WALAMOOTKIN LODGE PLAN BOOK INTERIM RULES, CALENDAR, AND JOB DESCRIPTIONS Winter 2016/2017
Lodge Rules Page 3 Table of Contents SECTION I: NAME AND AFFILIATION OF LODGE 3 SECTION II: ELECTION TO MEMBERSHIP 3 SECTION III: OFFICERS 3 SECTION IV: OFFICER ELECTIONS 4 SECTION V: LODGE ACTIVITIES 5 SECTION VI: CHAPTERS 5 SECTION VII: CHAPTER ACTIVITIES 6 SECTION VIII: DUES 7 SECTION IX: BROTHERHOOD MEMBERSHIP 7 SECTION X: VIGIL HONOR 7 SECTION XI: FOUNDERS'AWARD 8 SECTION XII: PUBLICATIONS 8 SECTION XIII: TRANSFER MEMBERSHIP 8 SECTION XIV: LODGE EMBLEMS 8 SECTION XV: FINANCES 9 SECTION XVI: VOTING 9 SECTION XVII: AMENDMENT TO THE RULES 9 Lodge Calendar Page 10 Lodge Summary Budget Page 11 Lodge Organization Chart Page 12 Lodge Officer Job Descriptions Page 13 Lodge Operating Committees Page 16 Chapter Officer Job Description Page 19 2
LODGE RULES SECTION 1: NAME AND AFFILIATION OF LODGE 1. The official name of this Order of the Arrow (OA) Lodge shall be Walamootkin in honor of a famous Nez Perce Indian Chief and band of Nez Perce Indians from the Wallowa Valley in Oregon. 2. The terms Wa-La-Moot-Kin, and Walamootkin 336 are historical variations of the current Lodge name. The Lodge formed in 1946, was the 336 th Order of the Arrow Lodge granted a charter by the Boy Scouts of America (BSA). 3. The Lodge is affiliated with Blue Mountain Council #604, BSA, and shall be under the supervision of the council camping committee and the administrative authority of the Council Scout Executive. 4. Members of Walamootkin Lodge will adhere to the policies of the National Order of the Arrow committee and the OA mission statement. 5. The totem of this Lodge shall be the Mountain Sheep. SECTION II: ELECTION TO MEMBERSHIP 1. The requirements for Membership in this Lodge are as stated in the current edition of the Order of the Arrow handbook. 2. Procedures for the Ordeal shall be as stated in the Order of the Arrow Handbook and Administrative Guide for the Ordeal. 3. All elections to membership must be registered through the Lodge. SECTION III: OFFICERS 1. The core elected officers of this Lodge shall be Lodge Chief and Chapter Chief(s). All elected officers must be active Lodge members* 1 and be younger than 21 years of age during the entire term of office. 2. Core Lodge officers shall be elected and installed at an annual Lodge event (typically Ordeal or Annual Fellowship) as approved by the Lodge Key-3. With the approval of the Lodge Key-3* 2, lodge officers may be elected or appointed/accepted through the nomination committee process. Lodge officers typically include but are not limited to Lodge Administration Vice Chief, Lodge Program Vice Chief, Lodge Ceremonies Vice Chief, Lodge Finance Vice Chief and/or Lodge Communications Vice Chief. Term of office is typically 1 year concurrent with the term of office for the Lodge Chief. 3. The LEC shall be composed of elected Lodge officers and their advisers, the immediate past Lodge chief, Lodge operating committee* 3 chairmen, Council Camping Committee Chairman (or his designee), and the Council Scout Executive (or his designee). LEC meetings shall be open to the general membership of the Lodge. 3
4. The voting members on the LEC of this Lodge shall include elected Lodge youth officers, and immediate past Lodge Chief. The Lodge Key-3 may grant voting rights to appointed officers with the approval of the LEC. No youth member of the LEC may hold multiple voting positions. 5. The LEC shall typically meet monthly at a location and date chosen by the Lodge Key-3. The LEC dates shall be published on the Lodge Calendar, Council Calendar, and/or the Lodge website. Additional meetings and/or remote meetings may be scheduled at the discretion of the Lodge Key-3 or at the request of the Council Scout Executive. 6. The LEC meeting shall utilize an agenda comprised of a) saying the Obligation of the order of the Arrow, b) reading and correction/approval of previous LEC minutes, c) officers and finance reports, d) old business, e) new business as previously approved by the Lodge K-3, f) open discussion and g) closing comments by the Lodge Adviser and/or singing of the OA song. 7. Passing proposals presented at LEC meetings will require a simple majority (50% of the core Lodge officers must be present) unless stated otherwise in the Lodge rules. Items for new business will be reviewed in advance by the Lodge Key-3 and placed on the agenda. All Arrowmen are encouraged to submit items for consideration under new business to members of the LEC. New items presented by arrowmen shall be placed on the LEC agenda within one month if approved at the Lodge Key-3. Items rejected by the Lodge Key-3 may be discussed in the open discussion section of the agenda. New proposals will not be brought to a vote during open discussion unless a vote is agreed upon by unanimous consent of the LEC and with the approval of the Lodge Adviser and or Lodge Staff Adviser. 8. Roberts Rules of Order shall be followed at the LEC when voting on all proposals, unless waived by the Lodge Key-3. The Lodge Chief may not submit a proposal or vote on Lodge business unless a tie-breaker is necessary. However, the Lodge Chief may entertain a proposal for submission if so moved by a voting member of the LEC. 9. Proxy votes will be permitted during the LEC meeting at the discretion of the Lodge Key-3. * 1 An active Lodge member is a member of the Lodge and BSA with dues current * 2 Lodge Key-3 consists of Lodge Chief, Lodge Adviser, and Lodge Staff Adviser * 3 The Lodge Chief may form Lodge Operating Committees at his discretion. Committee Chairmen must be younger than 21 years of age during the entire term of office. SECTION IV: OFFICER ELECTIONS 1. Candidates for the elected offices of the Lodge are required, prior to election, to present themselves before an Officer Review Committee, composed of Lodge vice chief(s) and Chapter Chief(s) and/or former Lodge Executive Committee member(s) as approved by the Lodge Key-3. If necessary, this requirement may be waived by the LEC on a temporary basis provided that the respective officer has met with the Lodge Key-3 and understands his responsibilities. 2. Approval of the Lodge Key-3 for Lodge officers and appropriate Chapter Key-3 for Chapter Chief (see Section VI: Chapters) must be obtained prior to running for election. 3. If possible, candidates for the office of Lodge Chief will have been past members of the executive committee. If a full slate of Lodge officers has not been identified prior to the selected election date, the Lodge Key-3 may exercise the option to delay elections and require the nominating committee process to identify officer candidates for election at the next Lodge event. Until elections are held, the Lodge Adviser in consultation with the Lodge Staff Adviser shall appoint an interim Lodge Chief if necessary. 4
4. All candidates for Lodge office shall be made aware that election or appointment into office carries a commitment of attending all LEC meetings and officers training. 5. Nominations for Lodge office will not be accepted from the floor. 6. Candidates for office may be placed on the ballot in abstentia, only with the prior approval of 7. All candidates not elected may be retained on the ballot for election to other offices only upon voice approval of the candidate. 8. Election to Lodge office requires a simple majority vote of the members present at the election. A tie vote will be broken on a second ballot with the deciding vote being cast by the Lodge Chief, if necessary. 9. Lodge and Chapter officers may be removed for non-performance at the recommendation of the respective Lodge or Chapter Key-3 and approval of the Council Scout Executive. SECTION V: LODGE ACTIVITIES 1. The Lodge will strive to have no more than four major annual activities scheduled for the general membership of the Lodge. In most cases, they shall include, but not be limited to: Spring Ordeal Fall Ordeal Training Workshop (/Election-Team/ Elangomat-training/Ceremonies/Outfits) Annual Banquet/Fellowship In addition, there will be a Lodge Officer/Adviser Retreat to review Lodge rules, review Lodge/Chapter officer and adviser job descriptions, and prepare rough draft of a Lodge budget and calendar. 2. Officer Attendance at Section Conclave (gathering of Arrowmen from Section W1E - Eastern Washington, Idaho Panhandle, and Eastern Oregon - for training and fellowship) is strongly encouraged in addition to participation in National OA personal growth activities such as: National OA Conference, National OA Indian Summers, OA Philmont Trek, and National OA Service Projects. Officers shall encourage Lodge members to attend such events. 3. Regional/Area/National Training sessions may be required for Lodge officers and advisers. 4. Council Committees may request assistance from the Lodge membership, and members will be encouraged to participate. 5. An Arrowman (other than core Lodge officers) must remember that his key responsibility is to his unit first and to the Lodge/Chapter second. SECTION VI: CHAPTERS 1. Optimally, the Lodge shall have a Chapter for each District unless: a) active membership retention numbers fall to a level that makes District Chapter operation infeasible (as determined by the Lodge Key-3), or b) the Council Scout Executive otherwise directs the Lodge. Per this 5
version of the Lodge rules, the LEC is set up to function with a minimum of 2 Chapters (Washington and Oregon) * 4 2. A District, or combination of Districts, may petition to have its own Chapter if there are a minimum of 5 to 10 active youth members and 2 active adult members (one adult must be a Lodge Key-3 approved Chapter Adviser) and a professional staff adviser. A Chapter must fill all elected officer positions to keep its Chapter status. The Lodge Key-3 will review chapter status on an annual basis. Chapter boundaries may be modified as necessary in consultation with the Chapter Key-3 and approved by the LEC and/or Council Scout Executive. 3. The elected officers of each Chapter shall be Chapter Chief, Chapter Administrative Vice- Chief, and Chapter Community Vice-Chief(s)* 5. It is suggested, but not required, that each community with at least 2 active youth members and 2 active adult members elect a Chapter Community Vice-Chief. All officers must be under 21 years of age during the entire term of office. 4. Chapter chiefs shall typically be elected and installed at the same time as the Lodge Chief. 5. Remaining Chapter officers shall be elected as directed by the Chapter Key- 3* 6. 6. The Chapter adviser shall be appointed on a year-to-year basis as shall other committee advisers and adults appointed to specific advisory roles. * 4 If Chapters are not viable, temporary changes to the Lodge Rules will made by the Lodge Key-3 and approved by the LEC and/or Scout Executive * 5 Chapter Vice Chief(s) may be temporarily appointed by the ChapterKey-3 and approved by the Chapter youth members at any Chapter Key-3 approved Chapter meeting. * 6 Chapter Key Three consists of Chapter Chief, Chapter Adviser and District Staff Adviser SECTION VII: CHAPTER ACTIVITIES 1. Chapters can carry out such activities as service projects, ceremonies, social events, and business meetings as approved by the Chapter Key-3. It is strongly suggested that Chapters not meet without a specific purpose. 2. Each year Chapters will conduct new candidate elections and insure completed election forms are submitted to the Lodge Key-3. 3. Each Chapter shall recognize newly elected candidates at District Camporees or at other public recognition ceremonies. 4. At the request of the Lodge Ordeal Master, each Chapter shall provide staff, Elangomats, Nimats and/or ceremony teams for Spring and Fall Ordeals. 5. Each Chapter shall encourage members to attain Brotherhood membership. 6. Elangomats, election teams, and ceremony teams shall participate in training at the Lodge Workshop weekend or be trained by Arrowmen who have received training at the Lodge Ceremony Workshop. District Committees may request assistance from the OA and the Chapter membership is encouraged to help. 6
SECTION VIII: LODGE DUES 1. Dues of the Lodge shall be due in January, collected in an amount set by the LEC and based on the annual Lodge budget. Dues shall not be pro-rated. 2. Membership cards will be provided to dues paying members at Ordeal or within 2 months of paying dues* 7. Membership cards will be distributed at Lodge activities. 3. There shall be an induction fee collected from new members before the Ordeal to cover election costs, Ordeal notification, and mailings/publications as typically set by the LEC and based on the annual lodge budget. The LEC has the option to modify the induction fee amount with the approval of the Lodge Key-3 and will typically not exceed the amount of the Lodge annual dues. 4. An Arrowman will forfeit his OA membership if he is not a registered member of the BSA. 5. Inactive members may be restored to active status by paying the current year's* 8 dues in full at the Council Service Center or at Lodge activities. * 7 Pending availability of National Membership cards * 8 any scout restoring their active status during or later than the month of October shall only be charged for the next years dues provided that he has maintained active status in the BSA. SECTION IX: BROTHERHOOD MEMBERSHIP Completion of Brotherhood membership shall be in accordance with the requirements in the current edition of the Order of the Arrow Handbook. SECTION X: VIGIL HONOR Attainment of the Vigil Honor shall be in accordance with the requirements in the current printing of the Order of the Arrow Handbook. The Lodge Chief shall appoint a youth chairman (which may be the Lodge Chief if he is a Vigil Honor member) and youth voting members of the Vigil selection committee in consultation with the Lodge Key-3. The Lodge Key-3 will also appoint a Vigil Chairman adviser on an annual basis. Nominations for eligible Vigil honor recipients shall be requested from within Council wide membership annually by the Lodge. Any Lodge member eligible for the Vigil Honor must be a current dues paying member at the time of his selection by the Vigil committee and a current dues paying member at the time of his Vigil ceremony. The method of award selection will be decided by the committee with strong emphasis on service to Scouting (OA/District/Council/National) by current members the Order of the Arrow. Being a member of the Lodge or Chapter leadership is not a pre-requisite for selection. The Lodge will defray the cost of the sash and a Vigil breakfast for each vigil candidate. These costs shall be budgeted annually. 7
SECTION XI: FOUNDERS'AWARD Attainment of the Founders award shall be in accordance with the requirements in the current edition of the Order of the Arrow Handbook. All active Lodge recipients of the Founders' Award may serve as advising members of the Founders' Award selection committee for the purpose of selecting candidates for this award. The Lodge Chief shall appoint a youth chairman and committee. The chairman and committee must be recipients of the award. If no youth Founders Award recipients are currently active in the Lodge, the Lodge Chief shall consult with the Lodge Adviser and Lodge Staff Adviser to prepare and carry out an alternate plan of selection. The Lodge Key-3 will also appoint a Founders' Award Selection Committee adviser on an annual basis. The method of award selection will be decided by the committee with strong emphasis on service to the Order of the Arrow and more specifically, notable and measurable achievement related to the improvement of the Lodge. The cost of this award shall be budgeted annually. SECTION XII: PUBLICATIONS 1. The Lodge shall publish a bulletin or newsletter on a quarterly basis which shall be mailed to all members on the active roster. Complimentary mailings will be mailed to, but not limited to, district and council professional staff who choose not to be active members of the Lodge. Additionally, the newsletter may be posted to the Lodge web-site. 2. The Lodge Key 3 shall appoint the editor of the Lodge newsletter. 3. The Lodge shall publish a Lodge Plan Book on an annual basis to be distributed, at a minimum, to all members of the executive committee. The Lodge Plan Book shall include the Lodge rules, operating committee descriptions, officer job descriptions, budget, and Lodge calendar. 4. In addition, the Lodge shall assemble and publish a Where-to-Go Camping booklet on an annual basis. SECTION XIII: TRANSFER MEMBERSHIP 1. The Lodge shall welcome and accept any transfer member upon presentation of his/her last membership card from his previous Lodge and payment of dues. 2. Under unusual circumstances, the Lodge Adviser or Staff Adviser may use his discretion toward the acceptance of transfer membership. SECTION XIV: LODGE EMBLEMS 1. Lodge pocket flaps and/or neckerchiefs shall be made available for sale at the Council Service Center trading post at a price and quantity determined by the Lodge Executive Committee (LEC). 8
2. Changes in the current official Lodge pocket flap design shall be made only after approval of two-thirds of the voting members of the LEC and the Staff Adviser or the Council Scout Executive. 3. The issue of commemorative Lodge flaps, Jamboree Lodge flaps, or other OA merchandise may be allowed with approval of a simple majority of the LEC. 4. The issue of National Order of the Arrow Conference (NOAC) contingent Lodge pocket flaps and other NOAC related memorabilia shall be allowed upon approval of the Lodge Key-3 or LEC. 5. The purchase of all Lodge emblems and merchandise must be a part of a Lodge Key-3 approved budget. SECTION XV: FINANCES All Order of the Arrow funds shall be handled through the council service center and go through all normal council accounting procedures. The Lodge Key-3 shall insure that an annual inventory of Lodge trading post items and Lodge property shall be prepared, including but not limited to Ceremony Team equipment and Lodge owned regalia. An annual budget, financial balance sheet for the previous year, and inventory shall be presented to the Council Executive Committee within 3 months of Lodge re-chartering. SECTION XVI: VOTING Adult Scouters, age 21 or older, do not have a vote in matters of Lodge or Chapter business. SECTION XVII: AMENDMENT TO THE RULES 1. These rules shall be subject to amendment, unless otherwise stated, at any LEC meeting if a simple majority of the core elected officers are in attendance and that the proposed change has been reviewed in advance by the Lodge Key-3. 2. The Lodge Rules, calendar of events, and budget shall be reviewed on an annual basis by the Lodge Key-3 and with proposed changes approved by the LEC. 3. In the event of an inactive LEC (50% of the voting members not present for more than 2 consecutive months), the Lodge Key-3, with the approval of the Council Scout Executive, may temporarily suspend the Lodge rules to assure continued Lodge operation. 9
WALAMOOTKIN LODGE CALENDAR 2017-2018 1/28/2017 Lodge Workshop 3/4/2017 Lodge Banquet and Fellowship 5/19-21/2017 Spring Ordeal 6/15/2017 Lodge Officer BBQ* 8/18-20/2017 Fall Ordeal 9/22-24/2017 Conclave 10/6-8/2017 National Leadership Seminar 1/5/2018 Lodge Workshop* 2/2-4/2018 Lodge Officer Retreat* 3/3/2018 Lodge Banquet and Fellowship* 5/18-20/2018 Spring Ordeal 6/14/2018 Lodge BBQ 8/17-19/2018 Fall Ordeal 9/28-30/2018 Conclave* Lodge Key-3, 6:30 pm, 3 rd Thursday of each month* LEC, 6pm, 1 st Thursday of every odd month** * Tentative ** Unless additional meetings are requested/necessary 11
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Lodge Chief: JOB DESCRIPTIONS LODGE OFFICERS 1. Works closely with the Lodge Advisers. 2. Attends Lodge Key-3 meetings. 3. Prepares all Lodge Executive Committee (LEC) agendas in consultation with the Lodge Advisers and Staff Adviser. 4. Attends, and is chairman of, the LEC meetings. 5. Is a member of the Council Camping Committee. 6. Ensures that the Lodge has a Lodge leadership training program or makes sure the Lodge Training committee (and/or Lodge Administrative Vice-Chief when elected) executes the same responsibility. 7. Ensures that Chapter officers are trained in membership election procedures or makes sure the Lodge Training committee (and/or Lodge Administrative Vice-Chief when elected) executes the same responsibility. 8. Assures through his Chapter Chiefs that 100% of Council troops and Varsity teams are contacted and given the opportunity to hold OA elections or makes sure the Lodge Unit elections committee (and/or Lodge Communications Vice-Chief when elected) executes the same responsibility. 9. Assures that Ordeals are run in accordance with the OA Inductions Manual or appoints an Ordeal Master to execute the same responsibility. 10. Works with the Chapters to assure that Ordeals are staffed with ceremony teams and Elangomats or makes sure that the Lodge Inductions committee (and/or the Lodge Program Vice-Chief when elected) executes the same responsibility. 11. Assures the annual review of the Lodge budget, rules, goals, calendar, and job descriptions, and is responsible for publication of the Lodge Plan Book. 12. Assures that the annual Lodge financial statement is prepared or makes sure the Lodge Finance Committee (and/or the Lodge Finance Vice-Chief when elected) executes the same responsibility. 13. Coordinates and plans the annual Lodge/Chapter Officer Retreat or makes sure the Lodge Leadership Training committee (and/or Lodge Administrative Vice-Chief when elected) executes the same responsibility. 14. Responsible for the 4 Lodge activities, including the Lodge Annual Banquet, or makes sure the Lodge activities committee (and/or Lodge Program Vice-Chief when elected) executes the same responsibility. 15. Assures that the quarterly newsletter is published and distributed to the members or makes sure the Lodge publications committee (and/or Lodge Communications Vice-Chief when elected) executes the same responsibility. 16. Assures that Chapters have trained Ordeal and Brotherhood Ceremony teams or makes sure the Lodge Ceremonies Committee (and/or Lodge Ceremonies Vice-Chief when elected) executes the same responsibility. 17. Appoints the Vigil Nominations Committee Chairman and suggests committee members in accordance with the Lodge Rules. 18. Appoints the Founders Award Selection Committee Chairman and recruits former Founder s Award Recipients to be members of the committee in accordance with the Lodge Rules. 19. Organizes Lodge OA Camping, OA Service, and OA Spirit Award selections and respective presentation at the Lodge Annual Banquet. 21
20. Organizes Youth and Adult Arrowman of the Year Award selection and respective presentations at the Lodge Annual Banquet. 21. Attends and is a voting member of the Section Council of Chiefs. 22. Follows other guidelines established in the OA Handbook and Lodge Plan Book with regards to Lodge operations. Lodge Administration Vice-Chief (if elected): 1. Reports to the Lodge Chief. 2. Works closely with his Adviser. 3. Attends the Lodge Executive Committee meetings. 4. Assumes the responsibilities of Lodge Chief in his absence. 5. Plans and manages the Lodge Leadership training sessions. 6. Works with Lodge Chief to plan and manages the Lodge Officer Retreat. 7. Provides oversight of Lodge Chapters and keeps Lodge Chief informed of Chapter operations. 8. Work with Chapters to recruit, register and track unit OA representatives. Lodge Program Vice-Chief (if elected): 1. Reports to the Lodge Chief. 2. Works closely with his adviser. 3. Is involved in working with the respective committees to plan each of the 4 major calendared lodge activities and prepares respective schedules for approval by the Lodge Executive Committee. 4. Responsible to help recruit and ensures that staff are trained for each of the 4 major calendared lodge activities. 5. Assures that Ordeals are run in accordance with the OA Inductions Manual. 6. Attends Section Conclave planning meeting and coordinates Lodge participation. 7. Attends the Lodge Executive Committee meetings. 8. Serves as chairman of the Activity Committee, Inductions Committee, Service Committee, and Camping Promotion committees or nominates respective committee chairmen for appointment. 9. Assures that the Annual Lodge Where-to Go-Camping is published and made available to all Council unit leaders or that Lodge Camping Committee executes the same responsibility. Lodge Communications Vice-Chief (if elected): 1. Reports to the Lodge Chief. 2. Works closely with his Advisor. 3. Attends and takes minutes of each Lodge Executive Committee meeting and mails copies to all members of the Executive Committee and their Advisors. 4. Serves as chairman of the Membership Committee, Unit Elections Committee, and Communication committee or nominates respective committee chairmen for appointment. 5. Assures that LodgeMaster program is used to keep an accurate Lodge roster including membership status, dues status, unit affiliation, and contact information. 6. Assures that a questionnaire is submitted to Lodge members to record committee participation interests. 7. Responsible for issuing and distributing annual membership cards. 8. Updates the Current Lodge Scrapbook and is responsible for maintenance of all Lodge Historical Scrapbooks. 9. Responsible for upkeep of the Lodge Web Page. 21
Lodge Cermonies Vice-Chief (if elected): 1. Reports to the Lodge Chief. 2. Works closely with his Advisor. 3. Works with Chapters to assure Ordeal and Brotherhood ceremony teams are recruited, and develops and uses a certification process. 4. Ensures that regular practices are scheduled and that lines are memorized. 5. Helps develop and execute recruitment and training at Lodge Training Workshop. 6. Makes sure Lodge Ceremony gear is appropriate, complete, and in good shape. 7. Makes sure equipment needed for ceremonies (e.g. bow, candles, torches) is available and in operating condition. 8. Makes sure that the ceremony site is in operating condition. 9. Works with Ordeal Master to schedule ceremonies at Ordeal 10. Manages ceremony teams at Ordeal. Lodge Finance Vice-Chief (if elected): 1. Reports to the Lodge Chief. 2. Works closely with his Advisor. 3. Works with his Adviser and prepares financial reports for review at each Lodge Executive Committee meeting. 4. Responsible for preparing a Lodge Activity Financial Statement that includes dues collected, fees collected, trading post sales, and associated expenses. Report is to be presented to the LEC meeting immediately following each of the 6 major Lodge activities. 5. Recruits staff to handle registration and trading post at each of the 6 major Lodge activities. 6. Helps Lodge Chief prepare the annual budget. 7. Prepares the annual balance sheet, trading post inventory, and equipment inventory. Chapter Chief NOTE: Some Districts in Blue Mountain Council may not have enough OA members to support an active Chapter. Other arrangements may be necessary, as determined by the Lodge and Chapter Key-3, to promote OA membership. 1. Reports to the Lodge Chief. 2. Works closely with his Chapter Advisor. 3. Has contact with all registered Troop/Team OA Representatives. 4. Promotes participation in Lodge activities by Arrowmen in his Chapter. 5. Presides over all Chapter business meetings. 6. Shall, upon election, appoint (if needed) a Chapter Ceremonial Committee Chairman, a Chapter Camping Promotion Chairman and a Chapter Unit Elections Committee Chairman. 7. Prepares an election plan to make sure that 100% of the units in his district are contacted and given the opportunity to hold OA elections. 8. Organizes Arrowmen in his district for camping promotion, new candidate recognition, service projects, and other activities. 9. Is a member of the Lodge Officer Nominating Review Committee. 10. Makes sure that his Chapter provides information for Where-to-Go Camping book and all Lodge awards. 11. Provides quarterly input to Lodge newsletter 12. Attends Lodge Executive Committee meetings and prepares Chapter progress reports for submittal to the Lodge Chief. 13. Recruits Ordeal Elangomats for his district and makes sure they are trained. 21
LODGE OPERATING COMMITTEES Committee(s) Responsible to Ceremonies Vice-Chief Ceremonies Committee: Recruits and trains ceremonial teams, instructs members on appropriate ceremonial costumes, keeps ceremonial grounds in good condition, and conducts Lodge and Scout unit ceremonies when requested. The responsibility of this committee is to hold regular, year-round workshops to improve delivery of ceremony lines, knowledge of movement during ceremonies, and teamwork, for both Ordeal and Brotherhood ceremonies. Regalia construction will be encouraged to resemble that of the Plateau Indians, including the Nez Perce and other tribes within our Lodge borders. This committee will typically consist of members in each Chapter who will work together and are each responsible to the Lodge Chief or his designee (e.g. Lodge Ceremonies Vice-Chief if elected or Lodge Ceremonies committee chairman when appointed) and their Advisers. The committee is responsible to encourage and hold Lodge-wide competition on individual parts for both the Ordeal and Brotherhood ceremonies, and to have a recruiting program designed to constantly recruit for the future and ensure two-deep commitment for each ceremonial part. The committee will develop ceremonial team certification procedures in order to assure: 1) wordfor-word memorization of parts, 2) proper and uniform regalia or outfits across the members of the team, and 3) proper ceremonial site preparation. As appropriate and dependent upon interest by the general membership, the responsibility of this committee is to hold year-round workshops to, under the guidance of a knowledgeable Adviser(s), properly train members in basic American Indian dance techniques. Including but not limited to: dance styles and outfit construction, whether it is fancy, traditional, grass, etc. The ceremonial teams and/or dance teams are encouraged to visit Cub Scout Packs to perform ceremonies and/or dances, and thereby promote a desire to join Scouting and promote membership retention. A recruiting program shall be designed to constantly recruit team members for the future and ensure two-deep commitment. Committee(s) Responsible to Program Vice-Chief Activities Committee: Helps develops plans for the calendar activities for the Lodge each year and is responsible for carrying them out. The committee will typically be composed of at least two arrowmen from each Chapter. The Chapter Chief will serve by default on the activity committee when an event is held within his Chapter s boundaries. The Ordeal Master will be a member of this committee. Inductions Committee: Uses the OA Induction Manual to help plan and administer Ordeals, helps the Chapters recruit Elangomats and Nimats, helps administers the Brotherhood hike, and helps conducts 21
new-member orientation. Make sure that the extended Elangomat clan system is used when possible, that the number of candidates going through any Ordeal ceremony is fifty or less, and that the Spirit of the Arrow booklets are used. Typically, the Ordeal Master is head of the Inductions committee. Service Committee: Suggests a yearly schedule of service projects, gets LEC approval for the schedule, and makes and completes plans for getting the work done. Camping Promotion Committee: Develops plans for camping promotion in consultation with the council camping committee; develops promotion helps such as Where to Go Camping booklets, visual aids, color slides, and movies or videos of camping activities. It is the responsibility of this committee to actively support the council s camping and high adventure programs, promote Arrowman participation in home unit outdoor activities, and encourage troops to earn the National Camping Award. The committee organizes a council camping promotion program and a training program to assure that any Camping Promotion Teams recruited by the Chapters are well trained. Committee(s) Responsible to Administrative Vice-Chief Leadership Training Committee Plans an annual Lodge conference to build members leadership and job-specific skills; coordinates continued leadership training throughout the year based on current Lodge needs. Membership Committee: Committee(s) Responsible to Communications Vice-Chief The committee is responsible for reviewing and keeping accurate Lodge membership records which includes membership status, dues status, unit affiliation, and contact information The committee will also keep current data with regards to committee/team participation interest (a form will be designed, distributed to members, and information recorded). Determines the status of inactive members and sends out letters each year to active members and check for address changes. It is also the responsibility of this committee to encourage all Ordeal members to enter the Circle of Brotherhood. When directed by the Lodge Chief or his designee (e.g. Inductions Vice-Chief when elected), this committee will help prepare and mail notification letters to Brotherhood candidates. Unit Election Committee: Sends out information to the unit leader regarding membership election procedures, organizes and works with the training team to train unit election teams, helps schedule visits of election teams to units, and records the results of elections. Members of the committee will work with the Chapter Chiefs to insure the opportunity for 100% unit elections within the Lodge. All unit election forms are to be forwarded to the Lodge Key-3 or designee for safe-keeping and filing. This committee helps prepare and mail notification letters for Ordeal candidates. 21
Communications Committee: Prepares lodge newsletters, develops, and maintains Lodge websites, helps organize and utilize the network of OA troop/team representatives to keep units informed, and promotes participation in OA events and activities. The Lodge Communications Committee is responsible for prompt preparation and delivery of quarterly newsletters or bulletins as directed by the Lodge Chief or his designee (e.g. Lodge Vice-Chief of Communication). Information for all publications will be provided by the responsible committees to the Publications Committee as requested. It then will be the Publications Committee s task to prepare or edit information for printing and to label, sort and deliver mailings to the Postal Service if the published material is to be mailed. The committee shall also maintain the Lodge Scrap books and strive to keep the Lodge History book up to date. It is responsible for participation in the maintenance and updating of the Lodge Web Page with the overview of the Staff Adviser. All pertinent information including, but not limited to, newsletters, Founder s award recipients, Vigil Honor recipients, and current patch history. In addition, this committee will have a representative attend all the Executive Committee meetings. Committee(s) Responsible to Finance Vice Chief Finance Committee Helps prepare the annual budget based on administrative and program needs, obtains information from the council service center and issues regular finance reports and is responsible for the financial status of the Lodge. Provides staff for trading post operation and event registration. Ad Hoc Committees Responsible to Lodge Chief The Lodge Chief may create ad hoc committees, in consultation with the Lodge Key-3, to accomplish special tasks. Upon completion of the designated task, the committee will disband after a full report of the activity is provided to the LEC. Lodge ad hoc committees shall include but not be Limited to the following: Vigil Nomination Committee: It is the responsibility of the Vigil Nominations Committee to review the Lodge membership and come up with the best possible selection of nominees for the Vigil Honor as outlined in the Lodge Rules and the OA Handbook. The current Lodge Chief appoint members. Founders Award Committee: It is the responsibility of the Founders Award Committee to review the Lodge membership and come up with the best possible selection of nominees for the Founders award as outlined in the Lodge Rules and the OA Handbook. The current Lodge Chief appoint members. Officer Review Committee: It is the job of this committee to contact prospective candidates for Lodge office(s) and present the identified candidates to the LEC a list of potential officers to stand for election. It is mandatory that all new candidates for core Lodge office meet with this committee prior to election so that they can become familiar with the office responsibilities and commitment. Lodge NOAC Committee (or other appropriate National OA Activities) It is the job of this committee to start preparation at least 12 months in advance of NOAC. The past youth and adult NOAC contingent leaders shall be honorary members of the committee. 21
The committee shall work with the Lodge appointed adult adviser to begin the process of recruiting attendees and to begin the process planning the Lodge participation at NOAC. The committee shall make the Lodge aware of personal and Lodge training and competition activities and develop a budget to include travel, Lodge NOAC merchandise, and Lodge participation (e.g. banners, gear, mascots, etc.) in NOAC activities. CHAPTER OFFICERS NOTE: Chapter Chief job description is presented in the Lodge Officer section above. Based upon available membership, Chapter officers (other than the Chapter Chief) may be elected at the discretion of the Chapter Key-3. Chapter Administrative Vice-Chief 1. Reports to Chapter Chief 2. Serves as Chapter Chief in the Chapter Chief s absence. 3. Takes minutes of the Chapter meetings. 4. As necessary, works with the Lodge Communications Vice-Chief to maintain accurate Chapter records and mailing lists. 5. Responsible for receipting any funds collected at Chapter meetings or dues money collected in the field. All money must be logged in a Chapter financial record book and receipts must be turned over to the Lodge Treasurer or the Lodge Key-3 at the quarterly LEC meeting. Chapter Community Vice-Chief ( typically 1 in each community) 1. Promotes Troop/Team OA representatives in his Chapter. 2. Promotes membership retention and Brotherhood attainment. 3. Helps with Chapter communications. 4. Encourages Arrowmen in his community to pay their annual dues. 5. Encourages Arrowmen in his community to be actively involved in promoting scouting through Order of the Arrow (e.g. camporee staff, Arrow-of-Light bridging ceremonies, etc.). Chapter Committee Chairman Based on available membership, the Chapter Key-3 is encouraged to appoint Chapter committee chairmen for Activities, Inductions, Service, Camping, Training, Membership, Unit Election, Communications, and Finance committees. These committee chairmen will serve on the respective Lodge committees. Input from the committee members may be fed up to the Lodge committees through the Chapter committee chairmen. OA Team/Troop Representative Attends troop and Chapter meetings regularly as a youth representative of the troop and the OA. Serves as a two-way communication link between the troop and the Lodge or Chapter. Works with the Chapter election team to conduct an annual Order of the Arrow election for the troop at a time approved by the troop s Patrol Leaders Council. Works with the Chapter to conduct one camp promotion visit to the unit annually. 21
Works with the Lodge and Chapter to coordinate the Ordeal Induction process for newly elected candidates by: ensuring they know the time and location of the Ordeal, providing information of what to bring to the Ordeal, assisting (as needed) in arranging transportation to the Ordeal, and assisting the Lodge (as needed) during the Ordeal process. Assists current Ordeal members in the troop in sealing their membership in the Brotherhood by: ensuring they know the time and location of Brotherhood opportunities, assisting (as needed) in arranging transportation to the Brotherhood opportunities, and assisting the Lodge (as needed) during the Brotherhood process. He may also, at the discretion of the troop s Patrol Leaders Council, offer periodic training and discussions of OA principles, symbolism, and the Legend as needed by and appropriate for OA troop members. 21