Over the past several years it seems that some committee chairs have not passed down and shared the appropriate documentation that goes with their positions of responsibility. While we are predominantly concerned about committees, this can also be a reminder to line officers and Past Grands as well. There are some binders that are lost and need to be rebuilt. New committee chairs should remember to ask the prior chair for electronic documents and I’m sure they would be willing to share. While I have a wealth of information in my office, there is none for ESTARL (except for recipient names), Service Dogs, Appeals and Grievances, and Charters and Dispensations. Officers and committees that have or should have binders, totes, etc. specific to their respective positions or committees are listed below. Officer and committee reports from previous years are available in the old proceedings, but not the instructions on how to complete the tasks.
Binders, totes, etc. should be handed off to the next chair at Grand Chapter or as soon as possible thereafter.
Sister line officers handbooks– Grace will pass hers to the newly elected Associate Grand Conductress. There are binders for each and Past Grands can provide electronic documents.
Sister Conductress – There is a tote for her position for introductions.
Brother Grand Sentinel – There is a tote.
Brother Grand Chaplain – The Grand Secretary will provide the electronic Word document and a list of current Grand Secretaries.
Grand Trustees – There is a Chairman’s binder, but it’s lost. Kristie is building binders for the current Trustees.
Jurisprudence – There is a Chairman’s binder.
Registration – There is a laptop, printer, and tote stored by the committee Chairman…..each summer the Grand Secretary provides the WGM/WGP reports, lanyards, badge forms, and registration cards to the Chairman.
Credentials – The Grand Secretary provides a tote at Grand Chapter with the signature notebook, ballots, and 10 copies of amendments (if any)
Education – There are two totes to pass to the Chairman.
ESTARL – This binder has gone missing. It would have contained copies of the application, a description of the process to make awards, a list of the previous recipients and copies of award letters to the recipients.
Grand Librarian – This position has file cabinets of the ceremonies.
Purchased Life Membership – We are not aware of a binder ever being created. The Grand Secretary can provide the previous year distribution report.
Auditing Committee – There is a binder with instructions.
Service Dogs – As a new committee a binder should be developed, if not already done.
Appeals and Grievances – we need to locate
Charters and Dispensations – we need to locate
Banquet Chair – There is a binder and a 2 flash drives of electronic documents.
General Chair of Arrangements – There is a binder.
Past Grand Matrons (last 5 years) – There are binders 5 PG binders and the year 5 PGM should be passing her binder to the new Past Grand Matron.
Distinguished Guests (Host and Hostess) – There is a binder and there used to be a tote. We cannot identify when the tote went missing. Each summer the Grand Secretary provides an additional tote with the lanyards, badge forms, registration cards and Visitor ribbons to the Chairman.
Memorial Service – There is a binder and the flowers are stored with Grand Chapter paraphernalia.
Past Grand Association – There is a chairman binder, Association Secretary binder, and Treasurer wooden box.
If you have a wayward binder or tote in your possession, please bring it to Grand Chapter. No one cares how old it is or how long you’ve had it. Just bring it to the Grand Secretary desk and we will deal with it.
Committee chairs: If you don’t know who the next chair will be, take the initiative to ask the AGM who should be able to share that information. Don’t leave Grand Chapter with binders that should be passed on. Again, leave them at the Grand Secretary desk and we will ensure they get distributed.
Sandra Vanneman, PGM, Grand Secretary
Grand Chapter of South Dakota, OES
