2016-2017-49 2016-2017-49 NOTE: These minutes were approved as read at the April 15, 2017 Board of Directors meeting in Arlington, Texas. GRAND CHAPTER OF TEXAS ORDER OF THE EASTERN STAR BOARD OF DIRECTORS REGULAR MEETING MARCH 18, 2017 ARLINGTON, TEXAS The regular meeting of the Board of Directors was called to order at 9:11am in the Conference Room of the Grand Chapter Office by Chairman, Audri Rowell. The Chairman welcomed all present and presented a Snowflake poem. Board Members present were: Chairman, Audri Rowell, District Two; Vice Chairman, Carlotta Fairchild, District Five; Secretary, Barbara Martin, District Three; Ray Hargis, District One; James Parker, District One; Deborah Land, District Two; Jean Hobbs, 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: Worthy Grand Matron, Sharon Mosmeyer; Worthy Grand Patron, Tom Murphy; Associate Grand Matron, Melissa Hudman, Associate Grand Patron, Rick Skidd; Grand Secretary, Dr. Ellen Pickrell; Grand Treasurer, Lorrie Owens; Past Grand Matron, Bess Caldwell; Past Grand Patron, Bill Wyatt; Grand Esther, Glenda Murphy; District Deputy Grand Matron, District Four, Cheryl Royall; Linda Hargis, Janet Travers, Karen Kidd, Bobbi Jarvis, Lou Skidd, Deputy Grand Matron, District 5 Section 7, Pauline McClymonds, Financial Investments, Ken McClymonds, Xanthe Parker, Ann Wyatt, and Darrell Albrecht. 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. Bob Royall presented the devotional, How Big Are God s Hands. A prayer was presented by Bob Royall at the end of the devotional. JP Morgan Chase (Bankers Presentation) Randal Rose, Lyndon Westerberg and Lindy Kiser presented a Financial Review and Market Outlook for the Grand Chapter of Texas to the Board of Directors. They provided copies of a detailed Financial and Investment Review for all Board of Director members and all Corporate Board members. Synopsis of presentation included: An overview of current accounts, the current market value, the principal restricted funds and the available funds. Investments look pretty good at this time.
2016-2017-50 Discussion on growth in the US Market and Global Market. Principal restricted funds are funds for a particular account that cannot be used to pay Grand Chapter expenses or pay for OES Ladies expenses. The restrictions on these funds are set in the Constitution and the Code of Laws for the Grand Chapter of Texas. No documentation available for restrictions on accounts Restrictions on funds have kept the bank from making additional investments Discussion of Endowment Account Portfolio. Fees on Investments are being increased o The Grand Chapter will not incur an increase in fees and will stay at a discounted fee rate granted by the bank o Discounted fee is very generous List of Securities for Grand Chapter has been composed by Gerry Sturtz. Lindy Kiser is currently researching this list and provided the Board with a worksheet. Question on the negative balances of some of the Investments A discussion ensued on changing the mandates in the Constitution and Code of Laws. Code of Laws, Chapter 5, Boards of Grand Chapter, Duties and Prerogatives, Article 83, Funds and Trust Investment Limitations Restrictions, pg 82. This article needs to be reviewed and see if changes need to be made. Ratliff & Associates (Audit Report) John Ratliff and Gary Isham presented the Audit Report. Two letters to the Grand Chapter Office and an Analysis of Financial Statements were presented to the Board. The letters noted some issues found during the audit and how the issues were resolved. Deficiencies Outstanding Deposits Transfer issues Recommendations were presented to the Board for the current year such as Clean up terminology used in Financial Records Keep a log of the individuals that sign checks, especially when a signature stamp is used. Next year the Audit will contain two Grand Chapter Sessions. Birthdays: The March birthdays of the Worthy Grand Matron, Sharon Mosmeyer and Grand Esther Glenda Murphy and the April birthdays of Ray Hargis and Xanthe Parker were recognized. The anniversaries of Barbara and Doyle Martin and Debi and Mike Fincher were recognized. Minutes: The minutes of the February 18, 2017 Board of Directors Regular Meeting in Arlington, Texas were presented. Jean Hobbs moved that the minutes of the February 18, 2017 Board of Directors Regular Meeting be approved as presented. The motion was seconded by Carlotta Fairchild and adopted. One Board member abstained. Email Vote Ratification: The next item of business was ratification of email votes conducted in February and March.
2016-2017-51 February 27th Vote to change the meeting date of the May Board Meeting from Saturday, May 20 th to Sunday, May 21 st at 4:00pm at the Grand Chapter Office and to have the 2017-2018 Annual Budget Workshop on Monday, May 22 nd at 8:00am. The motion was made by Barbara Martin to ratify the vote. The motion was seconded by Debi Fincher and adopted. February 28th - Vote that the Board of Directors accept the hotel contract at the Holiday Inn South Broadway in Tyler for the 2019 Grand Chapter. The motion was made by Carlotta Fairchild to ratify the vote. The motion was seconded by Jean Hobbs and adopted. Ray Hargis abstained. March 1 st (A) Vote that the Board of Directors accept the rental contract and invoice for the Rose Garden Center which includes the Atrium, Rose Room, Camellia & Bluebonnet Room, and/or the entire building and is adjacent to the Harvey Convention Center in Tyler for the 2019 Grand Chapter. The motion was made by Deborah Land to ratify the vote. The motion was seconded by Debi Fincher and adopted. Ray Hargis abstained. March 1 st (B) - Vote that the Board of Directors accept the rental contract and invoice for the entire facility at the Harvey Convention Center in Tyler for the 2019 Grand Chapter. The motion was made by Phyllis Wilson to ratify the vote. The motion was seconded by Jean Hobbs and adopted. Ray Hargis abstained. March 2 nd Vote that the Board of Directors place an ad in the April Bulletin announcing that the Grand Chapter portable building is for sale with a minimum bid of $1,500.00 with the buyer responsible for moving the unit. The motion was made by Jean Hobbs to ratify the vote. The motion was seconded by Bob Royall and adopted. March 9 th Vote that the Board of Directors accept the hotel contract at the Fairfield Inn & Suites in Tyler for the 2019 Grand Chapter. The motion was made by Debi Fincher to ratify the vote. The motion was seconded by Bob Royall and adopted. Ray Hargis abstained. March 14 th Vote to allow the Worthy Grand Matron to destroy the 2016-2017 Travel books which had not been sold, to be destroyed, as she sees fit. The motion was made by Barbara Martin to ratify the vote. The motion was seconded by Carlotta Fairchild and adopted. March 15 th - Vote to adopt the Records Retention Plan and Schedule which will be sent to the Worthy Grand Matron s Purposes and Policies Committee for approval. The Records and Retentions Plan and Schedule will be forwarded to John Creel, Chairman of the Purposes and Policies Committee. The motion was made by Bob Royall to ratify the vote. The motion was seconded by Debi Fincher and adopted. March 16 th Vote that the Board of Directors accept the 2015-2016 Grand Chapter Audit Draft as emailed. The motion was made by Debi Fincher to ratify the vote. The motion was seconded by Jean Hobbs and adopted. March 17 th Vote that the Board of Directors accept the hotel contract at the Baymont Inn & Suites in Tyler for the 2019 Grand Chapter. The motion was made by Debi Fincher to ratify the vote. The motion was seconded by Bob Royall and adopted. Ray Hargis abstained.
2016-2017-52 Correspondence: We received a letter from a member that received Emergency Aid expressing her thanks and appreciation. Cards sent by the Secretary included: 3 Birthday cards, 1 Anniversary card and 1Thinking of You card. Grand Secretary s Report: The Grand Secretary, Dr. Ellen Pickrell, reported on the following items: Amazon Smiles a bank account has been opened for the Amazon Smiles Program. The funds are received quarterly. $98.02 was received in February. The next funds will be received in May. Bulletin Advertising Progress: One vendor has advertised in the Bulletin at this time. Network Scanner for Office: A scanner has not been purchased yet as the Grand Lodge of Kansas is going to allow us to borrow their scanner. Plumbing Repairs for Office Toilet Seat: The toilet seat in the Ladies Restroom has been replaced. Reconciliation Issues in QuickBooks: The cost of the QuickBooks Expert services is approximately $2,000.00. James Parker moved that the Grand Secretary be allowed to hire the QuickBooks Expert on a monthly basis for eight (8) hours at the cost of $575 per month and the funds be paid from the Contract Labor Account under Payroll. The motion was seconded by Phyllis Wilson and adopted. The Accounts have been reconciled through February. Debi Fincher moved to pay the additional $800.00 for the services that the QuickBooks consultant, Mandy Bankston, has already rendered. The motion was seconded by Deborah Land and adopted. Safety Deposit Box: At this time the Grand Chapter Office has two Safety Deposit Boxes. One safety deposit box is 10 X10 and costs $132.00 per month. The second safety deposit box is 3 X 5 at no cost. The contents of the larger safety deposit box are: Pictures Grand Chapter Badges Grand Chapter Pins Old Grand Chapter Badges Sharon Hill Adams will be asked to display the Grand Chapter Pins in a case in the museum. Suggestion was made to store the contents of the larger safety deposit box in the Grand Chapter Office Safe. Bob Royall moved that the contents of the larger safety deposit box be moved to the Grand Chapter Office Safe and the larger safety deposit box be returned to the bank. The motion was seconded by Debi Fincher and adopted. The smaller safety deposit box will be kept. Grand Treasurer s Report: The Grand Treasurer, Lorrie Owens, reported on the following items: The Quick Books is not reconciling the Investment accounts. Lorrie Owens will continue to reconcile the Investment accounts. Financials were available for discussion if needed.
2016-2017-53 Unfinished Business Information on an Extended Warranty for the Grand Chapter Van was presented by the Worthy Grand Matron, Sharon Mosmeyer and Bob Royall. The Grand Chapter Van has 22,000 miles on it. The Van has been taken to Ford dealerships for oil changes. The weekend of February 11 th -12 th a tire blew out on the Grand Chapter Van. The Worthy Grand Patron, Tom Murphy, paid $634.00 for an alignment and two new tires. The Worthy Grand Matron, Sharon Mosmeyer, investigated why: there was no rebate on the tires, the tires had significant wear and no alignment had been recommended for the tires. The Worthy Grand Matron, Sharon Mosmeyer, will be able to get money back on the purchase, just not sure of how much. The navigation system and the radio have been replaced under the current warranty. It was discovered that the Grand Chapter Van does not have four wheel independent suspensions, as was told by Joe Myers Ford employee who is no longer employed. A document summarizing information on an extended warranty for the Grand Chapter Van was presented to the Board which included a quote. The extended warranty covers all factory installed equipment including all major electronic, electrical and mechanical components, backup camera, audio, A/C and drive train (transmission, differential, suspension). Quotes for extended warranty will change based on if the Van is categorized as a commercial vehicle or not. Bob Royall has obtained additional quotes for an extended warranty and researched deductible amounts. Carlotta Fairchild will check with Center Motor Company, where the Van was purchased, for an additional quote. Information on GLMMS was presented by Ray Hargis and Grand Secretary, Dr. Ellen Pickrell. The Dues Cards for 2017-2018 will not be printed by the Grand Chapter Office. Dues Cards have already been sent to the Chapter Secretaries. Database Information: All annual report information prior to 2009 has been scanned but not accessible via the new database, New database will be more interactive no date yet Data is backed up on a regular basis Purchasing a scanner for the Grand Chapter Office: Scanner used to process data for database like GLMMS is $80,000.00 Grand Lodge of South Carolina is willing to loan Grand Chapter its scanner Scanner is currently at the Grand Lodge of Kansas Ashley will transport the scanner to Grand Chapter once the Grand Lodge of Kansas has finished using it and make it available for scanning. The Annual Reports from 2009 until present will be scanned once the scanner is on site. Information on the Investment Bankers was presented by Debi Fincher and Phyllis Wilson. James Parker is working on a Request for Proposal (RFP) to be sent to three investment bankers: J.P. Morgan/Chase
2016-2017-54 Goldman/Sachs Raymond James The Investment Bankers will be given 30 days to review and respond. Past Grand Patron, Bill Wyatt, is serving as an advisor to the committee. Information on Record Retention and Schedule was presented by Phyllis Wilson. Guidelines have been developed by Phyllis Wilson and were distributed to the Board for review. The Board has adopted the Records Retention Plan and Schedule and it has been sent to the Worthy Grand Matron s Purposes and Policies Committee for approval. The approved Benevolent Aid recipients will be added to the Records Retention Plan and Schedule. Information on the TMRC Audit was presented by Audri Rowell. The TMRC Settlement Rate per the audit of $55,811.97 has been paid to TMRC. New Business: 2017 2018 Purposes and Policies were present by Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd. Information was presented on the Calendar, Printed materials (such as Yearbook and Travel Book), Special Projects Committees and Funding. Jean Hobbs moved to accept the 2017-2018 Purposes and Policies presented by Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd. The motion was seconded by Debi Fincher and adopted. A letter (dated March 18 th ) to the Board requesting the use of the Grand Chapter Van for Out of State trips to New Mexico, Oklahoma, Arkansas and Louisiana was presented by Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd. Deborah Land moved that Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd be allowed to use the Grand Chapter Van for Out of State trips to New Mexico, Oklahoma, Arkansas and Louisiana. The motion was seconded by Bob Royall and adopted. A letter to the Board requesting that the Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd be allowed to renew the XM Radio Service for the Grand Chapter Van for the 2017-2018 year. The Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd will pay the cost and there will be no cost to Grand Chapter. Debi Fincher moved that the Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd be allowed to renew the XM Radio Service for the Grand Chapter Van for the 2017-2018 year at no cost to the Grand Chapter. The motion was seconded by Jean Hobbs and adopted. A letter to the Board requesting that Rick Skidd and Lou Skidd be allowed to ride, drive and operate the Grand Chapter Van as additions to the list of drivers already approved presented by the Associate Grand Matron, Melissa Hudman and Associate Grand Patron, Rick Skidd. Deborah Land moved that Rick Skidd and Lou Skidd be allowed to ride, drive and operate the Grand Chapter Van as additions to the list of drivers already approved. The motion was seconded by Phyllis Wilson and adopted.
2016-2017-55 Restricted Funds Documents Information was presented by James Parker. Request was made to review and obtain the following information: Trusts with Wells Fargo Sale of Eastern Star Home documents DVD of financial documents created during year of Past Grand Matron Annette Curry. Committee Reports: Benevolent Aid: Jean Hobbs reported on Benevolent Aid. Long Term Aid was paid to the following Chapters: Kerrville #24, Springtown #498, Everman #624, Alamo Heights #734 and South Fort Worth #835. Emergency Aid was paid to Tomball Chapter #838. Temporary Aid was paid to Duncanville Chapter #1014. The totals for Benevolent Aid in February were: Long Term Aid $2,750.00 Emergency Aid $1,500.00 Temporary Aid $ 500.00 Total $4,750.00 Jean Hobbs presented the Board with guidelines for Benevolent Aid. The guidelines have been reviewed by the Board. Jean Hobbs moved the Board of Directors accept the Benevolent Aid Guidelines and Jack York post the Benevolent Aid Guidelines to the Grand Chapter Website under Forms with its own tab. The motion was seconded by Debi Fincher and adopted. Audri Rowell will send a copy of the Benevolent Aid Guidelines to Jack York. Board Retirement Party: Phyllis Wilson reported on the Board Retirement Party. The retirement party will be July 14, 2017. Tickets will be on sale during May and June. Information on the party will be in the May Bulletin. Budget: Carlotta Fairchild reported on the Budget. The Budget Workshop will be on May 22 nd at the Grand Chapter Office starting at 8:00am. Preliminary financial information for the workshop will not be available until May 1 st. Museum: Bob Royall reported on the Museum. One of the Museum rooms at the Grand Chapter Office has been decorated as a parlor by Sharon Hill Adams. Bob Royall gave a summary of a report submitted by Sharon Hill Adams on the work she has accomplished on the Museum. Bob Royall is writing a thank you letter to Sharon Hill Adams for all of the work that has been completed. One hundred and eleven (111) engraved OES Teaspoons have been discovered in the items belonging to the Museum. Worthy Grand Matron, Sharon Mosmeyer has written a letter to the Grand Lodge of Texas requesting a space to exhibit OES items. The Grand Lodge Museum committee will be reviewing the request. The Grand Master has asked that we work with Grand Lodge Secretary, Orville O Neill, on the proposal. Titles, Deeds, & Properties: Debi Fincher reported on the Titles, Deeds and Properties.
2016-2017-56 Gerry Sturtz had compiled a list of securities belonging to Grand Chapter. Audri Rowell will email the Board a copy of the list. A letter has been received from BBX LLC requesting W9 Forms be completed for the producing wells on OES property. A copy of Titles, Deeds, & Properties Guidelines has been discovered. This document will be referred to the Assets Committee and shared with the Corporate Board. Debi Fincher will review and update the Guidelines. TMRC (Our Precious Ladies): Barbara Martin reported on our OES Ladies at TMRC. All of the OES Ladies are doing well. The OES Ladies enjoyed the Worthy Grand Matron s Brunch. The OES Ladies have shown their appreciation for Barbara Martin. Worthy Grand Matron s Special Projects: Deborah Land reported on the Worthy Grand Matron s Special Projects. All projects are doing well and are in the black. The Worthy Grand Matron has submitted $64,994.64 to Grand Chapter this year from her projects. Miscellaneous Debi Fincher will present the Devotional for April. Grand Chapter Office Location: Information on the Grand Chapter Office location was presented by Bob Royall. A comparative analysis report has been sent to the Grand Chapter Office Location Committee. Bob Royall and James Parker will provide the Board with a summary of the report. District Reports: District 1: Ray Hargis and James Parker reported on the following happenings in District 1: March 22 nd First Responders Reception in Gilmer, TX April 2 nd Tea by Chapters in District 1, Section 10 in Winnsboro, TX April 4 Tea Leah Elliott Chapter presented the Plano Fire Department with 10 puppies. District 2: Audri Rowell and Deborah Land had nothing to report. District 3: Barbara Martin and Jean Hobbs reported on the following happenings in District 3: An Event to Remember will be held in Waco, TX on March 18, 2017. A member of the South Fort Worth Chapter #835 passed away. There will be a number of Fraternal Visits in the area in April. Several sicknesses in the area requesting prayers District 4: Bob Royall and Debi Fincher on the following happenings in District 4: The District 4 schools have ended. Several members have passed away. District 5: Carlotta Fairchild and Phyllis Wilson reported on the following happenings in District 5. March 25 th - The Past Matrons and Past Patrons will be having a meeting in New Braunfels, TX. April 21 st April 22 nd - Associate Grand Conductress Roundup will be in Gonzales, TX. Reported several initiations in the sections will be happening soon.
2016-2017-57 The Chairman reported on the Bank Access for Board Members, Benevolent Aid and Quick Books Reconciliation. The next regular meeting of the Board of Directors will be held on April 15, 2017. There being no further business, the Mizpah Benediction was repeated in unison. The meeting was adjourned at 12:53am. Respectfully submitted, Janet Travers Acting Recording Secretary