KLAHICAN LODGE BYLAWS
ARTICLE
I.
Name and Affiliation of the Lodge
SECTION A. The
name of this Lodge of the Order of the Arrow shall be Klahican
Lodge, #331.
SECTION B.
The Lodge shall be affiliated with the Cape Fear Council, BSA, and shall be
under the supervision of the Council Camping Committee and the administrative
authority of the Scout
Executive.
SECTION C.
The totem of this Lodge shall be the Venus Fly Trap, and the call shall be
"Caaa!"
ARTICLE
II.
Lodge Paraphernalia and Requirements
SECTION A.
Upon successful completion of the Ordeal, the Lodge shall provide each new
Ordeal member with the following:
1. Ordeal
sash (given during ceremony)
2. OA
handbook
3. Lodge
pocket flap
4. OA
membership card showing dues paid through the remainder of the Lodge year.
SECTION B.
Upon successful completion of the Brotherhood, the Lodge shall provide each new
Brotherhood member with the following:
1. Brotherhood
sash (given during the ceremony)
2. Lodge
pocket flap
3. OA
Membership card showing the member is now Brotherhood (dues date will remain
the same.)
SECTION C.
Upon successful completion of Vigil, the Lodge shall provide each new Vigil
member with the following:
1. Vigil
sash (given during the ceremony)
2. Lodge
pocket flap
3. OA
membership card showing the member is now Vigil (dues date will remain the
same)
SECTION D.
Lodge Pocket Flap
1. The
Lodge Pocket Flap will be a fully embroidered emblem approved
by the Executive Committee of the Lodge showing the name and totem of the
Lodge. The flap is not restricted. Each member may purchase additional flaps
from the Lodge Treasurer.
SECTION E. Lodge
Service Patch
1. The
Lodge Service Patch shall be available to those members who have cheerfully
contributed fifteen (15) hours of service on a project pre-approved by the
Lodge Chief and Advisors.
2. The
Lodge Secretary will maintain a file of hours, patches earned, and patches
purchased (by name).
3. Service
Patches will be made available to Lodge members at a cost determined by the
Executive Committee. Service Patches will NOT be available for purchase
at the Council Service Center.
SECTION F. The totem of the Lodge shall be the Venus Flytrap. The Lodge Executive Committee must approve use of
the Venus Flytrap, its likeness, Klahican,
331 or reference to the Lodge Chapters on patches or any other item. Chapter patches must be submitted to the
Lodge Executive Committee for approval.
ARTICLE
III.
Election to Membership
SECTION A.
The requirements for membership in this Lodge are as required in the Order
of the Arrow Handbook.
SECTION B.
Procedure for the Ordeal shall be as stated in the Order of the Arrow Handbook.
SECTION C.
The Lodge Executive Committee, consistent with the National Order of the Arrow
guidelines, shall establish procedures for the conducting of elections in the
units. Unit Election Committees of the Lodge/Chapter may be delegated by the Lodge
Executive Committee to carry out the elections in accordance with the Unit
Leaders.
ARTICLE
IV.
Lodge Structure and Offices
SECTION A.
The officers of this Lodge shall be Lodge Chief, Vice-Chief of Administration,
Vice-Chief of Activities, Vice-Chief of Inductions, Vice-Chief
of Indian Affairs, Treasurer and Secretary. Should an officer’s 21st
birthday fall during his term, they are not eligible for election into
that office.
SECTION B.
The Lodge shall be divided into chapters by the Lodge Executive Committee.
SECTION C.
The offices of each Chapter shall be Chapter Chief, Chapter Vice-Chief, and
Chapter Secretary. These chapter officers must abide by the same age
restrictions as the lodge officers.
SECTION D.
The Lodge Executive Committee shall be composed of the elected Lodge officers,
the immediate past Lodge Chief, the Lodge Standing Committee Chairman, the
Chapter Chiefs, and Special Committee Chairman appointed by the Lodge Chief,
all of which are voting members. The following non-voting members will be on
the Committees: Lodge Advisor, Professional Advisor, Scout Executive, Chapter
Advisors, Officer Advisors, and Committee Advisors.
SECTION E.
The Lodge Advisor and Chapter Advisors shall be appointed by the Scout
Executive for a term of one year to coincide with the Lodge year.
SECTION F.
The Lodge Chief, in consultation with the Lodge and Professional Advisors,
shall appoint such Committee Chairmen as needed to run the Lodge. All Committee
Chairmen shall be under 21 and active, registered members of Klahican Lodge.
SECTION G.
The Chapter Chief, in consultation with the Chapter and Professional Advisors,
shall appoint committees similar to the Lodge level as needed.
SECTION H.
The Lodge Advisor, in consultation with the Professional Advisor, shall appoint
advisors to the various Lodge Officers and Committees as necessary. The Chapter
Advisors may do the same on the Chapter Level.
ARTICLE
V.
Lodge and Chapter Elections
SECTION A.
Election of all Lodge Officers shall be held at the Spring Fellowship each
year. The election shall be held on the Saturday of the Spring Fellowship
and if there is an ordeal should be held prior to any new members receiving the Obligation. The installation [date]
of the officers shall be the Saturday evening of the Summer Fellowship. The
term of the Lodge Officers shall continue until the installation date of the
subsequent year.
1. Anyone
interested in running for a Lodge position may turn his name in to the (Lodge
Chief or Lodge Adviser) at least 45 days prior to the election but without
requiring a second.
2. Nominations
will be accepted from the floor on the day of the election but require a
second.
3. Nominees
or candidates for Lodge/Chapter offices must be present at the election to be
elected unless otherwise approved by the Lodge Advisors prior to the election.
4. The
presiding officer, prior to the vote, shall ask each nominee:
"IF
ELECTED, WOULD YOU ACTIVELY SERVE FOR THE COMING YEAR IN THE CAPACITY FOR WHICH
YOU HAVE BEEN NOMINATED?"
5. Should
the nominee be absent they should respond in writing prior to the election.
SECTION C.
Election of all Chapter Officers shall be held in accordance to the
requirements of Lodge Officers elections.
SECTION D.
Only active, registered members of Klahican Lodge may
run for any office.
ARTICLE
VI.
Lodge Meetings
SECTION A.
Each meeting of the Lodge shall be opened with the Obligation of OA and closed
with the OA Song.
SECTION B.
Special Business meetings of the Lodge may be scheduled on approval of the
Executive Committee and the Scout Executive.
SECTION C.
The Executive committee will meet at least four times per year and at such
times as may be deemed necessary by the Lodge Chief and the Lodge Advisors.
SECTION D.
Members of the Order of the Arrow under 21 years of age who are active,
registered members of Klahican Lodge may vote in any
Lodge decisions. Those 21 and over and those who are listed as inactive shall
not vote.
SECTION E.
All meetings should be run according to Roberts Rules of Order.
SECTION F.
Absence at three consecutive Lodge Executive Committee meetings by a Lodge
Executive Committee member will constitute abandonment of position and may be
replaced by the Lodge Executive Committee.
ARTICLE
VII.
Finances
SECTION A.
The amount of annual dues shall be set by the Executive Committee (see
Attachment 1.) Dues are payable January 1 of each year and are
good through December 31 of the following year. All membership cards
will expire on December 31 of the upcoming year (exceptions: Lifetime
membership and new ordeal members inducted at the Summer
or Fall Ordeal).
SECTION B.
Dues shall be collected annually by the Lodge Treasurer. Upon collecting dues,
the Treasurer will immediately prepare a membership card and present it to the
member or mail it to the member within seven (7) days. Dues may also be paid at
the Council Service Center.
SECTION C.
The Treasurer shall maintain records listing who is currently registered with
the Lodge and those members whose membership have lapsed. These records should
be available for inspection at all Lodge Functions.
SECTION D.
Members whose dues are not paid by December 31 of each year shall be
declared inactive and therefore void of all Lodge Rights and Privileges
including:
1. Attending
Lodge functions
2. Receiving
Brotherhood or Vigil
3. Voting,
holding office, or serving on a committee
4. Wearing
the Lodge Pocket Flap
Inactive members may be restored to active membership status
through payment of current dues. No prorate, or discount may be given or
penalty charged for re-registering after membership status has lapsed or for
registering in the middle of the year.
SECTION E.
The Treasurer will advise the Chapter Secretaries by February of each
year of active and inactive members.
SECTION F.
All expenses, including chapter expenses, must have the approval of the Lodge
Executive Committee and the Scout Executive. Approved bills will be paid by the
Council Service Center.
SECTION G.
Lifetime Membership.
For members choosing to do so, a member may pay a onetime
fee of ten (10) times the current dues to receive a lifetime membership in Klahican Lodge. The money will then be placed in a trust
fund with only the interest used by the Lodge for its operating expenses. The
member need not pay dues to the Lodge but must remain registered with the BSA
in the Cape Fear Council and thereafter has full rights as an active member in
the Lodge.* The member is responsible to insure his name and current address is
correct on the Lodge membership books. A Lifetime member may receive a
new membership card as the need arises. (This amendment effective
01/20/2008)
*To be registered in the Lodge a member must already be a
registered scout or scouter with the Cape Fear Council. Lifetime membership
does not cover the annual cost of dues to BSA.
SECTION H.
All Lodge funds will be deposited in the Council Service Center. All funds
shall be handled through Council Service Center and go through all normal
accounting procedures used by the Council.
ARTICLE
VIII.
Duties of the Lodge Officers
SECTION
A. Lodge Chief shall:
1. Be
responsible for executing the TOTAL Lodge program.
2. Preside
at all Lodge and Executive Committee meetings.
3. Appoint
all Lodge Committee Chairmen.
4. Call
any special meetings of the Lodge or Executive Committee.
5. Ensure
other Lodge Officers fulfill their job responsibilities.
SECTION
B. Lodge Vice Chief of
Administration shall:
1. Assist
the Chief and in his absence assume his position.
2. Coordinate
and oversee the Camping Promotions program, the “Where to Go Camping booklet”,
the Lodge planbook, the New Arrowman
Achievement Award and any other duties assigned by the Chief.
3. Maintain
the Lodge membership records
4. Oversee
and publish reports to the executive committee on lodge PMP statistics
5. Directly
oversee the following standing committees:
a) Camping
Promotions
ECTION
C. Lodge Vice Chief of Activities
shall:
1. Assist
the Chief, and in the absences of both the Chief and Vice Chief of
Administration, assume the position of Chief.
2. Coordinate
and oversee Lodge Fellowships and trainings
3. Plan
and carry out all Lodge Activities and Functions.
4. Directly
oversee the following standing committees
a) Activities;
b) Cheerful
Service.
SECTION
D. Lodge Vice Chief of Inductions
shall:
1. Assist
the Chief and in the absence of the Chief, Vice Chief of Administration, and
the Vice Chief of Activities, assume the position of Chief
2. Oversee
and assess membership from election through brotherhood conversion
3. Plan
and carry out all lodge ordeals and brotherhood conversions
4. Oversee
and facilitate the training of elangomats and nimats as deemed necessary
5. Directly
oversee the following standing committees:
a) Unit
Election;
b) Ordeal;
c) Brotherhood
Conversion.
*The
Vice Chief of Inductions must have achieved brotherhood membership prior to
running for office
SECTION
E. Treasurer shall:
1. Maintain
the Lodge financial records, and Lodge Inventory.
2. Periodically
inventory Lodge merchandise and inform the Executive Committee of any items in
short supply.
3. Audit
all Lodge financial records quarterly and represent it to the Executive
Committee.
4. Collect
all Lodge dues annually.
5. Coordinate
and oversee the Lodge Trading Post, and Lodge budget.
SECTION F.
Vice-Chief of Indian Affairs shall:
1. Coordinate
and oversee all ceremonies, dance team, and Lodge Indian Affairs at Conclave
2. Keep
a working list and maintain the Lodge regalia and ensure that they are
collected and properly stored after use.
3. Directly
oversee the following standing committees:
a) Ceremonies.
SECTION
G. Secretary shall:
1. Record,
distribute, and store the minutes of all Lodge and Executive Committee
Meetings.
2. Keep
the Lodge history and scrapbook
3. Coordinate
all Lodge Publications except the Camping booklet and Planbook.
ARTICLE
IX.
Lodge Committees
Section
A. Committees Generally.
1. Types
of Committees. All Lodge committees shall be established as one of the
following:
a. Standing
Committees. Lodge Standing Committees are each tasked with a function
of lodge administration. Committees that fall under this group accomplish a
vital duty to running the lodge. These committee chairs are required to be
filled by the lodge chief in a timely manner after taking office.
b. Select
Committees. Lodge Select Committees can be created and filled as the
Lodge Chief sees fit. Committees that fall under this group accomplish a
specific task relating to a goal or initiative. These committee chairs can be
appointed at any point in a Lodge Chiefs term and will be dissolved at the end
of each term. View Article IX, Section C. for examples of such committees.
c. Special
Committees. Lodge Special Committees are tasked with accomplish a
specific core function of the lodge. These committees have a specific
objective. Once accomplished, the committee is dissolved for the remainder of
the lodge year.
2. Committee
Chairs. The Lodge Chief shall appoint one lodge member to serve as chair of
each committee. No officer shall appoint or remove any chair under their
purview unless approved by the Lodge Chief.
3. Duties
of Committee Chairs. All Lodge Committee Chairs shall:
a. be
responsible for working with officers to accomplish committee responsibilities;
b. as
needed, prepare and deliver reports -verbal or written- to the Lodge Executive
Committee;
c. recruit
additional committee members at their discretion to accomplish committee
responsibilities
Section
B. Lodge Standing Committees.
The
following committees shall have chairs appointed by the lodge chief and be
overseen by their respective officer:
1. Activities.
The Activities Committee shall be responsible for the planning and executive of
all fellowship program elements. This committee is directly overseen by the Vice-Chief
of Activities.
2. Service.
The Service Committee shall be responsible for planning or coordinating all
lodge service for fellowships, ordeal, or the lodge one day of service. This
committee is directly overseen by the Vice-Chief of Activities.
3. Camping
Promotion. The Camping Promotion Committee shall be responsible for creating
new initiatives to support the council camping program and shall promote the
council camp to units as they see fit. This committee is directly overseen by
the Vice-Chief of Administration.
4. Lodge
Promotion. The Lodge Promotion Committee shall be responsible for creating
lodge branding, event promotion, and shall maintain lodge social media. This
committee is directly overseen by the Lodge Secretary.
5. Unit
Elections. The Unit Elections Committee shall be responsible for working with
the chapter chiefs to ensure that election teams are trained, all units are
contacted, resources are made available to units and
election teams. This committee is directly overseen by the Vice-Chief of
Induction.
6. Ordeal.
The Ordeal Committee shall be composed of an ordeal master, and any number of elangomats required to hold lodge ordeal. The ordeal master
shall coordinate with the service committee for candidate service assignments.
Additionally, the ordeal master shall be responsible for the training of elangomats. This committee is directly overseen by the Vice-Chief
of Induction.
7. Brotherhood
Conversion. The Brotherhood Conversion Committee shall be responsible for the
counseling of lodge members to prepare them to undergo their brotherhood
conversion. The Chair shall be responsible for training brotherhood nimats to assist in the counseling process. This committee
is directly overseen by the Vice-Chief of Induction.
8. Ceremonies.
The Ceremonies Committee shall be responsible for coordinating all lodge
ceremonies. The chair shall be required to maintain a record of ceremony team
members, and the principles they portray. This committee is directly overseen
by the Vice-Chief of Indian Affairs
Section
C. Lodge Select Committees.
The
following committees may be formed by the Lodge Chief, along with any number of
other select committees:
1. Conclave
Promotions;
2. Where
to Go Camping Booklet;
3. Membership;
4. Lodge
Planbook;
5. Trading
Post Team;
6. Fund
Raising;
7. Dance
Team;
8. Sing
Team;
9. Regalia
Craft;
10. Museum;
11. Nendawen;
12. Lodge
History.
Section
D. Lodge Special Committees.
The
following committees serve a specific purpose
1. Vigil
Honor Selection. The Vigil Honor Selection Committee shall be responsible for reviewing
nominations and selecting Vigil Honor candidates for the lodge year. This
committee shall be chaired by the Lodge Chief or their representative.
Membership shall be composed of 2 youth members from each Chapter in the Lodge.
2. Founders
Award Selection. The Founders Award Slection
Committee shall be responsible for reviewing nominations and selecting Founders
Award recipients for the lodge year. This committee shall be chaired by the
Lodge Chief or their representative. Membership shall be composed of 2 youth
members from each Chapter in the Lodge.
3. Recognitions.
The Recognitions Committee shall be responsible for choosing awards to
recognize lodge members for outstanding service to the lodge to be awarded at
the lodge banquet. This committee shall be chaired by the Lodge Chief or their
representative. Membership shall be composed of 1 youth member from each
Chapter in the Lodge.
ARTICLE X.
Amendments to the Bylaws
SECTION A.
These bylaws shall be subject to amendment at any regular or special meeting of
this Lodge provided such amendment has been submitted in writing to the
Executive committee at least fourteen (14) days prior to the meeting.
SECTION B.
Attachments may be added to the bylaws at any regular or special meeting of the
Executive Committee and are binding for the remainder of that Lodge year, after
which, the attachments must be re-approved or deleted from the Bylaws.
Attachments are temporary guidelines and rules that are subject to change (ie: Lodge dues).
SECTION C.
These Bylaws supersede all previous rules or bylaws of Klahican
Lodge and are effective as of August 31, 1988.