Addendum 1: Duties of Lodge Officers, Chapter Officers Lodge Committees

1. Lodge Officers
   
   1. Lodge Chief
      • Is the principle officer of the Lodge
      • Is responsible for the total Lodge program
      • Supervises the work of all officers and committees of the Lodge Supervises the work of the chapters
      • Presides at all Lodge meetings
      • Serves as the Chairman of the Lodge Executive Board
      • Serves as youth representative on the Council Executive Board and Council Camping and Activities Committee (or his designee).
      • Prepares the agenda for the Lodge Executive Board meeting
      • Appoints all committee chairmen with the approval of the Lodge Adviser
      • Appoints all ad hoc (temporary) committees such as the Vigil and Nominating Committees
      • May call special meetings of the Lodge or Executive Board with the approval of the Lodge Adviser or Council Executive
   2. Lodge Vice-Chief of Program
      • Is responsible for OA Troop / Team Representative Committee
      • Is responsible for the execution of the duties assigned to the Spirit, Activities and Service and Camping Promotions Committees
      • Is responsible for the execution of the duties assigned to the Indian Lore Committee, Drum Team, Dance Team, Ceremonial Team, and Flute Team
      • Is responsible for the Indian Lore exhibitions
      • Serves as the Chairman of the Activities and Service Committee
      • Shall become the Lodge Chief in the event there is a vacancy
      • Presents a written report of the activities of the committees under his charge at each Lodge Executive Board meeting
      • Is responsible for the Fellowships, Annual Banquet, and training
      • Assumes all duties assigned to him by the Lodge Chief
   3. Lodge Vice-Chief of Induction
      • Is responsible for the execution of the duties assigned to the Elangomat, Unit Elections and Brotherhood Committees in addition to the Camp Chief, Ceremonial and Ceremonial Support Teams.
      • Is responsible for the Ordeals
      • Is responsible for the execution of Pre-Ordeal, Ordeal, Brotherhood and Vigil Ceremonies
      • Serves as Chairman of the Unit Elections Committee
      • Presents a written report of activities of the committees under his charge at each Lodge Executive Board meeting
      • Is responsible for training of the Chapter Election Teams
      • Is responsible for training Elangomats
      • Assumes all duties assigned to him by the Lodge Chief.
   4. Lodge Secretary
      • Is responsible for the execution of the duties assigned to the Publication, Telecommunications and Finance Committees
      • Serves as Chairman of the Publications Committee
      • Records the minutes of each Lodge Executive Board meeting and Lodge Business meetings.
      • Prepares a typed copy of the minutes for the Lodge Chief and the permanent records within ten days of the meeting
      • Supervises check in for all events
      • Is responsible for execution of duties assigned to the Membership Committee
      • Is responsible for maintaining up-to-date membership records
      • Is responsible for issuing Life Memberships and maintaining records of Life Member Lodge Pocket Flap patches
      • Is responsible for getting future Lodge Event information to Chapter Chief’s and District Executives for presentation at District Round Tables
      • Is responsible for submitting the article each month to the Council newsletter, "Scouting Together"
      • Is responsible for the Lodge Web Page
      • Is responsible for all Lodge correspondence
      • Is responsible for getting an article in the Section Newspaper
      • Is responsible for the quarterly preparation of the "Legend"
      • Reviews Brotherhood candidate’s letters
      • Presents a written report of activities of the committees under his charge at each Executive Committee meeting
      • Assumes all duties assigned to him by the Lodge Chief
   5. Lodge Quartermaster
      • Is responsible for the maintenance and secure storage of all Lodge property, historical and memorabilia items
      • Responsible for the sale of items at all Lodge functions
      • Establishes and maintains inventory of Lodge supplies and property
      • Presents a written report of sales after each activity at each Executive Committee meeting
      • Presents a quarterly inventory report of: a) value of current inventory b) year to date purchases c) year to date sales d) year to date profit / loss
      • Is responsible for the Lodge Cook Team
      • Establishes a Physical Arrangements group which take care of tool and work equipment check out / in at all Lodge work events
      • Presents a report of inventory to the Lodge Executive Board semiannually
      • Assumes all duties assigned to him by the Lodge Chief
        
2. Chapter Officers
   1. Chapter Chief
      • Is the principle officer of the chapter
      • Is responsible for the total chapter program
      • Supervises the work of all officers and committees of the Chapter
      • Presides at all chapter meetings
      • Serves as the Chairman of the Chapter Executive Committee
      • Prepares the agenda for the Chapter Executive Committee meeting
      • Appoints all Chapter committee chairmen with the approval of the chapter Adviser
      • Appoints all Chapter ad hoc (temporary) committees
      • May call special meetings of the chapter or Chapter Executive Committee with the approval of the Chapter Adviser
      • Responsible for their portion of the cold weather programs and skits during lodge fellowships
      • Assumes all duties assigned to him by the Lodge
   2. Chapter Vice Chief
      • Is responsible for the execution of the duties assigned to the Chapter Unit Elections
      • Serves as the Chairman of the Chapter Unit Elections Committee
      • Is responsible for training the Chapter Election Teams
      • Presents a written report of activities of the committees under his charge at each Chapter Executive Committee meeting
      • Works in cooperation with the Lodge Vice Chief of Inductions
      • Works with Elangomat Committee in training Elangomats
      • Assumes all duties assigned to him by the Chapter Chief, Lodge, and Vice-Chief of Inductions
   3. Chapter Secretary
      • Is responsible for the execution of the duties assigned to the Publication and Telecommunications Committees
      • Records the minutes of each chapter Executive Committee meeting and prepares a typed copy for the Chapter Chief and the permanent records within ten days of the meeting
      • Is responsible for all chapter correspondence
      • Is responsible for getting an article to the Lodge Secretary for each issue of "The Legend"
      • Member of the lodge publications/telecommunications committee
      • Assumes all duties assigned to him by the Chapter Chief and Lodge Secretary
3. Lodge Committees
   1. OA Troop Representative: This committee has the following responsibilities. Serves as a communication link between the lodge or chapter and the troop / team, encourages year round and resident camping in the troop / team, encourages older Scout participation in high adventure programs, encourages Scouts to actively participate in community service projects, assists with unit elections, assists with leadership skills training in the troop, encourages Arrowmen to assume leadership positions in the troop and encourages Arrowmen in the troop to be active participants in the lodge and/or chapter activities and to seal their membership in the Order by becoming Brotherhood members.
   2. Camping Promotions Committee: This committee reports to the Vice-Chief of Program. Responsible for Cold Weather Camping/Training, and “Where to Go Camping ” guide. Is also responsible for the coordination of the Council camping promotions dinner
   3. Unit Elections: The Vice-Chief of Inductions chairs this committee. Contacts each Scout Troop to set up an OA election. A team from the committee then visits each troop, requesting a visit, and conducts an election, using the procedures set up in the Unit Election Ceremony. This committee is divided up into chapter committees, each with a chapter election chairman.
   4. Activities and Service: The Vice-Chief of Program chairs this committee. Responsible for the planning and successful execution of all Lodge functions and service projects such as the Fall Fellowship, Annual Banquet, Rotary Scout Show, Spring Fellowship, and Beaver Festival.
   5. Elangomat: Responsible for all aspects of the Ordeal, except ceremonies. Recruits Elangomats and oversees the discharge of their duties. Responsible for preparing the candidates for full Lodge Membership; supports and encourages all new Arrowmen through the Brotherhood. Administers the Honor Elangomat program. This committee reports to the VC-Inductions.
   6. Brotherhood: Contacts all Lodge members who are eligible for Brotherhood membership and helps them prepare for Brotherhood. The committee is responsible for the Brotherhood review and the distribution of information pertaining to Brotherhood membership. The members of this committee help through individual counseling with candidates, and should strive to involve as many Brotherhood and Vigil members as possible. This committee reports to the VC-Inductions.
   7. Ceremonial: Responsible for all Lodge ceremonies. This includes site selection and preparation, training of characters, and proper execution of the ceremonies as set forth in ceremonial pamphlets. This should be done in such a way as to uphold the true meanings of the ceremonies.
   8. Drum Team: The Catawba Lodge drum team performs with or without the dance team
   9. Dance Team: Responsible for training and maintaining an Indian Dance Team for the purpose of upholding the tradition of the Native Americans, upon which the Order of the Arrow was founded. The Dance Team performs for Cub and Scout Groups, as well as schools and other organizations
   10. Membership: Is responsible for the records of each member of the Lodge and all registrations for Lodge functions. The committee updates the membership records and prepares the information for the Lodge charter renewal in December. This committee reports to the Secretary.
   11. Publications/Telecommunications: The Lodge Secretary chairs this committee. Responsible for the editing and publishing of "The Legend", the Planbook, and supervises the web page sub-committee. They also issue any special notices that may need to be mailed to Lodge members. Makes telephone contact with members of the Lodge or Chapter two weeks prior to an upcoming event and maintain their support for the Lodge. Communicates urgent messages to the Lodge or Chapter membership.
   12. Spirit: Develops enthusiasm and involvement from all Lodge members at all events. This committee reports to the VC-Program.
   13. Indian Lore: Puts on Indian displays at fellowships.
   14. Memorabilia: Maintains the history of the Lodge. Handles all recommendations with regards to memorabilia i.e. design, quantity, pricing, cost and who can purchase. This committee reports to the Quartermaster.
   15. Finance: Prepares a Lodge budget for the coming year and presents it to the LEB at the November meeting. They handle check-in at Lodge events. Prepares a written report of Lodge finances at each Executive Committee meeting
   16. Cook Team: Prepares meals for all Lodge functions as needed. Coordinates all kitchen and dining activities. This committee reports to the Quartermaster.
   17. Special Committees: These committees are created for special short term needs. Some of these committees are Nominations, Vigil, Dixie Fellowship, National Order of the Arrow Conference and Anniversary. Other committees may be formed as needed. The Lodge or Chapter Chief appoints these committees.

Addendum 2: Fees

1. Annual dues shall be $10 per fiscal year.
2. Annual dues collection will not be included in any other event fee.
3. Annual dues will be collected from Fall Fellowship through December 15th. All Arrowmen not paying their dues by February 1st of the fiscal year will be dropped from the membership list.
4. The regular Lodge Pocket Flap shall be sold for $3.00 Each
5. The sales price of Special Lodge Pocket Flaps (Dixie, Anniversary, NOAC, etc.) will be dependant on the actual cost of production and will be approved by LEB, as set by the Lodge Quartermaster.
6. The fee for Life Membership is $150.00
7. Life Member Pocket Flaps shall be sold for $20.00 each.
8. Event fee payment deadlines are normally the last Friday prior to the event. A late fee of $3.00 will be charged at check-in for those not meeting the fee deadline, as long as space permits and with the Lodge Adviser’s approval.

Addendum 3: Lodge Correspondence and Notifications

1. Event notification / sign-up sheets will be included in the Legend or mailed to each member in good standing one month prior to each weekend fellowship, Ordeal weekend, Beaver Day and Annual Banquet.
2. Event sign-up sheets will be kept in the Council Service Center one month prior to an event fee payment deadline.
3. A Lodge Plan Book will be published annually and distributed to members in good standing prior to January 31st.

Addendum 4: Lodge Pocket Flaps, Insignia and Memorabilia

1. The development of all designs for Lodge pocket flaps, patches, and other memorabilia will be handled through the Memorabilia Committee.
2. The committee should provide documentation on; a) cost of items. b) number to be purchased. c) number to be stored away with Lodge owned memorabilia or otherwise used by the Lodge. d) estimate of sales duration e) estimate of profit to be realized.
3. There will be 3 Official Lodge Pocket Flaps. A different one for Ordeal Members, Brotherhood Members, and Vigil Honor Members.
   1. The Ordeal Pocket Flap will have a yellow border with a green background. It shall have written on it “CATAWBA LODGE 459”, “WWW”, and “BSA”. The Full Lodge Totem as defined in section III of the by-laws shall be in the center of the patch with an ordeal arrow running though the center.
   2. The Brotherhood Pocket Flap shall be the same design as the Ordeal Pocket but that the arrow running through the totem shall be that of the brotherhood.
   3. The Vigil Honor Pocket Flap shall be the same design as the Brotherhood Pocket Flap. In addition, the Vigil Honor triangle shall be in the middle of the totem.
4. The Lodge Quartermaster will present the financial rationale for the purchase of patches, pocket flaps and memorabilia to the LEB and make a motion for the expenditure. This must be approved by the LE

Addendum 5: Lodge Meeting and Election Procedures

1. Lodge Executive Board and Lodge Business Meetings (a meeting of the general assembly) will run in accordance with Robert’s Rules of Order, as stated in “The New Robert’s Rules of Order; 2nd Edition” by Mary DeVries.
2. Voting in a Lodge Business Meeting (Spring Fellowship, Fall Fellowship, Annual Banquet) will be by secret ballot.
3. The Key 3 will supervise voting in a Lodge Business Meeting.
   
   

Addendum 6: Lodge Officers Attendance Policy

The Lodge Executive Committee members are the leaders of the Lodge and as such, are expected to be in attendance at all Lodge functions. Officers are expected to sign up for “All Events” upon election. However, it is recognized that there will be occasions of an emergency nature that will cause a LEC member to be absent from a function of the Lodge. As a guide, no more than 2 monthly Executive Board meetings or 1 Fellowship / Service Project event annually can be missed before the LEC member should be counseled by the Lodge Chief or Adviser in accordance with Addendum Further non-emergency type absences may result in removal from the office. No Arrowman should run for a Lodge Office knowing that he cannot attain the Lodge Attendance standard.

Addendum 7: Removal Procedures for Lodge Officers

1. Reasons for removing a LEB member or Committee Chairman:
   1. Dereliction of duty
   2. Theft or dishonest acts
   3. Failure to maintain Lodge Attendance standards
   4. Flagrant Insubordination of the LEB
   5. Conviction of a crime (automatic removal)
   6. Bringing dishonor to the Lodge, Order of the Arrow or Boy Scouts of America.
   7. Making false accusations of a serious nature against other Scouts or Scouters
2. The Lodge Chief may remove a Committee Chairman for any of the reasons stated in Addendum 7 A.
3. The steps in removal of a member of the LEB are; 1) counseling by the Lodge Chief 2) a written warning by the Lodge Chief 3) removal from Office as described in step D.
4. The Lodge Adviser, the Lodge Staff adviser and the Lodge Executive Committee must perform removal of a LEB member. This should be done in a closed meeting; however, the member being removed has the right to attend. The member should be notified of this meeting by registered letter.
5. Should a member of the LEB refuse steps C1 and / of C2, he will be automatically removed from office with no rights of appeal.
6. Procedure for removing the Lodge Chief is the same as in item C except that the Lodge Adviser or his representative will perform steps C1 and C2
7. If a LEB member is removed from office, he will have 30 days to appeal the decision. An Appeals Committee will consist of the Lodge Adviser, the Lodge Staff Adviser and two members of the LEB appointed by the Lodge Adviser. The Appeals Committee meeting with the appealing Arrowman should take place within two weeks of the ‘petition for appeal’ and the decision will be immediate and final. A ‘petition for appeal’ should be addressed to the Staff Adviser at the Council Service Center.

Addendum 8: Lodge Property

1. Lodge property will not be used for the personal use of any individual or non-OA group.
2. The lodge equipment trailer shall not be used to transport any Unit’s or Unit member’s gear nor will the lodge trailer be loaned to an individual for non-OA use.
3. The lodge trailer will be registered in the Council’s name but the lodge will handle all expenses.
4. The lodge drum may only be used for OA and scouting purposes and should only be used under the supervision of the drum team. The Drum Team Chairman will be responsible for the storage and maintenance of the lodge drum.
5. The lodge owned ceremonial regalia may only be used for OA and scouting purposes and should only be used under the supervision of the ceremonial team. The Ceremonial Team Chairman will be responsible for the storage and maintenance of the lodge owned ceremonial regalia.
6. Lodge memorabilia and historical items shall be secured on council property under the direction of the History Committee Chairman.
7. If any lodge property becomes unneeded or unusable the lodge key 3 will handle disposal of the property.