRANSITION OF POWER A. In a situation where the Lodge Chief is not present, the powers of Lodge Chief may be assumed by the Lodge Vice Chief, as in accordance with the duties of Lodge Vice Chief as stated in the Lodge Rules. Should the Lodge Vice Chief not be present for any reason, the Lodge Secretary is to act as Lodge Chief. Should the Lodge Secretary not be present Chumash Lodge 90, Lodge Operating Instructions! 3/11

for any reason the Lodge Treasurer is to act as Lodge Chief. B. In a situation where none of the Lodge Officers are present but there is a Chapter Chief present, he is to act as Lodge Chief. In a situation where none of the Lodge Officers are present and there are multiple Chapter Chiefs, the Chapter Chief with the most time in the Order of the Arrow from the time of his attaining Brotherhood is to act as Lodge Chief. C. In a situation where none of the Lodge Officers are present nor are there any Chapter Chiefs, the Activities Committee Chair is to act as Lodge Chief. Should it occur that no Officers, Chapter Chiefs, or the Activities Committee Chair is present, the Committee Chair with the most time in the Order of the Arrow since his attaining Brotherhood is to act as Lodge Chief. D. In the event that none of the individuals above are present or capable of carrying out the duties and responsibilities of the office of Lodge Chief, the Arrowman with the most time in the Lodge and most experience in Scouting is to act as Lodge Chief ProTempore. IV. COMMITTEES A. General Committee Organization 1. All committees are under the direction of the Lodge Vice Chief. 2. The committee chairs can divide their committees as necessary, such as forming subcommittees, to properly meet their responsibilities. 3. The Lodge Secretary shall also hold the office of Communications Chair and the Lodge Treasurer shall hold the office of Finance Chair. All other committee chairs shall be appointed by the Lodge Chief (and/or the Lodge Vice Chief). B. Committee Chair Duties 1. ACTIVITIES a) Plans, coordinates, and executes all sanctioned lodge events. b) Works with and through all other committees. 2. CAMPING PROMOTIONS a) Develops and distributes a Where to go Camping Guide. b) Contacts all Troops and Cub Scout Packs in the Council to offer camping promotion visitations on an annual basis. c) Coordinates Camping Promotion Troop visitations through the Chapter Chiefs when requested by units within the Council. d) Plan and present Camping Promotions presentations at District Roundtables. e) Develops, replicates and distributes Los Padres Council Camps video. Chumash Lodge 90, Lodge Operating Instructions! 4/11

3. CEREMONIES a) Responsible for maintaining all Lodge ceremonial regalia in good order, and maintaining an accurate inventory of same. b) Prepares and conducts Pre-Ordeal, Ordeal, Brotherhood, Vigil and Rededication ceremonies. c) Prepares and coordinates with Chapters on Arrow of Light and Callout ceremonies. 4. COMMUNICATIONS a) The Lodge Secretary prepares and distributes two rosters of the general membership each year; one will be made following the Spring Ordeal, and the other following re-registration of Lodge membership in January. b) The Secretary maintains a current roster of Lodge and Chapter officers. c) The Lodge Secretary prepares and mails Lodge Executive Committee meeting minutes to each Lodge Executive Committee member within two weeks following a Lodge Executive Committee meeting, as per the Lodge Rules. d) Appoints or acts as Lodge Publications Chairman, who shall publish the Lodge Newsletter, The Bear Claw, quarterly. 5. FINANCE a) The Lodge Treasurer, with consultation from the Key Three, submits the Lodge Budget for the following fiscal year to the Lodge Executive Committee for approval by December of each year.. This budget will reflect income from dues, trading post sales and other sources, and will reflect all expenditures for the Lodge Executive Committee, Lodge Committees and Chapters. b) The Lodge Treasurer prepares and presents an inventory of Lodge and Chapter equipment to the Lodge Executive Committee at the first Lodge Executive Committee meeting after the beginning of the fiscal year. He shall also prepare and present an inventory of the Trading Post supplies at the first Lodge Executive Committee meeting following January 1, April 1, July 1, and October 1. c) The Lodge Treasurer, in consultation with the Lodge Key Three, will determine and maintain the inventory of the Lodge Trading Post at a reasonable level. 6. MEMBERSHIP a) Promotes Brotherhood conversion and conducts the Brotherhood Trail. b) Oversees the unit election process in coordination with the Chapters. c) Runs Wischixin system. d) Plans and executes the Elangomat system. e) Keeps member database current. f) Send annual re-registration forms to the general membership in December. Chumash Lodge 90, Lodge Operating Instructions! 5/11

7. SERVICE a) Plan all service projects in consultation with the appropriate professional Council representatives. b) Determine and coordinate Ordeal tasks in consultation with the appropriate professional Council representatives and the Ordeal Taskmaster. c) Plan and propose Goodman and Founder Award nominees to the Lodge Executive Committee. 8. CONCLAVE a) The Lodge will support the Section by nominating a Conclave Vice Chief (CVC). b) The CVC will be the Lodge s liaison for Conclave planning and coordination. V. FINANCES A. The Lodge s fiscal year shall be from January 1 to December 31. B. The Lodge Dues shall be set annually by the Lodge Executive Committee and coincide with the fiscal year. C. Prior to incurring budgeted expenses over $100, the Staff Adviser s approval must be obtained. All approved orders will be processed through the Council Service Center. D. Any trading post sale over $100 must be approved by the Supreme Chief of the Fire or their representative. Only the Lodge Treasurer, Lodge Chief and their advisers may order trading post supplies. E. Each Chapter and committee will annually prepare and present a complete equipment inventory indicating the location of each item and its condition to the Lodge Treasurer by the last Lodge Executive Committee Meeting of the fiscal year. F. Event Chairs will submit an event budget to the Lodge Executive Committee for approval at least thirty days before the event. Event Chairs will submit a financial statement (or report of income and expenses ) for each event to the Lodge Executive Committee at the first Lodge Executive Committee meeting following the event. G. Claims for reimbursement for expenses incurred on behalf of the Lodge must be submitted within 15 days of the date of the expense, must be submitted to the Council Service Center using the Lodge/Chapter Expense Request Form and must be accompanied by receipts. The Council to forward copies of completed Request forms and receipts to the Lodge Treasurer or his Adviser within 15 days of receipt at the Service Center, or on payment. Chumash Lodge 90, Lodge Operating Instructions! 6/11

VI. ACTIVITIES AND MEETINGS A. The Lodge Executive Committee shall plan all activities for the Lodge, as they are mandated or needed. B. The scheduling of Lodge activities shall be done in consultation with the Lodge Key Three and the Council Vice President for Program and will not conflict with Council events or activities. C. The Lodge Executive Committee shall schedule, plan and attend the following Lodge activities: 1. Lodge Winter Meeting: February. 2. Spring Ordeal/Vigil Selection: May. 3. Council scheduled Friends of Scouting Weekends. 4. OA Camp Night every Tuesday of every session of Boy Scout Summer Camp at Rancho Alegre 5. Fall Ordeal/Lodge Elections: October. 6. Lodge Leadership Development/Fall Fellowship/ Annual Banquet: November. 7. An annual Lodge Service project for the Council. 8. Lodge Executive Committee shall hold meetings every other month, starting with January, on the third Saturday of the month, and as fits the Council Calendar. D. Lodge and Chapter meetings shall be opened with the Obligation and closed with the Order of the Arrow Song. VII. CHAPTERS A. Chapter Elections 1. Chapter elections shall take place at the chapter meeting immediately following the lodge election. These elections will be conducted in a manner designated by the individual Chapters, but should be similar in nature and format to the Lodge Election process. 2. Chapter Officers-elect are sworn in at the Lodge Annual Banquet or the following Chapter Meeting, which ever comes first, by the Lodge Chief, the Chapter Adviser, or Chapter Staff Adviser. 3. The Oath of Chapter Chief shall be as follows: I _(state your name)_ do hereby promise, on my honor as a Scout, that I will faithfully execute the Office of Chapter Chief of (state chapter) and will, to the best of my ability preserve the spirit of the Order of the Arrow amongst the Scouts in the troops within my Chapter. Chumash Lodge 90, Lodge Operating Instructions! 7/11

4. The new Chapter Chief will then install the remaining Chapter Officers. The Oath for the remaining Chapter Officers shall be as follows: I _(state your name)_ do herby promise, on my honor as a Scout, that I will faithfully execute the Office of Chapter (state office) of (state chapter), and will assist the Chapter Chief in preserving the spirit of the Order of the Arrow amongst the Scouts in the troops within my Chapter. 5. The term of office for Chapter Officers shall begin upon their installation and run until the meeting following the election of new Lodge officers. B. Chapter Activities 1. Chapters should meet monthly. 2. Chapters may plan activities based upon their judgment and in accordance with BSA policies, but subject to approval of the Lodge Executive Committee as stipulated in the Lodge Rules (Article V, Section E). 3. Chapter activities are never to conflict with those of the Lodge. 4. Chapter activities shall not conflict with Council or District events or activities. 5. Each Chapter shall have a telephone/email committee to remind members of meetings and activities. This committee should be organized around unit Order of the Arrow Representatives. VIII.MEMBERSHIP SELECTION A. Ordeal Selection 1. Unit elections should begin in January and end before each District s Spring Camporee. 2. Call-Out Ceremonies should be held at each District s Spring Camporee. In the event a candidate is not at a Camporee, he may be called out at a troop meeting or other suitable occasion. When possible, the Chapter officers should take on Native American roles in Camporee Call-Outs. B. Brotherhood Selection 1. The requirements for Brotherhood are as stated in the current edition of the Order of the Arrow Handbook. 2. The decision to attempt Brotherhood is entirely up to the member who is eligible. C. Vigil Selection 1. The process to determine the number of Vigil Honor candidates shall be as stated in the current edition of the Order of the Arrow Handbook or Field Operations Guide. Chumash Lodge 90, Lodge Operating Instructions! 8/11

2. Committee Composition a) A youth Vigil member will be Chair by appointment of the Lodge Chief. He shall have complete authority over the Vigil Selection meeting within the guidelines of these Lodge Operating Instructions and National Order of the Arrow Policy. The Vigil Selection Chair has no vote. b) One youth Vigil member from each Chapter shall compose the Vigil Selection Committee. If a Chapter has no youth Vigil members, a non-eligible Brotherhood member shall represent the Chapter. All five chapters must be represented if possible, but at least four chapters must have a representative present for a vote to be held. c) The Lodge Adviser or his appointed representative shall serve as adviser to the committee and shall have no vote. If the Lodge Adviser is not Vigil, he shall appoint an adult Vigil member to serve in that capacity. d) The Vigil Selection Committee will be approved and empowered by the Vice Chief with advice from his adviser. 3. The Vigil Selection meeting should occur at a time such that the Vigil Call Out can take place at Fall Fellowship. 4. The Selection meeting may be attended by any non-eligible member of the Lodge. 5. The Chair of the Committee will announce the names of those members eligible for the Vigil Honor. Members present at the meeting may speak on behalf of the candidacy of an eligible member to make their service to the Lodge known. 6. Youth members present may cast a secret ballot for each candidate separately and in turn, which will then be given to their Chapter representative on the Committee. Based on those votes, each Chapter representative will cast a secret ballot for the candidate. Those ballots will be counted by the Committee Chair. 7. A candidate must be supported by four-fifths of the committee to be selected for the Vigil Honor. 8. Native American names shall be selected by the committee and translated into the Lenni Lenape language. 9. The Vigil quota shall not be filled if insufficient candidates have shown truly exceptional service. 10. Current Vigil members shall have complete authority over the Vigil Ceremony under the guidance of the Vigil Ceremony Chair. IX. AWARDS A. Each year the Lodge may present two Outstanding Arrowman of the Year Awards to any Lodge members in good standing who have been a positive influence in the Order of the Arrow and supportive of the Lodge Chief and/or Lodge Adviser in his position. Arrowmen so honored will receive the Silver Arrow Pin, to be worn affixed to the Lodge Flap, as recognition of this award. The award recipients are selected by the Lodge Chief and the Lodge Adviser. One award may be presented to a youth and the other to an adult. If only one award is presented, it must be to a youth. Individuals who receive this award Chumash Lodge 90, Lodge Operating Instructions! 9/11

may not receive the Founder s Award in the same year. B. The Lodge may present the Founder s Award to eligible members under the current Order of the Arrow guidelines. The committee to select the Founder s Award recipients will be made up of previous recipients, the Lodge Chief, the Lodge Adviser, and the Supreme Chief of the Fire. Eligible members may not be on the committee. C. The Lodge shall have certificates of recognition, which shall be given to outgoing Lodge Officers, Chapter Chiefs, committee chairmen and other individuals as a recognition of service at the Annual Banquet, and before the new Lodge Officers are sworn in. D. Each Chapter, in cooperation with its district, may present the District Outdoor Camping Award to the troop that logs the most camping days within its District. The Lodge may also present the Council Outdoor Camping award to the troop that logs the most camping days within the council. The Lodge Chief will appoint a youth who will be responsible for administering these awards. E. The Lodge Awards committee may, with the approval of the Lodge Executive Committee, create and issue other awards and recognition as it sees fit. X. LODGE GUIDE MANUALS AND NOTEBOOKS A. There will be Officer Guide Manuals and Notebooks for the following positions: 1. Lodge Chief 2. Lodge Adviser 3. Lodge Staff Adviser 4. Lodge Vice Chief 5. Lodge Secretary 6. Lodge Treasurer 7. Chapter Chief 8. Chapter Adviser 9. Committee Chair 10. Committee Adviser B. There shall be Lodge and Chapter Guide Manuals and Notebooks for the following committees: 1. Activities 2. Camping promotions 3. Ceremonies 4. Communications 5. Finance 6. Membership 7. Service Chumash Lodge 90, Lodge Operating Instructions! 10/11

8. Conclave Vice Chief C. There will be Event Guide Manuals for the following events: 1. Annual Banquet 2. Fellowships 3. Lodge Leadership Development 4. Ordeals 5. Section Conclave 6. FOS Weekends D. As their names state, it is the purpose of the Lodge Guide Manuals and Notebooks to serve as a guide to Lodge activities and operations. E. Each officer, adviser, and standing committee chairmen shall maintain the Guide Manual and Notebook pertaining to his office. F. Every notebook shall contain the Guide Manual, Lodge Rules and Operating Instructions, rosters, calendar, and additional sections as required for the performance of duties. G. Transferring Guide Manuals and Notebooks 1. The notebook remains with the job, not the individual. 2. Prior to transferring the notebook, the officer should: a) Remove items that no longer apply and leave current and useful items in order. b) Add to it a commentary of insight on the position having held that position previously into the Voices of Past Experience section. H. The Lodge Chief and Adviser have overall responsibility for seeing that the notebooks are transferred. Chapter Chiefs and Advisers are responsible for the same at the Chapter level. I. If no successor is available, the notebook shall be given to the Lodge Adviser, Staff Adviser, or Chapter Adviser until a successor is named and sworn in. First Draft Submitted for review and approval of the Lodge Executive Committee on March 7, 2009. Final Draft Submitted for review and approval of the Lodge Executive Committee on April 4, 2009. These Revised Lodge Operating Instructions were reviewed and unanimously approved by the Lodge Executive Committee in meeting on April 4, 2009. Chumash Lodge 90, Lodge Operating Instructions! 11/11