serving the Stonewall Jackson Area Council Lodge Manual of Administration Section 3 Duties of Lodge Committees The outlines provided herein are the skeletons of the jobs to which Committee Chairmen have been appointed and agreed to fill. Situations will arise deeming it necessary to add duties and switch others around. It remains mandatory, however, that the committee heads carry out the charges placed upon them. Each of them doing their best will assure that Shenandoah Lodge will be forging ahead in excellence. If at any time a chairman cannot be present at a Lodge, Executive Committee, or other meeting send a representative. The Immediate Past Chairman should work with the incoming chairman in formulating goals of the relative committee for the approaching year. The Lodge Chief and Lodge Advisor would be considered nonvoting members of all committees. All committees are responsible to report their pertinent activities to the newsletter staff, according to deadlines set by the editorial staff. Lodge Manual of Administraton 22 Membership Duties of Standing Committees The Membership Committee works closely with the Vice-Chief of Camping Promotion and Unit Elections to promote member development and commitment to the Purpose of the Order. a. Assist the Vice-Chief of Camping Promotion and Unit Elections in compiling Unit Election Reports and Call- out Reports to show those elected, those called-out, and those inducted. b. Responsible for mailing the Correspondance Orientation Series to persons eligible at the proper times. c. Responsible for program given to Ordeal and Brotherhood Candidates at inductions and recommending the Elangomat Sakima and the Nimat Sakima to the Ordeal Master. Activities The Activities Committee works closely with the Vice-Chief of Service and develops plans for membership meeting activities for the Lodge and is responsible for carrying them out. a. Plans members social activities at Ordeals. b. Plans entire program of Fellowships. c. In cooperation with the hosting Chapter and the hosting location, plans program for Winter Banquet. d. Coordinates Lodges role in Conclave program. e. Arranges promotion of Conclave at events and in Lodge Newsletter. f. Promotes National OA Conferences at events and in Lodge Newsletter. g. Responsible for the promotion of special events for Arrowmen. h. Assists Vice-Chief of Service in planning service projects. 1. Is responsible for advertising functions (6 months in advance and in detail 30 days prior to event) through the Newsletter. Ceremonial Committee Lodge Manual of Administraton 23 The Ceremonial Committee trains teams, instructs members on costume making, keeps ceremonial grounds in good order, and conducts ceremonies and demonstrations for the Lodge. a. b. c. d. Responsible for training and fielding of Ordeal team. Responsible for training and fielding of Brotherhood Team. Responsible for assisting chapters and Summer Camp staff in developing effective Call-Out Teams. Responsible for the upkeep of the Ceremonial Grounds, equipment (including TeePee and Totem Poles) and Costumes. Publicity Committee The Publicity Committee is responsible for "Smoke Signals" and with the incoming officers the Lodge Planbook. The Newsletter Editor and Advisor will be members of this committee. a. Edits and publishes Smoke Signals the Lodge newsletter to include coming events, news of members, news of the Lodge, Chapters, and items of interest to OA members. b. Responsible for submitting the Lodge newsletter to the Section in time for judging in the annual competition. c. Responsible for submitting the Lodge newsletter to the National OA Conference in time for judging in the National competition. d. In cooperation with the Lodge Officers-Elect and the History Committee compiles and publishes the Lodge Plan book prior to the August Inductions. History Committee The History Committee is responsible for compiling information from the past dealing with Shenandoah Lodge and maintaining current information about the Lodge. a. Compile and maintain history of the Lodge b. Secures copies of yearly membership and attendence records from the Lodge Secretary. c. Develops and maintains a scrapbook pertaining to the Lodge. This scrapbook will include photos, copies of membership records on Jan I of each year and attendence records for the year. Also one (1) copy of each issue of the newsletter will be contained in the scrapbook. This scrapbook is to be kept in the council office and is not to be removed, except with written approval of the Lodge Advisor or the Council Executive. d. Assists in the publication of the Lodge Plan book. Camping Promotions and Unit Elections Committee The Camping Promotions and Unit Elections Committee is responsible for assisting the Vice-Chief of Camping Promotions and Unit Elections with the development of the Camping Promotions presentation, its presentation and unit elections for all of the Council units. The committee works closely with the Council Camping Committee and the Camp Director. a. Assists the Vice-Chief of Camping Promotions and Unit Lodge Manual of Administraton 24 Elections with the development of the Camping Promotions Presentation, to be ready for distribution no later than Dec 1. b. Hels train the chapter teams in Camping Promotion and Unit Election procedures. c. Does follow-up on team visits for evaluations and comments. d. Assists in arranging unit visitations. e. Assists in the preparation, publication and updating of the Where to Go Camping guide. f. Is prepared to assist any unit upon request with information and program material on High Adventure Programs Special or Ad Hoc Committees Other special committees can be appointed to carry out some specific assignment of a temporary nature such as a committee to plan and prepare for a conclave hosted by Shenandoah Lodge. Lodge Manual of Administraton 25 Vigil Honor Selection Committee The Vigil Honor Selection Committee is charged with the responsibility of selecting candidates for the Vigil Honor. Members of the Committee are selected by the Lodge Chief and should be approved by the Lodge Advisor and Scout Executive. Members of the Committee (who must be below the age of 21) should be Vigil but any member of the Lodge who is not eligible for the Vigil Honor may serve on the committee. The Committee should have a minimum of five (5) members. a. Secure from the Lodge Secretary a complete list of Brotherhood members who are actively registered with the Lodge and the Boy Scouts of America and who have been Brotherhood members for at least two (2) years. b. Determine the number of Vigil Honor candidates that the Lodge is eligible to nominate to the national committee by finding out the total lodge membership, as reported on the most recent Lodge charter renewal application. Use this figure against the Quota Table found in the Guide for Officers and Advisors to determine the maximum number of candidates the lodge is eligible to nominate. c. Selects candidates who by exceptional service, personal effort, and unselfish interest, have made distinguished contributions beyond the scope of their positions or office. Selections should take place no later than the last day of the June Induction. d. Selects the Indian name and its English equivalent for the candidate. Use the Indian-English translations from the "Lenni Lenape Word List" contained in the Order of the Arrow Handbook. e. Prepare the Vigil Honor Petition. Secure form No. 24-114 from the national director through the Council Service Center. f. Secure approval of the petition from the Lodge Chief and the Scout Executive. Each must personally sign petition before forwarding to the national committee for action. g. Forwards the Vigil Honor Petition with the Vigil Honor fee for each candidate to the national director. h. Order Vigil Honor Sashes, No. 5037, from the Supply Division of the Boy Scouts of America through the Council Service Center. i. When approval of the candidate is received, arrange and . connduct the calling-out ceremony for the Vigil Honor Candidate which will take place . J. Arrange and conduct the Vigil Honor induction at the August Induction. Approved Vigil Honor candidates must be inducted within 1 year of national office approval. k. Arrange and conduct a public presentation of Vigil Honor Sashes and certificates to the new Vigil Honor members at the August Induction. 1. If approved candidates are not inducted it is very important to notify the national director immediately. : m. Responsible for submitting brief "vitae" on each recipient to the newsletter immediately [he tap-out occurs. (f Lodge Manual of Administraton 26