Lodge Rules
I. Name and affiliation of Lodge
A. The name of the Lodge of the Order of the Arrow shall be the Eswau Huppeday, #560, W.W.W.
B. The Lodge shall be affiliated with the Piedmont Council, Boy Scouts of America, and shall be under the supervision of the Council Camping Committee and the Administrative authority of the Scout Executive.
C. All Lodge funds shall be handled through the Council office and go through all normal accounting procedures used by the Council.
D. The totem of this Lodge shall be that of the Crossed Tomahawk and Rifle.
E. The Lodge flap shall be as approved by the Lodge membership.
F. The Lodge shall be divided into Chapters, each of which shall come under the supervision of the related District Camping Committee and the District Scout Executive. Chapters shall continue as deemed necessary by the Executive Committee of this Lodge.
II. Election to membership
A. The Requirements for membership in the Lodge are as required by the present publication of the Order of the Arrow Handbook.
B. The procedure for the Ordeal shall be as stated in the present publication of the Order of the Arrow Handbook.
C. Completion of the Brotherhood membership shall be in accordance with the present publication of the Order of the Arrow Handbook.
D. Attainment of the Vigil Honor shall be in accordance with the Lodge Operations Manual and national requirements.
III. Officers
A. The Officers of this Lodge shall be Lodge Chief, Program Vice-Chief, Administrative Vice-Chief, Vice Chief of Indian Affairs, Secretary, and Treasurer. These Officers must be under twenty-one years of age during the entire term of office. The Secretary and Treasurer shall have the power to appoint assistants to aid them with their duties. These assistants shall not have Executive Committee votes.
B. The Officers of each Chapter of this Lodge shall be Chapter Chief, Chapter Vice-Chief(s), and Secretary/Treasurer. These elected Officers shall be under twenty-one years of age during the entire term of office.
C. Lodge Officers shall be elected by secret ballot at the June Ordeal. The term for all Officers shall run from Fall Fellowship to Fall Fellowship, and they shall be installed at Fall Fellowship.
D. The Lodge Executive Committee shall be composed of: the five elected Lodge Officers, the immediate past Lodge Chief, the Lodge Operating Committee Chairmen, the Lodge Adviser, a member of the Camping Committee, the Chapter Chief and Adviser from each Chapter, the Scout Executive, and the Staff Adviser.
E. The Lodge Adviser and Chapter Advisers shall be appointed by the Scout Executive in consultation with the related Camping Committee Chairman.
F. The Lodge Chief shall appoint such operating committees as may be required with the approval of the Lodge Executive Committee; all Chairmen shall be under twenty-one years of age during the entire term of office. The Administrative Chairmen shall be: Camp Promotions, Unit Elections, Membership Development, Training, and Communications. The Program Chairmen shall be: Activities, Ceremonies, Dance Team, Drum Team, Service, and Cook Team.
G. The Chapter Chief shall appoint such operating committees as may be required from time to time with the approval of the Chapter Executive Committee; all shall be voting members of the Chapter Executive Committee.
H. In the event of nonperformance of office, Eswau Huppeday Lodge shall have the following remedy of action regarding the elected Officers and their removal from office. The Executive Committee of the Lodge, in a called meeting, shall pass a resolution recommending the removal of said Officer(s) citing specific reasons of nonperformance. The resolution of impeachment shall be presented to the Lodge membership during the next regularly scheduled Eswau Huppeday Lodge business meeting. A two-thirds vote in the affirmative by the Lodge members shall be a necessity for the said Officer(s)’ removal from office. The vacated office(s) shall be filled by a simple majority vote of the Lodge at the same meeting.
IV. Lodge Meetings
A. The Lodge shall schedule Lodge events listed:
1. Planning Conference
2. Winter Banquet
3. Camp Service
4. Spring Fellowship
5. Ordeal/Brotherhood
6. Business Meetings
7. Fall Fellowship
B. The Lodge Executive Committee shall hold at least four meetings per year.
C. Special meetings of the Lodge Executive Committee may be called by the Lodge Chief with the approval of the Scout Executive, or by the Scout Executive.
D. Each meeting of the Lodge shall be opened with the Obligation of the Order of the Arrow.
E. Members of the Order of the Arrow twenty-one years of age or older shall have no vote in any decision of the Lodge.
V. Amendments to the Rules
A. These rules shall be subject to amendment at any regular meeting or special meeting of this Lodge provided such amendment has been submitted in writing to the Lodge Executive Committee at least thirty days prior to such meeting and that due notices have been sent to all active members at least ten days prior to such a meeting. A two-thirds vote of the members present shall be required. At no time may these rules be suspended.
B. The rules contained in the current edition of Robert’s Rules of Order shall govern these Lodge rules in all cases where they are applicable.
Lodge Executive Officers
Lodge Chief
A. The duties of the Lodge Chief shall be those outlined in the latest edition of the Order of the Arrow Handbook.
B. In addition, he shall have the following responsibilities:
With the aid of his advisers, appoint committee chairmen and advisers of standing and special committees.
Oversees the performance of the Vice-Chiefs.
C. He shall prepare an agenda for Executive Committee and Lodge Business meetings.
D. He shall preside at these meetings
Vice Chief of Program
A. He shall oversee and coordinate the Program Committees: Activities, Service, Training and Cook Team.
B. He sees that the necessary information is compiled for the annual report to the council.
C. He assumes the Chief’s position in case of his absence.
D. If the Chief resigns or is impeached, he shall assume the Chief’s position until an election is held to elect a new Chief.
Vice Chief of Administration
A. He acts as the parliamentarian for the Lodge.
B. He oversees and coordinates the Administrative Committees: Camp Promotions, Unit Elections, Membership Development, , and Communications.
Vice Chief of Indian Affairs
A. He oversees and coordinates matters relating to American Indian events
B. He oversees the Dance, Ceremony, Sing team Committees
C. He Coordinates Carolinas Indian Seminar and Webelos Woods
Secretary
A. He records the minutes of all Lodge and Executive Committee meetings.
B. He has copies of the minutes for each Executive Committee member.
C. He acts as the public relations director for the lodge in conjunction with the Chief. The Chief should be notified about any type of press release.
D. He handles correspondence with other lodges.
Treasurer
A. He maintains financial records.
B. He must account for all income and expenditures.
C. He submits a voucher for all unpaid bills with the proper approval to the Staff Advisor for payment through the council.
D. He should maintain a detailed inventory at all times.
E. He should maintain a petty cash fund not to exceed $500
Standing Committees
Program Committees
Activities: Is responsible for the planning and running of Winter Banquet, Spring and Fall Fellowship weekends, and arranging activities for Friday night at Ordeals and religious services at all appropriate events.
A. Winter Banquet
By November 1 have location and food service arranged and this information communicated to Communications.
By LLD have an outline of the program prepared.
Plan and confirm food service by December 15.
Make sure patches have been ordered, select a master of ceremonies, and finalize the program.
Have programs printed before January 2 and pick up patches and registrations from the Scout office.
B. Fellowships
Have theme and activities planned and delivered to Communications before the preceding Elogam deadline.
Secure staff for programs at least two weeks prior to the event.
Make a schedule and meal tickets and get number to Secretary one week before the event.
Secure patches and pick up from the Council office.
Training: Is responsible for planning and conducting training at lodge and section events.
A. The Training Chairman shall help select and train members of the Training Committee.
B. Conduct training sessions at Fellowships and LOTC as requested.
C. Insure that lodge is represented at Fellowships and LOTC as requested.
D. Develop training materials as needed.
E. Promote attendance of lodge members at training events.
F. Conduct any other training as needed.
Service: Responsible for coordinating work at Beaver Days and Ordeals and overseeing cleanup after all activities.
A. Contact Camp Ranger one week before any work weekend to get information regarding special needs, such as plumber or electrician, and line these up.
B. Friday night at Ordeals review all projects with the ranger and assign projects to Elangomat groups and Brothers.
C. Saturday morning, hand out project descriptions and assign a quartermaster.
D. Supervise projects during the day.
E. Saturday evening, report project status and problems to the Ranger, Lodge Chief, and Lodge Adviser.
F. Oversee cleanup after all events.
Cook Team: Is responsible for coordinating and preparing all meals at all Lodge events.
A. Prepare wholesome meals and secure food for all events.
B. Maintain records of expenditures for supplies purchased.
C. Maintain an updated inventory of Lodge food supplies.
D. Select cooks and kitchen help to prepare the food, serve the food, and clean up as necessary.
E. Is in charge of the kitchen and food storage facilities.
F. Events for which meals are to be prepared include:
Winter Banquet (if necessary)
Carolinas’ Indian Seminar
Scoutmaster’s Camp Promotions Dinner
Spring Fellowship
Ordeals
Fall Fellowship
Lodge Officers’ Training Conference
Other prescribed event
Administrative Committees
Camp Promotions: Is responsible for coordinating the Lodge camp promotions program.
A. Attend all Council Camping Committee meetings. At the fall meeting, secure a master list of troops that have attended camp and those that have already signed up.
B. Make sure all chapters have a Camp Promotions team by Winter Banquet.
C. Give each chapter a list of troops for a checklist and a list of troops that have attended in the past.
D. Supervise any lodge projects, such as Scoutmaster’s banquets, and mailings.
E. Make sure all chapters have access to their slide show by Winter Banquet.
F. Gather monthly updates from chapters regarding which troops have seen a program and/or signed up. Pass the information on to the Administrative Vice-Chief.
Unit Elections: Is responsible for coordinating unit Order of the Arrow elections throughout the Council.
A. Get election forms and rules to all unit leaders by January 31.
B. Be sure all chapters have unit elections by Winter Banquet.
C. Compile and maintain a list of names and addresses of candidates who have not taken the Ordeal.
D. Notify Secretary of those who have not taken the Ordeal at least one week before each Ordeal weekend.
E. Secure from the Secretary a list of candidates who become members after each Ordeal and update the master candidate list.
F. Get call-out lists from chapters.
G. Mail confirmation letters to unit leaders within a week of receiving their report.
Membership Development: Is responsible for encouraging active membership and Brotherhood achievement.
A. Write and mail letters to all members eligible for Brotherhood by February 15.
B. Draw up guidelines for the Elangomat and Nimat programs and have them published in the first Elogamgussit.
C. Conduct the Brotherhood testing.
D. Order and distribute “Spirit of the Arrow” booklets.
E. Draw up and have Brother Orientation Guide published. Deliver to printer by April 1.
F. Hold brief discussions at Ordeals.
G. Maintain list of Brotherhood recipients.
Communications: Is responsible for preparing all lodge publications and mailings including regular newsletters.
A. Establish Elogamgussit deadlines and announce at LLD.
B. Publish four newsletters in the course of the year.
C. Gather information and write articles for the newsletter in time for publication.
D. Secure mailing labels two weeks prior to mailing date.
E. Review and secure necessary mailing permits by January 1.
Indian Affair Committees
Ceremonies Team: Is responsible for having a ceremonies team prepared for Conclave and all Ordeal and Brotherhood ceremonies, organizing and fully preparing the ceremonies ring for Ordeal and Brotherhood ceremonies, and obtaining and distributing to all Chapters copies of any existing Chapter Call-out ceremonies.
A. Ceremonies Team
Select and receive commitment from team members at or before Winter Banquet.
Make sure Conclave parts memorized and practiced at Spring Fellowship.
Be sure Brotherhood parts memorized by March 1 and Ordeal by May 1.
Contact all team members at least one week prior to any ceremonies weekend to be sure they will be present. If not, find a replacement.
Be familiar with the Manual for the Ordeal.
B. Preparing Ring: Spend day of the ceremony making sure that:
The ring is clear.
Outfits are in order.
Water is at the ring for putting out the fire.
The correct numbers of sashes are received from the Treasurer.
Any props, such as bow, arrow, rope, are ready.
Dance Team: Is responsible for having a team ready to compete at Section and National events, maintaining a schedule of periodic public performances, and encouraging individual dance, craft, and costuming within the Lodge.
A. Hold a sign-up for all interested people at Winter Banquet.
B. Select team by January 31.
C. Hold practices as needed for Conclave preparation during February, March, and April.
D. Have research paper for Conclave report turned in by March.
E. Be sure registration for individual craft and dance is completed at Conclave.
F. Handle any seminar assignments for Fellowship weekends.
