Officers Guide

I. Lodge Patch Design

May only be altered as defined in Lodge Governing Rules.

II. Lodge Service Flap

A. In order to qualify, one must:

1. Serve on Ordeal Staff by working on the Kitchen Committee, serving as as an Elangomat or Nimat, working on the Ceremonies Committee or working on the Registration Committee.

2. Attend LLDE, Arrow Tech, Dixie, or the National Leadership Seminar

3. Serve on a Lodge committee and attend an LEC.

4. Pay Lodge dues.

5. Attend two General Lodge meetings in one fiscal year.

6. Recite the Obligation

B. Restrictions:

1. The person who meets the requirements may only purchase two patches annually

2. Patches may only be purchased at Lodge events and not at Boardman Center for Scouting.

III. Payment of Dues at Scout Office

A. When dues are paid at Boardman Center for Scouting, whether in person or by mail, the following procedure is to be followed:

1. A new membership card will be generated and presented to the payer.

2. The individual’s record in the membership roster will be noted as “Dues Paid.” The individual’s personal information should also be checked and updated, if necessary.

IV. Receipt of Money

A. A supply of Georgia-Carolina Council Field Receipts will be issued to the Lodge Vice-Chief of Administration and his Advisor by the designated professional employee at each event. These receipts are numbered and all must be accounted for. The original copy goes to the individual paying the money, the second goes to the Vice Chief of Administration’s Advisor, and the third copy goes to the designated Professional Scouter.

B. On all transactions, aside from payments of dues, in which the Lodge receives money at an event, a receipt must be written. All receipts must be marked as to the date, the reason for transactions, and signature of the person receiving the money.

C. All receipts must be accounted for, even voids.

V. Sale of Supplies

A. A cash box, inventory list of supplies and all sales and merchandise will be provided to the Lodge Vice-Chief of Administration for sale of Order of the Arrow supplies at Ordeals and Fellowships, as designated by the event schedule.

B. Money will be collected from the sale of these supplies and, an inventory record will be kept of what is sold.

C. After sale of all items is complete, the Vice-Chief of Administration and his Advisor will inventory leftover goods and compare to the cash box holdings.

D. A Georgia-Carolina Field Receipt will be filled out by the Vice-Chief of Administration for the total cash received from sales. The original copy goes to the Vice-Chief of Administration. The second and third copies go to his Advisor, along with the money collected from sales.

VI. Attendance Lists:

A. At Ordeals, Fellowships, and Banquets separate lists of candidates and members will be kept by the Vice-Chief of Administration. Separate lists must be kept at events in which Brotherhood and Vigil Honor Ceremonies are conducted. All persons must check-in.

B. The Lodge Secretary shall maintain attendance at General Lodge Meetings and LEC meetings.

VII. Sale of Merchandise

A. All Order of the Arrow merchandise, Bob White Lodge insignia, and specialty items will be sold only to Order of the Arrow members in good standing, unless specified for another purpose by the LEC. Purchase of ceremony pamphlets is restricted to a member’s level of membership.

VIII. Membership Roster

A. The membership roster shall be maintained at Boardman Center for Scouting by the designated Professional Scouter of the Georgia-Carolina Council. The Lodge Secretary will be responsible for having copies available, upon request, by LEC members.

IX. Payment of Dues at an Order of the Arrow Event

A. Payment of dues

1. For candidates, dues are part of the registration fee for an Ordeal. Therefore, cards are to be filled-out by the Lodge secretary and placed in the new members’ packets.

2. For regular members, dues are to be receipted with a Georgia-Carolina Council Field Receipt, and the payer must fill out an information sheet. After filling out the sheet, a new membership card will be issued.

3. At the end of the event, all dues should be turned in to the Vice-Chief of Administration and all information sheets to the Lodge Secretary.

X. Unit Election Report

A. After receiving Unit Election reports at Boardman Center for Scouting, forward all original reports to the Lodge Key Three to be reviewed for accuracy and confirmation of election team certification. All adult nominations should be reviewed by the Adult Selection Committee (Lodge Chief, Lodge Advisor, and Staff Advisor).

B. Recommendations of the Adult Selection Committee, with the approval of the Supreme Chief of the Fire, will be candidates for induction.

C. The Lodge Key Three will provide a copy of all election reports to the Lodge Secretary and his Advisor. They will be used to input the candidate names into the master membership database for invitations to Ordeals.

D. No other copies of election reports will be provided to Lodge members. If information is required concerning who is currently elected, this will be provided by the master membership database through the Lodge Secretary.

XI. Pre-Registration Lists

A. Boardman Center for Scouting will maintain pre-registration lists for all Order of the Arrow events with a receipt stapled to the registration form.

B. A copy of the pre-registration list should be made for the Vice-Chief of Administration and his Advisor to use in check-in.

XII. Financial Transactions

A. Finances of the Lodge are kept in the Council treasury and are subject to Council policy.

B. Payments to this account will represent receipts from the Cash Receipts Journal.

C. Debits to this account will represent disbursements from the Cash Disbursements Journal of Invoices approved by the Lodge Key Three.

D. Standard operating expenses, as defined in the annual budget, shall not require approval by the Key Three.

E. A monthly financial report will be provided to the Lodge Key Three prior to the monthly Key Three meeting.

F. The latest copy of the financial report will be made available upon request to the Lodge Vice-Chief of Administration or his Advisor.

XIII. Lodge Property Use

A. The Lodge Teepee shall be the responsibility of the Lodge Chief.

B. The ceremonial Indian costume and ceremony props shall be the Vice-Chief of Induction’s responsibility.

C. The dance Indian costume and dance equipment shall be the responsibility of the Vice-Chief of Program.

D. All other Order of the Arrow merchandise shall be under the authority of the Vice-Chief of Administration, or his Advisor as defined previously in the manual.

XIV. Order of the Arrow Cabin Use

A. The Order of the Arrow Cabin will be used by Order of the Arrow members only for official Order of the Arrow functions sanctioned by the LEC or the Lodge Key Three.

B. The Order of the Arrow Cabin will only be opened by the authorized adult to whom the Key Three issues the key.

C. All Indian costume, torches, and stage props shall be stored in the loft of the Order of the Arrow Cabin.

D. The Order of the Arrow Cabin will be left cleaner than found. Sweep all floors, pick-up trash, and empty all trash containers into the camp dumpsters.

E. After Saturday night ceremonies, remove all liquid fuel from torches and store in designated “Flammable Liquid Storage” facilities of the camp.

F. Turn of all lights, fans, coffee pots, and lock all windows and doors before leaving.

G. The primary function of the Order of the Arrow Cabin is fellowship. It also provides a meeting location for official Order of the Arrow business. All Arrowmen and Advisors are expected to camp in designated campsites. The Order of the Arrow cabin will be closed and secured each night at a time designated by the Lodge Key Three on any activity weekend.

XI. Pre-Registration Lists

A. Boardman Center for Scouting will maintain pre-registration lists for all Order of the Arrow events with a receipt stapled to the registration form.

B. A copy of the pre-registration list should be made for the Vice-Chief of Administration and his Advisor to use in check-in

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