2017-2018-010 NOTE: The information contained in this document was approved at the November 18, 2017 Board of Directors meeting in Arlington, TX. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING OCTOBER 21, 2017 FORT WORTH, TEXAS The regular meeting of the Board of Directors was called to order at 9:33am in the Conference Room of the Grand Chapter Office by Chairman Carlotta Fairchild. The Chairman welcomed all present. Board Members present were: Chairman, Carlotta Fairchild, District Five; Vice Chairman, Ray Hargis District One; Secretary, Barbara Martin, District Three; James Parker, District One; Cindy Echols, District Two, Darrell Albrecht District Three; and Phyllis Wilson, District Five. Board Members absent were: Deborah Land, District Two; Bob Royall, District Four; and Debi Fincher, District Four Others present for the meeting were: Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Greta Spradling; Past Grand Matron, Cheryl Albrecht; Linda Hargis, Xanthe Parker, Jane Hudson and Janet Travers. 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. Ray Hargis presented the devotional on One Pair of Hands. A prayer was presented by Ray Hargis at the end of the devotional. Birthdays: The November birthdays of Greta Spradling and Debi Fincher were recognized. The Anniversary of Ellen and Jim Pickrell in November was recognized. Minutes: The minutes of the September 16, 2017 Board of Directors Regular Meeting in Fort Worth, Texas were presented. James Parker moved that the minutes of the September 16, 2017 Board of Directors Regular Meeting be approved as presented. The motion was seconded by Barbara Martin Email Vote Ratification: The next item of business was ratification of email votes conducted in September and October. The following Email Votes from September 17, 2017 to October 10, 2017 were grouped together for ratification:
2017-2018-011 September 17 th Vote to allow the Webmaster to move the button with Benevolent Aid forms to a more prominent place on the Grand Chapter website for easier access by the membership. September 29 th Vote that the Board meet in Arlington on January 13, 2018 due to Grand Lodge meeting on the regularly scheduled Board Meeting date of the 3 rd Saturday and that the membership be informed by placing this information in the upcoming Bulletins. October 10 th Vote to repair the brakes on the trailer which will require new brakes, turning the drums and packing the bearings at a cost of $590.00, no tax added. The motion was made by Darrell Albrecht to ratify all of these email votes. The motion was seconded by Phyllis Wilson and adopted. Correspondence: Cards sent by the Secretary included: 12 Birthday cards, 1 Anniversary card, 1 Sympathy Cards and 1 Get Well Card. A thank you card was received from Whitewright #939 for the Benevolent Aid they had received. Grand Secretary s Report: The Grand Secretary, Dr. Ellen Pickrell, reported on the following items: Bulletin Advertising Progress: One vendor has advertised in the Bulletin at this time. Paul s Trophy s Shop: Past Grand Matron, Jerre Lucas, is working to get issue resolved. Reconciliation Issues in QuickBooks: Mandy Bankston is going to continue to work with the Grand Chapter on QuickBooks. Safety Deposit Box: The Grand Secretary and Barbara Martin still need to go to the bank and have the signature card processed for Barbara to receive the key to the safe deposit box. TMRC: Dr. Ellen Pickrell attended the Care Plan Meeting Pre-audit meeting held on September 20 th went well. Insurance refund from previous insurer: The refund has been received. Air Conditioning Unit The transformer for air conditioning unit has been ordered. New refrigerator for Grand Chapter Office: Measurements have been taken for a replacement refrigerator. New Office Lease New lease has been signed Brake replacements for trailer Brakes have been replaced and invoice paid. Bulletin cost analysis: A copy of the analysis has been distributed to the Board. o The average cost per bulletin is $3.01. Grand Treasurer s Report: The Grand Treasurer, Greta Spradling, reported on the following items: Benevolent Aid o Cash Pool $ 55,340.00 o Equity Investment Pool $119,510.00 o Benevolent Aid Money paid out needs to be monitored on a monthly basis. o Bulletin reflects how much was paid out by the 1 st of the month. o Information will be separated out for Audit. o Board to be notified of financial level of benevolent aid accounts. Hurricane Relief Fund:
o 2017-2018-012 A summary is to be placed in the Bulletin including the following information: How much received How much has been paid out Part of Worthy Grand Matrons Give a Hoot program Unfinished Business: Information on ENABLE Labs (GLMMS) was presented by Ray Hargis and Grand Secretary, Dr. Ellen Pickrell. Older documents will be copied to flash drives for integration into the current database. Newer documents will be scanned to pdf using the Grand Chapter Office printer. Information on the Investment Bankers was presented by James Parker. The committee is in the process of reviewing these documents and developing their report. The endowment fund documents will be analyzed first. Information on the request to reduce audit fees was presented by James Parker. The request has been made and we are awaiting a response. New Business: Information on the OES License Plates was presented by James Parker. When license plates become available, license plates will be purchased for the Grand Chapter Van. The Grand Secretary will order the license plates and pay for them from the vehicle fund. Possible license plates include: WGM, TXWGM, WGMTX Plates should be available November 1 st. Committee Reports: Benevolent Aid: Phyllis Wilson reported on Benevolent Aid. October 2017 Long Term Aid was paid to the following Chapters: Kerrville #24, Winnie #160, Everman #624, Alamo Heights #734, Richardson #921, South Fort Worth #835 and Duncanville #1014. Emergency Aid was paid to Rockport #429, Hillsboro #769, Brazoria #74, BlueBell #856, Violet #158 and Aransas Pass #162. Temporary Aid was paid to Lewisville #935 and Whitewright #939. The totals for Benevolent Aid in October were: Long Term Aid $ 3,500.00 Emergency Aid $13,500.00 Temporary Aid $ 1,000.00 Total $18,000.00 November 2017 Long Term Aid was paid to the following Chapters: Kerrville #24, Winnie #160, Everman #624, Alamo Heights #734, Richardson #921, South Fort Worth #835 and Duncanville #1014. No Emergency Aid was paid Temporary Aid was paid to Lewisville #935 and Whitewright #939. The totals for Benevolent Aid in November were:
Long Term Aid $3,500.00 Emergency Aid $ 0.00 Temporary Aid $1,000.00 Total $4,500.00 2017-2018-013 Museum: Darrell Albrecht reported on the Museum. Darrell Albrecht has been in contact with Sharon Adams and she expressed her concerns about the museum. Sharon Adams is working with Grand Lodge to obtain information on whether the OES exhibit will be temporary or permanent. Titles, Deeds, & Properties: Cindy Echols reported on the Titles, Deeds and Properties. A conference call was held with the members of the Grand Chapter committee. Cindy Echols is working on a list on all monies received by Grand Chapter. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. Our OES Ladies are doing well; however, their health is declining. Suzanne Walters will be the next Spotlight in the Bulletin. There will be a Halloween Party at TMRC at 1:30pm on October 29 th. Worthy Grand Matron s Special Projects: A report was distributed to the Board of the Special Projects. Miscellaneous Greta Spradling and Ellen Pickrell have been hanging pictures in the Grand Chapter Office. November Board meeting will be November 18, 2017 at the Grand Chapter Office. Joint meeting of Corporate Board and Board of Directors will be on November 17 th. Devotional: November Barbara Martin District Reports: District 1: Ray Hargis and James Parker did not have anything to report. District 2: Cindy Echols reported on the following happenings in District 2: District 2 Schools of Instruction are in session. Eight new members will be initiated this month (3 in one chapter and 5 in another). Deborah Land is having car problems. District 3: Barbara Martin and Darrell Albrecht reported on the following happenings in District 3: There will be a Halloween Party at TMRC at 1:30pm on October 29 th. Crescent #820 is having Fraternal Visit on October 30 th and South Fort Worth #835 is having an initiation. Past Grand Matron Elise Hammack and her husband, Dr. Bert are continuing to have health problems. District 4: Barbara Martin reported on the following happenings in District 4: District 4 Schools of Instruction will start in November. Orange #214 is having a Fraternal Visit on November 7 th. Past Grand Matron Mary Ruth White is in the hospital.
2017-2018-014 District 5: Carlotta Fairchild and Phyllis Wilson reported on the following happenings in District 5: Past Matrons and Past Patrons of District 5 Section 8 will be meeting on October 26 th. Travis # 472 will be initiating 2 members. Creedmoor # 607 will be initiating 2 members. Phyllis Wilson is on the mend. Keep Randy and Susan Martin in your thoughts and prayers; having health issues. The Chairman reported on the Executive Session at which the Museum and Benevolent Aid were discussed. Remember to promote the Amazon Smiles program. It cannot be advertised in the Official Bulletin due to Amazon restrictions. The next regular meeting of the Board of Directors will be held on November 18, 2017 at the Grand Chapter Office in Arlington There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 10:20am. Respectfully submitted, Janet Travers Acting Recording Secretary