The Grand Chapter of Washington
Order of the Eastern Star
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The Grand Chapter of Washington |
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Dear Secretaries, Thank you for all you did to make the Year-End and Per Capita flow smoothly. The position of Secretary is not an easy one, especially if you are a new Secretary, but it is an important one and I truly appreciate all you do for me, for your Chapter and for the Order. Please note the following for your information only: 1. Supplies. In a previous note I sent a supply list from General Grand Chapter. Subsequently I’ve received a notification from General Grand that subordinate chapter secretaries are NOT to order directly from General Grand but are to go through their own Grand Secretary. Therefore, please throw away the General Grand Chapter Supply List and if you need supplies, let me know. 2. 990-N. Please check with your Chapter Treasurer to make sure the 990-N has been, or will be, filed. If you have trouble filing the form, please check with Marcia Haukaas, the Grand Treasurer. 3. Schencking Nursing Scholarship – Current Scholarships. Reminder, please be aware that according to the C&BLs of the Grand Chapter the opportunity to place funds in the Schencking Nursing Scholarship – Current Scholarship Fund ends at the close of Grand Chapter, June 2010. After Grand Chapter, June 2010, any monies received for this Fund will either be placed directly into the Schencking Nursing Scholarship – Endowment Fund or returned to the Chapter for them to decide where they want the monies placed. 4. Dual/Affiliation Petitions. I am currently working with some members creating a Dual/Affiliation Petition where we will only have one petition to cover both Dual Membership and Affiliated Membership instead of two. The goal is to try and cut down on the confusion about which petition to use. I expect this new petition form to go to the chapters after Grand Chapter June 2010.
The following
documents have been approved for distribution by WGM Marge Ramsdell 1. Proxies. [For the newer Secretaries, please fill out the top part of all four of these forms, down to where you sign the form. Be sure and put the Chapter Seal on the form. The form is then given to the Worthy Matron, Worthy Patron, Associate Matron and Associate Patron.]
NOTE:
Please do
NOT read all of the following correspondence to your
members. Some of it is quite lengthy. Please make copies to
distribute, or find out who would like copies and make
copies only for those who would like them, or send copies of
the documents to your members via e-mail attachment. 2. Resolutions. Please provide a copy of this to the Worthy Patron, or some knowledgeable member, for them to summarize/review with the chapter members. 3. Standard Work Report. Please provide a copy of this to the Worthy Patron, or some knowledgeable member, for them to summarize/review with the chapter members The following documents can be summarized: 5. Grand Chapter Fund Day Fun Day Cover Letter 6. General Grand Chapter directions on presenting 50-Year Awards 11. Secretary List This list is set up to print on Avery Labels 5160 and contain all the Secretaries. The e-mail addresses, for the secretaries who provided one, will be printed in the Blue Book. Again, thank you for all your work. If you have any questions, please do ask. I look forward to seeing many of you at Grand Chapter.
A
First, this letter is for the Secretaries only and
does not need to be read in chapter except for the
following paragraph.
Please read this paragraph to the Chapter
Merger
The merger of Olympic Chapter #216 with Reliance Chapter
#70 took place on March 29, 2010. The Chapter room was packed as
121 members and one visitor turned out to support the joining of
the two chapters. In attendance were
two General Grand Chapter Committee Members, six
Past Grand Matrons; three Past Grand Patrons; 13 American
Emerald Grand Family members; five escorts to Past Grand
Matrons/Patrons;
eight Grand Escorts; three Grand Representatives; four Deputy
Instructors; one Worthy Patron and nine Worthy Matrons.
In a touching ceremony WGM Marge Ramsdell orchestrated
the Merger Ceremony with 17 members from Olympic Chapter and 18
members of Reliance Chapters forming a double circle around the
altar inside the hollow square. WGP Dennis Okicich led the
members in a moving recitation of the Obligation while at the
end of the ceremony the Grand Officers and escorts once again
formed the Golden Chain encompassing the newly formed Chapter.
As a special gift to the merger proceedings Katja Zommers,
13-year old daughter of Kris Hoots and granddaughter of PGM
Marilyn & Bill Hoots sang two songs, ‘Good Morning Baltimore’
and ‘What I did for Love’.
Wearing Easter Bunny ears the 2009-10 Worthy Matrons and
Worthy Patrons, Bernice Zachau, Priscilla; Cathy Foseide,
Welcome; Peaches Frye, Port Orchard; Nancy Huntley, Poulsbo; and
Jim Zachau asked to be escorted to the East. There they pledged
their whole-hearted support to the newly formed Chapter and
proceeded to pass out Easter Eggs to members on the sidelines.
At the end of the meeting WM Jan Dore’ requested the new
members of Reliance Chapter be escorted to the North marching
line where they were presented with a booklet containing a list
of the 2010-11 Officers of Reliance Chapter; the Chapter’s
By-Laws; a list of the Past Grand Matrons/Patrons; a note of
welcome; a short history of Reliance Chapter and information
about the Chapter’s social groups.
After the Merger Ceremony everyone adjourned to the
Friendship Hall for cheese, crackers, apple fritters and apple
pie & ice cream.
All enclosed documents have been approved by
WGM Marge Ramsdell to be read or distributed to Chapter Members.
Letters to read, summarize and/or pass out to Members
Grand Secretary Letter on Filings for Grand Chapter Office
[Read first two pages only, copy Uniform Candidate Information
for members who want it.]
Grand Chapter Distinguished Guest Letter
Evergreen News Subscription Letter Ritual Competition Information
Ritual Competition
Registration
Forms
ESTARL Scholarship Information
2010 OES Charity Golf Tournament Letter 2010 Golf Chapter Hole Sponsor Form
Reminders
Dispensations
– are only granted by the Worthy Grand Matron. I am
unable to assist you with a dispensation other than request that
you write the Worthy Grand Matron and enclosed $1 (one dollar)
to assist her with postage and mailing.
Dues Cards
– if your chapter is not
the parent chapter of a dual member you must check to see that
they have a current dues card from their parent chapter before
you can issue the dual member a dues card.
List of Official Installed Officers form.
Remember to send this to me as soon as possible after
chapter installation.
End of Year Return (Annual Report)
- Reminder
Easy to fill out
report. I suggest you do it at the same time you do your
March Report and send it in time to be received in the Grand
Chapter Office by April 10th.
The following paragraph will be followed:
C&BL, Section 905, Para 3: All Subordinate Chapters
not having their annual reports in to the Grand Secretary’s
office by April 10th shall be penalized One
Dollar ($1.00) per day for every day the report is late.
If for some reason your chapter officer’s are not
installed by the date the End of Year Return is required to be
in the Grand Chapter Office, please send in the report anyway
and after the chapter officers are installed send in an amended
report showing the installed officers only. (If any questions,
please call and ask.)
Rituals
The regular size print Rituals have arrived – cost is $21
each. The large print Rituals have not arrived at General Grand
yet. When they are received they will be disbursed.
Secret Work Exchange Program
Please send in your old Secret Work as soon as possible
for the exchange. See directions below:
1.
Send to the Grand Chapter Office the chapter’s four copies of
the Secret Work or
$25 for each copy that is missing. (If you have more copies
you may send them in also without penalty but you will not
receive credit for the extra copies.)
2.
For each copy of the Secret Work (up to a limit of four) I will
be invoicing $2 per copy for the Secret Work. The normal price
is now $3, plus postage, from General Grand but for a limited
time I am able to receive $1 credit for each Secret Work
returned to General Grand.
3.
When I receive the four copies of the Secret Work I will in turn
send the Secretary four copies of the new, watermarked, Secret
Work. I will also send a statement, which
must be signed by the
Secretary and returned to the Grand Chapter Office,
acknowledging receipt of the four copies of the Secret Work.
4.
Those chapters who have not responded about whether they desire
the large print, or regular size print, Secret Work will be
provided the size I have on hand.
Thank you for all you
do!
Sandra K.
Dear Secretaries,
First, this letter is for the Secretaries only and does
not need to be read in chapter.
Second, I’ve enclosed quite a bit of information. Some is
strictly for your use and some is to be reported to the chapter. The
documents that are for the Secretary’s use is strictly that and does
not need to be read in chapter.
Included in this mailing is a booklet furnished to each
chapter from General Grand Chapter called
‘Cultivating Grass Roots For
Growth’. You might want to provide this to your Worthy Matron or
Membership Committee.
Please read this paragraph to the Chapter
Merger
February 18, 2010 saw the merger of Warren Chapter #178
with Tyler Chapter #248. Present were 11 Grand Officers and six
Grand Escorts. There was outstanding support by the Past Grand
Matrons and Patrons in attendance as well as our two General
Grand Chapter Committee Members.
WGM Marge Ramsdell did an excellent job of orchestrating
the Merger Ceremony showing love, kindness and sharing a brief
history of the 89 years of Warren Chapter. Present to form the
Golden Chain of love and acceptance were 16 members of Warren
Chapter and 15 members of Tyler Chapter. With much care, concern
and loving kindness WGP Dennis Okicich led the newly formed
Tyler Chapter members in a recitation of the Obligation.
After the Merger Ceremony everyone adjourned to the
Friendship Hall for cookies & fellowship.
All enclosed documents have been approved by
WGM Marge Ramsdell to be read or distributed to Chapter Members.
Secretary Forms
1.
List of Official Installed Officers form.
This form is provided for your convenience, but if you have a
computer form that you used last year you may use that, or if you
just want to list them, that is fine also. The important issue is
that all the requested information is sent and that the information
is accurate. Please have your officer’s review their name, address
and phone number information before you send it to me.
Also, please provide ONE e-mail address to be printed
in the 2010-2011 Blue Book.
2.
End of Year
Return (Annual Report)
Easy to fill out report. I suggest you do it at the same time
you do your March Report and send it in time to be received in the
Grand Chapter Office by April 10th.
The following paragraph will be followed:
C&BL, Section 905, Para 3: All Subordinate Chapters not
having their annual reports in to the Grand Secretary’s office
by April 10th shall be penalized One Dollar ($1.00)
per day for every day the report is late.
If for some reason your chapter officer’s are not installed
by the date the End of Year Return is required to be in the Grand
Chapter Office, please send in the report anyway and after the
chapter officers are installed send in an amended report showing the
installed officers only. (If any questions, please call and ask.)
3.
Check List for Chapter Minutes
– for your use if you desire. For the newer secretaries this check
list contains all the items that the Worthy Grand Matron will look
for in your Minute Book when she reviews the books.
4.
Secretary/Treasurer Cash Book Procedures
– for your use if you desire, please provide a copy to the
Treasurer.
5.
Audit Checklist
– please provide to your Chapter Audit Committee.
6.
Supplies Available at Grand Chapter Office
– updated price list.
7.
General Grand Chapter [Supply] Order Form
– General Grand Chapter has stated that individuals/chapters may
order some supplies directly from them without going through the
Grand Chapter office. For those who may be interested this will save
the chapter money as General Grand charges shipping and handling and
when I send the supplies on to the chapter I also have to charge
additional postage. I will
still have supplies on hand or be able to order supplies for you, if
you wish.
The supplies you will not be able
to order directly from General Grand Chapter are dues cards, rituals
and Secret Work. Those items must come directly from the Grand
Chapter Office.
Must be read
WGM Marge Ramsdell letter regarding Grand Chapter June 2010
Items that should be read or summarized for the Chapter’s
information.
Copies may also be handed out.
Tentative Program
– Grand Chapter June 2010
Registration
-Grand Chapter June 2010
Banquets
– Grand Chapter June 2010
Housing
– Grand Chapter June 2010
RV Registration
– Grand Chapter June 2010
Corsage
Bar
– Letter and Order Blank – Grand Chapter June 2010
50-Year Tea
– Grand Chapter June 2010
Ritualistic Competition
– Grand Chapter 2010
First
Aid
– Grand Chapter June 2010
Choir
– Grand Chapter June 2010
Tours
– Grand Chapter June 2010
WGM Marge
Ramsdell Trip to Ohio
Decorations Committee Letter – Grand Chapter June 2010
(provided again as I’ve had several calls from chapters requesting
information on banner)
Hands Across the Border
Letter and
Registration
General Grand Chapter Letter on Haiti Relief Fund for 2010
Historian reminder Letter
Documents to Review and Mention to the Chapter - does not have to be
read
Booklet - ‘Cultivating Grass Roots For Growth, 2009 – 2012’
Rennie Ofton, Most Worthy Grand Matron - Fred W. Clark, Most Worthy
Grand Patron
VERY IMPORTANT
SECRET WORK EXCHANGE PROGRAM
I have received a limited supply of Secret Work from General
Grand and am ready to start the
Secret Work Exchange Program.
1. Please send to the Grand Chapter Office the chapter’s four copies
of the Secret Work or $25 for
each copy that is missing. (If you have more copies you may send
them in also without penalty but you will not receive credit for the
extra copies.)
2. For each copy of the Secret Work (up to a limit of four) I will
be invoicing $2 per copy for the Secret Work. The normal price is
now $3, plus postage, from General Grand but for a limited time
I am able to receive $1 credit for each Secret Work returned to
General Grand.
3. When I receive the four copies of the Secret Work I will in turn
send the Secretary four copies of the new, watermarked, Secret Work.
I will also send a statement, which
must be signed by the
Secretary and returned to the Grand Chapter Office, acknowledging
receipt of the four copies of the Secret Work.
4. Those chapters who have not responded about whether they desire
the large print, or regular size print, Secret Work will be provided
the size I have on hand.
5. If you have any questions about the above, please call or e-mail
me.
For
Your Information
1. The Grand Chapter Office is closed every legal holiday where mail
is not delivered.
2. The Grand Chapter Office will be closed February 22 as I will be
in Mount Vernon for Secretary Training
3. Note, I found another
source to purchase the 50 and a 25-year pins, therefore the cost has
been reduced.
4. Please send Yearbook Ads and money for the Ads to the Yearbook
Chairman, NOT to the Grand Chapter.
5. The last word I had from General Grand is that the new rituals
should be out the middle of March. Several chapters have past due
accounts. If your chapter is past due in your account you will have
a past due notice in this mailing. I will NOT be sending
rituals, or other supplies, to those chapters whose accounts are in
arrearage.
Forms
1.
2009 – 2010 - WGP’s
Project ALS
2. 2009 – 2010 –
WGM’s Special Project
Schencking Nursing Memorial Scholarship Fund – Endowment Fund
Schencking Nursing Memorial Scholarship Fund – Current
Scholarships
3. 2009 – 2010 – WGM’s
Special Project
4. 2009 – 2010 – WGM’s
Special Project
These forms may also be downloaded from the Grand Chapter Website
Grand Chapter Office Update and Information for Secretaries
1. Monthly Reports. There are a few secretaries who I have
trouble receiving monthly reports from. As of this Grand Chapter
year I’m instituting a new policy.
If I have not receive a monthly report for
three months I will send a notice to the Worthy Matron of the
chapter, with a copy to the secretary, letting her know that the
reports have not been received.
If
four months pass without a report I will be notifying the Worthy
Grand Matron.
I hate to take this action but some of the work in the
Grand Chapter Office is dependent on the reports from the
secretaries and when I don’t receive the reports it puts the Grand
Chapter work behind or makes it inaccurate.
2. New Computer at the Grand Chapter Office. The new computer
is working just great, but since I was without a computer for 2½
weeks the Blue Books and C&BL Amendments are getting out a bit later
than usual.
3. Blue Books. The Blue Books are in the process of being
printed and I will be sending them out as soon as I receive the
order from Sound Printing.
Note: I recently sent out
quite a few past due notices on amounts owing to Grand Chapter.
Before I send out the Blue Books I will be checking the accounts and
if a chapter is in arrears on their account I will not be sending
the Blue Books until the account is paid to date.
4. C&BL Amendments. I will probably receive the rough proof
of the C&BL Amendments from Sound Printing this week. It will then
have to be proofed both by Jurisprudence and me, before I can
authorize the final printing. I hope to have the Amendments, or the
CD, to the chapters that ordered them by the middle or end of
September.
Hopefully I’ve remembered to tell you everything.
I’m looking forward to seeing many of you when I am able to
attend the WGM’s Official Visits.
Star Hugs, SANDRA K. HENRY
Documents to mention in
chapter, take action and/or copy for members
PLEASE – you do NOT need
to read all these to the members.
Notes &
Instruction to the Secretaries 1. 25-Year Pins. In placing a recent order to General Grand Chapter for 25-Year Pins I was informed that they had a new vendor and the new pins would cost over $10.00 each. 2.
Checks to Grand
Chapter. You may
now combine your charity donations and payment of invoices and write one
check to Grand Chapter.
Please send a separate donation form for each donation and/or a list of
where you want the monies to go.
If I am unable to determine where the funds are to go I will
either contact you or send the check back.
The only check which should
remain separate will be the per capita payment.
3. Donation Forms. If you need more donation forms, please ask me for them, or download them off the website. These forms are one of the few that are FREE.
Suggestion It will soon be time for us to be dealing with per capita. Please review your membership records for accuracy. It will help make the per capita time flow quicker and easier. If you have any questions at any time please give me a call. I’ll be happy to work with you.
Thank you for the notes,
the phone calls, and the offers of help and for those who either work at
home for the Grand Chapter or come in and help – a big Thank you!
You are come of the VERY best!
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Past mailings Files
Hands Across the Border information
Hands Across the Border Registration
Audit Checklist [Please provide to your Audit Committee]
. Checklist for Chapter Minutes
Blue Book E-Mail Address Request
I would like to receive a current chapter roster from each of the secretaries as I am trying to update the Grand Chapter database with current addresses and phone numbers of our members. Please send a copy to the Grand Chapter Office - and a big THANK YOU to those who have already done so!
Past Mailings Archive
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This page last updated: July 26, 2010