Shenandoah Lodge #258

Order of the Arrow, Boy Scouts of America

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