Past Conclave COC Minutes

Section SR-7B Special Council of Chiefs Meeting | Wednesday, July 15th, 2020

  1. Introduction and Welcome | Ethan Syster
    1. Chief | Present
    2. VC-Program | Present
    3. VC-Training | Present
    4. Secretary | Present
    5. 70 | Present
    6. 104 | Present
    7. 117 | Present
    8. 118 | Present (Proxy)
    9. 296 | Present
    10. 331 | Present
  2. Concerns with Holding the Postponed Conclave Ethan/Brett
  3. New Business
  • Decision Regarding the Status of the Postponed Conclave
    • Moved by 117 Chief, Seconded by VC Program to cancel conclave
      • Discussion: discussion regarding the possibility of having a virtual event and it was reiterated that memorabilia would still be distributed.
        • Chief: yes
        • VCP: yes
        • VCT: yes
        • Secretary: yes
        • 70: yes
        • 104: yes
        • 117: yes
        • 118: yes
        • 296: yes
        • 331: yes
  • Decision Regarding the Future Service Lodge Rotation
    • Proposed Rotation can be found at the end of this document.
      • Moved by 117, seconded by Secretary to adopt the proposed conclave rotation
        • Discussion: Lodge 331 provided support for the new schedule
          • Chief: Yes
          • VCP: Yes
          • VCT: Yes
          • Secretary: Yes

  • 70: Yes
  • 104: Yes
  • 117: Yes
  • 118: Yes
  • 296: Yes
  • 331: Yes
  • Decision Regarding an Alternative Date for the 2021 Conclave
    • Proposed Date: August 27th-29th, 2021
      • Moved by 70, seconded by 117 to adopt the alternate date for the 2021 Conclave
        • Discussion: the intend behind the motion was clarified. Lodge 118 provided context events already scheduled for that date
          • Chief: Yes
          • VCP: Yes
          • VCT: Yes
          • Secretary: Yes
          • 70: Yes
          • 104: Yes
          • 117: Yes
          • 118: Yes
          • 296: Yes
          • 331: Yes
  1. Other Changes and Updates Ethan/Brett
    • Plan for Electing 2020-2021 Section Officers
      • Concerns were raised about a section wide vote.
      • A motion was made by the Secretary, seconded by the VCP to send candidate bios to each lodge. Each should vote and chiefs distribute the 10 votes accordingly and submit to Section Adviser.
        • Chief: No
        • VCP: Yes
        • VCT: Yes
        • Secretary: Yes
        • 70: No
        • 104: Yes
        • 117: No
        • 118: No
        • 296: No
        • 331: No
      • Moved by Secretary, seconded by 296 to hold section wide elections over zoom.
        • Chief: Yes
        • VCP: Yes
        • VCT: No

  • Secretary: Yes
  • 70: Yes
  • 104: No
  • 117: Yes
  • 118: Yes
  • 296: Yes
  • 331: Yes
  • Recommendation for Updating Patch Design
    • Moved by 331, seconded by 104 to have the service lodge present a revised patch design at the October COC
      • Chief: Yes
      • VCP: Yes
      • VCT: Yes
      • Secretary: Yes
      • 70: Yes
      • 104: Yes
      • 117: Yes
      • 118: Yes
      • 296: Yes
      • 331: Yes
  1. Questions/Concerns
  2. Closing

Proposed Changes to Service Lodge Rotation:

Event

Date

Service Lodge/Location

October COC

Oct. 23-24, 2020

Klahican (Bowers)

Conclave

Apr. 16-18, 2021

Klahican (Bowers)

October COC

Oct. 22-23, 2021

Nayawin Rar (Tuscarora)

Conclave

Apr. 22-23, 2022

Nayawin Rar (Tuscarora)

October COC

Oct. 28-29, 2022

Croatan (Boddie)

Conclave

Apr. 14-16, 2023

Croatan (Boddie)

October COC

Oct. 27-28, 2023

Wahissa (Raven Knob)

Conclave

April 19-21, 2024

Wahissa (Raven Knob)

October COC

Oct. 25-26, 2024

Tsoiotsi Tsogalii (Cherokee)

Conclave

April 11-13, 2025

Tsoiotsi Tsogalii (Cherokee)

October COC

Oct. 24-25, 2025

Occoneechee (Durant)

Conclave

April 17-19, 2026

Occoneechee (Durant)

October 2019 COC Meeting

Obligation

  1. Opening
    1. Roll Call
    2. All Present
  2. Old Business
    1. Approval of minutes
    2. Recognition of new officers
  3. Officer and Chairman Reports
    1. Vice Chief of Program
      1. Patch Auction: Riased over $2200
        1. Vote to decide on the allocation of funds
        2. Motion to approve patch auction funds to Maury Clancy Campership
        3. Motion carries
      2. Quest Events: Kids had a lot of fun at quest in the mud
      3. 2020 A List Items
        1. 70 – Dance
        2. 104 – Quest
        3. 117 – Ceremonies
        4. 118 – Service
        5. 296 – Patch Auction
      4. Cardinal Clay Classic
        1. Had 13 people participate
      5. Cardnival
        1. Should be fun
        2. Lots of work has gone into it
        3. At grand lodge
    2. Vice Chief of Training
      1. OAX went well
        1. Approximately 60 exhibitors
        2. 112 people staff
        3. Training sessions went well – some were very popular
        4. No one went to CTI session
    3. Secretary
      1. Got screens working in Grand Lodge and have been using Remind throughout the weekend
    4. Conclave Chairman
      1. Remember one-way traffic policy
    5. Promotions Chairman
      1. Will send out summary social media posts
      2. Need officers after show
    6. IA Chairman
      1. Not represented
    7. Service Chairman
      1. Food has been collected
      2. Literacy packets went well
        1. Good system
        2. Took a while to get started but worked out
      3. Blood drive went well after they found the list
        1. 26 liters donated
    8. High Adventure Chairman
      1. Booth went well – gave out a lot of flyers
    9. Shows Chairman
      1. On Vista
      2. Ushers will direct people to Cardnival
      3. Sunday show in Grand Lodge
    10. Recognitions Chairman
      1. Need last items to determine Honor Lodge
      2. Work with Shows to figure out time in show on Sunday to distribute awards
  4. New Business
    1. COC October 25th and 26th
    2. Spirit Award vote is tomorrow
    3. Presentations
  5. Adviser’s Minute
  6. Chief’s Minute
    1. Thanking people
    2. French book quote (in English)
  7. Song