CHAPTER MEETINGS MODULE
TEAMWORK
FUNCTIONS OF COMMITTEES
COMMITTEE MEETING REPORT
CHAPTER MEETINGS AND AGENGA
ORDER OF BUSINESS
AGENDA ITEM PLANNING SHEET
MAKING A MOTION
MANAGING A MOTION (Appendix page 7)
CHAPTER COMMUNICATIONS (postcard format)
APPENDIX: PROTOCOL FOR INTRODUCTIONS
ODLE Chapter Meetings Module Page 1 of 17 TEAMWORK
I. TEAMWORK IS COMPRISED OF:
A. A devotion to the greater good of the group
B. Discipline to follow the group rules
C. Flexibility to allow for creative improvisation
D. Awareness of personal accountability
II. TEAMS MUST HAVE A:
A. Clearly understood and shared purpose
B. Defined roles and responsibilities
C. Achievable results with corresponding time frames
D. Rewards for all members
III. TEAMWORK REQUIRES FROM THE LEADER:
A. Planning
B. Hard work
C. Personal initiative
IV. THE TEAM LEADER MUST:
A. Challenge the group to achieve
B. Motivate the group to over difficulty
C. Reinforce the efforts and behaviors
D. Blend the individual talents
E. Allow individuals to flourish
ODLE Chapter Meetings Module Page 2 of 17 F. LISTEN UP!!!
WHAT IS TEAMWORK?
Togetherness – Build togetherness and eliminate blame Equality – Special treatment reflective of individual role Attitude – Shows under pressure Meshing – Utilizing team members to full advantage We Versus I Organization – on top of details Role playing – submerge to role Kindred spirit – Rapport and sharing
How would you and your Chapter benefit if the ideas contained in T-E-A-M-W-O-R-K was used regularly in your Chapter? Benefits to me______
Benefit to my Chapter: ______
Which of the concepts do you find easy to use/hard to use? Easy for me: ______
Hard for me: ______
Who could use my help with this skill? ______
Who could help me gain proficiency with this skill? ______
ODLE Chapter Meetings Module Page 3 of 17 ODLE Chapter Meetings Module Page 4 of 17 FUNCTIONS OF COMMITTEES
GOALS OF THIS SESSION –
At the conclusion of this session, you will be able to:
1. Know how to properly analyze an event for future report to the Chapter.
2. Report the analysis of the event to the Chapter for further action by the membership.
3. Describe the necessary steps which should be taken to execute and follow-up on an event.
I. Analyze the event
A. Survey all costs
B. Detail ideas and plans
C. Note possible problem areas
D. Plan alternative courses of action
II. Make your reports to the Chapter (preliminary and final)
A. Be concise and have them written out
B. Explain the when, where, who, why and how of the event
C. Be prepared to answer questions
D. Be ready with alternatives
ODLE Chapter Meetings Module Page 5 of 17 E. Request the chapter to take action (vote)
III. Execute the plan
A. Follow a time schedule
B. Obtain adequate personnel
C. Assign details to responsible people
D. Inform the chapter member of their responsibilities connected with the event
E. Hold deviations from the program plan and budget to a minimum
IV. Supervise the event while in progress
V. Follow up on details
A. See that the bills are paid
B. See that the agreements are met
VI. Make your report in writing
A. Suggest improvements
B. Include a financial report
C. Give credit for work done
VII. File the report with the scribe for future use
ODLE Chapter Meetings Module Page 6 of 17 COMMITTEE MEETING REPORT
Name of Committee:______
Chairman:______
Place of Meeting:______
Committee Members Present:______
Others Present:______
Purpose of Meeting:______.
Program Results and decisions:______.
Other Business Discusssed:______.
Committee Recommendations to Chapter:______.
Time and place of next meeting:______.
ODLE Chapter Meetings Module Page 7 of 17 Signed______Committee Chairman CHAPTER MEETINGS AND AGENDA
Value of a good Agenda (a detailed plan)
A. Increased attendance
B. Involved members and adult leadership
VII. What happens when there is no Agenda
A. Decrease in interest by members and adult leadership
B. Visitors are less interested in visiting the Chapter
Better Meetings
A. Location and atmosphere of the meeting place
B. Officers
1. Must be present
2. Must know their ritual
C. Agenda in place
1. Review with elected officers and advisors before the meeting
2. Adhere to the Agenda during the meeting (Review pg. 73 of DeMolay Resource Guide)
3. BE ORGANIZED!!!
D. Minutes
1. Use standard form
2. Contain all actions of the stated meeting
ODLE Chapter Meetings Module Page 8 of 17 3. Summary of committee reports 4. Topics brought up for discussion and actions taken
a. Old business b. New business
5. Should not include jokes, arguments or Scribes personal opinions
E. Committees should be ready to give reports when called upon by the Master Councilor
F. Parliamentary Procedure
1. Insures fair and equal treatment of all (Review Handout on Parliamentary Procedure and pgs. 74-75 of the Leader’s Resource Guide)
G. Plan a program or Guest Speaker when time will allow
H. Plan refreshments when the time and budget will allow
Elements of a Good Chapter Meeting
A. Well Planned Agenda
B. Well Attended Meetings
C. Start on Time
D. Quality Ritual Exemplification
E. Display a Positive Attitude
F. Short, Concise Committee Reports
G. Proper Parliamentary Procedure
H. Short, Well Run Meetings
I. Socialize after the Meeting
J. Make Meetings Worthwhile and Fun
ODLE Chapter Meetings Module Page 9 of 17 DeMOLAY STATED MEETING - ORDER OF BUSINESS
1. Ritual Opening
2. Roll Call of officers (Scribe)
3. Introductions, see list (Marshal)
4. Reading of minutes of previous session (Scribe) M.C. “Are there any additions or corrections to the previous meetings minutes?” If none: M.C. “The minutes are approved as read.” *rap If there are corrections: M.C. “The minutes are approved as corrected.” *rap
5. Financial Report
6. Sickness & Distress
7. Communications (MC, Scribe, Advisor)
8. Applications for Membership / Petitions: (Scribe)
a. Second reading Report of committee Balloting Use procedure on page 76-77 in the DeMolay Leader’s Resource Guide b. First Reading Assign committee (3)
9. Bills against the chapter (Scribe, Advisor) M.C. “Is there a motion to pay the bills?” Brother of the Chapter “I move to pay the bills.” 2nd Brother “I second the motion.” M.C. “It has been properly moved and seconded to pay the bills. Is there any discussion?” If none: M.C. “All in favor of paying the bills say I. (Wait for response) All opposed say nay (Wait for response) M.C. then declares that the motion passes or fails *rap (THIS SAME PROCEDURE CAN BE USED FOR ALL MOTIONS OF THE CHAPTER 10. Committee Reports: a. Membership (Junior Councilor) b. Fundraising (Senior Councilor) c.
11. Activity Reports:
12. Unfinished Business
ODLE Chapter Meetings Module Page 10 of 17 13. New Business
14. Examinations
15. Confer Degrees (Initiatory Degree / DeMolay Degree)
Interpolation
16. Remarks for the Good of the Order (see list)
17. Ritual Closing for INTRODUCTIONS and REMARKS * (from within the room)
------ACTIVE DeMOLAYS Past Master Councilors & Chevaliers (local) * Visiting Master Councilors or Chapter Representatives * District Officers * State Officers
------
ADVISORS, MASONS & SENIOR DeMOLAYS Senior DeMolays (Past Master Councilors, Chevaliers, etc) * Masonic presiding officers or representative * Chapter Advisor Chairman of Advisory Council District Advisors State Advisors
------
TOP RANKING DeMOLAYS, ADVISORS, MASONS (presented individually)
* DISTRICT GOVERNOR or his representative in his District if EO is not resent. If EO is present, District Governor is presented with advisors.
* RANKING ELECTED STATE OFFICER if SMC is not present. If SMC is present, State Officer is presented with Active DeMolays.
* DISTRICT DEPUTY GRAND MASTER in his district if Grand Master is not resent. If Grand Master is present, D D G M is presented with advisors. * EXECUTIVE OFFICER * STATE MASTER COUNCILOR
* MOST WORSHIPFUL GRAND MASTER OF THE GRAND LODGE OF (your jurisdiction)
A DeMOLAY MEETING IS NOT A COMMITTEE OF THE WHOLE.
ODLE Chapter Meetings Module Page 11 of 17 ______AGENDA ITEM
PURPOSE / NATURE OF ITEM:
SPECIFIC GOALS:
INFORMATION ON HAND:
INFORMATION TO GE GATHERED, BY WHOM, BY WHEN?
QUESTIONS TO BE CONSIDERED:
======MOTION(S)
======OTHER:
Disposition of Item: PASSED FAILED REFERRED TO ______
ODLE Chapter Meetings Module Page 12 of 17 TABLED INDEFINITELY HOLD OVER UNTIL NEXT MEETING ______AGENDA ITEM
PURPOSE / NATURE OF ITEM:
SPECIFIC GOALS:
INFORMATION ON HAND:
INFORMATION TO GE GATHERED, BY WHOM, BY WHEN?
QUESTIONS TO BE CONSIDERED:
======MOTION(S)
======OTHER:
Disposition of Item: PASSED FAILED REFERRED TO ______
ODLE Chapter Meetings Module Page 13 of 17 TABLED INDEFINITELY HOLD OVER UNTIL NEXT MEETING ______AGENDA ITEM
PURPOSE / NATURE OF ITEM:
SPECIFIC GOALS:
INFORMATION ON HAND:
INFORMATION TO GE GATHERED, BY WHOM, BY WHEN?
QUESTIONS TO BE CONSIDERED:
======MOTION(S)
======OTHER:
Disposition of Item: PASSED FAILED REFERRED TO ______
ODLE Chapter Meetings Module Page 14 of 17 TABLED INDEFINITELY HOLD OVER UNTIL NEXT MEETING MAKING A MOTION
PRESENT THE MOTION
“I move that…”
Clearly state the action desired.
SECOND THE MOTION
If there is no second, the motion dies.
DISCUSS THE MOTION
Stand and wait to be recognized.
VOTE ON THE MOTION
Motion may be: PASSED FAILED REFERRED TO ______ TABLED INDEFINITELY HOLD OVER UNTIL NEXT MEETING
ODLE Chapter Meetings Module Page 15 of 17 ______CHAPTER ORDER OF DEMOLAY
DAY AND DATE OF MEETING………………………………...TYPE OF MEETING Agenda: (Significant items, Items of interest, Information that will be available) (Include any information about Degree work or other details about the evening that will help the members be prepared to participate fully.)
LIST UPCOMING EVENTS: (Events between this and the next meeting, especially. Add any BIG dates further out if there is room.)
NEXT MEETING WILL BE ______
CHAPTER ADVISOR'S NAME MASTER COUNCILOR' S NAME ADV'S PHONE NUMBER M C'S PHONE NUMBER
1. Information included is always confirmed and followed through upon.
2. Mailed to be received three to five days before the meeting if a reminder, one to two weeks ahead if new item or invitation.
3. Mailed to ALL chapter members, advisors, and sweetheart (also include District Governor and State Scribe as well as any other district and state people that you choose).
POST CARDS ARE A VERY EFFECTIVE TOOL FOR COMMUNICATING WITH YOUR MEMBERS!!!! Post Cards: Are inexpensive and easy to do Allow you to communicate with ALL the members on your Chapter roster regardless if they are “active” or not Display the post card on the refrigerator so everyone is constantly reminded of the events
ODLE Chapter Meetings Module Page 16 of 17 Allows parents to know what is going on without opening their son’s mail
ODLE Chapter Meetings Module Page 17 of 17