handbook for deputy grand matrons 2019-2020oesladybug.org/docs/dgm-handbook-2019-2020.pdf ·...
TRANSCRIPT
Handbook for Deputy Grand Matrons
2019-2020
Believe in your self and the power of prayer
Understand we are all unique
Give from your heart to others
Serve the Lord daily
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CONTENTS Letter to the Deputy Grand Matron ............................................................................. 9
CHAPTER 7 DISTRICT DEPUTY GRAND MATRONS .................................................. 10
CHAPTER 8 DEPUTY GRAND MATRONS .................................................................. 12
GENERAL INFORMATION ......................................................................................... 13
Correspondence ...................................................................................................... 13
Reports ................................................................................................................... 14
Dress/Attire ............................................................................................................ 14
Honorary Memberships ........................................................................................... 15
Donations and Scrapbooks ...................................................................................... 16
Official Visits ........................................................................................................... 16
School Attendance ................................................................................................... 16
Section Workshops .................................................................................................. 17
Official Bulletin ....................................................................................................... 17
IMPORTANT DATES .................................................................................................. 18
DECISIONS AND RULINGS ....................................................................................... 19
OFFICIAL VISITS ...................................................................................................... 21
Planning Your Official Visits .................................................................................... 21
Before Scheduling Your Official Visits ...................................................................... 21
Write a letter to the Secretary .................................................................................. 22
Prepare Your Official Visit Program .......................................................................... 22
Checklist of Items for Official Visit to a Chapter ....................................................... 24
Official Visit Agenda ................................................................................................ 24
Actual Official Visit .................................................................................................. 24
After Your Official Visit ............................................................................................ 27
Chapter Inspection Report ....................................................................................... 27
Chapter Ledger ....................................................................................................................................... 28
Minute Book ........................................................................................................................................... 28
Secretary Cash Book/Warrant Book ...................................................................................................... 29
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Treasurer Account Book/Receipts .......................................................................................................... 29
Visitor’s Register .................................................................................................................................... 30
Signet ...................................................................................................................................................... 30
Emblems ................................................................................................................................................. 30
Badges .................................................................................................................................................... 30
Charter .................................................................................................................................................... 30
Ballot Box ............................................................................................................................................... 30
Secret Work ............................................................................................................................................ 30
Interpretations, Instructions and Suggested Ceremonies for Subordinate Chapters 2019-2020 ............ 31
Federal Tax ID# ...................................................................................................................................... 31
SCHOOL OF INSTRUCTION ...................................................................................... 32
Planning the School and Activities ........................................................................... 32
Hotel Rooms ........................................................................................................................................... 32
Banquet ................................................................................................................................................... 33
Pages & Drivers ...................................................................................................................................... 34
School Program ...................................................................................................................................... 34
Records & Receipts, Decorations & Pictures ......................................................................................... 34
Invitations ............................................................................................................................................... 35
Grand Examiner & Humanitarian .......................................................................................................... 35
Miscellaneous ......................................................................................................................................... 35
School of Instruction Forms .................................................................................... 37
Sample School of Instruction Official Bulletin Notices .............................................. 41
One Week Before the School .................................................................................... 46
Just Before the School............................................................................................. 46
Last Minute Details ................................................................................................. 47
Sample Agenda for Practice for The School .............................................................. 48
Anticipated Expenses for The School ....................................................................... 48
Guidelines for Selecting a Hotel if Holding All Events at Hotel .................................. 49
Food Events ............................................................................................................................................ 49 3
Sleeping Accommodation Consideration ............................................................................................... 50
Contract Issues ....................................................................................................................................... 50
Other Considerations .............................................................................................................................. 50
Rules ....................................................................................................................................................... 51
Suggested Job Descriptions ..................................................................................... 52
Co-Chairman of the School .................................................................................................................... 52
School Treasurer ..................................................................................................................................... 52
Banquet Chairman .................................................................................................................................. 52
Luncheon Chairman ............................................................................................................................... 52
Breakfast Chairman ................................................................................................................................ 53
Decorations Chairman (Optional) .......................................................................................................... 53
School Registration Committee ................................................................................ 54
General Instructions ............................................................................................................................... 54
Pre-Registration ...................................................................................................................................... 54
Guidelines for Registration Report ......................................................................................................... 55
Supplies for Registration area: ............................................................................................................... 55
School Secretaries ................................................................................................... 56
Pages & Drivers ....................................................................................................... 57
Agenda for Two-Day Schools.................................................................................... 59
Agenda for One-Day Schools ................................................................................... 60
Entrance of Officers ................................................................................................. 61
School Officers ........................................................................................................ 62
Order of the Day for Eastern Schools ....................................................................... 63
After the School ....................................................................................................... 69
Special Notes to DGMs ............................................................................................ 70
FRATERNAL VISITS .................................................................................................. 71
General Information ................................................................................................ 71
Fraternal Visits – Instructions for Presiding Officer .................................................. 72
Officers for Fraternal Visit ....................................................................................... 73
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Final Letter to Chapters ........................................................................................... 73
Message to my Deputies from the Worthy Grand Matron ........................................... 74
INTRODUCTIONS ..................................................................................................... 75
Introduction Overview ............................................................................................. 75
Grand Chapter of Texas – Order of Introductions ..................................................... 75
Introduced at the Altar, Escorted to the East & Saluted with Grand Honors ......................................... 75
Introductions Behind Esther’s Station and Escorted to the East ............................................................ 76
Introduced Behind Esther’s Station ........................................................................................................ 76
Recognized from places in Chapter Room ............................................................................................. 76
To be introduced by the Worthy Patron ................................................................................................. 77
Dialogue for Introductions ....................................................................................... 77
Worthy Grand Matron and Worthy Grand Patron .................................................................................. 77
Most Worthy Matron and Most Worthy Grand Patron .......................................................................... 78
Past Most Worthy Matrons and Past Most Worthy Grand Patrons ........................................................ 79
Elected Officers of General Grand Chapter ........................................................................................... 80
Appointed Officers of General Grand Chapter ...................................................................................... 81
Ambassadors and Committee Members of General Grand Chapter ...................................................... 82
Worthy Grand Matron(s) and Worthy Grand Patron(s) of Other Grand Jurisdictions........................... 83
Past Grand Matron(s) and Past Grand Patron(s) of Other Grand Jurisdictions ...................................... 84
Past Grand Matron(s) and Past Grand Patron(s) of Texas ..................................................................... 85
Deputy Grand Matron (Only on Her Official Visit) ............................................................................... 86
Most Worshipful Grand Master of Masons in Texas ............................................................................. 87
Installed Grand Officers and Elected Board Members .......................................................................... 88
General Grand Chapter Special Appointments ...................................................................................... 89
Grand Representatives of Texas in Other Grand Jurisdictions .............................................................. 90
Grand Representatives of Other Grand Jurisdictions in Other Grand Jurisdictions ............................... 91
Grand Representatives of Other Grand Jurisdictions in Texas .............................................................. 92
Deputies of Grand Chapter ..................................................................................................................... 93
Committees of Grand Chapter ................................................................................................................ 94 5
Special Committees of the Worthy Grand Matron ................................................................................. 95
Worthy Matrons and Worthy Patrons .................................................................................................... 96
Past Matrons and Past Patrons ................................................................................................................ 96
Members (Including Visitors) ................................................................................................................ 96
Worshipful Masters of a Lodge .............................................................................................................. 96
Installed Grand Lodge Officers .............................................................................................................. 97
Past Grand Masters ................................................................................................................................. 97
Instructions for Additional Ceremonies and Procedures ........................................... 98
Masonic Protocol and Courtesies ............................................................................. 98
Scheduling .............................................................................................................................................. 98
Introductions ........................................................................................................................................... 99
Masonic Dates to Remember.................................................................................................................. 99
Special Ceremonies of the Lodge: .......................................................................................................... 99
Support Lodge Projects .......................................................................................................................... 99
Titles of Grand Lodge Officers ............................................................................................................ 100
LEGAL CODE AND TRIALS ..................................................................................... 101
2019-2020 COMMITTEES AND PROJECTS............................................................. 102
American Warriors – Help our Military ................................................................... 103
Angels Among Us .................................................................................................. 103
Belmont Fans ........................................................................................................ 103
Bulletin ................................................................................................................. 103
Calendar Committee .............................................................................................. 104
Caring Crosses – Dress Pins .................................................................................. 104
Endowed Membership Stamp ................................................................................ 105
Exemplary Chapter ............................................................................................... 106
Fraternal Warmth of Friendship ............................................................................ 107
Friendship 4-State Exchange ................................................................................. 108
Future Stars .......................................................................................................... 108
General Grand Chapter Projects Committee ........................................................... 108
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Grand Escorts, Grand Pages, and Appointed Secretaries ....................................... 108
Grand Historians ................................................................................................... 109
Grand Musicians and Soloist ................................................................................. 109
Masonic Liaison .................................................................................................... 109
Music to My Ears Committee ................................................................................. 110
OES Bargain Basement ......................................................................................... 110
Patriot Paws .......................................................................................................... 110
Proficiency Committee ........................................................................................... 111
Ritualistic Achievement Committee ........................................................................ 111
Rob Morris Country Store and Celebration ............................................................ 112
Scottish Rite Puppies............................................................................................. 113
Specialty License Plates ......................................................................................... 113
Traveling Angels Membership Committee ............................................................... 114
Texas Who’s Who .................................................................................................. 115
Time and Talent Committee ................................................................................... 115
Treasured Stars ..................................................................................................... 116
Believers ............................................................................................................... 116
Guardians ............................................................................................................. 116
PRONUNCIATION GUIDE ........................................................................................ 117
PERSONAL PROFILES ............................................................................................ 119
Worthy Grand Matron - Linda Winn-Christenson................................................... 120
Worthy Grand Patron – Paul M. Garner ................................................................. 121
REPORTS ............................................................................................................... 122
APPENDICES .......................................................................................................... 123
Appendix A – Letter Requesting Date for Official Visit ............................................ 124
Appendix B – Letter Confirming Official Visit ......................................................... 125
Appendix C – Information Needed by Deputy Grand Matron .................................. 126
Appendix D.1 - Calling from Labor to At Ease Within Closed Doors ........................ 128
Appendix D.2 – Calling from at Ease within closed doors to Labor .............................. 129
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Appendix E – Thank You Letter After Official Visit ................................................. 130
Appendix F – DGM Final Letter .............................................................................. 131
Appendix G – Letter to Chapters Regarding School of Instruction ........................... 132
Appendix H – Letter to Associate Grand Matron ..................................................... 134
Appendix I – Note Card for Acceptance ................................................................... 135
Appendix J – Letter to Grand Examiner ................................................................. 136
Appendix K – Checklist for School of Instruction .................................................... 137
Hotel: .................................................................................................................................................... 137
Schoolroom: ......................................................................................................................................... 137
Restrooms for School: .......................................................................................................................... 138
Examining Room: ................................................................................................................................. 138
Other: .................................................................................................................................................... 138
Banquet ................................................................................................................................................. 139
Appendix L – Suggested Format for School of Instruction ...................................... 140
Appendix M – Outline for Program ......................................................................... 141
Appendix N – Minutes and Financial Report .......................................................... 146
Appendix O – Traveling Plaque............................................................................... 147
Appendix P – Amending Chapter By-Laws .............................................................. 148
Appendix Q – Chapter Demises .............................................................................. 150
Appendix R – Consolidation of Chapters ................................................................ 151
Appendix S – Section Workshop ............................................................................ 153
Suggested Agenda and Procedure for Workshops ............................................................................... 153
Suggested Demonstrations and Discussions ........................................................................................ 153
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LETTER TO THE DEPUTY GRAND MATRON
You have been selected as Deputy Grand Matron of your District and Section. I am
so proud and excited that you have accepted this special appointment as my personal
representative. I look forward to working with you as part of our Grand Chapter
family for the year 2019-2020. It is my hope you have the love for our beautiful Order
and are dedicated to making a difference in Eastern Star and your community.
Before making any plans, please read what the Code of Laws states concerning your
responsibilities. As my personal representative I ask that you remember the membership
is always watching you; conduct yourself with a modicum of dignity and civility,
however, don’t forget to have fun and enjoy your year as Deputy Grand Matron, it is not
only acceptable it is preferable you smile and even laugh often.
It is my hope that you will serve with enthusiasm and love for the membership and our
beautiful Order. Each member of our Order is important and deserves to be valued,
encouraged and treated with courtesy, consideration and respect. We should value
those who have come before us; however, the newest member is just as important as
the most senior, for they hold our Order’s future.
By working together, we will form bonds of friendships and make memories that will last
a lifetime. Please enjoy your year of service and the time spent working with the
marvelous membership of Texas.
Hugs and prayers,
Linda R. Winn-Christenson
Worthy Grand Matron
2019-2020
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CHAPTER 7 DISTRICT DEPUTY GRAND MATRONS Code of Laws (CoL) Pages 101-102
ARTICLE 141: QUALIFICATIONS. District Deputy Grand Matrons shall have the
following qualifications:
A. They must be a Past Matron or an affiliated Past Matron of a Subordinate
Chapter in this Grand Jurisdiction.
B. They must hold “A” certificates.
C. They must be competent to instruct the Secretary and Treasurer of
Subordinate Chapters how to open and keep their books and to instruct
the officers and Chapter generally on the work of the Order and the method
and manner of Chapter procedure.
ARTICLE 142: DUTIES. District Deputies shall perform the following duties:
A. Exercise a general supervision over the Deputy Grand Matrons appointed
for their respective Districts.
B. Keep in close touch with and receive regular reports from the Deputy
Grand Matrons and assist them in obtaining the best possible results from
their Chapter visitations.
C. It shall be the duty of the District Deputy Grand Matrons to recommend to
the Worthy Grand Matron the time, place and program for holding the
various Eastern Star Schools in their respective districts; they shall preside
over, and conduct said schools, unless the Worthy Grand Matron is
present and elects to preside.
D. d. Reports. The District Deputy Grand Matron shall report monthly to the
Worthy Grand Matron. On or before May 31st, each District Deputy Grand
Matron shall make an annual report to the Worthy Grand Matron on
blanks provided her for that purpose by the Grand Secretary, giving an
account of her official acts during the year, the condition of the Chapters,
a summary of the work done by her and by each of the Deputy Grand
Matrons under her supervision. She shall suggest any measures, which
may appear to be conducive to the general good of the Order. Such reports
shall contain only data pertaining to the business of Chapters and include
no account of social functions. Copies of all these reports shall also be
mailed to the Associate Grand Matron for her information.
E. District Deputy Grand Matrons’ Minute Books. Each District Deputy
Grand Matron shall keep a careful record in a uniform book furnished free
of charge by the Grand Chapter of all the Eastern Star Schools held in her
District. This record shall comprise a concise account of the transactions
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of said Schools and shall be forwarded to the Associate Grand Matron
within 30 days after the close of the last School held in her District.
ARTICLE 143. TRANSPORTATION DURING SCHOOL SCHEDULE.
The District Deputy Grand Matron shall travel with the Worthy Grand Matron in the
vehicle furnished by Grand Chapter during the school schedule in her District.
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CHAPTER 8 DEPUTY GRAND MATRONS Code of Laws (CoL) Pages 102-103
ARTICLE 144: QUALIFICATIONS. The qualifications for Deputy Grand Matron shall be
the same as those required for District Deputy Grand Matron, as set forth in
ARTICLE 141: Chapter 7 of this Division.
ARTICLE 145: DUTIES. Deputy Grand Matrons
A. Visitation. Each Deputy Grand Matron shall visit each Chapter assigned
to her at least once during the year, or at other times as directed by the
Worthy Grand Matron or District Deputy Grand Matron. It shall be her
duty to instruct Chapters in the Ritual and Secret Work of the Order and
inspect the By-Laws and records of the Chapter and instruct them in
accordance with the Constitution and Laws. It shall be the duty of the
Deputy Grand Matron to see that all properties of a demised Chapter are
returned to the Grand Chapter.
B. Reports. Each Deputy Grand Matron shall report monthly to their
respective District Deputy Grand Matrons. At the end of each year each
Deputy Grand Matron shall make an Annual Report to her District Deputy
Grand Matron, found on your thumb drive, giving an account of her official
acts during the year, the condition of each Chapter, and a summary of the
work done by her. She shall suggest any measures that may appear to be
conducive to the general good of the Order. Such reports shall contain only
data pertaining to the business of the Chapters, her official actions
generally, with recommendations, and shall not include accounts of social
functions.
C. Schools. Each Deputy Grand Matron will have the total responsibility of
her Section’s School reporting only to the District Deputy Grand Matron
and the Worthy Grand Matron. All donations collected for all breakfasts,
luncheons, and banquets will be managed by the Deputy Grand Matron
and the Chapter Representatives from each Chapter of that Section, and a
complete financial accounting of this money will be made by the Deputy
Grand Matron to each Chapter participating in the Section School.
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GENERAL INFORMATION
Correspondence
A. Set up a filing system—a separate folder for each Chapter in your Section, plus
any other folders you deem necessary for maintaining good records for your
School. These can be electronic files, remember to back up or save a copy to a
disc or flash drive.
B. Write an official letter to each Chapter immediately after returning from Grand
Chapter, suggesting a date for your Official Visit. Mail or email the letter
immediately following Grand Chapter. If time does not allow you to wait until
after Grand Chapter you may send a letter as Chairman of the School of
Instruction prior to Grand Chapter. You may send your letter as an attachment
in an email if the Chapter Secretary has email capabilities and is agreeable to
email correspondence. Forms Appendix A
C. Use stationery with the Grand Chapter letterhead if the letter is to be
mailed after Grand Chapter. This letter should be addressed to the Chapter, in
care of the Secretary of the Chapter at her/his address or email address as listed
in the DIRECTORY OF SUBORDINATE CHAPTERS. This directory also lists the
name and address of the Worthy Matron and Worthy Patron and meeting date(s)
of each Chapter. This will be of assistance to you in planning your Official Visits.
This directory is available from the Grand Secretary's Office. DO NOT USE YOUR
OFFICIAL STATIONERY PRIOR TO GRAND CHAPTER.
D. Keep copies of all correspondence including e-mails. Answer all questions
regarding our Work by reference to a page number in the RITUAL,
CONSTITUTION or CODE OF LAWS. PLEASE, DO NOT GIVE AN ANSWER
UNLESS YOU HAVE ACTUAL DOCUMENTATION TO BACK IT UP. IT IS NOT
YOUR JOB TO GIVE AN OPINION OR INTERPRETATION. Forward letters and
questions you cannot find an answer to in the RITUAL, CONSTITUTION, CODE
OF LAWS, or INSTRUCTIONS FOR SUBORDINATE CHAPTERS to your District
Deputy Grand Matron. If she cannot find an answer in our Laws, she will forward
it to the Worthy Grand Matron. Research answers thoroughly, as our
CONSTITUTION AND CODE OF LAWS may address a subject in several sections.
The CONSTITUTION AND CODE OF LAWS on a CD is helpful in researching and
is available from the Grand Secretary's Office. In any correspondence,
conversation, etc., prior to Grand Chapter August 2019, refer to yourself as
“Chairman of the School”. Do not use your official stationery until AFTER
Grand Chapter. Until that time, use personal stationery. Please do not infringe
in any way on the current DGM’s year.
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Reports
Please study carefully Article 145, b in our Code of Laws concerning your reports.
Be sure your report reaches your DDGM by the FIRST OF THE MONTH and that IT IS
ACCURATE. The DDGM depends on you for the punctuality and accuracy of her
report, which MUST reach the WGM and AGM by the 10th of each month. DO NOT
EMBARRASS HER AND YOURSELF BY FILING A LATE REPORT. Reports may be e-
mailed; the WGM will not accept late reports without a valid excuse. Annual Report is
due May 1, 2020 Appendix G
YOU WILL NEED TO FILE A REPORT EVERY MONTH, EVEN IF YOU HAVE NO
ACTIVITY DURING THE MONTH – We cannot know what is happening in your area
unless we have your report. We do not need a description of every activity; only report
on the business at hand and/or irregularities…also, any outstanding activities, ideas,
etc.
Dress/Attire
A. Grand Chapter Formal – for Fraternal Visits, Official Visits, any out of state visits
and at other times when instructed by your DDGM to do so.
B. Other Formals – anytime an event is not held in conjunction with Fraternal Visits,
a formal of your choice may be worn unless instructed otherwise by your DDGM.
C. Teas/Receptions – if you are standing in the receiving line or if it is a
tea/reception honoring your appointment, the Grand Chapter Formal or Day Suit
is appropriate; otherwise wear a dress or nice slacks, unless a dress is stipulated.
Check with your DDGM as to formal or daywear.
D. Grand Chapter Day Wear – Schools and anytime you would like, particularly
when you are on official business.
E. Funerals – Dress in appropriate modest attire, dress slacks are acceptable. WGM
prefers no name badge however you may wear one if your chapter prefers to.
F. Travel – Dress modestly and with consideration to your appointment. The WGM
has no objection to you wearing slacks.
G. Associate Grand Matron’s Breakfast on Saturday Morning, August 17, 2019
• Wear your Daywear; however, you MUST change prior to attending the
morning session of Grand Chapter.
• Arrival time: your District Deputy will let you know the exact time
(Approximately 5:30 AM, unless done the prior evening) to assist with
decorating.
• You will serve as hostess at your table. Be courteous, considerate and
respectful. SMILE and HAVE FUN!!!
• Traveling Plaque: the centerpieces will be the Traveling Plaque. Take your
section’s plaque with you so you will have it when you make your Official
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Visits. The plaque will go with the winning Chapter after your last Official
Visit.
• You will participate in the Entertainment for the Breakfast. All past
Deputies have done so for many years. Smile be enthusiastic and have
Fun!
H. Installation on Saturday Evening, August 17, 2019
• Wear your new Grand Chapter Formal.
• You will be expected to act as a door hostess prior to installation and
hand out programs.
• Please sit in the designated area with your Sister Deputies, in District
and Section order.
I. Associate Grand Conductress Breakfast, Sunday August 18, 2019 - WGM prefers
you attend, it is not mandatory.
J. Deputy Meeting on Sunday, August 18, 2019 - 10:00 AM
• Your attendance is mandatory
• Your group picture will be taken at the Deputy School. Wear your Day
Suit and your new name Badge!
• You will receive your Deputy’s Souvenir Book and any further instructions
from the WGM or WGP.
• Watch the WGM…when she leaves the breakfast, that is the cue for you
to leave.
PLEASE TAKE NOTE: You may not wear any candidates pins during your year
of service. You are the representative of the Worthy Grand Matron and this year
you are dedicated to her. YOU MAY WEAR a Deputy Grand Matron Pin, any of
the WGM’s or WGP’s pins, pins sold by G. C. 2019-2020 or a G. G. C. pin. NO
OTHERS are to be worn.
Honorary Memberships
A. It is requested that each Chapter vote to give Honorary Memberships to the WGM,
WGP, GE of your District, DDGM, and DGM.
B. Honorary Membership Certificate. This can be downloaded from the Texas
Grand Chapter web site or from your thumb drive. Print this in color on white or
ivory 32# resume-type paper or card stock. This is the half-page certificate. This
certificate is typewriter-enabled for your completion. Please take a camera with
you to your Official Visits and take a picture of the Worthy Matron, Worthy
Patron, and Deputy Grand Matron to be placed on the bottom half of the
certificate.
C. Please request ode/roster books from each of the Chapters in your section for
the WGM, WGP, AGM, GE & DDGM theses are to be placed in the hotel rooms.
If the AGM is not attending your school, please give to the DDGM.
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D. A Certificate of Appreciation should be issued to the Traveling Secretaries of the
Worthy Grand Matron and Worthy Grand Patron and the Humanitarian
Chairman for your District. This may be downloaded from the Texas Grand
Chapter web site. Print, in color, on gray, ivory or white 32# resume-type paper
or card stock. This certificate is typewriter- enabled for ease in your completion.
Please be sure all names are spelled correctly.
Donations and Scrapbooks
A. The Worthy Grand Matron and Worthy Grand Patron, in the spirit of A Year of
Giving and Believing, are requesting each Deputy donate a toy (a G.C. puppy is
preferred), blankets or quilts to any local First Responder Group, Shelter or other
charity benefiting Children. It will be appreciated if the Chapters in your section
also participate. Please take a picture when the presentation is made or first
bring the items to your school for display prior to making the donation. If
possible, the WGM and WGP would love to be present when the presentation is
made. Please arrange to have some type of media coverage of the presentation.
Remember the general public needs to be informed of the good work we do, this
will encourage others to join our wonderful Order.
B. One electronic scrapbook (flash drive or disc) from each District will be prepared
for the WGM, WGP, GE, DDGM, and DGM. Your District Deputy may hold a
meeting to prepare these collections which will be presented at the Deputy
Luncheon held at the 2020 Grand Chapter August 5, 2020. You will be
responsible for capturing several candid photos of the school, workshop and
other activities in your section. The pictures should reflect a memory the
recipient will cherish not simply pictures of the WGM or WGP. These will be for
the electronic scrapbooks to be presented at the end of the year.
Official Visits
Deputy Grand Matron’s Official Visits should be on a stated meeting night, so you can
observe how they handle their business and the meeting. If the Chapter has two stated
meetings, then the DGM should select the night with the least business. Remember to
plan and practice your speech and any demonstration so they last no longer than 10-
15 minutes. For more information see Section on Official Visits further down.
School Attendance
Attend as many other Schools as your schedule will allow. The WGM is adamant you
DO NOT ASK QUESTIONS from the floor at any School. You are supposed to know
everything already. We know you don't know everything, but you will have more
credibility with the membership if you ask your DDGM after the School or put a question
in the question box.
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Section Workshops
The WGM is requesting each Deputy Grand Matron hold at least one informal workshop
in their section during their year. See Appendix S
Official Bulletin
The Deputy Grand Matrons MUST subscribe to the Official Bulletin; an electronic
version is preferred.
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IMPORTANT DATES
July 26 & 27, 2019 AGM/AGP Round-up Weatherford (see Official
Bulletin for Details)
Aug. 17, 2019
Breakfast honoring AGM hosted by 2019-2020
DDGMs, with DGMs serving as table hostesses. (This
is a mandatory event.)
Aug. 18, 2019 Breakfast honoring new AGC and Deputy School
Aug. 31, 2019 Fraternal Visit & WGM’s Homecoming Banquet to be
held at J.B. Wells Event Center, Gonzales, Texas
Sept. 7, 2019 Fraternal Visit & Homecoming Banquet of the WGP
The Woodlands, TX
Sept. 20 & 21, 2019 4-State Exchange, Hot Springs, AR (Not mandatory)
Nov. 15 & 16, 2019 District 5, Section 8 School (WGM’s Parent Section)
Jan. 3 & 4, 2020 District 4, Sections 5 & 9 School (WGP’s Plural)
Jan. 31& Feb.1, 2020 District 4, Section 7 School (WGP’s Parent Section)
Feb. 28 & 29, 2020 District 3, Section 9 School - Final School
(Traditionally all Deputies attend this school)
August 5-8, 2020 138th Grand Chapter Session in Waco, Texas
The Worthy Grand Matron would like for you to attend as many Schools as you can,
particularly those schools in your District, to support your sister Deputies.
The WGM & WGP would appreciate your attending the Schools to be held in their Parent
and Plural Sections.
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DECISIONS AND RULINGS
All questions from members or Chapters regarding Grand Chapter law should be
directed as follows, and answers or further reference should be made as quickly as
possible to the person requesting an answer.
Deputy Grand Matron should look for the SPECIFIC reference in the RITUAL,
CONSTITUTION, CODE OF LAWS, or “Interpretations, Instructions and Suggested
Ceremonies for Subordinate Chapters 2019-2020” (you must have a current copy of
these documents) to answer the question. If the answer to the question is clearly written,
she should respond immediately, including the specific reference in her answer. If she
cannot find the answer in a specific reference, she should then refer it to the District
Deputy Grand Matron. It is not your responsibility to make an interpretation, check
with your DDGM. All answers should be written, retaining a copy in your files. E-mail
is acceptable so long as you have a copy.
District Deputy Grand Matron should look for the SPECIFIC reference in the RITUAL,
CONSTITUTION, CODE OF LAWS, or “Interpretations, Instructions and Suggested
Ceremonies for Subordinate Chapters 2019-2020” prior to answering the question. If the
answer to the question is clearly written, she should respond immediately. If she cannot
find the answer in a specific reference, she should then refer it to the Worthy Grand
Matron. Under no circumstances will she make an interpretation without referring to the
WGM. All questions and answers should be in writing with a copy retained in your files.
E-mail is acceptable if you make a copy or save to your computer or a flash drive.
Be careful when researching in the CONSTITUTION AND CODE OF LAWS, as the subject
could be referenced in various locations. The CONSTITUTION AND CODE OF LAWS is
available in an electronic form/CD from the Grand Secretary's Office and has a search
capability.
Worthy Grand Matron – ARTICLE 23, Code of Laws, (page 59) states: She shall decide
all questions of laws, custom or usage and report same to the Grand Chapter, and until
the next session of the Grand Chapter, her decisions shall have the force of law, but no
longer, unless said decisions are put in Resolution form, printed for 100 days as
provided by our laws, and voted and passed by Grand Chapter. Answers that are made
or may be made by simple reference to ARTICLE and Sections of the Constitution or of
the Code of Laws governing Grand and Subordinate Chapters, are not required to be
reported by the Worthy Grand Matron.
Worthy Grand Patron – ARTICLE 41, Code of Laws, page 63 gives the Worthy Grand
Patron most authority regarding Chapters Under Dispensation. Except, ARTICLE 44, 19
requires that he shall refer to the Worthy Grand Matron for decision all questions of law
and usage submitted to him by Chapters while Under Dispensation.
Grand Secretary – Many questions are inappropriately referred to the Grand Secretary
that should be referred to the Deputy Grand Matron, District Deputy Grand Matron, or
Worthy Grand Matron. See Code of Laws, Chapter 4, DUTIES AND PREROGATIVES OF
GRAND OFFICERS; E. GRAND SECRETARY for clear outline of her duties in ARTICLES
54-73, pages 65-69. The Grand Secretary may answer any questions from Subordinate
Chapters that fall within these duties. If there is not a specific reference to our laws,
she should refer the question to the Worthy Grand Matron for a decision.
20
OFFICIAL VISITS
Planning Your Official Visits
Only one Official Visit will be made to a Chapter unless the Worthy Grand Matron
assigns a special duty to you. Make your Official Visit to each Chapter in your Section
as soon as possible following Grand Chapter. WGM prefers you not make your first
Official Visit prior to her Fraternal Visits to the Worthy Grand Matron’s Chapter
(August 31, 2019) and Worthy Grand Patron’s Chapter (September 7, 2019).
Make a list of the Chapters in your Section, listing names and addresses and phone
numbers of the Worthy Matron, Worthy Patron, and Secretary. Include the time and
dates of the Chapter meetings. This will assist you in setting your schedule for your
Official Visits. Schedule your visits on Stated Meeting nights, allowing ample time to
meet with the Secretary and Treasurer before the meeting (or dinner). You may meet
with and examine the books of the Secretary and Treasurer before the meeting
date, if desired and it is acceptable to the Secretary and Treasurer. If for some
reason the Secretary or Treasurer does not provide the books necessary, schedule a
separate date to inspect them. Let them know you MUST inspect their books. Be
respectful of the traditions of your Section when scheduling your visits.
Before Scheduling Your Official Visits
Choose the dates for your Official Visit to each Chapter in the Section. The WGM prefers
for your first official visit to be in your Parent Chapter. However, if the day of your
Parent Chapter’s meeting will delay your completing your visits in a timely fashion you
may start with another chapter. Remember that the Chapter cannot use your name
and title in their yearbook because it is published in June and you will not have your
title until Grand Chapter in August. If there are traditions in your Section
concerning scheduling of your visits, such as visiting PGM’s chapters in order
of their service, you will want to honor those if possible. Official Visits to
Chapters should be completed in a timely manner.
Please plan your visits so that you will be able to maintain your schedule without
stress. Have one or two visits per week if you have several Chapters in your section—
remember members in your Section may want to attend as many of your visits as
possible. While you will want to complete your Official visits in a timely manner having
them scheduled too close together may make it difficult for others to attend who wish
to.
The Worthy Matron should not invite guests to give programs on the night of your Official
Visit to the chapter, try to accommodate her schedule, if possible. But remember, you
represent the WGM and your date request should come before most other speakers.
21
Ask the Worthy Matron if it will be possible to reschedule any others in order to
accommodate you or request another date.
Write a letter to the Secretary
(Email if acceptable to Secretary) (Forms Appendix A)
1. Write a letter requesting permission to visit on the date you have selected. Email
can used in lieu of a letter if it is acceptable to the Secretary fo the chapter (Forms
Appendix A). WGM prefers your Official Visits be scheduled after the Fraternal
Visit to the Worthy Grand Patron’s Chapter in The Woodlands on September
8, 2019.
2. If you have an early School, and plan to schedule Official Visits prior to your
school, write your letter as “Chairman of the School”, this letter is to be read
at the Stated Meeting of the Chapter in August. Remember to use your own
stationary not Official Deputy Grand Matron Letterhead. This letter may be emailed
if the Secretary has email.
3. Be sure to include the time of your arrival and allow adequate time to meet with
the Secretary and Treasurer prior to the meeting (or dinner). You may schedule a
time prior to the visit to view the books if this is acceptable to the Secretary and
Treasurer.
4. Include two copies of “Information Needed by DGM During Official Visit” (Forms
Appendix C) w i t h a brief personal note to the Secretary to use the form to
prepare the Chapter’s books and gather the information you need for the
inspection of the Chapter or if emailing your letter, take two printed copies
with you. Be sure to include the time of your arrival. Please remember you are
inspecting, not auditing, the Chapter’s books.
5. Write a letter (Appendix B) or email replying to the Chapter after they have
accepted your requested date.
6. Prepare a schedule of the dates of your Official Visits to other Chapters in your
Section to be left with the membership of each Chapter you visit. A suggestion
is to print your visit schedule on the back of your business cards. Remember to
give your DDGM a copy of your Official visit schedule.
Use the “Deputy Grand Matron Worksheet for Official Visit Report” to ensure that you
compile the necessary information for your official required report.
Prepare Your Official Visit Program
• You are NOT to read the message of the WGM & WGP. Print a copy and leave
on the Secretary’s desk for anyone who may wish to read the information. You
22
may make a brief personal reference to the WGM and WGP, remember keep it
brief.
• Study the Ritual, Constitution, Code of Laws and “Interpretations,
Instructions and Suggested Ceremonies for Subordinate Chapters 2019-
2020” very carefully. Remember, this is what you may be demonstrating in the
meeting during your Official Visit. Keep demonstrations short. Be prepared.
• Prepare an outline of what you want to discuss and demonstrate. You should take
no more than 10-12 minutes for your entire presentation. Any extensive
demonstrations and teaching should be taught at the workshop(s) you will hold
later in the year.
• Study the instructions for the demonstrations you are going to present and
practice, practice, practice, then practice some more!
• You shou ld know the exact location of all Chapters you will be visiting. The
correct address for your GPS device or clear driving directions are a must.
Remember that things always look different after dark.
• When making the Official Visit to a Chapter, the Deputy Grand Matron will be
introduced according to the instructions found in ARTICLE 256, page 176 in the
Code of Laws. At other times, she will be introduced as specified in ARTICLE 256,
“Introductions.”
• The instructions of the Worthy Grand Matron will be presented under “Good of
the Order.” The Deputy Grand Matron will present:
1. A personal greeting, together with her acknowledgment and thanks for all
courtesies
2. Comment on the review of the chapter’s books and the work of the Secretary
and Treasurer and thank them for meeting with you prior to the meeting.
3. Instructions and demonstrations from the “Interpretations, Instructions and
Suggested Ceremonies for Subordinate Chapters 2019-2020.” Or discuss a
point from the small print in the Ritual or the Constitution/CoL Choose those
that you feel are most needed in that specific Chapter or have been requested
by the Chapter.
a. If it is not necessary to demonstrate the work by entering the Labyrinth,
you do not need to call the Chapter from “Labor to At Ease Within Closed
Doors.” If, you are going to enter the Labyrinth you must have the
WM call the Chapter from Labor to At Ease Within Closed Doors.
(Script: see form Appendix D)
b. Be clear in the presentation of the Instructions. Give constructive
criticism in a loving and respectful manner if needed. The WGM prefers
you not correct in public unless the error is significant. If mistakes are
significant demonstrate the correct procedure or wording in a courteous 23
manner. If necessary, bring them to the attention of the Worthy Matron
and Worthy Patron, as it is his duty to see that the Officers are proficient
in their work. If the mistake is minor simply speak briefly or demonstrate
the correct procedure, never calling attention to an individual’s work. Be
careful in your remarks and do not embarrass a member. Be courteous,
considerate and respectful but do not compliment poor work.
Checklist of Items for Official Visit to a Chapter
✓ Gift for Worthy Matron, (if any, whatever is traditional in section)
✓ Gift for Worthy Patron, (see WM above)
✓ Gift for Secretary and/or Treasurer, (if desired as a small act of courtesy)
✓ Current Ritual – 20
✓ Current Constitution (an electronic version if you can use quickly)
✓ Amended “Interpretations, Instructions and Suggested Ceremonies for
Subordinate Chapters 2019-2020”
✓ Checklist for Chapter Inspection (2 copies if you emailed letter)
✓ Instructions – Dialogue (Large font – double spaced, easy to read.)
✓ Copy of Messages from WGM / WGP to the “Believers” and “Guardians” this is for
the Chapter. You may briefly quote from these. DO NOT READ the entire
message.
✓ Honorary Membership Certificates for Worthy Matron, Worthy Patron, DDGM
& DGM and Certificates of Appreciation for WGM’s & WGP’s Secretaries and
Humanitarian Chairman (requested in your letter) for signature and Chapter Seal.
Official Visit Agenda
Remember this should last no longer than 12 minutes
o Personal Greeting and Appreciation.
o Report to Chapter on the inspection of books and reports.
o Compliment Chapter’s Ritualistic Work if it is acceptable; or compliment the
decorations, food or simply the warm welcome you received.
o Information on the Section’s School of Instruction if it has not been held.
a. Who / What / When / Where
b. Encourage school attendance
o Dialogue for Worthy Matron to call the Chapter “From Labor to At East Within
Closed Doors,” if needed for demonstrations (Appendix D)
o Program / Demonstrations
o Traveling Plaque & WGM’s Interpretations, Instructions & Suggested Ceremonies
Actual Official Visit
• Wear your DGM formal dress. If visiting a daytime chapter whose members do not
wear formals, it is preferable you wear your Day Suit/Dress. YOU MAY NOT 24
WEAR ANY CANDIDATE’S PINS. Wear your name badge, Deputy pin if you have
one. You may also wear WGM’s or other pins sold by the 2019-2020 Grand
Chapter Committees.
• Arrive early in case you need some extra time to make your inspection.
• Place your DGM book along with your notes in the East prior to the start of the
meeting.
• Leave one of your cards at the Conductress’ and Secretary’s station.
• Check the Chapter records and other items as listed on the Chapter
• Inspection Report. Appendix F
Your presentation at each Chapter should include the following:
• Complimentary words concerning one or two of these items as applicable: dinner,
decorations, music, Opening Ritualistic work by the Chapter officers.
• The Secretary and Treasurer should be thanked for arriving early, having the
Chapter records ready for your inspection, and for their upkeep of Chapter
records, as applicable. Report to the Chapter the condition of their records as
honestly and tactfully as possible.
• Acknowledge and thank traveling companions, co-workers, and/or other
distinguished members in attendance.
• If there are errors in the work during the Opening Ceremony and meeting, the
WGM prefers you not demonstrate and instruct these unless requested to do so
or the mistake is obvious. If requested to do so demonstrate, without criticizing
or finding fault with any individual member’s work. If you must correct an
action, first offer a compliment, then demonstrate the correct procedure, finally
finish with a compliment; only speak positively. Should the Chapter need special
help in any area, please instruct them in a loving and courteous manner.
Remember, we are practicing Courtesy, Consideration and Respect.
• Only correct mistakes that are made on the evening of your Visit and not anything
you may have seen in the past. If you have noticed errors at a Chapter in the past
plan to teach these at your workshop.
Demonstrations:
Your demonstration work may be selected from the following list. You must bring
the Chapter from “Labor to At Ease Within Closed Doors” (Appendix D) to give your
demonstrations if you are planning on entering the Labyrinth. Have the dialogue
copied and available for the Worthy Matron and Warder if you do.
• Entrance of the first four officers #
• Reverent Attitude & when used
25
• Attitude of prayer & when used
• Opening of the Bible with reverence##
• Salutation Sign and Response
• Draping the Charter # (if using Chaplain)
• *Draping the Altar – include instructions on folding the altar cloth
• Signs and Passes as the MWGM, Marianne Shenefelt prefers
• Introductions
* requires calling Chapter from Labor to at Ease within Closed Doors.
If you involve the Chapter members in demonstrations for example entrance of first
four, opening the Bible or introductions. Be sure to thank the Officers and members
for their participation and compliment them on their work.
Advise members about the following:
• Date and Location of your next visit
• Practices for the School (if not previously held)
• Date for the Workshop/s
• Rules pertaining to the "Traveling Plaque” (Appendix O)
• WGM’s special projects for the year by inviting Committee Members to briefly
describe their Committee’s goal. You may suggest in the Chapter set up a
table, so items may be displayed and sold.
• Service Dogs as GGC’s Official Charity
• Perry Belmont Foundation
• How to change a Dual Chapter to a Parent Chapter.
You may want to present each Worthy Matron and Worthy Patron with a small gift.
This is entirely dependent upon you and your sections traditions, it is not required.
Please keep the gift inexpensive. In some Sections, the DGM may also present a
gift to the Secretary and Treasurer of the Chapter for their help and extra time. Please
follow the traditions of your Section and heart.
Decide what you want to emphasize in each Chapter that you visit.
Please remember:
❖ Some of the people must go to work the next day. Limit your entire talk and
demonstration to a maximum of 12 minutes. Speak clearly and pleasantly in an
easy conversational tone. DO NOT READ!
❖ Have at least one different thing to talk about at each Chapter. There are
members of your Chapter and others who will attend every Official Visit; give them
something new to hear at each visit. 26
❖ Be sure you know the Farewell Address by memory. (R p47) You will be
requested to recite it during the Closing of the Chapter. It will help you by saying
it aloud several times before you recite it at the Official Visit.
❖ Have someone take pictures of you with the Worthy Matron and Worthy Patron
of the Chapter. You will also want pictures of you with any visiting dignitaries such
as Past Grand Matrons or Past Grand Patrons, Installed Grand Officers and Elected
Board members. These are your mementos of this exciting time.
After Your Official Visit
✓ Send a thank you letter on your Official Letterhead to the Chapter
(Appendix E) you have just visited the next day or at least within the week so it
arrives in time for that Chapter’s next meeting. Include some detail that happened
that night for a personal touch.
✓ Write any personal thank you notes as soon as possible after the visit . If the
Worthy Matron presented you with a gift, please send her a thank you note as
soon as possible.
✓ Fill out your report concerning this Chapter that night or as soon as possible
after the visit while it is still fresh in your mind. () Don’t be afraid to give
praise when it is warranted. Be truthful. E-Mail or Mail the report at the
prescribed time.
✓ DO NOT GET INVOLVED IN CHAPTER POLITICS. If any member has a question
that the answer cannot be found in the Ritual, Constitution, Code of Laws, or
Worthy Grand Matron’s Interpretations, Instructions and Suggested Ceremonies
2019-2020, it is not a question for you to handle. In these cases, you should
contact your District Deputy Grand Matron.
✓ MOST IMPORTANT, you are always to be courteous, considerate and respectful,
you are the representative of the Worthy Grand Matron. Do not say or do
anything in an arbitrary or dictatorial manner. Do not embarrass the WGM or
anyone else by correcting them in this manner. Remember we praise in public
and correct in private.
Finally, know you are the representative of the Worthy Grand Matron in your Section
for one year. Have fun with your co-workers and the membership, enjoy this special
year of service.
Chapter Inspection Report
SEE CHAPTER INSPECTION REPORT – Deputy Grand Matron
(downloadable on the Grand Chapter Web Site)
Our Code of Laws, in ARTICLE 141 and 144 states that the District Deputy Grand
Matrons and Deputy Grand Matrons must be competent to instruct the Secretary and
Treasurer of Subordinate Chapters how to open and keep their books and to instruct
27
the officers and Chapter generally on the work of the Order and the method and manner
of Chapter procedures.
Check all information required on the Chapter Inspection Report (GC Website). If the
records are not in order, kindly inform the Secretary or Treasurer and assist them in
understanding the proper method of recording the business and/or finances of the
Chapter. The Deputy Grand Matron does not audit the Chapter books, she is
required to determine whether the Chapter records are being kept in proper order.
Determine if the required audit has been completed. Note that a written audit report
was, or was not, filed.
When making an Official Visit, the Deputy Grand Matron will review the following items:
Chapter Ledger
A Ledger sheet for each member is required. One should be completed for each
petitioner, even in the event of a rejection, as this is an official record. All data shown
on the Ledger sheet is important and must be completed and kept up to date. The Ledger
sheets should be kept in alphabetical order. All ledger sheets must be retained in the
permanent files. It is permissible to have “active’ and “inactive” (deceased, transfers,
demitted, etc.) files, but these important records must never be destroyed. Determine
where inactive files are kept. Payment of dues is posted on each member’s ledger sheet.
The dues posted should correspond with the “dues collected” shown in the Secretary’s
Cash Book. The Treasurer’s Account Book should also have a similar entry for the cash
received from the Secretary for each member’s dues.
Minute Book
Review (Review only, do not read every single page) the minutes of each meeting since
the last visit of the Deputy Grand Matron. The Chapter Secretary should record the
minutes of all Stated and Special meetings, and Funerals. The Deputy Grand Matron
should verify that the Chapter Minutes include:
The type of meeting (Stated, Special, Funeral, etc.). If the meeting is a Special called
meeting, the purpose of the meeting should be recorded.
1) The date of the meeting
2) The time of the Chapter Opening and Closing should be recorded, as well as
if the Chapter opened in Ritualistic long or short form.
3) The Pledge of Allegiance to the Flag must be mentioned in the minutes.
4) The names of the Officers serving for each meeting must be recorded. The
names and stations of any Pro Tem Officers serving at the meeting must be
included in the minutes.
5) The minutes should state that Official Communications, if any, were read. The
Secretary will read the correspondence and bills, preferably in the following
order:
28
a. Message of the WGM and WGP from the Official Bulletin
b. Items to be Read in Open Chapter from the Official Bulletin
c. Correspondence from Grand Officers
d. Thank you notes, Invitations and Announcements
e. Bills submitted for approval and the disposition of each item
(approved for payment, etc.)
f. The minutes should include the signature of the Secretary
recording the minutes and the date of approval and signature of
the Presiding Officer.
g. The Junior Past Matron’s Report, Delegate’s Report of Grand
Chapter, and the Chapter Audit Report, is read and adopted.
Copies of these reports, along with a copy of the Secretary’s Annual
Report to Grand Chapter, should be on file and available for your
review.
h. The minutes should report the meeting dates of the Observance of
Rob Morris’ birthday, and the Memorial or Chapter of Sorrow.
6) Sign your name, title, and the date at the close of the last minutes recorded
in the Minute Book.
Secretary Cash Book/Warrant Book
The Secretary should make a detailed entry of the receipt of any money belonging to the
Chapter. The Treasurer’s Account book should have similar entries to reflect these
transactions and the Treasurer’s receipt of these monies from the Chapter Secretary.
Warrants are prepared by the Secretary for any bills turned in at the Chapter meetings.
After approval, these warrants are signed by the Worthy Matron, and then are given to
the Treasurer for payment. The Warrants should reflect any bills approved for payment
by the Chapter and should match similar entries in the Treasurer’s books, including
disbursements of the funds.
Sign and date the Secretary’s Cash Book and Warrant Book upon completion of your
review.
Treasurer Account Book/Receipts
The Treasurer should make a detailed entry of the receipt of any money from the
Secretary, and the payment of any bills approved by the Chapter or other disbursements
of funds. Matching entries should be found in the Secretary’s Cash Book and Treasurer’s
Account Book, and in the Warrants and Receipts. It is imperative that the financial
records of the Chapter are accurate and are kept up to date. Sign and date the
Treasurer’s Account Book, Receipt Book, and Checkbook upon completion of your
review.
Our Code of Laws requires that an annual audit is completed reflecting the financial
affairs of the Chapter. A copy of this audit should be available for your review. The 29
Minutes of the Chapter should reflect the date the Audit Report was read and approved
by the Chapter (see above).
It is preferred that each Chapter have more than one signature on file with the bank so
that a check may be signed and/or countersigned by at least 2 individuals. The
Secretary may be on the account but should not sign in place of the Treasurer unless
in an emergency since the Secretary “receives” all funds and the Treasurer “pays out”
all funds.
Visitor’s Register
The Visitor’s Register should be well kept and set out in a prominent location just
outside the Chapter Room so that it is convenient for all members and visitors to sign
the Register. This is an important record of the meetings of your Chapter and signatures
should be in ink.
Signet
The Signet should be in the Chapter Room at each meeting and uncovered. It may be
lighted.
Emblems
The emblems must be at each Station, in the proper location on the pedestal.
Badges
Badges must be worn by each Officer during the Ritualistic Opening and Closing of the
Chapter, however, if an officer is serving as a pro-tem at an additional station they need
not change badges.
Charter
The Charter must be in the Chapter Room at each meeting and should be displayed in
a prominent location.
Ballot Box
The Ballot Box should be at the Associate Conductress’ station and should contain as
many white balls as members present and at least 10 black cubes.
Secret Work
View each of the four (4) copies of the Secret Work and record the official number on
your report. These copies should be well kept and should be replaced when they become
worn. Duplicate copies are available through the Grand Secretary's Office. The Secretary
should record to whom the Secret Work is given in a permanent place, perhaps the back
30
of the Minute Book or By-Laws book. Advise how to replace badly worn or lost copies.
(Code of Laws, p 165, ARTICLE 224e)
Interpretations, Instructions and Suggested Ceremonies for Subordinate Chapters 2019-2020
Determine that these interpretations have been received. Additional copies may be
ordered from the Grand Chapter Office.
Federal Tax ID#
Federal Tax numbers are listed in the back of the Directory of Subordinate Chapters.
Check to see that each of your Chapters is listed. IF NOT, advise the chapter to contact
the Grand Chapter office. Each Chapter must have its own number. The Chapter places
our total organization’s non-profit status in jeopardy if it fails to comply.
31
SCHOOL OF INSTRUCTION
Planning the School and Activities
Suggestion: Ask the Secretary of your Chapter to lend you her copy of the minutes of
the School held in your Section last year. You will be able to learn from them many little
things that are unique to your Section.
1) Deputy Grand Matron will serve as the Chairman of the School, however the WGM
prefers you appoint a co-chairman to assist in coordinating the School.
2) Make sure your co-chairman will be able to help you and is familiar with your
Section’s traditions. You may wish to ask someone who has already served as a
Deputy Grand Matron to serve as your Co-Chairman.
3) Write a letter to the Lodge, if you intend to use one, for the School and Fraternal
Visit requesting the use of the Lodge for the dates of the School. The Worthy Grand
Matron prefers that Schools be in a Lodge setting, if possible.
4) Decide on a theme and name for the School. Make this representative of your
section not necessarily about the WGM.
5) Choose a theme and name for your Banquet or Luncheon for one day schools.
6) Find a location for and secure the location with letters and/or necessary deposits
for the School, Banquet, and Luncheon (in one location if possible) Some of you
may have done this previously.
7) Write to all the Chapters in your Section informing them of the School date, time,
place and other pertinent information. (Appendix J) Be sure to include the
Chapter’s financial contribution to the School. Also inform them of the dates,
times and place of practice sessions. Send the letter early so it can be read prior
to the first practice.
8) Contact the manager of the local hotel and block the approximate number of
rooms needed (use a number appropriate to the size of last year’s School and/or
to the number of people you estimate in attendance this year. Negotiate for comp
rooms to save cost of housing to section.)
Hotel Rooms
Reserve rooms for:
• Worthy Grand Matron and Secretary
• Worthy Grand Patron (if he is attending)
• Grand Examiner and District Deputy Grand Matron
• Deputy Grand Matron (Staying at the hotel is not a requirement if you live near
the school location, this may not be considered a school expense)
32
All rooms must be non-smoking rooms. If there is no elevator, the rooms must be on
the ground floor. The WGM prefers her room not be located next to an elevator or ice
machine.
Confirm the price of the rooms and get a SIGNED contract (WGM realizes in some small
towns there are few choices and the motel may not offer a written contract. It is
suggested you write a letter outlining the agreed terms and you & manager sign.)
Negotiate on the prices of hotel rooms and other hotel facilities because you are
reserving so many hotel rooms. This is very important.
Set a reservation deadline date for the Bulletin announcement. (Ask the hotel to extend
the deadline to be as close to the school date as possible.)
Banquet
• Talk to a caterer for the Banquet or Luncheon if a one-day school. Decide on a
menu. (What is customary for your Section?)
o Confirm the price. Sign a contract if necessary.
o Decide on a ticket price. Budget for the following complimentary tickets:
WGM & Spouse(he will attend few schools), WGP & Spouse (if attending),
GE, DDGM, person bringing the Response. If your budget allows, it would
be appreciated if the Huminatarian Chairman and WGM & WGP
Secretaries(if attending) were complimentary.
• Choose your Luncheon menu if two-day school. Keep it simple, we are stressing
Grab-N-Go or Sit-N-Stay Lunch at the two-day schools. Please observe all proper
food handling rules. We would not want anyone to get sick from spoiled food.
• Choose your various Chairmen, discuss with them their responsibilities/duties
and your needs/expectations. The School will go smoothly if they know as early
as possible what you need from them. It is preferable, to have different chairman
for different aspects of your School.
• Read the Protocol Book (at the back of the Constitution and Laws). Ensure that
your food function chairmen have a copy also. This is very important as it will
help answer questions regarding seating and program participants, i.e., the
Welcome, Response, etc.
o Invite someone from your Section to present the Welcome.
o Invite the AGM to bring the Response to the Welcome. Adapt the form letter
(Appendix K & L) If she is unable to attend, you may invite the GC, AGC,
or the Wife of the WGP.
o Be sure to enclose a response card with a SASE or your e-mail address if
emailing invitation
• Always route the food line so that it does not go in front of the head table - This
is important, please plan accordingly!
33
Pages & Drivers
• Choose Pages and Drivers for the School Officers. (The GE should be assigned a
driver; other School Officers may travel in van if drivers are not available.)
• Drivers must know how to get to School/Banquet/Hotel.
School Program
• Prepare the School Program. Be sure to include:
o Names of the School Officers (WGM, GE, DDGM, DGM) and Host Chapters.
o List the WGP as an honored guest.
o Names of Past Grand Matrons and Past Grand Patrons, Installed Grand
Officers and Elected Board Members, and Grand Representatives who are
members of your Section.
o The names of the persons you select for the Invocation at the beginning of
the School and the Benediction at the end of the School
o The words to your Opening, Closing, and Patriotic Odes
o A letter of thanks to those who assisted with the school, meals etc. You need
not list actual names of members in your section other than your Co-Chair;
it is better to simply thank all than omit a name of someone who helped
you.
• Check the program and double check for accuracy on all details and names. Ask
someone else to edit and then check again.
• Engage those persons in your Section with artistic talents, computer skills, and
other interests and talents to help in your various areas of responsibility.
• Send your Program to your DDGM ASAP and no later than 30 days before the
school. She will proofread it for you. Remember to send it early so you will have
time to print it after her approval.
• Do not wait until the last minute to print your School Programs but be sure to
wait long enough to make any changes. You must simply guess at this. Sometimes
there will be last minute changes that you simply cannot avoid.
Records & Receipts, Decorations & Pictures
• Keep accurate records and receipts of your expenses. You are required to send a
financial report to the Chapters in your Section. They need to know that you spent
their money carefully and wisely. If items are donated, place a value on the item
for future School Chairman, and list item under donations.
• The decorations will be at the discretion of the DGM. The WGM prefers decorations
which are simple but elegant, more is not always better. However, it is the
Section’s School, respect the traditions of your section and decorate as you wish.
Enlist members to help so they feel included in their Section’s School.
• Ask someone to take pictures for you to record these wonderful memories. Discuss
with the photographer what cannot be photographed. (Ritualistic work) and the 34
location of the Labyrinth. Remember to make copies of any pictures that you want
to include in your District’s e- scrapbooks.
Invitations
• It is a courtesy to send invitations to your School to the Installed Grand Officers
and Elected Board Members. The WGM, GE & DDGM are school officers and do
not require and invitation. Some Sections send invitations to all the Past Grand
Matrons and Past Grand Patrons, all Deputies, and various other dignitaries. You
may wish to include a reply card with your invitation and request that it be
returned to your Registration Chairman. Determine what is customary for your
Section. The WGM requests you or the Registration Chairman fill out registration
cards for all Grand Officers, Elected Board Members and Past Grand Matrons or
Patrons from or near your District as a courtesy. You may also wish to do so for
DGMs in your area. Keep a record of your expenses. You may send these
invitations via a printed and mailed invitation or as an email to those who have
an email listed in the Who’s Who Book. Please include either a response card or
yours or the Registration Chairman’s email address for responses on the e-mail
invitations.
Grand Examiner & Humanitarian
• Contact the Grand Examiner about her schedule for the Examining Room.
Appendix M. She will need a page and a driver if possible, she often keeps a
different schedule than others traveling in the OES van. It is customary to use
those serving on the Proficiency Committee as Pages to the GE, the Pages must
hold a current “A” Certificate.
• Contact the Humanitarian Chairman of your District to determine her arrival time
and her needs in presenting the Humanitarian program. If your budget allows,
please provide a Banquet ticket for her. It would be considerate if a member is
willing, to offer her accommodations in their home.
Miscellaneous
• Designate reserved seating for the following if attending: GGC Officers,
Ambassadors & Committee Members, Past Grand Matrons & Patrons, Installed
Grand Officers and Elected Board Members in the SE & Deputies in the NE.
Check with your DDGM about this. Never ask anyone to move after they are
seated.
• Please have a podium in the East large enough to hold a large notebook. A place
is also needed for Rituals, Constitutions, bottles of water, etc.
• DO NOT USE CANDIDATES IN YOUR PROGRAM. The ONLY exception to this is
IF the candidate is also a Worthy Matron or Worthy Patron in your Section. In this
35
case, don’t exclude her/him from participation. ABSOLUTELY NO CANDIDATE’S
EMBLEMS ARE TO BE USED AS DECORATION OR IN/ON THE PROGRAM.
• If husbands of School Officers other than the WGMs attend the School, they will
make their own arrangements. The husband of the GE, DDGM and DGM are not
seated at the head table unless they are the Worshipful Master of the Lodge in
which the school is being held.
• Gifts at the School: check with your DDGM about this
• Please have several bottles of water for the school officers available in the East.
36
School of Instruction Forms
Basic School Information Please copy this page so that you will have one as a
worksheet. Please print neatly. Please mail the completed pages to the DDGM no later
than March 15, 2019. This information WILL BE used for the travel book.
DEPUTY GRAND
MATRON
DISTRICT_____ SECTION_____
CONTACT INFO
SCHOOL NAME
District
Section
Date
BANQUET
Date
Location
Ticket Chairman
Address
City/ZIP
Phone
Ticket Cost
Deadline
HUMANITARIAN PRESENTATION
Time: Immediately following Banquet/Luncheon
FRATERNAL VISIT
Location
37
Date
Time
Address
Breakfast &
Registration
Date
Time
Location
Chairman
Luncheon
Location
Cost
SASE - if mailing tickets
Ticket Chairman
Address
City, ZIP
Contact Information
Ticket Deadlines
ACCOMMODATIONS
Name (Place)
Address
City, ZIP
Phone
Rates-Cutoff Date
.
..a
Specify: OES
Please note: All venues should have elevators for handicap use!!!
38
Telephone List for use by you and your section
COMMITTEE NAME CHAPTER CONTACT INFO
Co-Chairman
Banquet
Chairman
Decorations
Tickets
Master of Ceremonies
Welcome
Response
Invocation
Introductions
Benediction
Registration
Chairman
Committee
Breakfast
Chairman
Committee
Invitation
Chairman
Luncheon
Chairman
Committee:
School Organists
1.
2.
School Secretaries
1.
2.
39
Page- WGM
Driver
Page – WGP
Driver
Page – G.E.
Driver
Page – D.D.G.M.
Driver
Page – D.G.M.
Driver
Page Humanitarian
ADDITIONAL WORKERS
40
Sample School of Instruction Official Bulletin Notices
The following are sample forms to be used in submitting a School Invitations for a
Single Section School, One-Day School and for a Combined Section School to be
printed in the Official Bulletin. If all functions are not at the same location, revise as
necessary, but please retain as much of the original format as possible. The cost for
the invitation is $50.00 for 1/3 page.
Please remember that the invitation must be received by the Grand Chapter Office by
the 6th of the month prior to the month you want the invitation to be included in the
Bulletin, i.e. submit by July 6th in order to be in the August Official Bulletin.
Invitation copy is to be emailed to:
[email protected] and [email protected]
Send payment and hard copy to:
Grand Chapter of Texas, O.E.S.
ATTN: Grand Secretary
8101 Valcasi Drive, Suite 101
Arlington, TX 76001
DOUBLE CHECK: Please make sure all the telephone numbers, addresses, prices, dates
are correct. Reminder, if you put a price and it is incorrect; you cannot go back and ask
for more money!
(Two-Day School)
______________________, Deputy Grand Matron and the_____ Chapters of District ,
Section____, cordially invite you to attend:
NAME OF SCHOOL
ACTIVITIES PRIOR TO THE BANQUET
RITUALISTIC EXCELLENCE AND EXAMINING ROOM 3:00 – 5:00 pm
NAME of BANQUET
Day, Date
5:30 PM
Place
Cost- $_____ Include SASE with Titles
_____________________________, Ticket Chairman
41
Address, City/Zip
Phone Number Deadline
HUMANITARIAN PRESENTATION 7:00 PM
Immediately followed by the
JOINT FRATERNAL VISIT OF THE
Worthy Grand Matron
LINDA R. WINN-CHRISTENSON
And Honoring the Worthy Grand Patron
PAUL M. GARNER
Day, Date, Year
NAME OF SCHOOL
Day, Date, Year At
Name of Lodge or Building Address
City, Zip
Registration and Coffee and Ritualistic Excellence at
7:30 AM School Opening at 8:55 AM
NAME OF LUNCHEON
Cost or Complimentary
Special Arrangements, Ticket Chairman Information, Deadline, as applicable
HOTEL ACCOMMODATIONS:
Name of Hotel Address Phone Number
Rate - $ , (Mention OES) Deadline for Special Rate:
42
(One-Day Schools)
________________________________, Deputy Grand Matron
And the ___________ Chapters of District ____, Section____
Cordially invite you to attend
NAME OF SCHOOL OF INSTRUCTION
Day, Date, Year
At - Name of Lodge or Building Address
City, Zip
Registration and Coffee and Ritualistic Excellence at
7:15 AM School Opening at 8:30 AM
Followed by
NAME OF LUNCHEON
Cost $_____ Include SASE with Titles
______________________, Ticket Chairman
Address, City/Zip
Phone Number _________ Deadline_________
(Or Complimentary)
Followed by the
HUMANITARIAN PRESENTATION
Immediately followed by
JOINT FRATERNAL VISIT OF THE
Worthy Grand Matron
LINDA R. WINN-CHRISTENSON
And Honoring the Worthy Grand Patron
PAUL M. GARNER
HOTEL ACCOMMODATIONS:
Name of Hotel Address Phone Number
Rate - $_______, (Mention OES) Deadline for Special Rate: __________
43
Sample form for submitting School Invitations for a MULTIPLE Section School, to be
printed in the Official Bulletin.
__________________, DGM and ____________ , DGM and the Chapters of District ,
Section and the______Chapters of District Section
Cordially invite you to attend
NAME OF SCHOOL
Activities Prior to the Banquet
RITUALISTIC EXCELLENCE AND EXAMINING ROOM 3:00 – 5:00 pm
BANQUET – NAME
Date
5:30 PM
Place
Cost $________ (Include SASE with Titles)
___________________, Ticket Chairman
Address, City/Zip
Phone Number Deadline
Followed by the
HUMANITARIAN Presentation
7:00 PM- Day Date
Immediately followed by
JOINT FRATERNAL VISIT OF THE
Worthy Grand Matron
LINDA R. WINN-CHRISTENSON
And Honoring the Worthy Grand Patron
PAUL M. GARNER
Day, Date, Year
44
NAME OF SCHOOL OF INSTRUCTION
Day, Date, Year
At Name of Lodge or Building Address
City, Zip
Registration and Coffee and Ritualistic Excellence at
7:30 AM School Opening at 8:55 AM
HOTEL ACCOMMODATIONS:
Name of Hotel Address Phone Number
Rate - $ , (Mention OES) Deadline for Special Rate
45
One Week Before the School
1. Speak with to the Ticket and Banquet Chairpersons., be certain they both know
the number of meals to be served, how many are complimentary and the
guaranteed number for the caterer. Ask the Ticket Chair to also work closely
with the Registration Chairperson and those doing Introductions at all functions
to inform them of the names and titles of those to be introduced.
2. Contact the Registration Chairman to confirm she has pre-register as many
people as possible and has completed cards for all School Officers, G.G.C.
Officers, Past Grands and Grand Officers from area or who have purchased a
Banquet ticket.
3. Call your Banquet Chairman. Determine the time for decorating. Check that
place cards and/or reserved table signs are made.
4. You, your Co-chair or Banquet Chair will check with the caterer; inform them of
the number of reservations. (If cutoff date is later check at that time)
5. Call your Luncheon Chairman. Is everything planned? Double check the details
about the meal with her/him.
6. Call the Photographer. Be sure she/he has proper camera and equipment.
Provide a list of “must have” photos to be taken.
7. Make reserved parking signs for the WGM, WGP (if he is attending), GE, DDGM,
DGM, and Humanitarian Chairman. (Check with DDGM to see if all are needed.)
8. Call your Decorations Chairman. Is everything ready? Remember keep it simple.
9. Call the Co-Chairman of the School. Always keep her/him informed of everything
that is planned so she/he can step in if you have a last-minute emergency.
10. Remember: Communication and planning are essential to success.
Just Before the School
1. Check the School Officers in to the hotel prior to their scheduled arrival or plan
for them to pick up their keys on arrival. Please list names of the occupants of
each room with the reservation desk.
2. Set up the hotel rooms for the School Officers’ arrival. The School Officers will
let you know approximately what time to expect them.
3. Be sure you have the following in each of the hotel rooms:
• Banquet and School program for each person in the room
• The names, addresses, and phone numbers of each Officer’s page and
drivers if applicable.
• Any complimentary tickets for the Officers if needed for the meal functions.
• The WGM prefers not to have an actual ticket.
46
• A welcome bag. Refer to the personal profile of the School Officers likes and
dislikes. Prepare a small bag for each School Officer and the Traveling
Secretary.
4. The Officers may go to the Lodge or school location first to unpack the van, check
with your DDGM regarding plans.
5. Have someone, if you have members who are physically able, to assist with
unpacking the van. Inform Pages and Drivers what time your guests are arriving.
It will be appreciated if they help unload the van and make sure everyone is
comfortable if able. You cannot do this by yourself, ask for members to assist
who can carry bags and unload the vehicles.
6. Set up the Lodge Room or other location you have chosen for the School. Use the
checklist to ensure that everything is ready. Ask your Co-Chair or other
Chairpersons to help you.
7. Have the Registration Committee set up the Registration area, be certain they
are open at least 2 hours prior to the event.
8. Set up the Examining Room. This is included on the checklist.
9. Set out the reserved parking signs no less than 2 hours prior to the event.
10. Be certain the Banquet Chairman in setting up the Banquet area refers to the
Protocol Book about seating at the Head Table and other reserved places. Your
DDGM will double check the Head Table when she arrives.
11. Designate someone to assist with chairs for the Humanitarian Program.
Last Minute Details
1. Be certain you have a separate sign in sheet for DGMs, so you will have their
name, District and Section to introduce them.
2. Your WGM, WGP and DDGM appreciate all the hard work and preparations you
have made for the School. When everything on the checklist is complete, you are
ready for the School.
3. You have done your all you can, take a deep breath, relax and enjoy your sections
School.
4. If possible, set at least one date practice for your School and Fraternal Visit
Worthy Matrons, Conductresses, and Associate Conductresses. It is best to
practice with a minimal number of people. The more they practice, the better
they look. Remember, this is their time to shine and you can help them do their
best.
47
Sample Agenda for Practice for The School
1. All School Officers sign in- Announcements
2. Practice
• Entrance Ceremony—WM, WP, AC, AP (Organist playing) Entrance of Officers.
• Proving the Chapter (if it is a small School or FV and the AM can vouch for all
present this is not necessary)
• Altar Ceremonies—Conductress/Chaplain
• Edge of Labyrinth Circle of Officers
• Introductions covered in ARTICLE 256 beginning on page 175 of the
Constitution.
Note: Formal introductions will be made at the Fraternal Visit ONLY.
• Draping Charter and Altar
3. Humanitarian Program- Remind members they are to stand for each Chapter they
are a member of when that Chapter’s name and number are called.
Decide on one or two dates for practicing. Check the WGM’s calendar (if you do not
have one of the early Schools) when you set your schedule in order NOT to conflict with
Schools in your District.
Be at the practice location before the scheduled time of the practice. You and/or an
assistant must have time to set up any amenities which your Section customarily offers
at the practice (coffee, juice, donuts, etc.) Encourage the members to be comfortable,
casual clothes including slacks for ladies are not only acceptable they are preferred by
the WGM.
Discuss with the participating members what offices they would prefer to hold, or would
prefer not to hold, during the School and Fraternal Visit. Acknowledge their preferences
when planning your School.
The WGM prefers the Officers for the Fraternal Visit KNOW their Ritualistic work. No
Rituals should be open in the Chapter Room except for the Worthy Patron, who is the
prompter. We will however always respect each member and their abilities, be courteous
and considerate.
Anticipated Expenses for The School
• Announcements of School in the Official Bulletin (one or two months) the cost is
$50 for each 1/3 page. Remember that the announcement is due the 6th day of
the month prior to the month of publication.
• Printing of School programs and tickets for the Banquet and/or the Luncheon
48
• Postage – correspondence and invitations (remember you may save on this by e-
inviting)
• Rental or donation to facility for School functions, if any, as applicable
• Hotel rooms for
o Worthy Grand Matron and Secretary
o Worthy Grand Patron
o Grand Examiner and District Deputy Grand Matron
• Necessary paper goods (Do not forget Bathroom)
• Lunch & Banquet (if a two-day school)
• Love gifts for School Officers
• Hospitality bags, complimentary tickets, and other courtesies
???Additional Questions???
Call your DDGM
Guidelines for Selecting a Hotel if Holding All Events at Hotel
Food Events
• (banquet/luncheon/breakfast) Room size
• Avoid charge for room
• Determine an all-inclusive food price
• Ask the caterer for lunch portions to reduce the price
• Ask for three menu options at that price
• Tax exempt on food—get form from Grand Chapter Office
• Room furnishings
• Table size and layout, risers, table cloths and napkins, table skirting, backdrops
• Number of persons per table
• Hotels often have table numbers and stands you might borrow
• Skirted table for ticket chairman outside food event room
• Piano, microphone—additional charge?
• Setup and access
• Directional signs/event signs
• Hospitality room
• Is food permitted from the “outside” Is there an additional charge for this?
• Guarantee on number of meals
• Make guarantee cutoff date as close to the School as possible. Verify the overage
allowed at the hotel, if 10%, guarantee 5% less than your actual ticket sales
49
• Be able to verify the number served for billing purposes. Advanced deposit on
meal cost is normal
Sleeping Accommodation Consideration
• Members Location
• Security Parking
• Amenities
• Cleanliness (actually look at the room and sit on beds) Coffee pot, mini fridge, hair
dryer, iron, etc.
• Check in and check out
• Is early check-in possible?
• Is late check-out possible? How to expedite
• Room block Rate
• Negotiate Flat rate 1-4 occupants
• Negotiate for comp rooms 1-30 is norm ask for 1-20
• Block size
• Will people still be able to use the Hotels Loyalty Program (i.e. Priority Club, Hilton
Honors, etc)?
• Cutoff date as close to School date as possible
• Location for WGM/WGP/GE/DDGM/Secretary rooms
• Remember: rooms must be ground floor if no elevator
• Adjoining Rooms are preferred for the WGM, DGM/GE and WGP if not adjoining
please on same floor.
• Control room assignments, if possible
Contract Issues
• NEGOTIATE!!
• Confirm in writing
• Confirm ratio of complimentary rooms to actual rooms booked
• Changes and authorizations/Contact person
• Master billing or credit card on file
Other Considerations
• Special Needs are handicapped rooms available?
• Hotel Contact Person may become your “best friend”, however
• “Friends” move, therefore be sure everything is in writing. Endear yourself to hotel
staff
50
• Make sure they know your needs. Whom have you told? Make notes.
• Make sure your co-chairman or someone knows everything you have done/need
to do “in case of emergency”
Rules
• No Guarantees
• Negotiate
• Get everything in writing and keep in a notebook.
• Negotiate
• Always be pleasant
• Negotiate
• Get it for free
• Negotiate
• If you don’t ask, the answer is always “no”.
• Negotiate
• Know that if anything goes wrong, you are the one they will call
• Not Negotiable!!
51
Suggested Job Descriptions
Use these Guidelines for Job Descriptions for Committee Chairmen
Some Chairmen will have multiple responsibilities or titles
Co-Chairman of the School
This person must be able to step in and take your place if something should happen to
you, Pick someone you can work with and trust. Don’t just pick a “good friend” if she
can’t perform the duties. If the School is in a different Chapter or city from yours, you
might consider using someone from that town or Chapter to help with phone calls and
details. The Co- Chairman also needs to assist the Banquet Chairman in coordinating
the presentations and special courtesies at the banquet prior to the Fraternal Visit. She
needs to have the members lined up and ready to make their presentations in a timely
manner so that we can move swiftly through the presentations.
School Treasurer
This person should be able to keep detailed records/spread sheets. She/he will be an
asset to you in staying on budget and compiling your final report to the Chapters in
your section. You may allow the Ticket Chairman to also serve in this capacity if they
are experienced in budgets and maintain a spread sheet for each section of income and
expense of the school and related events.
Banquet Chairman
Together, the Deputy Grand Matron, and the Banquet Chairman should choose the
Decorations Chairman, the Ticket Chairman and the Master of Ceremonies. Remind
her/him to read the Protocol Book in the back of the Constitution. This will be of great
help to her/him. In many Sections, the Banquet Chairman is the Master of Ceremonies.
Remind her/him that she/he is to help you with designing the banquet tickets and the
banquet program and the printing. She/he is also responsible for setting up the head
table and sub-head tables using the proper protocol, but you are responsible for
checking it. Place cards are needed for the head table and sub-head tables (or reserved
signs for the sub-head tables). The DDGM will help you double-check after she arrives.
Luncheon Chairman
She/he must set up the dining area and see to the meal. Choose the meal based on the
probable weather and something easy to prepare and quick to serve. Remember, if you
are having a 2-day school this should be a light meal not a snack. In most Sections
luncheon is complimentary, however if having to use a caterer you may charge a fee if
52
necessary. If holding a one-day school, you may charge for lunch to assist in
defraying the cost of the school. If tickets are required, you will need a Ticket
Chairman. Be sure to choose someone you can rely on for this important place of service.
Assure them they will have assistance, no one person she be tasked with this
responsibility. You may choose to simply keep a list of those who have paid for tickets
and not mail tickets to individuals.
Breakfast Chairman
The Breakfast Chairman must be at the meal location early enough to make coffee
prepare/set out food and greet guests. A good committee is necessary to help with this.
The WGM has requested at least one item of protein be provided such as boiled eggs,
cheese cubes or small rolls of lean meat and some fresh fruit. Please have items other
than only muffins, sweet breads or doughnuts such as breakfast casserole, biscuits and
gravy or oatmeal. If the hotel provides a complimentary breakfast, you may not need a
large quantity of food, but you will need some. Please plan on a small amount of food to
be available midmorning for any member needing to eat for medical reasons or to take
medication.
Decorations Chairman (Optional)
This person can decorate for one or more of the following: Banquet/Luncheon, Chapter
Room, Registration area, and any and all areas. This may be one Decoration Chairman
or several. Ensure that the Decorations Chairman / Chairmen understand the themes
for your events and provide basic input if you desire. Or, leave this completely up to
your best decorator. Remember the WGM prefers the decorations be kept simple,
however it is your Sections school, let it reflect your area.
53
School Registration Committee
General Instructions
It is suggested you use a member who has served on this committee in the past as
Chairman. This is a difficult job and should be taken seriously.
The Registration Committee must be on duty and ready to work as scheduled prior to
the Banquet and Fraternal Visit and by 7:30 AM on the day of the School. It is suggested
that at least 2 people if possible be at the Registration desk prior to the Fraternal Visit
and at the opening of the school. Each person is only counted once.
The partial report of the Registration Committee will be given at the Fraternal Visit and
the final report will be given at the end of the School at two-day schools. This order is
reversed for one-day schools. This report is given by the Registration Chairman.
Pre-Registration
Pre-register all Grand Officers and Elected board Members, the School Officers and
those you know who will be attending. Contact the Ticket Chairman and get a list of
those attending. Take registration cards to all practices and meetings you attend and
announce that you have pre-registration cards. The more you pre-register, the easier
your job will be at the school. All serving as officers at Fraternal Visit or School should
be pre-registered. The members in your section should all pre-register so the registration
table can be used for people outside your section that attend, that way the registration
table won’t be so crowded.
You WILL pre-register the following and their cards will not need to be checked for
accuracy:
• WORTHY GRAND MATRON & HUSBAND (if attending) WORTHY GRAND PATRON
& WIFE (if attending), GE, DDGM, DGM, TRAVELING SECRETARY TO WGM
The following need to be pre-registered: Past Grand Matrons, Past Grand Patrons,
Installed Grand Officers and Elected Board Members. When they arrive, present their
registration card to them and ask them to check for accuracy. They can check at that
time what events they will be attending. If they end up not attending, their registration
card can just be discarded.
There Are Several Ways to Handle the Pre-Registration Cards:
Place all cards in a box in alphabetical order and as they come to the registration desk,
their card is pulled from the “possible attending” box and after they check for accuracy,
place their card in “Actually here” box. You should clearly mark the boxes so anyone
54
taking your place will know which box contains what information. If your section
traditionally has large schools have signs made for A-M and N-Z so the line could be
split up. (WGM prefers this method)
Guidelines for Registration Report
For those who have a laptop and Excel, you can setup a spreadsheet and log everyone
who attends. This will enable better accounting and sorting of the different categories…
but not necessary. Only if you prefer to do it on the computer.
You will need totals for the following categories:
• Chapters Represented: Make a copy of the alphabetical listing from the
Directory. When someone registers, highlight the Chapter(s) they are from, parent
and all dual chapters should be highlighted, if previously highlighted do not count
again. When preparing the reports count the number of highlighted Chapters.
• Grand Jurisdictions Represented: Texas is one, so you will have one Grand
Jurisdiction. If anyone attends who is from or is also a member another state,
that will be another Grand Jurisdiction. “Grand Jurisdiction” means state.
• Each person will be counted ONCE and be in one of the following categories:
• Grand Officers: This will be WGM, WGP, GGC Officers and GGC Family,
Installed Grand Officers, Elected Boards, Grand Representatives, Deputies & all
Committee Appointments.
• Worthy Matrons & Worthy Patrons: All Worthy Matrons & Patrons not counted
above.
• Past Matrons & Patrons: This would be past matrons and patrons who do not
have a Grand Appointment and have not counted above.
• Members: This would be anyone who is not counted above.
• Consider having a tally sheet for the numbers required on your report. During the
day, as someone registers, you can mark them on the tally sheet. A good idea is
to place a small check mark on the registration card, so you will know that person
has been counted/ marked on the tally sheet.
Supplies for Registration area:
1. Registration cards
2. Pens for members to fill out cards
3. File boxes with dividers to file registration cards Check lists to assist with
completing reports
4. Alpha and numeric listings of all Chapters in Texas (current OES Directory)
5. Introduction check lists and/or cards for the Worthy Matron & Conductress
55
File registration cards alphabetically behind the appropriately labeled dividers. After
verifying accuracy provide a program and ditty bag if offering.
Highlight the name and title of each Grand Chapter Officer to be introduced by the
Worthy Matron and Conductress on the appropriate introduction sheet/card.
Registration cards must be given to the DDGM before she leaves the Section following
the School activities, she will forward these to the AGM to assist her in planning for her
upcoming yea or the cards may be given to the AGM if she is attending. It is very
important that these cards are legible and complete.
School Secretaries
The School Officers thank you for your dedication and service. Being Secretary is a very
important and difficult task and our secretaries are greatly appreciated. If possible, use
a member who can record the minutes using a computer. The WM prefers all minutes
be submitted electronically.
Regarding the School Minutes, please:
(1) Skip a page between each School’s Minutes
(2) Include names of committee chairmen, names of those members who bring
the Invocation, Benediction, Blessing before lunch, and any other person’s
name who participates on the School Program or speaks at the Fraternal
Visit.
(3) Include all the numbers given in reports
(4) Include names and numbers of Chapters that have a quorum present for the
Fraternal Visit.
The DDGM will have an electronic form on a flash drive the secretary may use if desired.
She will also have a flash drive for those using a computer eliminating the need for
printed minutes for the DDGM.
Thank you very much for serving as Secretary and for your attention to these requests.
56
Pages & Drivers
❖ Pages – General Instructions
Be available to help unload the van upon arrival and load the van upon departure. If a
Page cannot be there or is physically unable to help unload and reload the van, please
arrange for someone else to assist if possible. It is necessary that is someone who can
lift heavy objects assists with this task.
Provide a welcome bag for your School Officer. One small bag for each person, please
observe food and beverage preferences of the School Officers. These do not need to be
expensive or elaborate. Please no baskets, van space is limited.
❖ Pages to WGM
This/these Page/s see to the needs of the Worthy Grand Matron. They will greet her at
the hotel and escort her into the school. One page is preferred for escorting all school
officers. In large sections with a large school room you may use two Pages if you
have an abundance of member who wish to participate.
❖ Pages to WGP
This/these Page/s see to the needs of the Worthy Grand Patron. (See duties for WGM)
❖ Pages to Grand Examiner
These Pages help the GE from the time of her arrival until she departs the Section. Their
responsibilities are the same as the Pages for the WGM; however, they also have the
additional duties of assisting the GE in and setting up the Examining Room. Use
Proficiency Committee Members if possible.
❖ Pages to DDGM & DGM
These Pages help the DDGM/DGM from the time of her arrival until she departs the
Section. Their responsibilities are the same as the Pages for the WGM.
❖ Pages to Humanitarian Chairman
These Pages will assist the Humanitarian Chairman in preparing for her presentation,
and at the end of the presentation, will escort her from the room and in preparing the
report. NOTE: It has become traditional that the Humanitarian Chairman attends
at least the Fraternal Visit of all Schools in the District. This is expensive. It would
be kind to ask someone if the Humanitarian Chairman may stay with a member in
her home to help defray some of the cost of this position without adding to the
cost of your School. If your Section is able please provide a complimentary ticket
for Banquet/Luncheon.
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❖ General Pages- in larger sections only.
These Pages are available to escort Distinguished Members to appropriate places in the
Chapter room or at the Banquet. The WGM realizes most sections do not have adequate
members to have extra pages.
❖ Drivers
The GE should have a driver if possible. It is a courtesy to provide one for the WGM,
WGP & DDGM however they can travel in the van.
• Must be able to attend every function
• They should be available to pick up the School Officer at least one hour prior to a
function. Check with them to see what time they need to be picked up.
• Will be responsible for all transportation during the Grand Officer’s stay, must
have a vehicle suitable to transport the officer and their supplies. Must know
location of all events.
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Agenda for Two-Day Schools
First Day
3:30–5:15pm Grand Examiner & Ritualistic Excellence Chairman open Examining
Rooms
5:30pm Banquet
7:00pm Humanitarian Program, immediately followed by Fraternal Visit of the WGM
Second Day
7:45 -8:40am Registration, Examining Room and Ritualistic Excellence -
Coffee/Breakfast
8:55am Entrance of School Officers (NO DRILLS)
9:00am Begin School of Instruction
10:30-10:45am 15-minute Break
12:00-12:15pm Reports
12:15-12:45pm Closing of School---- Lunch
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Agenda for One-Day Schools
7:30-8:15am Registration, Ritualistic Excellence- Coffee/ Breakfast
8:30am Entrance of School Officers (NO DRILLS) Begin Instruction
10- 10:15am Break
11:45-12:15pm Reports
12:15-12:30pm Closing of school
12:45pm Luncheon
Immediately followed by Humanitarian Program and Fraternal Visit
(Please keep greetings brief at the one-day schools.)
The Worthy Grand Matron must approve any deviation from these proposed Agendas
for Schools of Instruction.
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Entrance of Officers
The School Officers line up in proper order at the entrance of the Chapter Room in
The Pages will escort the DGM, DDGM, GE & WGM along the West and North marching
lines to the East.
The Page to the Worthy Grand Patron will escort him along the South marching line to
the East, staying in line with the WGM.
Upon reaching the East marching line, the Pages escorting the DGM, DDGM, GE, and
WGM on the North marching line will turn and face the South while the School Officers
face their Pages (North.)
Upon reaching the East marching line, the Page escorting the WGP on the South
Marching line will turn and face the North while the WGP faces his Page (South.)
After all officers have reached the East marching line, they will then bow to each other.
The Pages wait until all the School Officers move up on the dais, then turn and go to
their seats or to other duties.
Escorting IN at the School, the DGM goes first; escorting OUT, the WGM & WGP go first.
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School Officers
OFFICER NAME CHAPTER CONTACT INFO
Worthy Matron
Worthy Patron
Associate Matron
Associate Patron
Secretary
Treasurer
Conductress
Associate
Conductress
Chaplain
Marshal
Organist
Adah
Ruth
Esther
Martha
Electa
Warder
Sentinel
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Order of the Day for Eastern Schools
(Including Dialogue for Deputy and District Deputy Grand Matron)
8:55 (8:30 for 1 day) AM: School Officers escorted to the East by their pages.
North Side: South Side:
DGM WGP
DDGM
GE
WGM
(NO Drills or Presentations)
Approx. 9:00 AM (8:35 for 1 day) Entrance of Officers
DGM: “I invite the Officers for this School of Instruction to enter the Chapter Room.”
(They will remain standing until introduced and gaveled to seat them)
“I am pleased to introduce those who will be serving as Officers for our School this
morning.” (DGM will introduce from the Program then gavel once to seat them. *)
“We are honored to have our Worthy Grand Matron and our Worthy Grand Patron with
us today.”
(Call up the Chapter***)
“It is with pleasure that I introduce Sister Linda R. Winn-Christenson, Worthy Grand
Matron and Brother Paul M. Garner, Worthy Grand Patron. Please join me in saluting
them with the Grand Honors.”
(Seat the Chapter *)
“We are looking forward to hearing from our other School Officers. It is my honor to
introduce:
Sisters , Grand Examiner for District and , District Deputy
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Grand Matron, District . Please join me in giving them a loving welcome.”
“I am also happy to have other Deputy Grand Matrons in attendance today. I invite them
to stand”. (Introduce co-workers from a prepared list.)
“Join me in welcoming them”.
(Recognize your family and your Chapter only).
“Please join me in expressing a hearty thank you for their support and welcome.”
“Sister District Deputy Grand Matron, it is with pleasure that I present the gavel to you
and invite you to preside.”
DDGM: “Thank you, Sister Deputy Grand Matron.”
(DDGM will give a general welcome, introduce other District Deputy Grand Matrons in
attendance, welcome them; recognize your family and your Chapter)
DDGM: “Our invocation this morning will be given by _________________”
( ***)
Invocation given (*)
9:20 AM (9AM for 1 day) OPENING OF SCHOOL
DDGM: “This is a school for instruction and demonstration not a Ritualistic
meeting, however we will maintain a secure room that we may teach our work freely.
The Officers will not wear their badges and the sign of salutation will not be given upon
entering or leaving the Chapter Room.”
“ Warder and Sentinel, only those persons properly vouched for will be
admitted
DDGM: “ Warder”
WARDER: District Deputy Grand Matron
DDGM: “You will see that the doors are secure and inform the Sentinel that we are
about to open an Eastern Star School of Instruction and direct him/her to permit no
interruption while we are thus engaged”.
WARDER: (Closes the Preparation Room door).
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“ Sentinel, we are about to open an Eastern Star School of Instruction and you are
directed to permit no interruption while we are thus engaged.”
SENTINEL: “There will be no interruption, Warder.”
WARDER: District Deputy Grand Matron, the doors are secure and there will be no
interruption.
DDGM: “It is well. Sister Associate Matron.”
AM: “District Deputy Grand Matron”
DDGM: “You will ascertain if all present are members of the Order.”
AM: “Sisters Conductress and Associate Conductress ascertain and report if all
present are members of the Order.”
(Conductresses prove the Chapter in regular form unless it is a small school and the
AGM can vouch for all.)
AM: “District Deputy Grand Matron, all present are members of the Order.”
DDGM: (Call up the Chapter ***) Sister Conductress, you will open our Holy Bible.
(Conductress opens the Bible in the usual manner and returns to her station.)
DDGM: “Let us unite in singing our Opening Ode ”
DDGM: “This Eastern Star School at , Texas, for District , Section
¸is now Open.” (Gavel *)
(Conductress returns to her station)
DDGM: “Please join in the Pledge of Allegiance to our flag, after which we will sing
the Patriotic Ode ___________________
(Seat the Chapter following the song *)
DDGM: “ Warder, you will invite those members outside to enter for the
purpose of listening to the rendition of the Secret Work. Please instruct the Sentinel to
allow no one to enter during the rendition by the Grand Examiner. “
(Warder, with proper raps, informs the Sentinel.)
(DDGM instructs the membership to silence all cell phones etc as a courtesy and in
consideration to GE)
DDGM: “Sister , we await your rendition of the GE speaks briefly and recites
the Secret Work.”
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(The Grand Examiner gives instructions to the membership and to those who will assist
in the Examining Room and then gives her Rendition of the Secret Work. GE will remain
in the room until after greetings from the WGM)
DDGM: “I am pleased to introduce those who will be assisting with our school today,
please stand as your name is called”.
School Secretaries
School Organist
Chairman of the Registration Committee
DDGM: I invite the Worthy Grand Patron to bring Opening Remarks.
WGP: speaks
DDGM: I invite the Worthy Grand Matron to bring Opening Remarks.
WGM: speaks
DDGM: Thank you WGM for those remarks. Sister Conductress, you will close the Holy
Bible.
*** Members are called up
(Conductress closes the Bible) * Members are seated
DDGM: Sisters and Brothers this is a School of Instruction and not a Ritualistic meeting.
However, we will be offering instruction and discussing portions of our Secret work
therefore we will maintain a secure school room, open only to members who have been
properly vouched for.
Sister/Brother Warder you will inform the Sentinel only members properly vouched for
may enter this school.
Raps are given by Warder and Sentinel
Warder: Sister/Brother Sentinel you may now allow members properly vouched for to
enter or leave this Eastern Star School.
We will proceed with instruction and demonstrations.
10-10:15 am- Break
Resume Instructions
(11:30 on 1-day 11:45 on 2-day)
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REPORTS
DDGM: ______Warder
Warder: DDGM
DDGM: You will inform the Sentential final reports will be presented and we will be
closing this Eastern Star school and to permit no interruptions.
Raps given
Warder: ____________ Sentential we will be closing this Eastern Star School and you are
to permit no interruptions. Sentential acknowledges the order.
Warder: DDGM there will be no interruptions.
DDGM: I recognize Brother/Sister ______________to give the final report of the
Registration Committee. (2-day schools only- report will be given at FV only on 1-day
schools))
Chairman: (Brings report moves for adoption)
DDGM: We have a motion and a second to adopt the report of the Registration
Committee all in favor say aye, those opposed nay. Report has been adopted/rejected
DDGM: I recognize Brother/Sister ______________to give the report of the Ritualistic
Achievement Committee. (names only)
Chairman: (Brings report of numbers only and moves for adoption)
DDGM: (Repeats parliamentary procedure to adopt the Report)
DDGM: I recognize Brother/Sister ______________to give the report of the Rob Morris
Committee. (2-day schools - at 1 day-school report will be given at FV only)
Chairman: (Brings report and moves for adoption)
DDGM: (Repeats parliamentary procedure to adopt the Report)
DDGM: I recognize Sister , Deputy Grand Matron for any announcements.
(DGM will give instructions regarding lunch and express her appreciation to section,
DDGM, WGP & WGM; give comments as appropriate, etc. keep it brief)
DDGM: (Express appreciations keep it brief)
DDGM: I recognize our Grand Examiner for her Final Report. (GE will express
appreciations and give report.)
GE: (Gives her final report and appreciation to Section)
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DDGM: (Repeats parliamentary procedure above to adopt the Report)
DDGM: I invite the Worthy Grand Patron to bring Remarks.
WGP: Offers his remarks.
DDGM: Thank WGP. I invite the Worthy Grand Matron to bring Remarks.
WGM: Gives her closing remarks.
CLOSING OF THE EASTERN STAR SCHOOL OF INSTRUCTION
DDGM: It is well. (Calls up the Chapter***)
Let us unite in singing a Closing Ode .
DDGM: Our Benediction/Blessing will be voiced by .
Benediction is offered
DDGM: I declare this Eastern Star School of Instruction at for District ,
Section Closed. (Gavel *) ___________Warder, you will so inform the Sentential.
There will be no closing drills. Please allow the School Officers and SE to exit first.
Warder opens the door without ceremony.
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After the School
1. Write a letter to each Chapter thanking them for their help with the School
(Appendix H). Remember, you could not have done all this by yourself.
2. Prepare a detailed report of all the expenses for the School. Include this report
with a copy of the minutes for the School and the Fraternal Visit to each Chapter
Secretary in your Section within 30 days after the School. (Appendix R) It
should include the pro-rated amounts of unused funds, if any, to that Chapter.
You will also send three copies of this report to the DDGM.
3. Write personal thank-you notes to all the Co-Chairmen. She worked hard for you
and your Section. Be sure to include some special act that made the School such
a success. Also, write personal thank-you notes to anyone who did something
special to help you or who did a great job at the School especially the Chairmen.
4. Write a note of appreciation to the Masons of the Lodge, if you had your School
in a Lodge. Remit promptly any fee charged for the use of the building. The future
use of this building by the Order of the Eastern Star may depend on your
thoughtfulness to the Masons.
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Special Notes to DGMs
At the end of the school day, you will be asked for announcements. You can tell people
about the lunch, such as where it is, who is taking tickets, complimentary, etc.
Announce for everyone to wait until the East and South East have retired.
This is also when you will give your final remarks and thanks; keep them brief, you will
have expressed your gratitude in detail in your school program. I suggest you write them
down, and not rely on your memory… it may have already gone home!!!
At the Humanitarian Program you will be asked to call the names of the WM’s and WP’s
(or those filling for them) and Chapter names. Be prepared to do this. The rest of the
Humanitarian program will be up to the Humanitarian Chairman of your District.
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FRATERNAL VISITS
General Information
Note: Only the Worthy Grand Matron can make a Fraternal Visit.
Fraternal Visit - Definition
A Fraternal Visit is so called when the Worthy Grand Matron makes an official visit to
one Chapter, if not held on a regular meeting night a Special Dispensation is required.
Joint Fraternal Visit - Definition
See ARTICLE 245, page 171)
On the occasion that the Worthy Grand Matron makes an official visit to two or more
Chapters’ meetings, this should be called for that purpose and a Special Dispensation
will be required. The WGM will provide this at no cost to the Chapters.
Officers for the meeting should be selected equally from each participating Chapter. The
Worthy Matron and Worthy Patron of each Chapter should be responsible for different
portions of the opening of the meeting, introductions, and dinner. It is suggested that
the Worthy Matrons of each Chapter assume stations of Worthy Matron, Associate
Matron, Conductress, and/or Associate Conductress, depending on the number of
Chapters involved and their confidence in holding that office. Worthy Patrons will
assume stations of Worthy Patron and Associate Patron. Installed Officers of all
Chapters are to participate in the various stations as needed. The main emphasis is for
all participating Chapters to be able to participate fairly and equally since all are to
share the honor and expense of the meeting.
Worthy Grand Patron Attendance
The Worthy Grand Patron should be invited as a special guest at all Fraternal Visits.
The announcement would state, “and Honoring the Worthy Grand Patron.”
Joint Fraternal Visit in Conjunction with a School – Special Dispensations
The Worthy Grand Matron will bring Special Dispensation(s) (Form 105-G) with her and
issue the Special Dispensation with the $3.00 fee waived for Fraternal Visits in
conjunction with a School.
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Fraternal Visits – Instructions for Presiding Officer
• Open IMMEDIATELY after the Humanitarian presentation is finished (if in
conjunction with a school) or at specified time if FV only. The Humanitarian
Presentation will begin promptly at 7:00 PM. BE SURE that all who will be serving
as officers know to line up as soon as they come out from the Humanitarian
Program.
• In the Opening Ceremony the Worthy Matron will state:
o “__________Chapter, Number_____ (using her Chapter name and number)
and the participating Chapters of District_____, Section_____, the hour …”
(Ritual pg. 25)
• The Presiding Worthy Matron will state the purpose of the meeting after the
pledge and patriotic song as follows:
o “This meeting is called for the purpose of a (Joint) Fraternal Visit of the
Worthy Grand Matron and honoring the Worthy Grand Patron. Sister
Secretary, do we have a special dispensation for this meeting?” (It is not
necessary to read the Special Dispensation.) Secretary will reply yes.
• Note it is not a requirement to present the flag. The WGM prefers the flag not be
presented unless the Marshal knows how to present it with precision, dignity and
honor. Otherwise do not present it. While the WGM knows we have specifics for
presenting the flag in OES she would never want to tell a present member of the
United States Military or a United States Military Veteran how to present the flag
unless they request instructions.
• Introductions should be made as per the Code of Laws. All Grand Officers will be
introduced including all Committee members. All Past and Present Matrons and
Patrons will be recognized as a group and given a hearty welcome. A sitting
Master of a Lodge and Grand Lodge Officers should be introduced by the Worthy
Patron. All Brothers present are Master Masons, or they would not be entitled to
be present, the WM may note their presence however it is not necessary they
stand. See Instructions for Introductions. The Grand Examiner, District Deputy
Grand Matron and Deputy Grand Matron or Matrons will remain in the East
• The Worthy Matron will call for the Reports in this order:
o Humanitarian Chairman
o Registration Committee (partial report)
o Grand Examiner (partial report or Final Report if at a 1-day school)
• The Worthy Grand Matron will let the Presiding Officer know who will bring
Greetings from the following groups:
o Installed Grand Officers and Elected Board Members
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o Past Grand Patrons
o Past Grand Matrons
o General Grand Chapter Family
o The Worthy Grand Patron will bring Greetings.
o The Worthy Grand Matron will bring Greetings.
• After the Worthy Grand Matron brings her Greetings, GO DIRECTLY TO THE
CLOSING CEREMONY – DO NOT GIVE THANK YOUS OR MAKE ANY COMMENTS.
(If the Flag has been presented, it would be retired after the WGM speaks, and
before the closing)
• Invite the Worthy Grand Matron to give the Farewell Address.
Officers for Fraternal Visit
OFFICE NAME CHAPTER CONTACT INFO
Worthy Matron
Worthy Patron
Associate Matron
Associate Patron
Secretary
Treasurer
Conductress
Associate
Conductress
Chaplain
Marshal
Organist
Adah
Ruth
Esther
Martha
Electa
Warder
Sentinel
Final Letter to Chapters
Send a final letter of appreciation to each Chapter in your Section. This letter should be
mailed for it to arrive in time to be read at the Chapter’s final meeting before Grand
Chapter. (See Appendix for form and format)
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MESSAGE TO MY DEPUTIES FROM THE WORTHY GRAND MATRON
To each of my sweet “Lovely Lady Bugs”,
I wish to thank you once again for honoring me and our Worthy Grand Patron, Paul
Garner, by accepting this appointment and agreeing to serve our wonderful Order.
I too once served in your position and I recall the hours of planning, the many phone
calls and the endless work required to host an OES School. I have always heard from
Worthy Grand Matrons and the Past Grand Matrons what a sweet appointment DGM
is. I can assure you it is one of the most difficult positions I had the honor of serving in,
however, I was rewarded by the deep friendships I formed and the love and support I
was given by the members of my Section. Mistakes happen, and hindsight is always
better than foresight. Remember… breathe, smile and have a little fun. I pray you will
enjoy your year and be blessed with lasting bonds of friendship and beautiful memories.
Hugs and prayers,
Lady Bug Linda
AKA: Worthy Grand Matron
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INTRODUCTIONS
Introduction Overview
See Constitution, Art. 256, pages 175 & 176
Remember: P.I.E.
P – Present
I – Introduce
E – Escort
*** Three raps of the gavel -Chapter members stand
* One rap of the gavel seats the Chapter
Grand Chapter of Texas – Order of Introductions
Introduced at the Altar, Escorted to the East & Saluted with Grand Honors
1. Worthy Grand Matron and Worthy Grand Patron
2. Most Worthy Grand Matron and Most Worthy Grand Patron
3. Past Most Worthy Grand Matrons and Past Most Worthy Grand Patrons
4. General Grand Chapter Elective Officers
5. General Grand Chapter Appointed Officers
6. General Grand Chapter Ambassadors, and Committee Members (Alphabetical
according to Committee Title if entitled to be presented at the Altar)
7. Deputies of the MWGM/MWGP (if a Past Grand Matron/Patron)
8. Worthy Grand Matrons and Worthy Grand Patrons of Other Grand Jurisdictions
9. All Past Grand Matrons and Past Grand Patrons of Other Grand Jurisdictions
10. All Past Grand Matrons and Past Grand Patrons of Texas
11. The Deputy Grand Matron, ONLY when visiting a Chapter officially, shall be
introduced back of Esther’s station, escorted to the East (Hearty welcome and
invited to remain in the East)
12. The Most Worshipful Grand Master of the Most Worshipful Grand Lodge, A.F. &
A.M. (Hearty welcome only, unless also a Past Grand Patron)
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Introductions Behind Esther’s Station and Escorted to the East
13. Installed Grand Officers & Elected Board Members
• Visiting Jurisdictions
• Texas
14. General Grand Chapter Special Appointments (Together)
• Deputies of the MWGM/MWGP (not entitled to be presented at the altar)
• Marianne’s Campfire Friends and Tophat Pride Appointees
15. Grand Representatives
• Grand Representatives of Texas in Other Grand Jurisdictions
• Grand Representatives of Other Grand Jurisdictions in Other Grand
Jurisdictions
• Grand Representatives of Other Grand Jurisdictions in Texas
Introduced Behind Esther’s Station
16. All Deputies of Grand Chapter -introduced together (Deputies may be escorted
to the East) *
• District Deputy Grand Matrons by District
• Deputy Grand Matrons by District, by Section - Introduced Behind Esther’s
Station or from Place in Chapter Room.
17. All Committees of Grand Chapter – (Worthy Matron has the option of presenting
these two groups separately or together). These groups will give their names and
titles. *
• Fraternal Correspondent (always first of this group)
• Other Committees of Grand Chapter (No rank in remaining committees)
18. All Special Committees of the Worthy Grand Matron *
* If these groups are being introduced in place, then you would begin in the SE and give
name and title.
Recognized from places in Chapter Room
These groups may give their name and chapter or be recognized as a Group. (WGM
prefers introduced as a Group.)
19. Worthy Matrons and Worthy Patrons
20. Past Matrons and Past Patrons, who have not been previously introduced
21. Members and/or Visiting Members not previously introduced (These are our
Order’s future and it should be stressed how important they are.)
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To be introduced by the Worthy Patron
Master of Lodge, followed by Grand Lodge Officers, then Past Grand Masters
Dialogue for Introductions
(**If, at any point, there is not enough room in the East for our Distinguished Member(s),
the Worthy Matron will instruct the Conductress and the Associate Conductress by
saying:
Worthy Matron: “Sisters Conductress and Associate Conductress, you will escort
the__________ (title[s]) to her/his/their place(s) in the Chapter Room.
Worthy Grand Matron and Worthy Grand Patron
Worthy Matron: “I invite the Worthy Grand Matron and the Worthy Grand Patron to
stand.”
“Sisters Conductress and Associate Conductress you will present our WGM and WGP
at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing, Sister Linda R.
Winn-Christenson, WGM, and Brother Paul M. Garner, WGP, Grand
Chapter of Texas, Order of the Eastern Star.
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress, you will escort our Worthy Grand
Matron and Worthy Grand Patron to the East.”
* * *
“Sisters and Brothers, it is my honor to present the Worthy Grand Matron and the
Worthy Grand Patron, Grand Chapter of Texas, Order of the Eastern Star.”
“You will join me in saluting them with the Grand Honors.”
“Sisters Conductress and Associate Conductress, our WGM and WGP will remain in the
East.
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Most Worthy Matron and Most Worthy Grand Patron
Worthy Matron: “I invite the Most Worth Grand Matron and Most Worthy Grand Patron)
to please stand”.
“Sisters Conductress and Associate Conductress you will present the MWGM and
MWPG at the Altar.”
Conductress: “Worthy Matron, it is my pleasure to introduce, Sister Marianne
Shenefelt, MWGM of General Grand Chapter and a PGM of Wyoming and
Brother Henry Martin, MWGP of General Grand Chapter and a Past
Grand Patron of Texas, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort our MWGM and MWGP
to the East.”
* * *
“Sisters and Brothers, it is my honor to present the MWGM of General Grand Chapter
and a PGM of Wyoming, and MWGP of General Grand Chapter and a PGP of Texas,
Order of the Eastern Star.”
“You will join me in saluting her (them) with the Grand Honors.”
“Sisters Conductress and Associate Conductress our MWGM and MWGP will
remain in the East.” *
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Past Most Worthy Matrons and Past Most Worthy Grand Patrons
Worthy Matron: “I invite the Past Most Worthy Grand Matron(s) and the Past Most
Worthy Grand Patron(s) to please stand.”
*(If this is Rennie Ofton, she be introduced from her “Red Bird Perch” saluted with Grand
Honors and remain in place unless she wishes to move.)
“Sisters Conductress and Associate Conductress you will present the PMWGM(s) &
PMWGP(s) at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing Sister(s)_______,
PMWGM(s) of General Grand Chapter and a PGM of ________ and
Brother(s) ________, PMWGP(s) of General Chapter and a PGP of
____________, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort our PMWGM(s) &
PMWGP(s) to the East.”
* * *
“Sisters and Brothers, it is my honor to present the PMWGM(s) and PMWGP(s) of
General Grand Chapter, Order of the Eastern Star.”
“You will join me in saluting them with the Grand Honors.”
“Sisters Conductress and Associate Conductress our PMWGM(s) & PMWGP(s) will
remain in the East.” *
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Elected Officers of General Grand Chapter
Worthy Matron: “I invite the Elected Officers of General Grand Chapter to please
stand.”
“Sisters Conductress and Associate Conductress, you will present the Elected Officers
of General Grand Chapter at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing Sister(s)__________,
(title)__________, and a PGM of __________, __________, (title)__________,
and a PGM of __________, and Brother(s)__________, (title)__________, and
PGP of __________, General Grand Chapter, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort our Elected Officers of
General Grand Chapter to the East.”
* * *
“Sisters and Brothers, it is my honor to present the Elected Officers of General Grand
Chapter, Order of the Eastern Star. You will join me in saluting them with the Grand
Honors.”
“Sisters Conductress and Associate Conductress the Elected Officers of General
Grand Chapter will remain in the East.” *
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Appointed Officers of General Grand Chapter
Worthy Matron: “I invite the Appointed Officers of General Grand Chapter to please
stand.”
“Sisters Conductress and Associate Conductress, you will present the Appointed
Officers of General Grand Chapter at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing Sister(s)__________,
(title)__________, and a PGM of __________, and Brother(s)__________,
(title)_______, and a PGP of ____________. General Grand Chapter, Order
of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort our Appointed Officers
of General Grand Chapter to the East.” * * *
“Sisters and Brothers, it is my honor to present the Appointed Officers of General
Grand Chapter, Order of the Eastern Star. You will join me in saluting them with the
Grand Honors.”
“Sisters Conductress and Associate Conductress the Appointed Officers of General
Grand Chapter will remain in the East.”
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Ambassadors and Committee Members of General Grand Chapter
(Lined up Alphabetically by GGC Committee)
Worthy Matron: “I invite the Ambassadors and Committee Members of General Grand
Chapter to please stand.”
“Sisters Conductress and Associate Conductress you will present the Ambassadors and
Committee Members of General Grand Chapter at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing, Sister __________,
Ambassador to_________ or _________Committee of General Grand
Chapter, and a Past Grand Matron of __________, and Brother(s)
__________, Ambassador to__________ or __________ Committee of General
Grand Chapter and a Past Grand Patron of __________, Order of the
Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the Ambassadors and
Committee Members of General Grand Chapter to the East.”
* * *
“Sisters and Brothers, it is my honor to present the Ambassadors and Committee
Members of General Grand Chapter, Order of the Eastern Star. You will join me in
saluting them with the Grand Honors.”
“Sisters Conductress and Associate Conductress the Ambassadors and Committee
Member(s) of General Grand Chapter will remain in the East.” * (**)
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Worthy Grand Matron(s) and Worthy Grand Patron(s) of Other Grand Jurisdictions
Worthy Matron: “I invite the Worthy Grand Matron(s) and Worthy Grand Patron(s) of
Other Grand Jurisdictions to please stand.”
“Sisters Conductress and Associate Conductress, you will present the Worthy Grand
Matrons and Worthy Grand Patrons of Other Grand Jurisdictions at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing these Worthy Grand
Matron(s) and Worthy Grand Patron(s) of Other Grand Jurisdictions:
Sister(s)__________ of__________, and Brother(s)__________, of__________,
Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress, you will escort the Worthy Grand
Matron(s) and Worthy Grand Patron(s) of Other Grand Jurisdictions to the East.”
* * *
“Sisters and Brothers, it is my pleasure to present these Worthy Grand Matron(s) and
Worthy Grand Patron(s) of Other Grand Jurisdictions, Order of the Eastern Star. You
will join me in saluting them with the Grand Honors.”
“Sisters Conductress and A. C. the Worthy Grand Matron(s) and Worthy Grand Patron(s)
of other Grand Jurisdictions will remain in the East.” * (**)
(**If, at any point, there is not enough room in the East for our Distinguished Member(s),
the Worthy Matron will instruct the Conductress and the Associate Conductress by
saying:
Worthy Matron: “Sisters Conductress and Associate Conductress, you will escort
the__________ (title[s]) to her/his/their place(s) in the Chapter Room.
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Past Grand Matron(s) and Past Grand Patron(s) of Other Grand Jurisdictions
Worthy Matron: ‘I invite the Past Grand Matron(s) and Past Grand Patron(s) of Other
Grand Jurisdictions to please stand.”
“Sisters Conductress and Associate Conductress you will present our Past Grand
Matron(s) and Past Grand Patron(s) of Other Grand Jurisdictions at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing Sister(s)__________,
Past Grand Matron(s) of__________, and Brother(s)__________ Past Grand
Patron(s) of __________, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort our Past Grand
Matron(s) and our Past Grand Patron(s) from Other Grand Jurisdictions to the East.”
* * *
“Sisters and Brothers, it is my pleasure to present these Past Grand Matron(s) and
Past Grand Patron(s) of Other Grand Jurisdictions. You will join me in saluting them
with the Grand Honors.
“Sisters Conductress and Associate Conductress, our Past Grand Matrons(s) and Past
Grand Patrons(s) of other Grand Jurisdictions will remain in the East.” (**)*
(**) If, at any point, there is not enough room in the East for our Distinguished
Member(s), the Worthy Matron will instruct the Conductress and the Associate
Conductress by saying:
Worthy Matron: “Sisters Conductress and Associate Conductress, you will escort
the__________ (title[s]) to her/his/their place(s) in the Chapter Room.
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Past Grand Matron(s) and Past Grand Patron(s) of Texas
Worthy Matron: ‘I invite the Past Grand Matron(s) and Past Grand Patron(s) of Texas
to please stand.”
“Sisters Conductress and Associate Conductress you will present our Past Grand
Matron(s) and Past Grand Patron(s) of Texas at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing Sister(s)__________,
Past Grand Matron(s) and Brother(s)__________, Past Grand Patron(s),
Grand Chapter of Texas, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress, you will escort Texas’ Past Grand
Matron(s) and Past Grand Patron(s) to the East.” * * *
“Sisters and Brothers, I have the pleasure of presenting Sister(s)__________, Past Grand
Matron(s) and Brother(s)__________, Past \Grand Patron(s), Grand Chapter of Texas,
Order of the Eastern Star. You will join me in saluting them with the Grand Honors.”
“Sisters Conductress and Associate Conductress, the Past Grand Matron(s) and Past
Grand Patron(s) of Texas will remain in the East.” (**) *
(**) If, at any point, there is not enough room in the East for our Distinguished
Member(s), the Worthy Matron will instruct the Conductress and the Associate
Conductress by saying:
Worthy Matron: “Sisters Conductress and Associate Conductress, you will escort
the__________ (title[s]) to her/his/their place(s) in the Chapter Room.
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Deputy Grand Matron (Only on Her Official Visit)
NOTE: The Deputy Grand Matron, when visiting a Chapter officially, shall be presented
back of Esther’s Station, conducted to the East along the North marching line,
introduced, and given a hearty welcome immediately after all Past Grand Matrons and
Past Grand Patrons have been introduced. (She should be invited to remain in the East).
Worthy Matron: “I invite the Deputy Grand Matron to please stand.”
“Sisters Conductress and Associate Conductress, you will present the Deputy Grand
Matron behind of Esther’s station.”
Conductress: “Worthy Matron, it is my pleasure to introduce Sister__________, Deputy
Grand Matron, District_____, Section_____, Grand Chapter of Texas, Order of the Eastern
Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
Worthy Matron: “Sisters Conductress and Associate Conductress, you will escort our
Deputy Grand Matron to the East.” * * *
“Sisters and Brothers, it is my honor to introduce Sister , Deputy Grand
Matron, District , Section , Grand Chapter of Texas, Order of the Eastern Star. You
will join me in welcoming her.”
Worthy Matron: “Sisters Conductress and Associate Conductress, the Deputy Grand
Matron will remain in the East.”
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Most Worshipful Grand Master of Masons in Texas
Worthy Matron: “I invite the Most Worshipful Grand Master of the Most Worshipful
Grand Lodge of Texas, A.F. &A.M. to please stand.”
“Sisters Conductress and Associate Conductress you will present the Most Worshipful
Grand Master of the Most Worshipful Grand Lodge of Texas at the Altar.”
Conductress: “Worthy Matron, I have the pleasure of introducing
Brother______________, the Most Worshipful Grand Master of the Most
Worshipful Grand Lodge of Texas, Ancient Free and Accepted Masons.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the Most Worshipful
Grand Master to the East.”
* * *
“Sisters and Brothers, it is with honor that I present Brother____________, the Most
Worshipful Grand Master of the Most Worshipful Grand Lodge of Texas Ancient Free
and Accepted Masons. Please join me in giving him a very warm welcome."
“Sisters Conductress and Associate Conductress, the Most Worshipful Grand Master
will remain in the East.”
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Installed Grand Officers and Elected Board Members
(INTRODUCE SEPARATELY)
Worthy Matron: “I invite the Installed Grand Officers and Elected Board Members to
please stand.”
“Sisters Conductress and Associate Conductress you will present the Installed Grand
Officers and Elected Board Members in back of Esther’s station.”
Conductress: “Worthy Matron, I have the pleasure of introducing the Installed Grand
Officers (Sisters/Brothers name and office held)
Board of Directors (Sisters/Brothers name and office held and District) (Chairman, Vice
Chairman, Secretary are first, and their District is not called. The rest have their names
called and their District)
Board of Grand Examiners (Sisters name and District, (followed by) ________, Grand
Examiner at Large.
Grand Chapter of Texas, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the Installed Grand
Officers and Elected Board Members to the East.”
“Sisters and Brothers, I am pleased to present these Installed Grand Officers and
Elected Board Members. Join me in extending a warm welcome.”
“Sisters Conductress and Associate Conductress the Installed Grand Officers and
Elected Board Members will remain in the East.” (There is seldom room for this group)
Or “Sister Conductress and Associate Conductress, you will escort these Installed
Grand Officers and Elected Board Members to their places in the Chapter room.”
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General Grand Chapter Special Appointments
(INTRODUCE TOGETHER)
A. Deputies of the MWGM/MWGP (not entitled to be presented at the altar)
B. International Headquarters Administrator
C. Special appointees of the MWGN & MWGP (Circle of Friends & Texas Top
Hats)
Worthy Matron: “I invite the General Grand Chapter Special Appointments to
please stand.” “Sisters Conductress and Associate Conductress you will present these
distinguished members in back of Esther’s station.”
Conductress: “Worthy Matron, I have the pleasure to introduce these Deputies of the
MWGP and General Grand Chapter Special Appointees:
Sister__________, (title)__________ and Brother__________, (title) __________
OR
Sister(s)__________, (title)__________, Brother(s)__________, (title)_________
General Grand Chapter, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the General Grand
Chapter Special Appointments to the East.”
“Sisters and Brothers, please extend a warm welcome to the General Grand Chapter
Special Appointments.”
“Sisters Conductress and Associate Conductress you will escort the General Grand
Chapter Special Appointments to their places in the Chapter Room.”
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Grand Representatives of Texas in Other Grand Jurisdictions
Worthy Matron: “I invite the Grand Representatives of Texas in Other Grand
Jurisdictions to please stand.”
“Sisters Conductress and Associate Conductress you will present the Grand
Representatives of Texas in Other Grand Jurisdictions in back of Esther’s station.”
Conductress: “Worthy Matron I have the pleasure to introduce these Grand
Representatives of Texas in Other Grand Jurisdictions,
Sister(s)__________, (State/Country) Brother(s)__________, (State/Country)
Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress, you will escort the Grand
Representatives to the East.”
“Sisters and Brother, please join me in extending these Grand Representatives of Other
Grand Jurisdictions a very warm welcome.”
“Sisters Conductress and Associate Conductress, you will escort the Grand
Representatives to their places in the Chapter room.
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Grand Representatives of Other Grand Jurisdictions in Other Grand Jurisdictions
Worthy Matron: “I invite the Grand Representatives of Other Grand
Jurisdictions in Other Grand Jurisdictions to please stand.”
“Sisters Conductress and Associate Conductress you will present the Grand
Representatives of Other Grand Jurisdictions in Other Grand Jurisdictions in back of
Esther’s station.”
Conductress: “Worthy Matron, I have the pleasure to introduce these Grand
Representatives of Other Grand Jurisdictions in Other Grand
Jurisdictions: Sister(s):__________, (State/Country) in__________,
Brother(s)__________, (State/Country) in __________ Order of the Eastern
Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the Grand
Representatives to the East.”
“Sisters and Brother, please join me in extending these Grand Representatives of Other
Grand Jurisdictions in Other Grand Jurisdictions a very warm welcome.”
“Sisters Conductress and Associate Conductress, you will escort the/these Grand
Representatives to their places in the Chapter room.
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Grand Representatives of Other Grand Jurisdictions in Texas
Worthy Matron: “I invite the Grand Representatives of Other Grand
Jurisdictions in Texas to please stand.”
“Sisters Conductress and Associate Conductress you will present these the Grand
Representatives of Other Grand Jurisdictions in Texas in back of Esther’s station.”
Conductress: “Worthy Matron, I have the pleasure to introduce these Grand
Representatives of Other Grand Jurisdictions in Texas,
Sister(s):__________, (State/Country), Brother(s)__________,
(State/Country), Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters Conductress and Associate Conductress you will escort the Grand
Representatives to the East.”
“Sisters and Brother, please join me in extending these Grand Representatives of Other
Jurisdictions in Texas a very warm welcome.
“Sisters Conductress and Associate Conductress, you will escort the Grand
Representatives to their places in the Chapter room.
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Deputies of Grand Chapter
(Optional – Escorting this group to the East)
Worthy Matron: “I invite the Deputies of Grand Chapter to please stand.”
Sisters Conductress and Associate Conductress you will present the Deputies of Grand
Chapter back of Esther’s Station.”
(The Deputy Grand Matron on her Official Visit will be introduced after PGM/PGP)
Conductress: “Worthy Matron, I have the pleasure of introducing the Deputies of Grand
Chapter, District Deputy Grand Matrons:
Sisters: __________, District 1, __________, District 2, __________, District 3, __________,
District 4, __________, District 5.
And Deputy Grand Matrons (Name and Section after the District is given).
Grand Chapter of Texas, Order of the Eastern Star.”
Worthy Matron: WELCOME
Sisters Conductress and Associate Conductress you will escort the Deputies of Grand
Chapter to the East” (WM has the option of escorting to the East)
“Sisters and Brothers join with me in extending a warm welcome to the Deputies of
Grand Chapter.”
“Sisters Conductress and Associate Conductress you will escort the Deputies of Grand
Chapter to their places in the Chapter Room.”
District 1, Sisters Section_____
District 2, Sisters Section_____
District 3, Sisters Section_____
District 4, Sisters Section_____
District 5, Sisters Section_____
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Committees of Grand Chapter
(The Committees of Grand Chapter and Special Committees of the WGM, may be
introduced together)
Worthy Matron: “I invite the Committees of Grand Chapter to please stand.
“Sisters Conductress and Associate Conductress you will present the Committees of
Grand Chapter back of Esther’s station.”
Conductress: “Worthy Matron, it is my pleasure to present these Committees
of Grand Chapter who will assist me by giving their names and titles.” (If
the Conductress can give their names and titles she introduces.) Grand
Chapter of Texas, Order of the Eastern Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters and Brothers join with me in extending a warm welcome to the Committees of
Grand Chapter.”
“Sisters Conductress and Associate Conductress these members Committees Members
will be seated in the Chapter Room.”
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Special Committees of the Worthy Grand Matron
(if not introduced with the Committees of Grand Chapter)
Worthy Matron: “I invite the Special Committees of the Worthy Grand Matron to
please stand.” “Sisters Conductress and Associate Conductress, you will present the
members of Special Committees of the Worthy Grand Matron back of Esther’s
station.”
Conductress: “Worthy Matron, it is my pleasure to present the members of the Special
Committees of the Worthy Grand Matron who will assist me by giving
their names and titles.” Grand Chapter of Texas, Order of the Eastern
Star.”
Worthy Matron: READ POEM OR OTHER SUITABLE WELCOME
“Sisters and Brothers join with me in extending a warm welcome to the members of
Special Committees of the Worthy Grand Matron.”
“Sisters Conductress and Associate Conductress, these Committee members will be
seated in the Chapter Room.”
Acknowledge (dismiss) the Conductresses when they return to the West and
begin the applause for a job well done.
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Recognized from their place in the Chapter Room
Worthy Matrons and Worthy Patrons
Worthy Matron: “I invite all current Worthy Matrons and Worthy Patrons to please
stand.
“Sisters and Brothers, you will join me in giving the Worthy Matrons and Worthy
Patrons a very warm welcome.”
Past Matrons and Past Patrons
Worthy Matron: “I invite all Past Matrons and Past Patrons who have not been
previously introduced to stand.
“Sisters and Brothers, you will join me in giving the Past Matrons and Past Patrons a
very warm Welcome.”
Members (Including Visitors)
Worthy Matron: “I invite all Members who have not been introduced, to please stand.
“Sisters and Brothers, you will join me in extending these Members a very warm
welcome.” Or
“Sisters and Brothers, we have saved the best till last please join me in welcoming these
members with a hearty welcome.
Worshipful Masters of a Lodge
(The WGM requests the Worthy Patron introduce your Host Worshipful Master First)
Worthy Patron: “I invite the Worshipful Master of our host Lodge and other Worshipful
Masters to please stand.”
Sisters and Brothers, I am pleased to introduce __________, Worshipful Master of
__________ Lodge, No._____ And Brother__________, Worshipful Master of __________,
Lodge No._____.
Worthy Patron: Sisters and Brothers, please join me in giving the Worshipful Masters
a very warm welcome.”
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Installed Grand Lodge Officers
Worthy Patron: “I invite all Grand Lodge Officers to please stand.
“(WP introduces if name and title are known or
Please assist me by giving your Name and Title (starting in the Southeast).”
Sisters and Brothers, please join me in giving these Grand Lodge Officers a very warm
welcome.”
Past Grand Masters
WP: “I invite all Past Grand Masters to Stand”
“Sisters and Brothers, it is my honor to introduce these Past Grand Masters of the
MWGL of Texas.
RW_____________________
RW_____________________
(the WP should know these Brothers however it is helpful to have the Conductress or
WM make a list to be certain no one is omitted.)
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Instructions for Additional Ceremonies and Procedures
The instructions for the following Ceremonies are found in your copy of Worthy Grand
Matron’s Interpretations and Suggested Ceremonies. (SEE INDEX)
Please read, study and refer to this booklet when either giving instructions or answering
questions regarding these ceremonies. This booklet is also invaluable in answering
questions regarding other procedures and has helpful instruction on other Eastern Star
matters. You should keep a copy of this booklet along with your Ritual and Constitution-
Code of Laws with you whenever you attend an OES function.
• Balloting
• Draping of Charter
• Draping of Altar
• Election of Officers
• Honoring 50 Year Members
• Initiation
• Installations
Masonic Protocol and Courtesies
The following information may prove helpful as the Chapters work with the Masonic
Lodges. This document does not include everything, just some “helpful hints”.
Scheduling
Always ask for permission to hold an event or meeting in the Lodge. This includes
meetings, social events, and practices.
The Worshipful Master is officially the person who must grant permission. Unless the
Worshipful Master specifically requests that you make your requests to someone else,
work with him first.
Always remember to request dates for events in writing to the Worshipful Master with a
copy to the Secretary. It is a nice practice to also copy the Senior Warden, because he
will be the one in charge next year. Check the availability of the Lodge as early as
possible.
Ask the Worshipful Master/Lodge if a joint calendar of the Lodge and OES could be
placed in the Lodge. This calendar should have as many events listed as possible.
Volunteer to supply the calendar if none is being used, ideally this will be placed on the
Bulletin Board or the most visible place available. If the Lodge agrees to the calendar be
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certain the WM and or Secretary keep the OES events updated with approved events on
approved dates.
Introductions
The Worshipful Master of the Lodge in which you are meeting should be introduced if
he is attending any Eastern Star meeting or function.
The Worthy Matron prefers all Master Masons not be asked to stand and be recognized
at our meetings. All Brothers present are Master Masons are they could not be a member
of the Order. It is suggested they be acknowledged as Master Masons and express our
gratitude for the affiliation.
Masonic Dates to Remember
Be aware of the special Masonic dates and abide by the wishes of the Lodge in which in
which the Chapter meets, regarding meetings and other events:
Saints John Days (Patron Saints of Masonry) – Lodges may not hold Stated meetings on
these days. Called meetings may be held for the purpose of Officer Installation, to confer
degrees, or conduct funerals
June 24 – Saint John the Baptist’s birthday
December 27 – Saint John the Evangelist’s birthday
Grand Lodge – In Waco (Third weekend in January)
Special Ceremonies of the Lodge:
The following are special events in the life of a Lodge:
- Annual Officers Installation held June 24-July 30
- Service Awards (25, 50, 60 years, etc.)
- Community Builder Award (given to a non-Mason)
- Lamar Medals (given to outstanding students and educators)
- Golden Trowel Award (highest award a Lodge can give to a member)
Support Lodge Projects
- Masonic Blood Drive (Gift of Life)
- Take Time to Read (For children)
- Fantastic Teeth (gifts of toothbrushes to local First Grade students)
- And any additional projects the Lodge may hold when invited to assist of
participate.
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Titles of Grand Lodge Officers
Titles of Grand Lodge Officers are by tradition reserved for Mason to Mason. The WGM
suggest the Worthy Patron or another Brother introduce these officers.
Grand Lodge Titles: Most Worshipful Grand Master
Right Worshipful (Elected):
- Deputy Grand Master
- Grand Senior Warden
- Grand Junior Warden
- Grand Treasurer
- Grand Secretary
- Past Grand Masters
- Members of the Committee on Work
Right Worshipful (Appointed):
- Grand Chaplain
- Grand Orator
- Grand Marshal
- District Deputy Grand Masters
Worshipful (Appointed):
- Grand Senior Deacon
- Grand Junior Deacon
- Grand Senior Steward
- Grand Junior Steward
- Grand Pursuivant
- Grand Tiler
- Grand Organist
- Grand Photographer
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LEGAL CODE AND TRIALS The Legal Code of the Grand Chapter of Texas, Order of the Eastern Star for Charges,
Trials, and Discipline is behind your Code of Laws,
Division VIII.
ARTICLE 500. Any violation of the Obligation of the Order or of any moral law, involving
moral turpitude, or any violation of any criminal law, whether of the Nation or State, or
any political subdivision thereof, of the grade of a felony, or any willful violation of the
established laws of the Order, or any willful disobedience of any lawful order of command
of any subordinate or Grand Officer of the Order, shall constitute offenses against the
Order of the Eastern Star, and any member of the Order who may be found guilty of one
or more of said offenses shall either be expelled, suspended, or reprimanded in the
manner hereafter provided; all offenders to be tried by the subordinate or Grand Chapter
having jurisdiction of the case and accused.
ARTICLE 501. It shall be unlawful for any member or group of members to solicit funds
from any member to be used for gifts other than such as are for charitable or benevolent
purposes.
ARTICLE 502. In addition to the offenses set forth in this Legal Code, the following are
hereby declared to be offenses against the Order of the Eastern Star, to be dealt with as
provided in this Code:
(1) To engage as members of the Eastern Star in any political campaign.
(2) As members or officers of the Order of the Eastern Star, as such, to sign,
circulate or use their names in connection with any letter, circular,
advertisement or any other document in behalf of or against any candidate
for political office.
A trial is a very serious and sad occasion in the history of the Chapter. Read the entire
LEGAL CODE before taking any action and follow the LEGAL CODE.
As a Deputy Grand Matron, you have NO role in any Subordinate Chapter trial, unless
it is your Chapter having the trial or the District Deputy Grand Matron, at the request
of the Worthy Grand Matron, instructs you to do something.
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2019-2020 COMMITTEES AND PROJECTS
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American Warriors – Help our Military
This committee will offer, for a donation of $10.00, a specially designed pin consisting
of an American flag and American Bald Eagle combined. DAV operates a fleet of vehicles
around the country to provide free transportation to VA medical facilities to ensure that
injured or ill veterans can get to their medical appointments. The vans are driven by
volunteers, and the rides coordinated by more than 178 Hospital Service Coordinators
around the country including in Texas.
The funds raised will go to the Disabled American Veterans Transportation Texas.
Angels Among Us
Many members in our Order are impacted by Autism – as Parents, Grandparents, Great-
grandparents, sisters, brothers, aunts and uncles; even neighbors and members of our
immediate communities. Families need resources and support while researchers need
funding to find the answers.
Committee members will offer an “Angel” style figurine for a donation of $10.00.
Proceeds from the sales will benefit Children w/ Autism.
Belmont Fans
Members of this committee will encourage Chapters and members to visit, support and
donate to the Perry Belmont House Foundation a 501(c)3 organization promoting a
Beaux Arts Style Mansion Constructed in 1906. The Belmont House is the International
Temple and home of our General Grand Chapter. This is a one of a kind historic building
filled with beautiful antiques and historic Eastern Star treasures.
The Committee will also offer a small hand-held fan with an image of the Belmont House
for a donation of $5.00. Proceeds will benefit the Belmont House Foundation.
Bulletin
The Bulletin Committee will encourage new subscriptions to the Official Bulletin of
the Grand Chapter of Texas. Members will also encourage Chapters to purchase e-
subscriptions for new members and shut-ins and remind members who already
subscribe to maintain their subscriptions electronically.
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They will encourage Chapters and individuals to send articles for “They Say That” and
encourage members to participate in special Holiday Greetings and Special Occasion
Sections by purchasing a one or two line greeting or a small notice for the following:
Thanksgiving – Christmas – New Years – Valentines – Happy Birthday – Happy
Anniversary Births – Chapter Birthday – etc.
The cost will be $10.00 per line or regular notice rates will apply. All proceeds will go to
the General Fund.
Calendar Committee
The Calendar Committee will have pocket calendars available covering the 2019-2020
Grand Chapter year and encourage members to attend as many events as possible. The
calendar, which can be carried in a pocket or a purse, will provide the members with
information including dates for the Eastern Star Schools of Instruction, Fraternal Visits
of the Worthy Grand Matron, Roundups, Chapter Anniversaries and other pertinent
dates of activities of Grand Chapter. This committee will have calendars available for a
donation of $8.00. Proceeds will go to the General Fund.
Caring Crosses – Dress Pins
Although not a committee, “Caring Crosses” Dress pins will be available to all members.
In lieu of, or in addition to, purchasing a dress, all members will be encouraged to donate
to support Grand Chapter in our benevolent/charitable purposes.
For a donation of:
• $25.00 -Silver Cross
• $35.00-Gold Cross
• $45.00- Mosaic Cross
• $90.00 All Three Crosses (A savings of $5.00 for all three)
• $75.00- A beautiful oval Three Crosses of Calvary Pin
• $125.00-All four beautiful crosses (A savings of $55.00 over separate donations)
Proceeds will go to the General Fund
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Endowed Membership Stamp
The Endowed Membership Committee will encourage members in securing Endowed
Memberships. This committee will also promote the stamps and booklets as an easy
method for a member to secure an Endowed Membership. Members may obtain stamps
in increments of $10.00 each, to be placed in a stamp booklet. An Endowed Membership
is a means of continuing the financial support of the Subordinate Chapter in which the
Endowed Membership was purchased. The interest accrued by the Principal Investment
will be forwarded annually to the Subordinate Chapter in which the Endowed
Membership was purchased. The Principal Amount of $500 is never reduced and is an
asset of Grand Chapter.
The Endowed Membership Pin is an easy way for others to notice that the member has
an endowed membership. The cost of the pin is $10.00 and will be available from the
Grand Secretary’s Office.
All proceeds from the sale of the stamps, booklets, and Endowed Membership Pin go to
the General Fund.
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Exemplary Chapter
These Chapters who exemplify our work and strive to achieve excellence will be
recognized ad awarded Certificates at Grand Chapter 2020. The Chapters will have
focused not only on our Ritualistic work; they will have aided our Worthy Grand
Matron’s and Worthy Grand Patron’s vision of “A Year of Giving and Believing” by serving
their communities and promoting Eastern Star through their charitable work. Our
Landmarks state the purposes of our Order is Charitable and Beneficent, by completing
a minimum of 15 of the 25 requirements they will have proven their Chapter to be
Exemplary.
Forms must be submitted to the Committee for review prior to June 15, 2020.
Goals for Achievement:
1. Install a full slate of Officers in June 2020
2. File a completed Annual Report and submit payment to Grand Secretary’s
Office as proscribed by our CoL
3. 100% or higher in Humanitarian Fund
4. Host 2 or more guest speakers with notices in the Official Bulletin
5. Have a Chapter quorum attend the Sections Fraternal visit at the Section
School
6. Have 5 members, one must be an elected officer, attend Section School
7. Honor Local First Responders (This may be a dinner, taking cookies to the
local police or fire station, goodie bags etc.)
8. Donate 5 or more puppies/ toys or throws to an organization for children
(First Responders, Children’s shelter or hospital etc.)
9. Have 5 or more Chapter members subscribe to the Official Bulletin
(electronic version is preferred)
10. Section holds 3 or more study classes
11. 4 or more members issued an A proficiency certificate in 2019-2020
(members may count for all Chapters)
12. Have 4 or more members participate in Ritualistic Achievement (members
may count for all Chapters)
13. Have a Chapter Committee to contact inactive members via phone and
personal visits
14. Support our youth groups by either working with a Chapter of IORG or
DeMolay or making a monetary donation to a one of these Chapters.
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15. Volunteer at or hold three activities to support local charities such as
collecting food for a food pantry, Fill the Bus with school supplies, host a
Blood Drive, adopt a highway, collect donations for an animal shelter,
assist with Meals on Wheels, work with any local group holding a
fundraiser or working to benefit a charity, etc.
16. Work with the Masons on one or more charitable projects.
17. Place 2 or more greetings in the “Holiday or Personal Greetings” Sections of
the Official Bulletin
18. Award a Scholarship
19. Purchase 5 or more 2019-2020 Patriot Paw Bones
20. Publish a Chapter Roster/Year Book
21. Claim the Traveling Plaque at one DGM Official Visit
22. Three or more members participate in one of the TMRC parties
23. Host a party for residents at a local Retirement/ Senior Care Facility
24. Volunteer at a local school, facility or group for children. (read to children,
work with scouts etc.)
25. Host an honor night for Masons
26. Initiate one or more new members or add 2 or more Plural members
Special recognition and Certificates will be given to these Chapters at the 2020 Grand
Chapter Session in Waco.
Fraternal Warmth of Friendship
Committee will promote and encourage Chapters to host guest speakers at meetings
and to have special programs/meals open to All Master Masons, their female relatives
and other non-members. (This will be one of the requirements for the Exemplary Chapter
Award.)
Members will offer Shawls in various colors representing The Warmth of Fraternal
Friendship and a small, 2 compartment lunch-cooler representing Friends Breaking
Bread Together.
All proceeds will go to the General Fund.
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Friendship 4-State Exchange
Texas is part of the 4-State Friendship Exchange Program. This consists of Texas,
Louisiana, Oklahoma and Arkansas. The members of this committee will work with the
membership on soliciting participation in the Exchange which will be held September
21 & 22, 2019, in Hot Springs, Arkansas. This committee will also be promoting
attendance at the Grand Chapters of these 4 States:
➢ Oklahoma, October 2019 - Arkansas, December 2019
➢ Louisiana, March 2020 - Texas, August 2020
Future Stars
This Committee will encourage Eastern Star members to interact with Masonic Youth
and their Chapters of The International Order of Rainbow for Girls and International
Order of DeMolay for boys. By visiting, supporting and working with these young ladies
and gentlemen we will develop bonds which will last for generations to come and help
ensure the future of our Order.
The committee members will offer bags of flavored popcorn for a donation of $3.00 and
assorted nut treats for a donation of $7.50. Proceeds from this project will be divided
equally between the two Masonic Youth Organizations.
General Grand Chapter Projects Committee
Texas Grand Chapter is honored to have General Grand Chapter Officers serving in the
2019-2020 Triennium; Brother Henry S. Martin, Most Worthy Grand Patron; Sister,
Alma Lynn Bane, Right Worthy Grand Secretary and Sister, Betty Benham, Worthy
Grand Esther. We also have and numerous members serving as Ambassadors,
Committee Members and special Appointees of the Most Worthy Grand Matron.
This committee will work with the several General Grand Chapter Committee Members
Appointees in selling items or assisting in performing tasks assigned to them.
Grand Escorts, Grand Pages, and Appointed Secretaries
The Grand Escorts will constitute a committee composed of individuals designated to
escort the Installed Grand Officers, the General Grand Chapter Committee Members,
the Past Grand Matrons, and the Past Grand Patrons of Texas. The purpose of this
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committee is to support the distinguished members of the 2019-2020 Grand Chapter
Year.
The Grand Pages will form a committee of members selected to assist the Installed Grand
Officers for whom they were appointed and will assist the Worthy Grand Matron and
Worthy Grand Patron, if needed.
The Appointed Secretaries will constitute a committee of members selected to assist the
Worthy Grand Matron, Worthy Grand Patron, Associate Grand Matron, Associate Grand
Patron, Grand Conductress, Associate Grand Conductress and the Board of Directors.
These committees will not give a report at Grand Chapter.
Grand Historians
The history of our Grand Jurisdiction is recorded in the Historical Highlights. Books
may be purchased for a donation of $23.50. It is a loose-leaf notebook with pages of
information in chronological order concerning the history of the Grand Chapter of Texas.
For those who already have the Historical Highlights, additional pages updating the
notebooks may be purchased for a $3.25 donation.
This committee will speak about the historical facts and information in the book and
encouraging them to purchase these interesting and historical memories of our Grand
Jurisdiction. All money for this project goes to the General Fund.
Grand Musicians and Soloist
The Grand Musicians and Soloist(s) will share their talent with the membership. They
will perform at OES events Schools and at Grand Chapter.
Masonic Liaison
Members will promote joint projects and good working relationships between the
Masonic Lodge and the Eastern Star Chapter(s) that meet in their Lodges. These
brothers should understand and explain the merits of both fraternal organizations
working together. They will encourage their Masonic Brothers and their families to
become members of the Eastern Star.
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Both organizations, being charitable in nature, should strive to be a force to be reckoned
with when doing work for the good of the community and fellow man.
Music to My Ears Committee
This committee will have the sheet music written for the Worthy Grand Matron and
Worthy Grand Patron Marches available for a donation of $5.00 per copy.
The proceeds will go to the General Fund.
OES Bargain Basement
Many members have clothing that does not fit, or they no longer wear. Members
enjoy having a new formal or finding a bargain in gently used clothing items.
Numerous members have jewelry, purses and scarves they have purchased over the
years. Many of us have a drawer full of OES pins, Masonic items or other jewelry
and accessories we do not wear.
This committee will be responsible in seeking donations from the membership of gently
used or new accessories, clothing and jewelry items to be available in the “Bargain
Basement” at Grand Chapter. There will be an area on the lower level at Grand Chapter
2020 where these items will be offered to the membership for a donation to the General
Fund.
This committee will also find unique ways to display pins or other small items for a
donation at the Rob Morris Country Auctions held at the Eastern Star Schools.
All proceeds will go to the General Fund.
Patriot Paws
Patriot PAWS Service Dogs is a 501 (c) (3) non-profit organization CFC #35710, located
in Rockwall, Texas. They provide A Service for Those Who Have Served by training
and placing quality service dogs, at no cost to disabled veterans, nationwide. Caring for
a service dog in training can cost about $33,000 over a two-year period.
This committee will be dedicated to promoting Patriot Paws in any way possible. They
will have a PAWs Pin available for a donation of $10.00 and 2019-2020 bones for
available for a donation of $5.00.
Proceeds will go Patriot Paws.
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Proficiency Committee
This committee will encourage the formation of study classes to help prepare for the
Proficiency Examinations at each Eastern Star School.
These Committee Members will also assist the Grand Examiner during the Eastern Star
Schools and assist the Grand Examiner with the sale of Lady Bug Proficiency Stickers
to those who earn their proficiency certificates at the Schools of Instruction.
A donation of $1.00 will be collected per sticker.
The Proceeds will go to the GENERAL FUND.
Ritualistic Achievement Committee
This committee will oversee the individual Ritualistic Achievement performance at the
Eastern Star Schools.
Our Ritualistic work is beautiful and especially inspiring when recited from memory. To
encourage our members to have both a better appreciation for, and to study and learn
the Ritual we will be awarding Gold Stars and Silver Stars in eleven Categories with
three Bonus Categories. Any Sister or Brother may recite any of the Ritualistic
lectures/charges
This is not a competition rather an opportunity to bring out the best in our members.
All members who are awarded a minimum of 15 of the possible 26 Gold Stars and at
least 1 of the 3 Bonus Gold Stars will be recognized on stage at Grand Chapter 2020 in
Waco.
Awards will be given to those members who participate in reciting any one of these parts
of our Ritualistic Work as follows:
• Star points (All Five): Opening lecture with sign and Pass = 1 star
• Initiation lecture, any star point: = 1 star (possible 5)
• Funeral lectures: Any of Five Star points = 1 star (possible 5)
• Two (2) Prayers: Opening, Closing, Installation, Grand Installation, Initiation,
Funeral, Alternate Funeral, Constituting CoL pg.233 = 1 star (5 possible stars)
• Associate Patron’s Long Lecture from Initiation = 1 star
• Worthy Matron: Lecture from Initiation = 1 star
• Installing Officer: Closing Remarks = 1 star
• Associate Conductress: Lecture to New Candidate in Preparation Room = 1 star
• Conductress: Lecture to New Candidate upon entering the Chapter room = 1 star
• Conductress: Remarks to all 5 Star Points during initiation = 1star
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• Any Three (3) Officers other than Star Points or WM’s Opening Charge = 1 star (4
possible
Any member may receive any number of awards at a school for any listed category(s).
However, they are encouraged to attend more schools so that they can earn as many
awards as possible.
Members MAY NOT GIVE THE SAME LECTURE/CHARGE(S) TWICE AT ONE SCHOOL.
HOWEVER, IF A MEMBER EARNS A SILVER STAR AT A SCHOOL, THEY WILL BE
GIVEN THE OPPORTUNITY TO EARN A GOLD STAR AT ANOTHER SCHOOL, WHICH
WILL BE TRADED FOR THE SILVER STAR EARNED PREVIOUSLY.
(It will be the members responsibility to keep a record of where, when and what lecture
/charge was given previously for a Silver Star if upgrading to a Gold Star as well as all
other lectures/charges.)
A MEMBER MAY EARN ONLY ONE GOLD STAR for each lecture/charge listed
• Three mistakes will be awarded a Gold Star.
• More than three mistakes will be awarded a Silver Star
If a member immediately corrects their self an error will not be counted.
***Bonus Categories:
(1) Worthy Patron’s Entire Initiation Part
(2) Installing Officer for complete Installation
(3) Worthy Matron’s part for complete opening of a Chapter
*** Bonus Categories
• 5 or fewer errors = Gold Star
• More than five errors = Silver Star
Rob Morris Country Store and Celebration
The members of this committee will handle the Rob Morris Country Store Silent Auctions
at each Eastern Star School and oversee the Rob Morris Celebration at Grand Chapter.
Each committee member is responsible for requesting donations for auctions at the
Eastern Star Schools and for the Silent & Live Auctions that will be held at the
Celebration at the 2020 Grand Chapter. These donations may be from businesses,
individuals and Chapters. We are requesting homemade, hand crafted or antique OES
pieces be offered at the Schools Silent Auctions.
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Monies collected will be used to defray costs for the Rob Morris Celebration at Grand
Chapter and possibly other functions at Grand Chapter. The General Chairman of this
committee will also be the Chairman of the Rob Morris Celebration at Grand Chapter.
This committee will be responsible for setting up; collecting the money and making sure
all the items not sold are taken home and delivered to the next school to be added to the
auction items there.
All Sections who collect over $1,000.00 at their Rob Morris Country Auction will be
announced at Grand Chapter and be given special recognition.
Donations collected from the auctions not needed to offset the cost of the Rob Morris
Function at Grand Chapter will go to the WGM Undesignated Funds
Scottish Rite Puppies
Texas Scottish Rite Hospital for Children provides exceptional care to thousands of
children every year. Miracles happen here daily where not only the patient, the family
too is cared for. TSRHC is not a United Way agency and does not receive state or federal
funding. The hospital relies on the generosity of individuals, organizations, foundations
and corporations to continue its mission.
The members of this committee will have available Plush Puppies in three (3) styles for
a donation of $10.00 each.
Proceeds will go to the Scottish Rite Hospital for Patient Care.
Specialty License Plates
This is an ongoing project for Texas Grand Chapter which we wish to continue
promoting. Even the best product will do little good for our organization if our members
are not aware of the benefits received and do not support the project. Committee
Members will visit Chapters, make presentations at Schools of Instruction and other
Chapter functions to explain the program and to encourage the membership to
participate in the program when registering their car.
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Traveling Angels Membership Committee
Every chapter must initiate new members and keep them involved if we wish to survive.
However, we must also generate renewed enthusiasm in our current active members
and our inactive members. This committee will work to assist in these efforts,
particularly calling, e-mailing or writing inactive members. This year, the Worthy Grand
Matron and Worthy Grand Patron hopes each chapter will have a membership
committee whose duty is to “Recruit, Retain and Return” membership within their
Chapters. They can lead the effort, but it is the responsibility of all individual members
to assist in this project.
This Committee will also be charged with developing strategies to build enthusiasm
within the Chapter and for attending meetings. Look at ways to make our events and
meetings fun, include all members and not simply hold the same meal, song and boring
meeting. The fellowship and friendship of our Order is one of our greatest assets, let us
use it to renew our spirit and our Chapters.
Each District Chairman will report to the General Chairman the efforts made in their
districts and report on the outcomes. A Chairman or committee member will be asked
to speak briefly at schools regarding what has worked in their Chapters, Section or
District to promote excitement and enthusiasm in their area.
This committee will also assist in selling the Travel Book for a donation of $7.50 per
book and a Service Dog Mouse Pad/Screen Cleaner available for a donation of $5.00.
The book will contain information on the OES Schools and Fraternal Visits. The
members of this committee will also promote visitation between Chapters in their
section. Brook proceeds will go to the GENERAL FUND AND FOR OUR YEARLY
DONATION TO TMRC
Sister Marianne Shenefelt, MWGM and Brother Henry Martin, MWGP will continue the
Rob Morris Award Program for sisters and brothers who sign petitions. A Rob Morris
Membership Jewel is awarded by General Grand Chapter to members who sign petitions
as follows: 100 points--- Top-line signer of a petition for the Degrees. 50 points----
Second-line signer of a petition for the Degrees. 50 points---- Reinstatement by
Affiliation (Top-line or second line signer). For 300 points, a member receives a Rob
Morris Membership Jewel. This committee will publicize this program and
encourage petitions and participation.
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Texas Who’s Who
Because of the success of the Texas Who’s Who Book in previous years, we will once
again be offering this book. It will contain all the Dignitaries and Appointments of Texas
and Texas GGC Officers and appointments. It will be printed in the same format as the
books offered before.
When changes or corrections are made, they will be printed in the Official Bulletin.
The names of Dignitaries and Committee Appointments will be listed in the Official
Bulletin by name only. No contact information will be listed in the Official Bulletin for
these individuals. The members of this committee will promote the sale of the Texas
Who’s Who Book for 2019-2020. A donation of $10.00 will be collected per book. The
Proceeds will go to the General Fund
Time and Talent Committee
This committee will use their time and talents to plan and present parties for all those
residing in the Texas Masonic Retirement Center. The committee members will ask
Chapters and members in their area to assist in the parties and with planning and
preparing of the decorations, refreshments, program and any gifts needed for the
parties.
These committee members will encourage the membership of the Chapters to plan
something special for Chapter shut-ins and local care facilities in their home areas. This
is an opportunity to fulfill part of our Order’s purpose by giving to others. The gift may
simply be your time which is one of the greatest gifts we can offer.
This committee will also encourage Chapters to participate in the Masonic Family Day
event held on the grounds of TMRC. Chapters are encouraged to reserve a booth and
sell their homemade items, food, drinks, as approved and coordinated through the event
Chairmen. This is our opportunity to show our support for the Masons of Texas
The Districts will be responsible for these parties:
District 5 Fall Festival Date Oct. 20, 2019
District 3 Christmas Date December 8, 2019
District 1 Valentine Date February 9, 2020
District 2 Easter/Spring Date April 5, 2020
District 1 Independence Day Date July 12, 2020
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Treasured Stars
The Grand Chapter of Texas is blessed to have many members who have given of their
time, energy and efforts to support their Sisters and Brothers, their Chapters and our
Order for many years. They hold a Treasure of Star history and traditions which they
are happy to share with us.
It is the desire of the Worthy Grand Matron and Worthy Grand Patron that our active
members show these special committee members, who may no longer be physically able
to attend Chapter or Grand Chapter, the respect and love they deserve. By spending
time with these members who are willing to share their knowledge and experience with
us we can learn from our past, retain our history, grow our Order and form new
traditions and history. These Treasured Stars will fulfill their duty as members of this
committee by sharing their knowledge and love of the Order with others.
___________________________________________________________
Believers
This committee will be composed of Worthy Matrons who have not received another
Grand Chapter appointment. They will work towards a goal of growth and excellence in
their chapters and our Order, to promote public recognition of their Chapters charitable
donations to local causes, to Eastern Star Charities and to foster closer relationships
between active and inactive members.
Guardians
These will be the Worthy Patrons of a Chapter who have not received another Grand
Chapter appointment. They will work with the Believers (Worthy Matrons) in striving for
growth and excellence in the Chapters, assist in planning charitable projects, encourage
members to be proficient in their work and supervise the general affairs of their chapter.
They will also be asked to serve as Assisting Grand Warders and Sentinels at Grand
Chapter in Waco.
Believers and Guardians will also support Grand Chapter by encouraging the Chapter’s
participation in the Humanitarian Program, and special charitable projects of the
Worthy Grand Matron and by encouraging attendance of Chapter members at the 2020
Grand Chapter Session to be held in Waco, Texas.
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PRONUNCIATION GUIDE
ACTUATE ak chu wait ELIMELECK ee lem a lek
ADDRESS a dress EPISTLE ee pis el
AFFILIATE a fill e ate ERA err a
AGED (elderly) a jed ESSENTIAL ee sent shal
AMMON am on ESTHER es ter
ANNALS an alz FIDELITY fi dell eh tee
ARDOR are der FILIAL fill ee al
BADE bay’d FRUITION fru ish un
BATON ba tonn FURTHER fur thur
BENEFICENT be nef i cent GAVEL gav el
BETHLEHEM beth lee hem GOVERNMENT gov rrn ment
BOAZ bow azz HEROIC hee row ik
CABALISTIC kab a lis tik HEROINE hair o win
CANDIDATE kan di date ILLUSTRATED ill lus tray ted
CHAOS kay oss INCIDENTS in si dents
COLUMN kol um INITIATE in ish e ate
CONSTANCY kon stan see INQUIRERS in kwir ers
COURTESY kur te see INQUIRY in kwir ee
CULM kulm INSTALLATION in sta lay shun
DAIS day iss INTRICATE in tri kat
DEGRADATION deh gray day shun JEPHTHAH jef tha
DEVIOUS dee vee us JESSAMINE jes saa min
DIRECTION di rek shun LABYRINTH lab irinth
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DISCHARGE dis charge MAINTENANCE main ten nanse
DISIPLINE dis ci pline MARTHA mar tha
DISCRETION dis kreh shun MARTYR mar ter
EDICT ee dikt MATERIALISTIC
ma te ri al is tik
ELECTA ee lek taa MATRON may trun
EFFULGENT ef full jent MENIAL mee nee al
MINUTE mi nute MIZPAH miz pah
MOAB moe ab MOMENTOUS moe men tus
NAOMI nay o mee NATIONAL nash un ul
OPPRESSED oh prest ORPAH or puh
PAGAN pay gun PATRON pay trun
PERFORM pur form PERSECUTION per se que shun
PROMULGATE pro mul gate REGISTRATION
reh juh stray shun
SAITH say ith SCEPTER sep ter
SOLEMN sol m SUBJECTED sub jek ted
SUPERFLOUS su per flu us SWORD sord
TRAVERSE trav erse TIMBRELS tim brels
VASHTI vash tie
Remember: Square and Compasses Compasses is always plural!!
118
PERSONAL PROFILES
119
Worthy Grand Matron - Linda Winn-Christenson
Mailing Address: 301 N Lavaca St., Moulton, Texas 77975
Home: 361-596-7509 Cell: 512-581-8006
Email: [email protected]
Chapter(s) Name & #: Waelder Chapter # 1023; Gonzales # 403; Lorena #1124
Birthday: 03/22 Anniversary: 05/26 Spouse’s Birthday: 01/13
Husband’s Name: Victor
FAVORITE THINGS:
Food: Beef, Pork, Chicken & Ham, Fresh Vegetables and Salads
Snacks: Cheese, Fruit, Nuts, Jalapeno Potato Chips, Jalapeno Cheetos & Dark
Chocolate.
Beverages: Un-sweet Coffee & Tea, Water & Dry Red Wine
Music: Jazz/Blues, Classical, Soul, Easy Listening
Flower: White Orchids and Roses
Colors: Black and Grey
Hobbies: Reading
Collections: I no longer collect items - only hugs, smiles and friends
Food Dislikes: Fish, Beets, Eggplant
Allergies: Mycins, Cinnamon Oil (used in gums, mints and mouthwash)
Emergency Contact:
Victor Christenson (512) 581-2826 or
Brenna Alexander-Clarke: (703) 801-0013 or (703) 393-4878
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Worthy Grand Patron – Paul M. Garner
Mailing Address: 28 Tanager Trail, Spring, Texas 77381
Home: 281-367-8167 Cell: 713-689-4164
Email: [email protected]
Chapter(s) Name & #: Spring #1105; Andral Vann #741
Birthday: 11/30 Anniversary: 12/22 Spouse’s Birthday: 02/22
Wife’s Name: Regina
FAVORITE THINGS:
Food: For meals – Anything! I’ve lived and traveled all over the world, so I love all kinds
of foods. Of course, I was born and raised in the Deep South, so I always enjoy a
good, home-cooked southern meal with fresh vegetables from the garden, a good
ol’ fish fry or BBQ.
For snacks – I like bananas and red & purple grapes. I’m not a sweet eater but I
do like Reese’s Peanut Butter Cups and PayDay bars every now and then. I’m
mostly a salty snack person – pistachios, almonds (any flavor), mixed nuts,
pretzels, cheese & peanut butter nabs, Cheese Nips or CheezIts, etc.
Beverages: Water, Club Soda (sparkling water), Gatorade G2 (any flavor) and Coffee – I
don’t drink sodas, tea or sweet drinks.
Food Dislikes: None
Music: I’m very eclectic when it comes to music - I truly love all kinds. My absolute go-
to music genres are Classic Rock and Motown from the 60’s & 70’s. I also enjoy
traditional Southern Church Hymns, Scottish bagpipes, and even Classical.
Flower: All kinds Color: Yellow
Collections: None
Hobbies: Cooking, Golf, reading, traveling, restoring cast iron cookware (old rare &
unique pieces) and hunting & fishing when time allows
Allergies: None
Emergency Contact: Regina Garner – (832) 372-4193 or Ashely Garner Esparza – (832)
368-5901
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REPORTS
These forms can be printed off the Grand Chapter Website. The reports
can be filled electronically. They can also be downloaded and printed to
be filled out manually. To the extent possible, if you or perhaps your co-
chair is computer literate, I am requesting that the reports be sent
electronically to your District Deputy Grand Matron. I fully understand
that not everyone uses a computer, so it is permissible for you to
manually fill out the form and mail it to your DD. Just be sure to allow
enough time for it to reach to her before the due date.
• Monthly Report Due to your DDGM prior to the 1st of the
Month
• Chapter Inspection Report – Deputy Grand Matron.
• Deputy Grand Matrons Annual Report.
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APPENDICES
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Appendix A – Letter Requesting Date for Official Visit
DGM: You should have this letter for your Official Visit ready to mail by August 1, 2019.
DATE
Chapter Name and No., O.E.S.
c/o Name of Secretary
Address of Secretary
City, State Zip Code
Dear Sisters and Brothers,
It was my honor and privilege to be appointed Chairman of the School of District___
Section___ for 2019 - 2020. I have accepted this responsibility to represent our
Worthy Grand Matron of Texas, Mrs. Linda R. Winn-Christenson and to serve the
membership of this fine section.
Our Constitution and Laws provide that an OFFICIAL VISIT OF INSPECTION be made
to your Chapter. I am excited and ready to comply with this provision as soon as
possible. Please advise me promptly if the date of meets with the Chapter’s
approval. Some chapters meet only once a month or on the same nights; therefore, I
would appreciate your acceptance of this date if possible, to facilitate my scheduling.
Please be reminded that this meeting is for the benefit of your officers and members
to acquire instructions in our work, and special efforts should be made to contact
your membership and create interest for this meeting. If you have SPECIFIC questions
or would like any demonstrations, PLEASE let me know in advance, and I will be
prepared to present these.
I know you will be looking forward to meeting our Worthy Grand Matron, Sister Linda
Winn-Christenson, and our Worthy Grand Patron, Brother Paul Garner, at our Eastern
Star School and Fraternal Visit on . I will be advising you more on the School
activities at a later date. More information will be given to the Chapters at the Official
Visits.
I am looking forward to hearing from you at your earliest convenience regarding the
above date, and hope that our visit together will be one of sharing and working for
a great year in our Order.
Sincerely and fraternally,
Your Name
Chairman of the School / or Deputy Grand Matron District , Section
Grand Chapter of Texas, O.E.S.
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Appendix B – Letter Confirming Official Visit
DGM: Please mail immediately after confirmation of your OFFICIAL VISIT. Keep your
correspondence current.
Date
, Secretary
Chapter Name and Number
Order of the Eastern Star
Address of Secretary
City, State Zip Code
Dear (secretary name) ,
Thank you for your letter advising me that Chapter (Name & No) ______, has accepted
the date of _____ for my OFFICIAL VISIT.
Enclosed are two copies of INFORMATION NEEDED BY THE DEPUTY GRAND MATRON.
Please prepare these ahead of time so that I may have one copy for myself and leave one
copy for the Chapter.
I will be at your Chapter (or other place you desire) at P.M. to meet with you and the
Chapter Treasurer. Please have your records and COPIES of the SECRET WORK ready
for my inspection.
As a reminder, this will be my only OFFICIAL VISIT for the year, and I hope that no
initiations or long programs have been planned; however, I will offer our Worthy Grand
Matron’s instructions and have any demonstrations your Chapter desires.
I am looking forward to our visit and meeting together.
Sincerely and Fraternally,
Your Name
Chairman of the School and/or Deputy Grand Matron District , Section
Grand Chapter of Texas
Order of the Eastern Star
Enclosures: As Stated
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Appendix C – Information Needed by Deputy Grand Matron
Date of Visit:
Chapter Name & Number District Section
Type of Meeting: Stated_____ Special______
Attendance: Officers Present_____ Members______ Visitors_____ Total_____
Number of Members on Chapter Roll: Total_____
Resident at TMRC_____
Certificates of Proficiency: A-Certificate_____ B-Certificate_____
Minutes: The Deputy will check the minutes for the following:
Signature of Secretary recording the Minutes
Names of Officers serving for each Meeting
Date of approval and signature of Presiding Officer
Reading Official Communications
Date of Observance of Rob Morris’ Birthday held
___________________(Date)
Memorial or Chapter of Sorrow – Meeting date ___________________
(Date)
Was Pledge of Allegiance to the Flag mentioned in minutes? (DGM will sign and
date after last entry approved in Minute Book.)
Reports: Indicate the Chapter Minutes’ Date recording the following Annual
Reports:
Junior Past Matron’s Report Audit Report Read and Adopted
Delegate’s Report of Grand Chapter
Secretary’s Annual Report to Grand Chapter
Condition of Records and Properties: (Excellent, Good, Fair, or Poor)
Minute Book________ Chapter Ledger___________ Warrant___________
Secretary’s Cash Book_________ Receipts Visitors Register______
Treasurer’s Account Book______ Signet______ Emblems_______
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Badges_________ Charter Date__________ Charter______________
Ballot Box: Have Black Cubes replaced Black Balls Y N
Secret Work: Copy #1_____ Copy #2_____ Copy #3_____ Copy #4_____
Chapter’s Tax ID #
Contributions made by Chapter:
Total Amount donated to International Headquarters Fund $_______
Date of Last Donation Amount $
Donations to OES Humanitarian Programs for:
(1) Ladies in TMRC $
(2) General Fund $
(3) Benevolent Aid $
(4) ESTARL $
(5) Education - Scholarships $
Donations to Civic and Community Programs: $___________
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Appendix D.1 - Calling from Labor to At Ease Within Closed Doors
WORTHY MATRON: Sister/Brother WARDER. (Pause and wait for reply)
WARDER: Worthy Matron
WORTHY MATRON: You will see that the doors are secure and inform the SENTINEL that
we are about to call ___________ Chapter No._____ from LABOR to AT EASE WITHIN
CLOSED DOORS and direct her/him to permit no interruption while we are thus engaged.
WARDER: (Opens the Door/Doors)
Sister/Brother SENTINEL, we are about to engage in the ceremony of calling this
Chapter from LABOR to AT EASE WITHIN CLOSED DOORS and you are directed to
permit NO interruption while we are thus engaged.
SENTINEL: There will be NO interruption, Sister/Brother WARDER.
WARDER: (Closes the Door/Doors)
Worthy Matron, the doors are secure and there will be no interruption.
WORTHY MATRON: Sister Conductress, you will attend at the Altar. (Conductress attends
at the Altar). I now declare _____ Chapter No._____ AT EASE WITHIN CLOSED DOORS.
(One blow of the gavel). Sister/Brother WARDER, you will so inform the Sentinel.
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Appendix D.2 – Calling from at Ease within closed doors to Labor
Worthy Matron: Brother/Sister Warder
Warder: Worthy Matron
Worthy Matron: You will see that the doors are secure and inform the SENTINEL that
we are about to call ________ Chapter No. ______ from AT EASE WITHIN CLOSED DOORS
TO LABOR and direct her/him to permit no interruption while we are thus engaged.
Warder: (Opens the Door/Doors)
Sister/Brother SENTINEL, we are about to call this Chapter from AT EASE WITHIN
CLOSED DOORS TO LABOR and you are directed to permit NO interruption while we
are thus engaged.
Sentinel: There will be NO interruption, Sister/Brother
Warder: (Closes the Door/Doors)
Worthy Matron, the doors are secure and there will be no interruption.
Worthy MATRON: Sister Conductress, you will attend at the Altar. (Conductress
attends at the Altar)
I now declare ________Chapter No._____ to labor. (One Blow of the Gavel). Sister/Brother
WARDER, you will so inform the Sentinel.
129
Appendix E – Thank You Letter After Official Visit
DGM: Please write this immediately after your Official Visit in appreciation of all courtesies
shown.
DATE
Chapter Name and No., OES
C/O name of Secretary
Address of Secretary
City, State, Zip Code
Dear Sisters and Brothers,
There are no words that can adequately express my appreciation for the many courtesies
extended to me when I made my Official Visit to your Chapter.
I appreciated every kindness displayed for my pleasure and comfort. I will always
be grateful for the honor of serving as your Deputy Grand Matron and cherish the fond
memories I hold dear in my heart of our time together.
Your interest in our Order has given me added inspiration, and I know that you will
continue to serve in your most dedicated and faithful ways.
Sincerely and fraternally,
Your Name
Deputy Grand Matron District_____, Section_____
Grand Chapter of Texas, O.E.S.
130
Appendix F – DGM Final Letter
DGM: This letter needs to be written just prior to the end of your year. This is an example
of what you might say.
DATE
Chapter Name and No., O.E.S.
c/o Name of Secretary
Address of Secretary
City, State, Zip Code
Dear Sisters and Brothers,
Grand Chapter is once again upon us, and my year as Deputy Grand Matron will be
ending. I will never be able to express how much I appreciated all the acts of kindness
and thoughtful expressions that I have been shown as Deputy Grand Matron. I am so
grateful for all your cooperation in the School and my Official Visit to your Chapter.
Your willingness to help and dedication to our Order is what made it success.
It is my hope that you will give our incoming Deputy Grand Matron as much support
as you have given me. I know that with your love and support that she will have a
successful year.
My sincere thanks for every courtesy you have extended to me and to the Office of
Deputy Grand Matron. I truly consider myself fortunate to have worked with such a
wonderful group. I have made so many new friends and enjoyed the fellowship of all
my dear friends. Your love, support, and encouraging words have made this year one
I will not forget.
Sincerely and fraternally,
(Your Name)
Deputy Grand Matron District_____, Section_____
Grand Chapter of Texas, O.E.S.
131
Appendix G – Letter to Chapters Regarding School of Instruction
DGM: This letter is an example and suggestion. Please personalize this letter and change
it to be appropriate for your plans! This letter needs to be written in preparation for your
School.
DATE
Chapter Name and No., O.E.S.
c/o Name of Secretary
Address of Secretary
City, State Zip Code
Dear Sisters and Brothers,
As we begin our preparations for our School in District_____, Section_____, we hope to
encourage a spirit of enthusiasm and excitement for our Order so that our Chapters and
Order may continue our purposes of charity, benevolence, and the promotion of
brotherly love.
I t is my sincere desire that we work as a team to promote an air of excitement about
our Eastern Star Schools, and to view them as an opportunity to learn and share
together both new ideas, our history and traditions. Our School will be held
on________(date) at________(place) in________(city). I am requesting that each Chapter in
our section contribute $_____ (amount of money) toward the expenses. Immediately
following the School, each Chapter will receive an itemized statement of the expenses
and if possible, any refund due each Chapter.
I hope you will join me in extending every courtesy to our Grand Officers. You will want
to discuss in your Chapter the privilege of presenting Honorary Memberships to the
School Officers (Worthy Grand Matron, Worthy Grand Patron, Grand Examiner,
District Deputy Grand Matron, and Deputy Grand Matron.) We would also want to
show our appreciation for the travelling secretaries of the Worthy Grand Matron and
Worthy Grand Patron by presenting Certificates of Appreciation to each of them.
I encourage each member to begin studying early, with Chapters possibly holding study
classes so that all members may be prepared to earn a Certificate of Proficiency. Taking
an examination is certainly not mandatory to attend the School, but it is one more
opportunity for each of us to grow. In addition, members may wish to form a Ritual
study group so that they can participate in the Ritualistic Excellence Program to be
held at each school. Chapters wishing to receive an Exemplary Chapter Award
must have a minimum of four (4) members receive an A Certificate of Proficiency.
132
I am requesting that members holding a current “A” Certificate serve as either a Page
to the Grand Examiner or in the Exam Room. However, please allow new members, the
Worthy Matron, Worthy Patron, Associate Matron, Associate Patron, Conductress and
Associate Conductress to remain inside the school room for the instructions.
It is my honor to serve as the representative of our Worthy Grand Matron in our Section.
I am also here to serve each of you in our section, I welcome suggestions and your
assistance along the way. By working together our Section will host a school which will
be informative, fun and filled with fellowship.
Sincerely and fraternally,
(Your Name)
Deputy Grand Matron
District , Section
Grand Chapter of Texas, O.E.S.
133
Appendix H – Letter to Associate Grand Matron
DGM: This letter can be sent to the Associate Grand M a t r o n to bring the Response to
the Welcome at the Banquet. If she were unable to attend, then you would need to follow
PROTOCOL inviting the Grand Conductress, Associate Grand Conductress or you may
invite Grand Esther, wife of the Worthy Grand Patron to give the Response. It would be
thoughtful to include a stamped-envelope with your invitation. Be sure to make any
corrections to the appropriate information as it applies to your plans. It would be a
courtesy to offer her a complimentary ticket. If you are going to comp her ticket at the
banquet, please let her know that when you write the letter.
Date
Ms. Terri L. Rozell
Associate Grand Matron
Grand Chapter of Texas, O.E.S.
14710 Leighwood Creek Lane
Humble, TX 77396
Dear Sister Terri,
I realize that the dates on your calendar for 2019-2020 are quickly being filled with
appointments and visits. It is, with this in mind, that I am writing at this time to invite
you to the School of Instruction for District _____, Section _____. Our School is scheduled
for ________(day of the week), _______________(date), at ______ (time)a.m. I would also
like to invite you to give the Response to the Welcome, which will be given by (Sister
or Brother)__________ at the “_____________________________” Banquet, ________(day),
__________ (date), ________(time)p.m., __________at the _____________(location). A reply
card and a self- addressed stamped envelope is enclosed for your convenience. It will be
an honor to have you at our School and we do hope you will attend.
Sincerely and fraternally,
(Your name)
Deputy Grand Matron, District___ , Section____
Grand Chapter of Texas, O.E.S.
134
Appendix I – Note Card for Acceptance
SUGGESTED NOTE CARDS FOR ACCEPTANCE FOR GIVING RESPONSE AND
INVITATION OF ASSOCIATE MATRONS
Suggested Note Cards for Acceptance for Giving Response and Invitation of Associate
Grand Matron. Note to Deputy Grand Matron: If the A.G.M. sends regrets, please
acknowledge her by name at your School.
Yes, I will be able to bring the response at the “Name of Banquet” on , 20___.
_______ No, I will not be able to bring the response at the “Name of Banquet” on____,
20___.
Thank you,
Associate Grand Matron
135
Appendix J – Letter to Grand Examiner
DGM: This letter is to be sent to the Grand Examiner. Be sure to make any corrections and
the appropriate information as it applies to your plans.
DATE
Name of Grand Examiner
Grand Examiner District _______
Address
City, State, Zip Code
Dear Sister_______________,
Congratulations on your recent (election or re-election) as Grand Examiner,
District_____, at our recent Grand Chapter session in (name of town), Texas.
The schedule for the District_____, Section_____ banquet and school are as follows:
Banquet: (date and time of banquet), (place of banquet), (address of banquet)
School: (date and time of school), (place of school), (address of school)
Please advise me when you would like to have the Examining Room open and any needs
you may have. As I make my Official Visits, I am asking for volunteers for the Examining
Room, and we have planned for two Pages to assist you in your work. Our School
Officers will be staying at the _________________________Hotel.
We look forward to working with you and wish safe travels and blessings for you as you
work for our beautiful Order and our membership.
Sincerely and fraternally,
(Your name)
Deputy Grand Matron
District , Section
Grand Chapter of Texas, O.E.S.
136
Appendix K – Checklist for School of Instruction
Hotel:
1. First floor, non-smoking lodging accommodations for School Officers. WGM prefers
her room and the WGP’s be on the same floor. The WGM prefers her room not be
near the elevator or ice machine.
2. Room checked by Deputy Grand Matron prior to Worthy Grand Matron’s occupancy
for: shower working? Light bulbs working? Cleanliness?
3. Each School Officer and Traveling Secretary should have in their hotel room:
• School Program
• Banquet Program
• List of Pages with their telephone numbers Tickets
• Gift Bag (Only a few items as there is limited room in the van)
Schoolroom:
1. U.S. Flag in the East on a level and to the right of the presiding officer.
2. Podium and gavel in the East
3. The Holy Bible, Square and Compasses on the Altar
4. One small Bible on the Associate Matron’s pedestal
5. Ballot Box properly prepared at the Associate Conductress station
6. Signet in the Lodge Hall (uncovered and lighted)
7. Star Point pedestals and emblems correctly placed
8. Charter Certificates from each Chapter participating in the School for the
School Secretary
9. Reserved Seating in the SE at FV for the following:
a. Past Most Worthy Grand Matron, GGC
b. MWGM or MWGP, GGC
c. Elected General Grand Chapter Officers, GGC
d. Appointed General Grand Chapter Officers GGC
e. Past Grand Matrons and Patrons
f. Installed Grand Officers and Elected Boards
g. Deputies of Grand Chapter NE
10. Temperature comfortable (If it is hot outside, the body heat of all those
persons attending will drive up the temperature in the room so adjust
thermostat settings accordingly. We would rather be too cold that too hot.)
Linda would like for you to have an oscillating fan in the East.
137
11. Microphone working properly (DDGM will use portable for floor
demonstrations)
12. If other than a Lodge Hall, Altar, kneeling bench and any furniture required
to complete the Chapter room setup (Refer to pages 166 and 167 in the
Ritual)
13. Bottled water) in the East and at the Secretary’s desk. Mark these with
appropriate names.
14. Kleenex in the East
15. Electrical extension cords if needed
Restrooms for School:
• Paper Towels
• Large supply of toilet tissue
• Kleenex
• Basket of hairspray, small sewing kit, band aids
• Hand soap
• Hand Sanitizer
Examining Room:
• Bottled water
• Box of Tissues
• Other items as requested by the Grand Examiner
Other:
1. Registration forms & Registration Cards
2. Flash Drive for Minutes (DDGM will give this to the School Secretary and
it must be returned to the DDGM immediately following the S c h o o l . )
3. Honorary Memberships and Special Courtesies
4. Officer Badges for the Fraternal Visit
5. List of Names of Officers and their Chapters for the School and the Fraternal
Visit for the School Secretaries
6. A School Program for the School Secretary’s desk
7. Tables for use of Committee members to solicit donations for the WGM’s
special Projects.
8. First aid kit
9. Reserved parking for the WGM, WGP, GE, DDGM, DGM, and Humanitarian
Chairman
10. Security for the parking lot, if needed
138
Banquet
• Head table with podium and place cards
• Sub-head table with “Reserved” signs (or place cards instead)
• Reserved Tables clearly marked
• Programs at all settings
• Public address system (be sure to check this when you are setting up)
139
Appendix L – Suggested Format for School of Instruction
7:45 AM Registration and Coffee and Ritualistic Excellence
8:45 AM Entrance of School Officers and their Pages
9:00 AM Call to Order Deputy Grand Matron
Introduction of
WGM & WGP Deputy Grand Matron
Grand Examiner Deputy Grand Matron
District Deputy Deputy Grand Matron
Introduction of Visiting DGM’s Deputy Grand Matron
Opening of School District Deputy Grand Matron
Introduction of Visiting DDGM’s Deputy Grand Matrons
Invocation Worthy Patron (if possible)
Opening Ode
Pledge of Allegiance to the Flag Worthy Patron
Patriotic Ode
Presentation of Grand Examiner District Deputy Grand Matron
Rendition of Secret Work Grand Examiner
Study of Ritual, Constitution,
Code of Laws and Interpretations
of the WGM District Deputy Grand Matron
Reports
Invitation Committee Chairman
Registration Committee Chairman
Grand Examiner Grand Examiner
Announcements Deputy Grand Matron
Closing of School District Deputy Grand Matron
NOTE: Special Courtesies, and any Special Presentations are to be made at the
Banquet or Luncheon.
140
Appendix M – Outline for Program
Suggested First Page
“NAME OF THE SCHOOL”
District Number_____ Section(s)_____, _____, _____.
Grand Chapter of Texas Order of The Eastern Star
Month, Day, and Year
Name of School Facility or Lodge
Address of Facility or Lodge City
SCHOOL OFFICERS
Linda R. Winn-Christenson Worthy Grand Matron
_______________ Grand Examiner
_______________ District Deputy Grand Matron
_______________ Deputy Grand Matron
And Honoring
Paul M. Garner Worthy Grand Patron
141
SUGGESTED SECOND PAGE OF PROGRAM
List all Distinguished Members in your Section, including the following
GGC Officers & Committee Members
Past Grand Matrons
Past Grand Patrons
Installed Grand Officers
Elected Board Members
Grand Representatives
General Grand Chapter Appointees (if not a Past Grand Matron or Patron)
If this does not fill the page, please use this space for Artwork, a Poem, or a Scripture
Verse of your choice.
142
INFORMATION FOR REMAINING PAGES OF THE SCHOOL PROGRAM
Host Chapters -
With Chapter Name and Number, Worthy Matron and Worthy Patron
Officers for the Fraternal Visit -
With Office, Officer Name and their Chapter Name and Number
School Recording Secretaries
School Organists
School Committees
Chairmen-
• Registration
• Luncheon
• Banquet
• Examination Room
Page and Drivers for WGM, WGP, GE, DDGM, DGM
Page for Humanitarian Chairman
General Pages
Appreciation to:
• Decorations, Paraphernalia, Program and Printing Courtesies, Photographer
Reports
Registration (see below for exact copy of Registration Report) Grand Examiner (see below
for exact copy of GE Report) Humanitarian (see below for exact copy of report)
Personal Appreciation - please include any personal “Thank you” to WGM, WGP, GE,
DDGM, Section, Chapter, Chairmen, and Family
143
Odes-Opening, Patriotic & Closing on inside covers. Please keep these simple and ones
known to most. The WGM prefers something upbeat and happy, these do not have to be
Hymns.
Blank Page with decorated border or word “Notes” (optional)
School Committee Reports
Attendance Report: Fraternal Visit School
Chapters Represented ____________ _________
Grand Jurisdictions ____________ _________
Grand Officers & Committee Members ____________ _________
Worthy Matrons & Worthy Patrons ____________ _________
(if not included in Grand Officers)
Past Matrons & Past Patrons ____________ _________
Members ____________ _________
Members of Other Grand Jurisdictions ____________ _________
Total ____________ _________
Grand Examiner’s Report:
“A” Certificates ____________ _________
“B” Certificates ____________ _________
First Timers ____________ _________
Total ____________ _________
Humanitarian Report:
No. of Members in Section ________
No. of Chapters ________
No. of Chapters 100% ________ 200% ________ 300% ________
Total Amount Received
Total Amount Pledged
TOTAL Rec’d/Pledged
144
Number of Participants in the Ritualistic Excellence ________
Amount contributed in Rob Morris Auction $__________
HUMANITARIAN PROGRAM
and
JOINT FRATERNAL VISIT OF THE WORTHY GRAND MATRON
AND HONORING THE WORTHY GRAND PATRON
7:00 PM Entrance of Deputy Grand Matron and Humanitarian Chairman
Entrance of Participating Chapters and Groups
Humanitarian Program: Humanitarian Chairman
Presentation of Humanitarian Donations: WM(s) and WP(s)
Immediately following Humanitarian Program:
Entrance of Fraternal Visit Officers Ritualistic Opening
Introductions
Reports: (partial reports unless a one-day school)
Humanitarian ____________ (Chairman, Name)
Grand Examiner __________ (GE Name)
Registration __________ (Chairman, Name)
Greetings: (the WGM will tell you who will present these)
Installed Grand Officers and Elected Board Members
Past Grand Matrons and Past Grand Patrons
General Grand Chapter Family
Worthy Grand Patron
Worthy Grand Matron
Ritualistic Closing
145
Appendix N – Minutes and Financial Report
DGM: This is an example and suggested form of the letter to be included with the School
Minutes and the Financial Report of the School of Instruction no later than 30 days after
the school.
(DGM Letterhead)
DATE
Chapter Name and No., O.E.S.
c/o Name of Secretary
Address of Secretary
City, State Zip Code
Dear Sisters and Brothers,
The words “thank you” seem so inadequate to express my appreciation for all that
each person did to make our School of Instruction a success. Thank you for helping
with the luncheon, for attending the banquet, for assisting in the examining room,
for driving a car, for providing breakfast, and for all the many other things you did for
our school.
Enclosed for your Chapter’s records are the Minutes of the School and the Financial
Report that shows all contributions and the expenditures of the School.
Each of you has a special place in my heart for your service to and love of our Order.
Thank you for sharing your talents and gifts with the other members of our Section.
You are GREAT.
I look forward to working with you to continue the good works of our Order. I will carry
the wonderful memories of our School in my heart forever.
Sincerely and fraternally,
(Your name)
Deputy Grand Matron
District , Section
Grand Chapter of Texas, O.E.S.
146
Appendix O – Traveling Plaque
During the Grand Chapter Year of 2019-2020, we want to encourage visitation among
our Subordinate Chapters. Winning the Traveling Plaque is an honor many Chapter
strive for. It can build healthy competition and promote visitation and fellowship among
Section members. Each Deputy is encouraged to promote this camaraderie within her
section; a special dinner or meeting may be called to award the Plaque at the end of the
year.
The Traveling Plaque will travel with the Deputy Grand Matron to each of her Official
Visits.
RULES:
• At a meeting of a Chapter who has the Traveling Plaque, a member will count for
her/his Parent Chapter ONLY. Members whose Parent Chapter holds the Plaque
will not be counted, Plural Members will not count.
• The first Texas Chapter joined by an Out of State Member will count as their Texas
Parent Chapter.
• The Chapter with the most members present will sign the attendance log.
• At the conclusion of the last Official Visit, the Chapter with the most members
present signs the log and takes the Plaque with them beginning the Visitation.
• In case of a tie, the Chapter traveling the farthest will be the winner unless there
is another tie. In that case, the Chapter that has the next Stated meeting will take
the Plaque with them after both have signed the log.
• This will end July 1, 2020.
The Deputy Grand Matron will present the Traveling Plaque at the winning Chapter’s
Stated Meeting during the month of July or at a special meeting if a Sections tradition.
Have Fun and Enjoy the Fellowship of our Eastern Star Family.
147
Appendix P – Amending Chapter By-Laws
AMENDING CHAPTER BY-LAWS
Chapter Eleven (11) of our Code of Laws explains in detail the procedure for the adoption
of a complete set of By-Laws for a newly Constituted Chapter, or for amending the By-
Laws of any Subordinate Chapter. (COL Art. 264, 265, 266, pages 178-180) The
entire Chapter Eleven (11) and should be studied carefully when a Chapter is
considering amending its By-Laws.
The procedure, briefly, is this:
When amendments to the By-Laws have been proposed by either of the two methods
described in subdivision (a) of COL Art. 265, the same may be discussed and amended
in writing at the meeting at which it is presented. Then it shall be voted upon, and, if
passed, entered into the minutes of the Stated Meeting; they may be amended or added
thereto, and voted on by the members present.
Failure to secure a majority vote on the first reading of said amendment shall defeat
same and cannot be presented for a second reading. The amendment must be passed
by a majority vote at both readings for it to become a part of the Chapter’s By-Laws.
Any passed resolution or amendment to the By-Laws shall not become operative until
approved by the Grand Chapter By-Laws Committee and the Worthy Grand Matron.
When that is done, they will become effective until the next Grand Chapter Session, at
which time they are reviewed by the By-Laws Committee and reported to Grand Chapter
for final action. After Grand Chapter approval, they will become permanent until altered
or replaced in legal manner by the Subordinate Chapter.
CHECKLIST FOR CHANGES TO CHAPTER BY-LAWS
When changing your Chapter By-Laws remember:
1. Think of everything in TWO!
2. Both current and proposed amendments are required.
3. At least TWO signatures must be on the proposed change in the By-Laws.
4. Vote at TWO stated meetings – Four Weeks Apart.
5. Mail TWO copies of signed By-Laws to the BY-LAWS Chairman.
6. Mail TWO copies of certificate (Form 106-S) with seal to By Laws Committee
Chairman. (Form 106S may be downloaded from the Grand Chapter Web site)
If all is in order the amendment will be returned to the Chapter with TWO signatures
(By-Laws Chairman and Worthy Grand Matron)
148
Secretaries should mail proposed By-Laws changes to the Chairman promptly. Do not
delay. By-Laws are often mistakenly sent to the Grand Chapter office. This creates
delays for the Chapter.
If there are problems noted by the Chairman that need to be corrected, this could be
taken care of at your next stated meeting.
When they are ready, the By-Laws Chairman will then obtain the signature of the Worthy
Grand Matron. Remember that the Worthy Grand Matron is traveling during the School
Schedule and this could cause a delay.
149
Appendix Q – Chapter Demises
Code of Laws, Art. 185 – 188, Pages 136-138
If a Chapter desires to demise, it may surrender its Charter in the following manner:
1. The Worthy Matron causes written notice to be sent to every member of said
Chapter, giving the date the demise of the Chapter will be considered.
2. After the subject is broached, no assets of the Chapter can be disposed of.
(CoL, ART 185a)
3. By a majority vote of all members present, the Chapter may surrender its
Charter, PROVIDED that no charter can be voluntarily surrendered as long
as twenty-five (25) members desire to retain it.
4. If the Chapter votes to demise, the WORTHY MATRON or WORTHY PATRON
shall see that the SECRETARY of the Chapter forwards all money, jewels,
Charter, Charter Dispensation or Charter, Seal, Records and all other
Property to the Grand Secretary, along with four (4) copies of the Secret Work.
5. The Deputy Grand Matron of the Section is responsible to see that this
provision is carried out.
6. The Grand Secretary will grant members of the demised Chapter Grand
Demits, automatically and without cost. Until such Grand Demits are
secured, the members are deprived of all rights and privileges of the Order.
150
Appendix R – Consolidation of Chapters
ARTICLE 268, pages 183 and 184
If two or more Chapters in the same vicinity wish to consolidate and form one Chapter,
under the name and Charter of one of said Chapters, it shall be done in the following
manner.
1. Should a Chapter pass a motion to consider consolidation, the Worthy Matron of
the Chapter will direct the Secretary to send written notice to all its members
advising them that a consolidation is contemplated, and setting forth the date of
the meeting, either Stated or Special, to discuss and vote on consolidation. The
members will also vote regarding the Chapter with whom they would like to
consolidate. Should two-thirds of those members vote for the affirmative, the
proposition shall have carried; however, no Chapter can surrender its Charter if
as many as 25 members vote in the negative.
2. If the motion carries to consolidate with a certain Chapter, the Worthy Matron will
instruct the Secretary to write that Chapter, advising them of the desire to
consolidate with them. The Receiving Chapter will then instruct their Secretary to
send written notice to each of their members, advising them a consolidation is
contemplated and advise them the date the Chapter will vote on the consolidation.
Prior to the Receiving Chapter voting on the consolidation, the Chapter initiating the
consolidation should list ALL their assets and liabilities and deliver same to the
Receiving Chapter for consideration prior to their vote to accept them. NO ASSETS MAY
BE GIVEN AWAY after the motion to consider consolidation. This includes all cash,
savings accounts, CDs and all Chapter articles of monetary value, etc. All assets,
records, paraphernalia, etc., will become the property of the Receiving Chapter.
If the Receiving Chapter votes in the affirmative for the consolidation, all members of
the Consolidating Chapter shall become members of the Receiving Chapter, as fully as
though they had regularly petitioned and had been made members of said Chapter by
initiation or affiliation.
1. The Receiving Chapter determines the EFFECTIVE date of consolidation. It
can become effective on the date of the vote for consolidation or another date
can be specified. This decision must be made on the date of the vote for
consolidation. The Grand Chapter office recommends an effective date of June
1st if voting during the months of March, April or May. This will assist both
Secretaries and enable each to file the Annual Report with the Per Capita tax
as of May 31st and allow the Receiving Chapter ample time to combine the
membership prior to filing of the next Annual Report. Each should order Dues
151
Cards, and, after the consolidation, all Dues Cards are simply given to the
Receiving Chapter which will cover ALL the members.
2. The Receiving Chapter determines the EFFECTIVE date of consolidation. It
can become effective on the date of the vote for consolidation or another date
can be specified. This decision must be made on the date of the vote for
consolidation. The Grand Chapter office recommends an effective date of
June 1st if voting during the months of March, April or May. This will assist
both Secretaries and enable each to file the Annual Report with the Per Capita
tax as of May 31st and allow the Receiving Chapter ample time to combine
the membership prior to filing of the next Annual Report. Each should order
Dues Cards, and, after the consolidation, all Dues Cards are simply given to
the Receiving Chapter which will cover ALL the members.
3. In all cases, BOTH Chapters must send copies of the letters sent to their
members to the Grand Chapter Office, keeping the Grand Secretary informed
of the actions being taken. The Consolidating Chapter will surrender its
Charter and Charter Dispensation and 4 copies of the Secret Work to the
Grand Secretary.
4. The Chapter may vote to change their name; however, the Receiving Chapter
will retain its number. The new name cannot exceed twenty (20) spaces. The
Charter must be presented to the Grand Chapter Office with a fee of $50.00
to make the name change and $5.00 for a new Charter Dispensation.
5. The Consolidating Chapters may continue to honor their Charter Members.
6. The Consolidating Chapter will be governed by the By-Laws of the Receiving
Chapter in such matters as the amount of dues, Initiation fees, budget, etc.
7. To prevent any misunderstandings, the Chapters should work together closely
prior to the consolidation to insure a smooth transition. Cooperation among
all members as they merge will ensure unity as the chapters become one
Chapter.
152
Appendix S – Section Workshop
Each DGM is to hold one or more Workshops in their Section. These are to be informal
meetings and are not meant to be mandatory for the membership, however, it is the
wishes of the Worthy Grand Matron and Worthy Grand Patron that all members who
can will attend.
These workshops should be casual, fun and informative. In years past when life was not
so hectic, and our membership’s average age was a bit younger Chapters had practice
sessions several times each year. This was an opportunity for new members to learn
from those who were experienced members and the more seasoned members to brush
up on their work or practice changes made. Unfortunately, our members seldom find
the time or inclination to do this. A District Deputy Grand Matron must teach several
different topics at a school and there is not sufficient time for all who need the
instruction to actually participate. These workshops will allow new members to learn
firsthand how to perform floorwork, ceremonies and other traditions in Eastern Star,
the Section and Chapters. By assisting with the instruction more senior members can
recall and or refresh the correct way to perform our work.
Suggested Agenda and Procedure for Workshops:
• Secure a location for the Workshop
• Select a date convenient to a majority of Section members
• Ask past Deputies or senior members to assist with the instructions
• Plan on refreshments or a meal (this an OES function) keep it simple, brown
bag, pizza, covered dish or just cookies and snacks.
• This is a casual learning experience; wear slacks, capris or something
modest and comfortable. Perhaps offer a small prize to the Chapter with the
most members attending.
Suggested Demonstrations and Discussions:
• Correct line up of Officers for entrance
• Pre-opening entrance of first 4 officers
• Prayer circle for initiation
• Balloting
• Opening and Closing the Bible including the informal opening suggested by
our MWGM
• Draping of the Charter and Altar
• Introductions
153
• Traditions in Eastern Star, why we do some of what we do. Reference
difference between those things that are referenced in Ritual, Constitution
& Code of Laws and WGM’s Interpretations & Suggested Ceremonies and
those things we do because “we’ve always done it that way”. We must follow
the things in the Ritual and Constitution & CoL, we try to follow those in
the WGM’s Interpretations, and we should respect those which are simply
traditions. However, let us use common sense and treat each member with
Courtesy, Consideration and Respect.
• Discuss ways to improve Chapter attendance and or membership and
fundraising ideas.
• Have fun, fellowship and strengthen relationships between Chapters in your
Section.
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