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 MEETING MARCH 17, 2018 ARLINGTON, TEXAS The regular meeting of the Board of Directors was called to order at 9:20am in the Conference Room of the Grand Chapter Office by Chairman Carlotta Fairchild. The Chairman welcomed all present and shared a quote on Words of Wisdom. Board Members present were: Chairman, Carlotta Fairchild; District Five; Vice Chairman, Ray Hargis, District One; James Parker, District One; Cindy Echols, District Two, Darrell Albrecht, District Three; Bob Royall, District Four; Debi Fincher, District Four and Phyllis Wilson, District Five. Board Members absent were: Secretary, Barbara Martin, District Three; Deborah Land, District Two Others present for all or part of the meeting were: Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Greta Spradling; Grand Conductress, Linda Winn-Christenson; Associate Grand Conductress, Terri Rozell, Xanthe Parker, Tom Brisko, Tamela Hennington, Oscar Hairell, Jane Pyle and Janet Travers. Debi Fincher presented the devotional on Spiritual Spring Cleaning. Spring Cleaning items you would do in your home can also be applied to your spiritual spring cleaning. Examples are: eliminate clutter, scrub away dirt, vacuum, dust and polish. A prayer was presented by Debi Fincher 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 Ray Hargis ad Xanthe Parker were recognized. The anniversaries of Barbara and Doyle Martin and Debi and Mike Fincher were recognized. Minutes: The minutes of the February 17, 2018 Board of Directors Regular Meeting in Arlington, Texas were presented. Cindy Echols moved that the minutes of the February 17, 2018 Board of Directors Regular Meeting be approved as presented. The motion was seconded by Phyllis Wilson and adopted.
2017-2018-48 Email Vote Ratification: There were no Email Votes to be ratified. Correspondence: Cards sent by the Secretary included: 3 Birthday cards, 3 Anniversary cards, 1 Sympathy Card, 2 Thinking of You Cards and 2 Get Well Cards. Grand Secretary s Report: Grand Secretary, Dr. Ellen Pickrell, reported on the following items: Bulletin Advertising Progress: One vendor has advertised in the Bulletin at this time. Hurricane Harvey Relief Funds: To date $81,845.16 has been donated for Hurricane Harvey. The amount of $41,250.00 has been allocated to members suffering losses. Amazon Smiles no new information Credit Card Reader by Square: Credit Card payments have been processed for $332.00. The fees paid for use is $9.14. A report was circulated among the Board with details. Grand Treasurer s Report: Grand Treasurer, Greta Spradling, reported on the following items: The Board has been provided with the monthly financial reports. 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. Ray Hargis talked with the owner of Enable Labs No date as to conversion to the MORI database. Online Training on MORI will be provided for the Chapter Secretaries Owner volunteered to come to the Grand Chapter Office and do one on one training. Using the Barcode on Dues cards for Grand Chapter Session registration. o A test program is being developed to read the Barcode on the dues card to allow members information to be populated into a spreadsheet for registration. o Enable Labs has a similar program that we may be able to use in the future. Working to identify a committee to continue to work with Enable Labs. Information on the Investment Bankers was presented by James Parker. Recommendations to the Board will be presented at the next Board meeting. A matrix concerning the three financial institutions will be sent to the Board members before the next meeting. Information on the Audit with Ratliff and Associates was presented by James Parker. Information on Restricted Funds versus Non-restricted funds should be added to the Audit. James Parker presented a Working Draft on the information that has been compiled. Any funds restricted by Donors cannot be changed. Any funds restricted by Grand Chapter can be changed. Funds available for the Grand Chapter General Fund and our OES Ladies were discussed.
2017-2018-49 James Parker recommended that this information should be part of the yearly Audit Report. A dynamic document needs to be developed with information on Restricted and Non-restricted Funds. Monies received from the Skinner Estate totaled $129,000.00. According to the Living Trust this money is to be used for Charitable Purposes, therefore, the money should be in the Endowment Sub account (1021). Darrell Albrecht moved that the $129.000.00 Skinner Estate Donation be moved from the General Fund Sub Account (1012) to the 501c3 Account (1021). The motion was seconded by Debi Fincher and adopted. Research indicated that Interest from the Endowment Sub Account had not been moved to the General Fund account. Some of these funds can be used for Education Scholarships. There are 37 applicants for scholarships this year. James Parker moved to transfer the amount of $785,758.00 from the Endowment Sub- Account (1021) to the General Fund account (1000) as specified by the Constitution (Article 165) that has not previously been moved. Seconded by Darrell Albrecht and adopted. Information on Changing Grand Chapter s Risk Investment Limits was presented by James Parker. Information will be presented at the next Board meeting. Report from appointed Bulletin Committee: The Bulletin Committee (Cindy Echols, Darrell Albrecht and Debi Fincher) presented the following: A Sample Bulletin printed at a smaller size 5 x 8 ½ was circulated among the Board with details. There is not a savings in cost of printing a smaller version of the Bulletin. New Business: Presentation of 2020 Grand Chapter Location: Linda Winn-Christenson, Grand Conductress, and Oscar Hairell presented contracts and information on the 2020 138 th Grand Chapter Session. Question as to if there is a date restriction on when funds can be appropriated for a future Grand Chapter Session. Code of Laws, Executive Committee for Grand Chapter Sessions, Article 152-M, pg. 111 does not state a date as to when the funds have to be appropriated. Debi Fincher moved to forward the 2020 138 th Grand Chapter Session Contracts to the Board Contracts Committee. Upon the recommendation of the Board Contracts Committee the Board will vote by email to approve. The Executive Chairman for the Grand Chapter 2020 to be authorized to sign other subsequent paperwork/agreements associated with said contract or implementation and enforcement thereof. The motion was seconded by Phyllis Wilson and adopted. Debi Fincher moved that upon approval of the 2020 138 th Grand Chapter Session Contracts to instruct the Grand Secretary to provide a check in the amount of $20,000.00, not later than July 1, 2018 for the purpose of funding deposits, pre-expenses, etc. for the Grand Chapter 2020 Session. The motion was seconded by Darrell Albrecht and adopted. 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. March 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 2017-2018-50 Emergency Aid was paid to the following Chapter: Goose Creek Chapter #709 Temporary Aid was paid to the following Chapter: none The totals for Benevolent Aid in February were: Long Term Aid $ 4,000.00 Emergency Aid $ 1,500.00 Temporary Aid $ 0.00 Total $ 5,500.00 To date $81,845.16 has been donated for Hurricane Harvey. The amount of $41,250.00 has been allocated to members suffering losses. Museum: Darrell Albrecht reported on the Museum. No additional information available. Titles, Deeds, & Properties: Cindy Echols reported on the Titles, Deeds and Properties. No additional information available. TMRC (Our Precious Ladies): Barbara Martin was absent. No information available for report. Worthy Grand Matron s Special Projects: Debi Fincher reported on the Worthy Grand Matron s Special Projects. A spreadsheet was distributed to Board members. Total revenue for these projects is $107,524.65. Money has been provided to the General Fund in the amount of $33,158.37. Budget: Bob Royall reported on the budget. Bob Royall has been working with Associate Grand Matron, Carolyn Martin, and Associate Grand Patron, Burley Jones, on the budget. The Grand Chapter Office has been cleaning up the accounting codes. Budget Workshop will be on April 20 th at the Grand Chapter Office from 1:00pm to 5:00pm. Legislation: Bob Royall reported on Legislation. Legislation has to be submitted to the Grand Chapter Office by May 8 th. Suggestions and ideas for legislation were presented to the Board. These were discussed. The Board suggested that two of the items be developed into legislation. Bob Royall will create the legislation and distribute them to the Board members for review. Miscellaneous: The next Board Meeting is April 21, 2018 at the Grand Chapter Office. Bob Royall will present the Devotional in April. The Budget Workshop will be held on April 20 th at the Grand Chapter Office from 1:00pm to 5:00pm.
2017-2018-51 District Reports: District 1: Ray Hargis and James Parker reported on the following happenings: Tea for Carolyn Martin, Associate Grand Matron, on March 25th at Bethesda Lodge in Gilmer by the Line Officers of District 1, Section 10 Tea for Phyllis Macon, Grand Examiner, on March 18 th at Cameron-J.Jarvis Library in Troup by District One Friends District 2: Cindy Echols reported on the following happenings: Past Grand Matron Beulah Speer is doing better. District 3: Darrell Albrecht reported on the following happenings: Barbara Martin s husband, Doyle, had a stroke and is still in the hospital. District 4: Bob Royall and Debi Fincher reported on the following happenings: District 4, Section 4 will have the program: Preparing for Your Year! at New Caney Chapter on March 24 th. Associate Grand Conductress Roundup is April 13 th 15 th at Shenandoah, TX. Fish Fry honoring the Associate Grand Patron on Sunday April 15 th in Cleveland, TX by District 4, Section 4 District 5: Carlotta Fairchild and Phyllis Wilson reported on the following happenings: Tea for Linda Winn-Christenson, Grand Conductress, on March 18 th at Eastern Star Temple in Waco by the Past Matrons and Past Patrons of District 3, Section 9. Past Grand Matron, Dr. Effie Mae Davis, continues to have health problems. The Chairman reported on the Executive Session at which Benevolent Aid was discussed. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 1:16pm. Respectfully submitted, Janet Travers Acting Recording Secretary