Lodge Bylaws

Tulpe Lodge

Narragansett Council, BSA

These lodge rules of operation shall not supersede any rules or regulations set forth by the National Order of the Arrow committee, as stated in the most recent edition of the Order of the Arrow handbook.

LODGE RULES OF OPERATION

SECTION I

NAME AND AFFILIATION

1. The name of this organization shall be the Tulpe Lodge #102, W.W.W. hereafter referred to as the Lodge.

2. The Lodge shall be affiliated with the Narragansett Council #546, B.S.A., and shall be under the administrative authority of its Scout Executive who is the Supreme Chief of the Fire.

3. The Lodge shall be divided into as many chapters as there are executive operating service areas of the Narragansett Council #546, B.S.A. and each chapter shall choose a name to represent themselves in the Lodge.

4. The totem of the Lodge shall be the turtle of any species.

5. The duly elected lodge officers, immediate past Lodge Chief, duly appointed committee chairmen, chapter chiefs, Lodge Adviser, chapter advisers and the Supreme Chief of the Fire or his designee shall make up the Lodge Executive Committee of Tulpe Lodge #102, W.W.W. hereafter referred to as the LEC.

SECTION II

THE MISSION OF THE LODGE

1. The mission of our lodge is to achieve the purpose of the Order of the Arrow as an integral part of the Boy Scouts of America through positive youth leadership under the guidance of selected, capable adults. To help strengthen the Scouting program in the Narragansett Council by providing sound leadership and promoting the spirit of camping while exemplifying the ideals of Scouting and building strong character. To provide the example of the Scout Oath, the Scout Law and the obligations we have taken.

The Lodge is recognized as the organization providing service and effective camp promotion for the Narragansett Council #546, B.S.A. We are committed to quality youth leadership development through a youth-led program and to bringing our ideals, traditions, and spirit to every unit through an active membership at the unit level. All of this we shall accomplish in a spirit of brotherhood and cheerful service.

To achieve this we incorporate the purpose of the Order of the Arrow as an integral

part of the Narragansett Council #546, B.S.A. through positive youth leadership under the guidance of selected capable adults.

a. Recognize those who best exemplify the Scout Oath and Law in their daily lives and through that recognition cause others to conduct themselves in a way that warrants similar recognition.

b. Promote camping, responsible outdoor adventure, and environmental stewardship as essential components of every Scout’s experience, in the unit, year-round, and in summer camp.

c. Develop leaders with the willingness, character, spirit and ability to advance the activities of their units, our Brotherhood, Scouting, and ultimately our nation.

d. Crystallize the Scout habit of helpfulness into a life purpose of leadership in cheerful service to others.

SECTION III

LOGO, FLAPS AND INSIGNIA OF THE LODGE

1. The logo of the Lodge shall be as determined by the LEC and shall be attached to the end of this document.

2. The logo shall be used on the Lodge website, newsletter, social media, and any other formal communication method.

3. The logo must not be altered in any way, including color, orientation, or size proportions unless approved by the LEC.

4. The standard issue flap of the Lodge shall be as determined by the LEC and shall be attached to the end of this document.

5. The design of the standard issue flap of the Lodge should not be altered in any way with the exception of the border color. The border must have a rolled edge. 6. The current version of the standard issue flap of the Lodge will be sold at every activity of the Lodge.

7. The standard issue flap of the Lodge may be traded to, or purchased by, non-members of the Lodge.

8. Only members of the Lodge may wear the standard issue flap of the Lodge. 9. The standard issue flap of the Lodge may only be worn on the right pocket of the official Boy Scout uniform.

10. The design of any other Lodge flaps, special event patches, or custom items with the Lodge and Chapter names, logo, brand, and likeness must first be approved by the LEC prior to being produced (including samples and prototypes).

11. When representing the Lodge at unit elections, camp promotions, Council events, and LEC meetings, members will be required to wear full Scout uniform. 12. The Order of the Arrow sash shall be worn with the official Scout uniform or Scouting's official adult dress wear. The sash may be worn by Elangomats who are not in uniform at an Ordeal, youth wearing ceremonial attire, and in such other instances as approved by the LEC. The sash shall be worn diagonally across the chest so that the arrow is pointing up, over the right shoulder.

13. The Universal Arrow Badge is a silver arrow suspended from a red and white ribbon that is hanging from the bottom of the right breast uniform shirt pocket. The badge may only be worn by members of the Order of the Arrow when in uniform. Only one ribbon is to be worn from the right pocket button.

14. Vigil Honor Recognition, a small triangular pin with three gold arrows, is worn as a lapel pin on street clothes or on uniforms, positioned in the center of the ribbon holding the Universal Arrow Badge.

15. The Civilian Pins are to be worn as prescribed by the National Order of the Arrow Committee.

SECTION IV

REQUIREMENTS AND PROCEDURES FOR ELECTION TO MEMBERSHIP

1. The requirements and procedures for election to membership shall be as stated in the current printing of the Order of the Arrow Handbook and the Order of the Arrow Guide to Inductions

2. Procedure for administration of unit elections:

a. Conduct of elections

i. Elections will be held between the first day of November and the last day of May of each year. Exceptions to this can be made by chapter advisers in consultation with the Lodge Adviser.

ii. Adult nominations must accompany the election results for each respective unit.

iii. Elections will be held in chapters by trained election teams appointed by the Chapter Chief in coordination with the Troop Relations Committee.

iv. Requests for elections must be made by the unit leader or the Order of the Arrow Troop Representative to the Chapter Chief or Chapter Adviser of the unit’s district

v. Reports of elections must be sent to the Lodge Adviser no later than the fifth day of June.

vi. Candidate letters, written by the Lodge Chief to include time and place for the Ordeal, equipment needed and other necessary information will be sent to the candidate in advance of the first Ordeal weekend.

b. Preparation for elections

i. A training for members of the election teams will be held annually at the Lodge Leadership Development (LLD) conference

ii. A letter will be sent to all unit leaders by the Lodge Chief by the first day in November explaining the principles and purpose of the Order of the Arrow, and instructing them as to the election procedures.

iii. There may be elected candidates by the LEC, up to eight adults per year from the council at large. Chartered Organization Representatives are to be placed in the unit quotas.

iv. Any Order of the Arrow member transferring from another lodge currently registered in his former lodge will transfer in at no charge. Transferring members who fail to show proof of current registration will be subject to Section XI, Paragraph 6.

SECTION V

MEMBERSHIP

1. The requirements for membership in the Lodge are as stated in the current printing of the Order of the Arrow Handbook and the Order of the Arrow Guide for Officers and Advisers.

2. The procedure for induction to membership in the Lodge shall be as stated in the current printing of the Order of the Arrow Handbook and the Order of the Arrow Guide to Inductions.

3. Completion of Brotherhood membership shall be in accordance with the requirements in the current printing of the Order of the Arrow Handbook and the Order of the Arrow Guide for Officers and Advisers.

4. Selection of the Vigil Honor shall be in accordance with the requirements in the current printing of the Order of the Arrow Handbook and the Order of the Arrow Guide for Officers and Advisers.

SECTION VI

OFFICERS AND ADVISERS

1. The officers of the Lodge shall be Lodge Chief, Lodge Vice Chief of Development, Lodge Vice Chief of Program, Lodge Secretary, and Lodge Treasurer. These elected officials must be members in good standing of the Lodge and younger than twenty-one years of ages during their entire term of office. The responsibilities of lodge officers and advisers are described further in Appendix 1 of this document.

2. The term of office shall be from the first day in July until the last day of June the following year. If any outgoing officer so wishes, he may step down at the time of election of his successor with that successor assuming the duties of his office immediately.

3. Election of officers shall be held annually at the Lodge Annual Meeting. 4. The procedure for election shall be as defined in the Section VIII

5. Any officer may be removed from office by the Lodge Adviser in consultation with the Supreme Chief of the Fire or his designee.

6. Any vacancy, which may occur in office, shall be filled by a two-thirds majority vote of the remaining youth members of the LEC.

7. There is no limit on the number of terms an officer may serve.

8. The advisers of the Lodge shall be the Lodge Adviser, Associate Lodge Adviser(s), chapter advisers and any duly appointed advisers to committee chairmen. 9. The Lodge Adviser shall be appointed annually by the Supreme Chief of the Fire. 10. The Associate Lodge Adviser(s), chapter advisers and any advisers to committee chairmen shall be duly appointed by the Lodge Adviser with consultation of the Supreme Chief of the Fire or his designee.

11. No member of the Lodge shall hold more than one elected office in the Lodge. Any member holding Lodge office should not hold any elected chapter office. 12. The Lodge Chief may not hold any other office in the Order of the Arrow, including Section, Region, or National Office.

SECTION VII

COMMITTEES

1. The standing committees of the Lodge shall be the Troop Relations Committee, Brotherhood Committee, Vigil Nominating Committee, Ceremonies Committee, and the Elangomat Committee. Chairmen for standing committees shall be appointed annually by the Lodge Chief with consultation of the Lodge Adviser and the Supreme Chief of the Fire or his designee.

2. Additional ad-hoc committees shall be formed and dissolved at any time as the need arises and is determined by the LEC. Chairmen for ad hoc committees shall be appointed by the Lodge Chief with consultation of the Lodge Adviser and the Supreme Chief of the Fire or his designee.

SECTION VIII

REQUIREMENTS AND PROCEDURE FOR ELECTION TO LODGE OFFICE

1. The officers of the Lodge, shall be elected at the Lodge Annual Meeting – in May. 2. Arrangements shall be made by the outgoing Lodge Chief, or LEC, to train the newly elected officers of the Lodge

3. Procedure for election to Lodge office:

a. The order of election for lodge officers shall be:

i. Lodge Chief

ii. Lodge Vice Chief of Development

iii. Lodge Vice Chief of Program

iv. Lodge Secretary

v. Lodge Treasurer

b. To be eligible for Lodge office, candidates must be interviewed by the Lodge Adviser concerning the requirements of the office and submit a letter of his intentions. All candidates must be under the age of twenty-one (21) years of age during their entire term of office, be registered with BSA and be a lodge member in good standing.

c. Nominations shall be allowed from the floor for each office when nominations are declared open. Nominations shall require no second. Nominations for each office shall be closed only once.

d. At the close of nominations, each nominee will be given the chance to speak, in the order of nomination, for up to three minutes

e. After all speeches had been made, the candidates for office shall be escorted away from the meeting. Each chapter chief, or his designee, shall poll the members of his chapter who are under the age of twenty-one to determine how they will cast their votes.

f. Each chapter may cast one vote per youth member present at the time of the election, up to a maximum of 10 votes. The designated chapter youth must cast his votes in proportion to the poll of his chapter members.

g. A candidate for office must receive a majority (one vote more than fifty percent) of the votes cast on a given ballot to be elected (abstentions do not count as votes cast). If a majority is not achieved a run-off shall occur between the two candidates receiving the highest number of votes. Each candidate shall receive up to two additional minutes to speak.

h. The same voting procedure from above shall be followed in run-off votes.

i. In the case of a tie vote, the current officers shall caucus immediately to cast the deciding vote.

j. All chapters are eligible to vote for all of the officer positions

4. Procedure for election to Chapter office:

a. Chapter Chiefs and any other elected chapter officers shall be elected at the Lodge Annual Meeting in May, or at a special chapter meeting occurring after the Lodge Annual Meeting and before July 1st. If the election occurs at a chapter meeting, 30 days notice is required to its membership.

b. A popular vote shall be conducted and each chapter member under (21) has one vote for each elected officer.

c. The elected officer’s term of office shall begin on July 1, and lasting one year from that date.

d. All candidates must be under the age of (21) years during their entire term of office, be registered with BSA and be a member in good standing of the Lodge.

e. Each candidate will be given the chance to speak for up to three minutes f. After all speeches had been made, the candidates for office shall be escorted away from the meeting.

h. The same voting procedure from above shall be followed in run-off votes.

SECTION IX

LODGE MEETINGS AND ACTIVITIES

1. The Lodge will hold at least one meeting and at least two other activities annually. 2. The time and place of these activities must be set by action of the LEC at least one month prior to the activity.

3. The LEC may call special activities of the Lodge. Communication of the purpose of such activity must be given to all active members through the Lodge newsletter, special mailing, website, or e-mail.

4. Each meeting and activity of the Lodge shall open with the Obligation of the Order of the Arrow and shall close with the Song of the Order of the Arrow.

5. All business conducted at these meetings will be final.

6. The LEC shall meet monthly, August through June inclusive; unless otherwise approved by the LEC.

7. A quorum of the LEC shall consist of:

a. At least four members under the age of 21,

b. At least one officer of the Lodge, and

c. At least two advisers be present

SECTION X

LODGE COMMUNICATIONS AND PUBLICATIONS

1. The official publication of the Lodge shall be Turtle Talk.

2. The Lodge shall publish Turtle Talk at least four times per year and at least once per quarter.

3. The Lodge shall maintain a website for the use of disseminating information and for event registration.

4. Additional communications shall be made through Lodge social media accounts and via email.

SECTION XI

DUES, FEES AND FINANCES

1. The induction fee of the lodge shall include:

a. One Ordeal Sash

b. One Order of the Arrow Handbook

c. Dues for the current year

d. Membership card

e. Lodge orientation booklet

2. The dues of the Lodge shall be established by the LEC by the last day of December of the preceding year.

3. The payment of Lodge dues shall include:

a. Membership card

b. Dues flap for that year

4. The annual dues must be paid prior to the last day of November. All members who are active will receive notification of dues through the Lodge newsletter, email, or special mailing. If dues are not paid by the previously stated date, membership will be considered inactive and membership will expire.

5. Dues are payable to the Lodge Treasurer. Dues may be paid online, should be sent to the Narragansett Council #546, B.S.A., paid at Council scout shops, or paid at any official activity of the Lodge. All checks must be made payable to Narragansett Council #546, B.S.A.

6. Inactive members may be restored to active status by paying the current year’s dues. 7. All approved bills will be paid by the Council Service Center.

8. All Lodge funds shall be payable to the Narragansett Council #546, B.S.A. All Lodge funds should be sent to the Council Service Center in care of the Lodge Treasurer. All Lodge funds shall be held in trust by the Narragansett Council #546, B.S.A. and shall go through the normal accounting procedures used by the Council Service Center.

SECTION XII

BROTHERHOOD MEMBERSHIP

1. The attainment of Brotherhood membership shall be in accordance with the current printing of the Order of the Arrow Handbook

2. Upon attainment of Brotherhood membership and upon paying the associated fee, a brother shall receive:

a. One Brotherhood sash

b. Membership card

SECTION XIII

THE VIGIL HONOR

1. The selection for Vigil Honor membership shall be in accordance with the current printing of the Order of the Arrow Handbook

2. Upon receiving of Vigil Honor a brother shall receive:

a. One Vigil sash

b. Membership card

c. One Vigil Certificate

d. One Vigil ID Card

SECTION XIV

CEREMONIES

1. Ceremonies shall be conducted in accordance with the latest publications of the National Order of the Arrow Committee.

SECTION XV

AMENDMENTS

1. Any member may propose amendments to these bylaws.

2. Amendments may be proposed by bringing them to the attention of the LEC, in writing, at least one month prior to the Lodge Annual Meeting. The LEC shall review the proposed amendment and make a non-binding recommendation to the general membership present at the Lodge Annual Meeting.

3. Amendments are adopted by a two-thirds vote of the present general membership at the earliest meeting after a change has been proposed.

4. Interim amendments may be adopted provided that the LEC is notified at least twenty-five days prior to the LEC meeting that a change is to be voted on. This interim amendment will be adopted with a two-thirds vote of the present membership and must be ratified at the next Lodge Annual Meeting.

Revisions affirmed 5-1-16; 4-30-17

APPENDIX 1: DUTIES OF OFFICERS AND ADVISERS

Section 1: Lodge Chief

1. Serve as the Chief Executive Officer of the Lodge and Chairman of the LEC 2. Becomes a member of the council camping or Boy Scout committee and serves as an ex officio member of the Council Executive Board.

3. Attends all functions of the Lodge and promotes attendance and participation of members of the LEC.

4. Attends Council of Chiefs Meetings and represents the Lodge as a voting member of the Council of Chiefs.

5. Attends monthly Key Three Meetings

6. Presides at all meetings of the Lodge and the LEC. Sets the agenda in consultation with the other officers and the Lodge Key 3. Solicits agenda items from other LEC members. 7. Serves to break a tie in any vote of the LEC or of the Lodge.

8. Oversees the work of the officers of the Lodge and works collaboratively with the other officers in the management and leadership of the Lodge.

9. Distributes responsibility of the officers regarding committees with consultation from the LEC at the beginning of his term, and as otherwise needed.

10. Oversees chapter operations, working collaboratively with the chapter officers to develop their program and to assist in their success

11. Forms and dissolves ad-hoc committees and appoints and dismisses all committee chairmen with the advice and consent of the Lodge Adviser and the Supreme Chief of the Fire or his designee.

12. As an ex-officio member of the Council Executive Board, the Lodge Chief must present the Lodge Annual Report at the Council Executive Board Meeting

13. Conducts Strategic Planning Meeting with the Supreme Chief of the Fire. 14. Responsible for planning and conducting Lodge activities and events through his officers, committees, and chapters.

15. Is familiar with the rules and policies of the Order of the Arrow as set forth in the Order of the Arrow Handbook, the Guide for Officers and Advisers and other official Order of the Arrow publications.

16. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

17. Sets the example by wearing the full Scout Uniform correctly and wears the Order of the Arrow sash to official Order of the Arrow meetings and events or when representing the Lodge in relation to his position.

Section 2: Lodge Vice Chief of Development

1. In the absence of the Lodge Chief, assumes the full duties and responsibilities of the Lodge Chief.

2. Attends all functions of the Lodge

3. Attends Council of Chiefs Meetings

4. Works collaboratively with other officers of the Lodge in the management and leadership of the Lodge.

5. Oversees the operations of committees regarding lodge development, working collaboratively with the committee chairmen to develop their program and to assist in their success. The exact committees are to be determined at the discretion of the Lodge Chief, with consultation from the LEC.

6. Serves as a voting member of the LEC

7. Is familiar with the rules and policies of the Order of the Arrow as set forth in the Order of the Arrow Handbook, the Guide for Officers and Advisers and other official Order of the Arrow publications.

8. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

9. Sets the example by wearing the full Scout Uniform correctly and wears the Order of the Arrow sash to official Order of the Arrow meetings and events or when representing the Lodge in relation to his position.

Section 3: Lodge Vice Chief of Program

1. In the absence of the Lodge Chief and Lodge Vice Chief of Development, assumes the full duties and responsibilities of the Lodge Chief.

2. Attends all functions of the Lodge

3. Attends Council of Chiefs Meetings

4. Responsible for leading, organizing, planning and executing the annual Lodge Leadership Development (LLD) conference.

5. Oversees the operations of committees regarding lodge program, working collaboratively with the committee chairmen to develop their program and to assist in their success. The exact committees are to be determined at the discretion of the Lodge Chief, with consultation from the LEC.

6. Serves as a voting member of the LEC

8. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

Section 4: Lodge Secretary

1. In the absence of the Lodge Chief and both Lodge Vice Chiefs, assumes the full duties and responsibilities of the Lodge Chief.

2. Working in conjunction with the Supreme Chief of the Fire or his designee, any other duly appointed advisers, and other council employees, he maintains all official records of the Lodge

3. In conjunction with the Lodge Treasurer, is responsible for the collection of Annual Lodge Dues.

4. Keeps and maintains the minutes of all meetings of the LEC and of the Lodge. 5. Is responsible for creating a quarterly lodge newsletter to be sent to the members of the Lodge.

6. Writes and receives correspondence on behalf of the Lodge and of the LEC. This includes mailing dues expiration notifications and Brotherhood Membership eligibility, etc. 7. Works collaboratively with other officers of the Lodge in the management and leadership of the Lodge.

8. Oversees the operations of committees related to the office of the secretary, working collaboratively with the committee chairmen to develop their program and to assist in their success. The exact committees are to be determined at the discretion of the Lodge Chief, with consultation from the LEC.

9. Serves as a voting member of the LEC

10. Is familiar with the rules and policies of the Order of the Arrow as set forth in the Order of the Arrow Handbook, the Guide for Officers and Advisers and other official Order of the Arrow publications.

11. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

12. Sets the example by wearing the full Scout Uniform correctly and wears the Order of the Arrow sash to official Order of the Arrow meetings and events or when representing the Lodge in relation to his position.

Section 5: Lodge Treasurer

1. In the absence of the Lodge Chief, both Lodge Vice Chiefs, and the Lodge Secretary, assumes the full duties and responsibilities of the Lodge Chief.

2. Working in conjunction with the Supreme Chief of the Fire or his designee, any other duly appointed advisers, and other council employees, he maintains all financial records of the Lodge.

3. Reports monthly to the LEC on the balance of the Lodge account, income and expenses over the past month, any outstanding liabilities, and the status of the Lodge store.

4. Produces an annual lodge budget in collaboration with the LEC by December for the next fiscal year

5. In conjunction with the Lodge Secretary, is responsible for the collection of Annual Lodge Dues. Is primarily responsible for the collection and deposit of all Lodge monies. 6. Works collaboratively with other officers of the Lodge in the management and leadership of the Lodge.

7. Oversees the operations of committees related to the office of the treasurer, working collaboratively with the committee chairmen to develop their program and to assist in their success. The exact committees are to be determined at the discretion of the Lodge Chief, with consultation from the LEC.

8. Serves as the superintendent of all property of the Lodge.

9. Serves as a voting member of the LEC

11. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

Section 5: Lodge Adviser

1. Serves as a member of the council camping or Boy Scout committee and may be elected to the Council Executive Board. Attends all meetings of that council committee and knows of the camping situation in each unit. Knows from chapter reports which units need camping promotion and training.

2. Sees that the officers of the Lodge get the job done by providing them with the tools, opportunities, and necessary transportation.

3. Knows the adult role in the Order of the Arrow and does not wait for the Lodge Chief to call, but is self-motivated and offers help.

4. Assists the Lodge Chief in establishing goals and objectives, including attainment of Journey to Excellence recognition.

5. Attends and sits with the Lodge Chief at all meetings and activities of the Lodge. 6. Appoints adult advisers to officers and committee chairmen of the Lodge in consultation with the Lodge Chief and the Supreme Chief of the Fire or his designee

7. Helps every adult member of the Lodge be a functioning adviser, either as a unit leader or an adviser to officers and committee chairmen of the Lodge.

8. Aids the Lodge Chief in producing effective agendas for meetings of the Lodge and promotes attendance to appointed advisers.

9. Is familiar with the rules and policies of the Order of the Arrow as set forth in the Order of the Arrow Handbook, the Guide for Officers and Advisers and other official Order of the Arrow publications.

10. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

11. Sets the example by wearing the full Scout Uniform correctly and wears the Order of the Arrow sash to official Order of the Arrow meetings and events or when representing the Lodge in relation to his position.

Section 6: Associate Lodge Adviser

1. As directed, supports and assists the Lodge Adviser in carrying out the operations of the Lodge.

2. Assumes other responsibilities and duties as assigned.

3. Promotes participation in section, region, and national Order of the Arrow and Scouting events.

4. Is familiar with the rules and policies of the Order of the Arrow as set forth in the Order of the Arrow Handbook, the Guide for Officers and Advisers and other official Order of the Arrow publications.

5. Is familiar with the rules and policies of the Lodge as set forth by the Constitution and Bylaws of the Lodge

6. Sets the example by wearing the full Scout Uniform correctly and wears the Order of the Arrow sash to official Order of the Arrow meetings and events or when representing the Lodge in relation to his position.

APPENDIX 2: LOGO AND STANDARD ISSUE FLAP OF THE LODGE

Lodge Standard Issue Flap

Lodge Logo

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