Grand Lodge of the Most Ancient and Honorable Society of Free and Accepted Masons for the State of New Jersey. Lodge Management

Transcription

1 Grand Lodge of the Most Ancient and Honorable Society of Free and Accepted Masons for the State of New Jersey Lodge Management Written and Prepared by R.W. Glenn R. Trautmann, P.D.D.G.M. Grand Marshal

2 BLANK LODGE, No PO Box 357 Masonville, New Jersey ANNUAL BUDGET ESTIMATED INCOME ESTIMATED EXPENSES A. Dues $ B. Fees $ C. Fund Raisers $ D. Donations $ E. Other $ TOTAL ESTIMATED INCOME $ A. Per capita tax $ B. Master s Expenses $ C. Secretary s Supplies $ D. Sec./Treas./Custodian Fees $ E. Lodge Maintenance $ F. Oil/Gas $ G. Electricity $ H. Telephone $ I. Insurance $ J. Postage $ K. Printing $ L. Collation $ M. Special Events/Receptions $ N. Bank Fees $ O. Charitable Donations $ P. Other $ TOTAL ESTIMATED EXPENSES $ SURPLUS/SHORTFALL $

3 Lodge Budget Financial management is an important responsibility of a lodge officer. Budgeting is an indispensable tool in effectively managing and operating your lodge. By closely operating within budgetary limits set, a lodge can avoid cash shortfalls. When your lodge is healthy financially, it can devote its time to charity and social events. What is a budget? Budgeting is used to quickly and clearly determine if your income meets your expenses for the coming year. In addition to the crucial step of meeting the lodges operating expenses, charity and social events can be reviewed to determine if and how they meet the goals of the lodge. Each budget will be different but some general guidelines will apply to all lodges: Review the Annual Fiduciary Report for past years. Look at trends in various categories or use averages if fairly constant. List all projected income to the lodge. Be conservative. It is always better to be over budget here. i.e. Dues, Rental Income, Donations, Fund Raisers, Interest Income, Initiation Fees List all projected expenses to the lodge. i.e. Grand Lodge per capita tax, postage, charitable contributions, gifts, salaries, rent, mortgage, printing, fund raisers List all projected NEW expenditures for projects. A goal statement should accompany this. i.e. Supporting ARC by having a sporting event. A budget should be prepared annually and adopted for the ensuing year. The Master, Treasurer and Finance Committee should be charged with this task. The projected budget should then be printed and handed out. It should be presented to the lodge in a timely fashion for discussion prior to its adoption. Subsequent treasurer reports at lodge meetings should announce expenditures which are part of the budget. Only those proposed expenditures, which are not part of the adopted budget, need be discussed and approved by vote.

4 Sample Lodge Budget Worksheet After arriving at a yearly budget it should be broken down into months and monitored monthly. This way, monthly shortfalls can be shifted to months where revenues are present to cover them. Revenues Last Year Current Year Proposed Current Year Actual Balance at start of year 24, , Dues 110 5, , $ Initiation Fees Interest Earned 1, , Donations , Fund Raisers, Functions 2, , Total Revenues 10, , Subtotal 34, , Expenditures Rent 3, , Grand Lodge Dues 1, , Salaries Treasurer Secretary Other Stationary Printing Postage Collations, Dinners 1, , District Requirements Insurance Gift To Master Miscellaneous Total Expenditures 9, , Balance End of Year 25, , EDUCATION COMMITTEE Michael Caputo, Jr. Chairman

5 Effective Traits of a Worshipful Master Rule your Lodge Study the Grand Lodge Constitution and Laws as well as the Lodge By-Laws. Remember Past Masters are there for advice not to supersede the Master. Place competent people on your committees. Be sure your Officers are where they are supposed to be (i.e. DLI, GLI, Masters and Wardens). Groom your successor Encourage membership Follow protocol Never contact the Grand Lodge or a Grand Lodge Officer without going through the District Deputy Grand Master. You do not need a dispensation to hold an Emergent Communication, but you should contact the District Deputy Grand Master to let him know what your plans are. Know how to receive dignitaries. Create interest at your meetings Never have a regular communication. Be sure your officers are proficient in the ritual work of their chair. Set up a list of programs (i.e. speakers, videos, degree teams, Ladies Night, Table Lodge, Rusty Brother Night, White Apron Night, Past Masters Night, etc.) Have a program ready in the event a degree or a planned program does not come off. Think outside the box. Work together Know your counterparts. Hold joint communications when possible. Attend the degrees conferred at other Lodges in the District. Take a leadership roll in the District Be an active voice at your District s Masters and Wardens Association. Volunteer yourself and your officers to occupy the chairs at DLI. Chair one of the many District functions (i.e. charity ball, picnic, renewal). Join North Jersey Past Masters Association.

6 Official Visits Whenever the Grand Master is in the District, you are expected to be in attendance. You are also required to attend all Official Visits of the District Deputy Grand Master or the Grand Master Official Visits for the Inspection of a Lodge Ritual and Books Official Visits to present Gold tokens On Official Visits for the Installation of Lodge Officers Have FUN!!! You worked hard to earn a seat in the oriental chair, make the most of it. You will remember the time spent as one of the most rewarding years of your life. A year goes by quicker than most of us realize, hit the ground running! Lodge Programs Table Lodge This is discussed in the Protocol Manual Ladies Night A night when you prepare a dinner for the ladies. Open and place the Lodge on refreshment, then invite the ladies in for the program. Past Masters Night The Past Masters confer the Master Mason Degree. Have a suitable memorial service for deceased Past Masters. Rusty Brother Night This could be done under the direction of the District Ritual Instructor. Masonic Trivia Night Use information from the Grand Lodge Constitution and By-Laws, Protocol Manual, Masonic History, etc. Educator of the Year A night to honor the Lodge s selection for Educator of the Year. Father & Son Invite the young men in after the Lodge is placed on refreshment. (Grandson) Night Masonic Music Tom Thornton or another knowledgeable Brother can make a presentation. Program Speakers Donald Pellington o Tracing Boards o Grand Lodge of England John Ryan o Battleship New Jersey o Masonic Service Association o V.A. Hospital Visitation Program Glenn Trautmann o Masonic Jurisprudence and Legislation o Masonic Protocol o History of New Jersey Freemasonry Francis Mitchell o Masonic Home Robert Glick o Masonic Charity Foundation Speaker o Prince Hall Freemasonry Tom Thornton o Morgan Affair Kevin Colquhoun o Masonic Law and Jurisprudence

7 Souhil Jaroush o The meaning of the Three Degrees Charles Secallus o Masonic Education (3 part series) Edgar Peppler o George Washington Masonic Memorial Chris Abbott o Wills and Estates David Chase o Masonry on the Internet Charles Hutler o The similarities between an Operative Guild and Freemasonry Dennis Bator o Fraternal Charities o Masonic Awareness Frank Nemeth o Masonic Landmarks o Talk on the American Flag o Solomon s Temple Oscar Olsson o Friend to Friend Gettysburg o Tracing Boards William Berman o Sciots o Masonic Charity Foundation An up-to-date list of speakers can be obtained through your District Deputy Grand Master or the Grand Lodge Office. Videos Born in Blood George Washington Masonic Memorial DeMolay Masonic Home Friend to Friend The Man Who Would Be King What It Means to be a 32 Degree Mason Scottish Rite Speaker on Scottish Rite Learning Centers Scottish Rite Costume Degree Team (2 nd Section Master Mason Degree) York Rite Speakers on the several York Rite Bodies Shrine Speakers on Shriner s Hospitals Speaker on the history of the Shrine and the units that compose it Shrine String Band

8 Sciots Speaker to explain Sciotry DeMolay Have the DeMolay deliver one of their lectures or degrees Have the boys assist with projects around the Lodge Rainbow Girls Speaker to explain the Order of the Rainbow Eastern Star Speaker to explain the Order of the Eastern Star Local Community Obtain local politicians, police or fire and emergency personnel to speak Lodge Order of Business Reading of Minutes and Bills Reading of Communications Treasurer s Report Reception of Petitions Reports of Committee s of Investigation Balloting on Candidates Old Business Reports of Standing Committees Reports of Special Committees Sickness & Distress Moment of Silence for Departed Brothers New Business Announcements and Events Birthday Night (if applicable) Evening s Program

9 Degree Work Entered Apprentice Degree WM SW JW SD JD SMC JMC SS JS Mar Interrogatories X S First Section S X Apron S X Working Tools X S Lecture S X Charge S X Reception X S Fellow Craft Degree WM SW JW SD JD SMC JMC SS JS Mar First Section X S Working Tools S X Middle Chamber Lecture S X G Lecture X S Charge S X Master Mason Degree WM SW JW SD JD SMC JMC SS JS Mar First Section X S Working Tools S X Second Section X S Seafaring Man X S Lecture S X Charge S X Reception X S X Primarily Responsible S Substitute Tyler Preparation of Lodge Room; candles, rods, jewels, Bible, charter, etc. SS & JS Chairs and refreshments; SMC, JMS & Mar. will help as needed.

10 Entered Apprentice Degree First Section Second Section Worshipful Master Worshipful Master Lights Senior Warden Senior Warden Presentation of Apron Junior Warden Junior Warden Presentation of Working Tools Treasurer Treasurer Entered Apprentice Lecture Secretary Secretary Entered Apprentice Charge Chaplain Chaplain Entered Apprentice Reception Senior Deacon Senior Deacon Junior Deacon Senior Master of Ceremonies Junior Master of Ceremonies Senior Steward Junior Steward Marshal Junior Deacon Senior Master of Ceremonies Junior Master of Ceremonies Senior Steward Junior Steward Marshal Implements Sharp Instrument to receive candidate Cushion to kneel during prayer White Apron Working Tools 24 inch gauge Common Gavel Organist Organist Tyler Tyler

11 Fellow Craft Degree First Section Second Section Worshipful Master Worshipful Master Presentation of Working Tools Senior Warden Senior Warden Geometry Lecture Junior Warden Junior Warden Middle Chamber Lecture Treasurer Treasurer Fellow Craft Charge Secretary Secretary Chaplain Chaplain Senior Deacon Senior Deacon Junior Deacon Senior Master of Ceremonies Junior Master of Ceremonies Senior Steward Junior Steward Junior Deacon Senior Master of Ceremonies Junior Master of Ceremonies Senior Steward Junior Steward Implements Square to receive candidate Working Tools Plumb Square Level Marshal Marshal Organist Organist Tyler Tyler

12 Master Mason Degree First Section Second Section Craftsmen Worshipful Master Worshipful Master No. 1 Senior Warden Senior Warden No. 2 Junior Warden Junior Warden No. 3 Treasurer Treasurer No. 4 Secretary Secretary No. 5 Chaplain Chaplain No. 6 Senior Deacon Senior Deacon No. 7 Junior Deacon Junior Deacon No. 8 Senior Master of Ceremonies Senior Master of Ceremonies No. 9 Junior Master of Ceremonies Junior Master of Ceremonies No. 10 Senior Steward Senior Steward No. 11 Junior Steward Junior Steward No. 12 Marshal Marshal Ja. Organist Organist Jo. Tyler Tyler Jm. Implements Compasses to receive candidate Working Tools Trowel Lights Presentation of Working Tools Seafaring Man

13 Lodge Communications Getting Back to Basics The Master has the ultimate responsibility of all things occurring within the Lodge, including the Lodge s Communications. The Trestleboard Contents Master s Message Its purpose is to shed Masonic Light! Common Pitfalls o Negativity For example: At our last meeting very few members attended. This is not a forum to complain about attendance, specific members, attitudes or anything else which may be happening within the Lodge. Remember that for some of your Members, this will be their only contact with their Lodge. o Do Not Discuss Upcoming Events Remember the Purpose of the Message. If you want to mention Special Events, thank the Brethren, etc., make it a separate item. o Do Not Discuss the Season Spring has come, make a renewed effort to attend; We are back from Summer Break. o Do Not Discuss ANY topic which may disrupt the Peace and Harmony of the Lodge. Candidates Awaiting Degrees Petitions for Membership Calendar Grand Master s Name, Address, Telephone Number and Address District Deputy Grand Master s Name, Address, Telephone Number and Address District Ritual Instructor s Name, Address, Telephone Number and Address Lodge Officers Name, Telephone Number and Address Include the Home Address of the Master, Senior & Junior Wardens, Treasurer and Secretary Grand Lodge Communication requested by the Grand Master/Grand Secretary Committees Deaths

14 Trustees Master s Notes explaining upcoming events, kudos, etc. Masonic Helpline Telephone Number Blood Bank Information Local DeMolay, Rainbow Girl, Eastern Star and Learning Center Contacts District Event Calendar Including meeting dates, places and times Living Past Masters if space permits Masonic Birthdays if space permits To Shed Masonic Light Ideas for the Master s Message Your own life experiences Readings Books School Other Trestleboards MSA Short Talk Bulletins Annual Subscription $ Freemason Grand Lodge Web Site and other Grand Jurisdictions Printing of the Trestleboard Kinko s will print from a file which can be sent directly via . Have it neatly organized. Too much clutter and it will not be read. Clip art is a good way to break up a lot of wording. Use spell and grammar check! The Trestleboard should be received one week before the beginning of the month. Every member shall have due and timely notice It should also be sent to the Elected Grand Line, the District Deputy Grand Master and Ritual Instructor, other Lodges in the District, as well as other Grand Lodge members. Have the Secretary check with the Grand Secretary if you are not sure who should receive it. Have the Secretary request the address of all members when sending out dues statements. Also request them in the Trestleboard. Have the most computer knowledgeable Brother set up an List of the members, honorary members and visitors that frequent the Lodge. Send out regular s to advise the Brethren of degrees, other functions, Lodge notices, etc. Wording should promote the function and invite the Brethren.

15 Have a separate list for Officers so that you can communicate directly to them regarding rehearsals, assignments for degrees and more personal communications. Use this to advise the Brethren of emergencies, funerals, changes in degrees, etc. Telephone Chain For use in the event that is not quick enough. Don t forget sideliners and visitors. Especially include those active members without . E Mason njfreemasons@yahoo.com Use to promote special functions of your Lodge/District. Limitation on promoting a function is three times. Keep the message short. Who, What, When and Where and contact must be in the . Communication of Special Events All of the tools previously mentioned should be utilized. When visiting other Lodges and prior to the closing, many Masters ask if there are items to be brought to the Brethren. Always ask the Master, if possible, before hand if you can mention the event. Telephone some of your Members who may not have been to Lodge in a while. If the correct approach is taken, you will be able to re-activate some Brothers. Consider sending out a separate letter inviting Brethren who live within the area to an event. Personalize the note in the salutation (i.e. Dear Brother Bob, My Brother, etc.) At your Masters and Wardens Association Effective Communication Always use the personal touch. Brother Bob when speaking or writing to an individual. When addressing the Brethren speak loudly so that those in the back can hear. Be positive! Prepare you talk. If there are issues among a Brother or group of Brothers, address these directly with those involved, not during the meeting. Peace and Harmony Inform the Lodge that you want to know in advance, anything planning to be brought up at the meeting. This allows you time to be prepared and more effective. When your officers are traveling to other Lodges, ask them to promote your functions. Phone contact Call those members who have not come to Lodge in quite a while and introduce yourself as their Master.

16 If time is at a premium, call from the Lodge on a rehearsal night. If you take ten minutes before each rehearsal, you will be able to contact many Brothers a month. The personal touch will make the difference. Lodge Web Sites Do s and Don ts Required Lodge Name Lodge Address Lodge Phone Number Meeting Nights Welcome Message Master s Message (editing if necessary) o Must be positive! If you post information related to non-masonic topics, that information must not cast the Lodge or the Fraternity in a bad light. No links that would cause a person to believe that the Fraternity was discriminatory or believed in any specific way. Webmaster s Address Secretary s Address and General Address Ability to request more information (web form, etc.) Information about what Freemasonry is, other standard information. o Links can be added to the Grand Lodge Web Site for the information contained there (already approved). The information can be opened in a new window, so that visitors do not leave the Lodge site. If text is taken from another site, credit must be given to the source of information. Calendar of Events (Lodge and District) Disclaimer All content is copyrighted and protected by their respective copyright owners, designers or publishers. Not responsible for content on other web sites. Links Page o Nice to Have Could use the Grand Lodge links page, opened in a new window, like the Lodge Finder. Page would contain Grand Lodges, New Jersey Lodges, Appendant Bodies and other organizations recognized by Grand Lodge, other sites as appropriate. Messages from the Senior Warden, Junior Warden and other officers. o Messages must be positive. Lodge History Membership Petition An electronic version is available from Grand Lodge.

17 Areas of Concern Privacy o Names only of officers, Past Masters, committees, etc. o Need permission to publish o Pictures Adults release forms at the time of taking the picture Children? No pictures of the underprivileged Need permission for pictures and captions Other Issues This is the Master s Full Responsibility. Make sure that you are aware of what your Webmaster is doing! No Discussion of Religious or Political Issues. Update Monthly! If you post information related to non-masonic topics, that information must not cast the Lodge or the Fraternity in a bad light in any possible way or manner. No hosting of Lodge web sites by services which use banner ads or pop-ups, the Lodge has no over the content. If the Lodge acquires its own domain name, it should be short but it should convey the name of the Lodge (try not to abbreviate). Music, Flash and heavy graphics should be used with extreme caution. There are people who still view the Internet connecting with dial-up speeds. Some sites currently in place take minutes to load at that speed. A private (password protected) section should be included. The basic rule for determining whether something should be public or private is: o If it is of interest to the public or to a sojourning brother, it can be public. If it is of interest to neither, the information must be private. Secured Environment Only Names, Addresses, Phone Numbers and Members Addresses Minutes of meetings By-Laws Reports of Committees Candidates In Waiting