the 3, 5, & 7 of planning
A well-planned term/yearly Program is key to
the overall success of a Lodge.
When a Lodge
thinks about Term Planning, generally they think only of the next Worshipful
Master’s year. However, the Lodge should be looking down the road. Proper
planning includes two types of planning: Long Term (the next several years) and
Short Term (the next Master’s year). Both are equally important and both depend
on each other for success of the Lodge.The 3 alludes to the 3 Elements of a Program Plan; the 5
alludes to the 5 Individuals Responsible for Planning; and the 7 alludes to the
7 Steps in Planning a successful lodge program.
WHY DO WE PLAN?
There are four important
reasons for term planning:
Organization
In order to establish a good
Lodge program, which will be well balanced throughout the year. It enables
everyone in the Lodge (officers and members) to know exactly their
responsibilities for the term.
Effectiveness
By advance planning, both members
know that the programs of the Lodge will be effective and success. It insures
that programs and activities are planned and promoted in advance.
Image
Advance planning conveys to the
public, the Masonic family, and the members of the Lodge a positive image that
the Lodge is being operated in an efficient and effective manner. It shows that
the Lodge is a “going” concern.
Good Business
Planning the lodge program and budget in
advance is just plain good business. This helps in planning and carrying out
the most successful activities possible.
The 3 – THE ELEMENTS OF A
PROGRAM PLAN
There are three
elements of a Program Plan:
The Calendar
The Calendar is
a listing of all activities of the Lodge, including dates of district and Grand
Lodge events and activities. It is presented on a printed calendar distributed
to all Lodge members as well as other Lodges in your district, the Grand Lodge
Team, and the other members of your local Masonic family.
The Budget
The budget is an estimate of all the income and expenses of the Lodger during
the calendar period. This includes all income and expenses from activities as
well as expenses such as rent, postage, supplies, and Grand Lodge fees.
The List of Committees and Committee Chairmen
This is a list of all standing committees, as well as special activity and
program committees for the Lodge, their chairmen and committee members.
The 5 - WHO’S RESPONSIBLE?
- The Worshipful Master - has the
major responsibility since he is responsible for the successful programming of
the Lodge during his term.
- Senior Warden – has an interest because he will be the next Master.
He should be concerned over the planning in the current term, as it will
affect his term.
- Junior Warden – as in the case of the Senior Warden, he should be
concerned with the upcoming year’s plans as he will be serving and a
successful and going Lodge is much easier to work with when his term as Master
comes up.
- The Secretary and Treasurer – these officers represent long-term
continuity of the Lodge. They should be concerned with the upcoming plans of
the Lodge and should keep in mind the member and financial requirements
necessary to carry these plans out.
- Members – it’s their Lodge and they have a responsibility to help
develop a successful program to keep Lodge member interest and enthusiasm as
well as provide a program that will attract new members.
As pointed out above, all these individuals should be most concerned with the
successful operation of the Lodge.
The 7 - The Planning Process Steps
Step 1: Conduct and Evaluate a Lodge Members’ Survey
It is important to know what the Lodge members like and dislike about the
Lodge program and what roles they would like to play in the operation and
governance of the Lodge. One way to determine their interests and feelings is to
conduct an annual Member Survey. The feedback should be an important aspect in
the formulation of the yearly program. An old movie cliché has much to recommend
this process: “If you build it, they will come.” He is a sample of a Lodge
Member Interest Survey:
SAMPLE
LODGE MEMBER INTEREST SURVEY
_________________ LODGE
Name ___________________________
1. I am interested in serving in one of
the following appointed offices:
1.
_________________________________
2.
_________________________________
3.
_________________________________
2. I am interested in serving on the
following Lodge Committees
a. Civic
Service ______
b.
Entertainment ______
c.
Social ______
d. Fund
Raising ______
e. Membership
______
f. Fraternal
Relations ______
g.
Audit ______
h.
Youth ______
i.
Ritual ______
j. Special
Events: ______
Event__________
______
Event__________
______
Event__________
______
3.
I am interested in performing the following ritual parts:
Entered Apprentice
Degree ________________________
Fellowcraft Degree ________________________
Master Mason Degree
_______________________
Conferal
_______________________
Drama
_______________________
4.
What kind of Lodge Activities do you like best?
1.
_________________________________
2.
_________________________________
3.
_________________________________
5. What kind of Lodge
Activities do you like least?
1.
_________________________________
2.
_________________________________
3.
_________________________________
6. I
would like to suggest the following ideas for Lodge Activities next term:
a. Civic
Service _____________________________
b.
Entertainment _____________________________
c.
Social _____________________________
d. Fund
Raising _____________________________
e. Membership
_____________________________
f. Fraternal
Relations _____________________________
h.
Youth _____________________________
i.
Ritual _____________________________
j. Special
Events: ______________________________
______________________________
______________________________
______________________________
7.
I would like to suggest the following individuals for membership in the
Lodge:
1.
___________________________________
2.
___________________________________
3.
___________________________________
8.
I would like to make the following suggestions for the future growth and
improvement of the Lodge:
1.
_________________________________
2.
_________________________________
3.
_________________________________
When
reviewing the Survey returns, it is important to keep and open mind and look for
the reasons for the members’ feelings and preferences.Look for trends. An annual event for the last twenty years may
be the least liked item in the survey. That does not mean the event is an
automatic “cancel,” but could signal that the way its always been done is not
the right way to continue to run the event. At the same time, if a number of
members suggest the wish for a particular activity, then that should be a signal
to add it to the program.
Look for member interest in offices, committee assignments, and ritual
assignments. Members support what they help create.
BRAINSTORMING ACTIVITIES AND PROGRAMS
Brainstorming can be a
lot of fun if you follow few simple guidelines, everyone will be able to
participate and you’ll get a lot of great ideas.
Gather the members in a
room with an easel pad of large paper to write on in front of the group. Make
sure everyone can see the easel and participates.
Brainstorm activities by
category:
a. Civic
Service _____________________________
b.
Entertainment _____________________________
c.
Social _____________________________
d. Fund
Raising _____________________________
e. Membership
_____________________________
f. Fraternal
Relations _____________________________
h.
Youth _____________________________
i.
Ritual _____________________________
j. Special
Events: ______________________________
Spend just five minutes
on each category. You’ll be surprised how many great activities the group will
come up with.
Follow these important
Brainstorming Guidelines:
1.
Every idea is a good idea
2.
Don’t make comments on anyone’s idea.
3.
Have a leader to write the ideas down on an easel pad or large paper.
Step 2: Collect Information needed to prepare a Plan
1.
Review Long Term and Short Term Lodge Goals
NOTE ABOUT LONG TERM PLANNING
Long Term Planning is
planning reaching out beyond one term of office). It includes projected
activities for an entire year, especially those you do annually or those which
will require additional planning. Long term plans establish your Lodge’s
membership recruitment goals, methods, and time tables. It also gives the
Senior and Junior Wardens the basis on which to start
their planning for when they become Master. It includes the yearly operating
expenses and projected fund raising needs. Finally, it fits into the “real”
long term thinking and planning (3-5 years) which should be done by the Lodge.
1.
Gather copies of local Masonic Family calendars,
2.
Gather calendars of member lodges of your District,
3.
Get a copy of the Grand Lodge Calendar or known dates and events during
the period of time to be planned,
4.
Gather a list of important local community events, including school and
sports events which may affect Lodge member obligations, and
5.
Make a list of dates of local, state, and national holidays, fairs and
festivals.
Step 3: Actual Program Planning Meeting
At each planning session, the group is planning one year in
the future: the next term (usually 6 months) in detail, and the following term
in rough. This gives the group the chance to confirm future dates such as annual
lodge, district, and Grand Lodge events, meeting
dates, installations, and “big” Lodge activities, which may require a lot of
advance planning.
Once all pertinent information has been gathered, the
actual planning meeting is held. In attendance are:
1.
The Worshipful Master-elect and the Wardens-elect, and the Lodge
Secretary and Treasurer.
2.
Senior Deacon and/or Committee Chairmen (Optional)
Once the calendar has been
developed, those at the planning session analyze the overall program. Go over
the entire program to be certain that it is well balanced and offers a good
variety of activities for all members.
At each planning session, the group is planning one year in
the future: the next term in detail, and the following term in rough. This
gives the group the chance to confirm future dates such as annual lodge,
district, and Grand Lodge events, meeting dates, installations, and “big” Lodge
activities, which may require a lot of advance planning.
NOTE ABOUT ON-GOING EXECUTIVE COMMITTEE MEETINGS
Once the Term Program Plan has been adopted, the Lodge
Officers have the responsibility of making certain that it is successfully
implemented. To do this, regular Executive Committee Meetings need to be held:
1.
Monthly Executive Committee Meetings
Monthly the Worshipful Master,
Wardens, Secretary, Treasurer, Senior Deacon (optional), and, as needed,
necessary Committee Chairmen, meet to:
1.
Evaluate the previous month’s Lodge program (what was successful, what
was not and why)
2.
Review the upcoming month’s program, making adjustments to the program as
needed, and making certain everything is ready to go, and if not, developing
plans to put things back on the right track.
3.
Look at the balance of the term program, reviewing plans in general and
making adjustments as necessary.
4.
Review Membership and Fund Raising efforts
2.
Executive Committee Meeting Prior to Stated Meetings
1.
One to three days prior to a stated meeting, the Executive Committee
meets to finalize the agenda for the Lodge meeting. The agenda should highlight
current and upcoming Lodge program events.
2.
The Master, following this meeting, should print up an agenda to be
passed out at the meeting. The agenda should include a calendar of upcoming
events. When possible, in advance of the meeting, the agenda should be sent
electronically or by mail to the lodge membership.
3.
The Master should call committee chairmen to confirm their attendance and
any report or promotion they need to make.
Step 4: The Process of Constructing the Plan
1.
List Lodge Required and Annual Events.
a.
Lodge meeting dates, both stated and special communications)
b.
Lodge election and installation
c.
Lodge Executive Committee Meeting dates
d.
District and Grand Lodge event and visitation dates
e.
Masonic family meeting and event dates which might pose a conflict for
the Lodge.
f.
Annual Lodge events
MEETINGS
Begin planning the Calendar
by scheduling:
1.
Chapter Meeting
2.
Executive Committee Meetings (Master, Wardens, Secretary, Treasurer,
Senior Deacon (optional)
3.
District and Grand Lodge Meetings (Master and Wardens Meetings, Grand
Lodge, Official Visits of Deputy and Grand Master)
4.
Lodge Officer Elections
5.
Installation Date
6.
Ritual Practices
7.
Degrees
LODGE ACTIVITIES
Always remembering that,
“Members Support What They Help Create,” lead the
Chapter in a process of selecting activities for the term.
A successful program has a
“good balance” (something for all members to take part in and enjoy) of the
following activities:
1.
Social / Entertainment Activities
2.
Fund Raising Events
3.
Civic Service and Charitable Projects
4.
Annual Lodge Events
5.
Masonic Service Projects
LOCAL LODGE, DISTRICT, and GRAND LODGE ACTIVITIES
Attending activities of
other Lodges, district meetings, and Grand Lodge can be both fun and bring a lot
of fellowship and enthusiasm to your Lodge.
Make sure you have a copy
of the latest local Lodge, District, and Grand Lodge Calendars, so that you know
what is happening.
Avoid planning activities
on the same day as your local lodge or district or any Grand Lodge event or
program.
CHOOSING LODGE ACTIVITIES
It’s very important to
include Lodge member opinions and wishes when choosing activities for the term.
Members who have helped
decide which activities to plan will be more supportive than if they were just
told what the Lodge would be doing.
BRAINSTORMING ACTIVITIES AND PROGRAMS
Brainstorming can be a lot of fun if you follow
few simple guidelines, everyone will be able to participate and you’ll get a lot
of great ideas.
Gather the members in a room with an easel pad
of large paper to write on in front of the group. Make sure everyone can see the
easel and participates.
Brainstorm activities by category:
a. Civic
Service _____________________________
b.
Entertainment _____________________________
c.
Social _____________________________
d. Fund
Raising _____________________________
e. Membership
_____________________________
f. Fraternal
Relations _____________________________
h.
Youth _____________________________
i.
Ritual _____________________________
j. Special
Events: ______________________________
Spend just five minutes on
each category. You’ll be surprised how many great activities the group will come
up with.
Follow these important
Brainstorming Guidelines:
1.
Every idea is a good idea
2.
Don’t make comments on anyone’s idea.
3.
Have a leader to write the ideas down on an easel pad or large
paper.
SELECT THE ACTIVITIES
When you are done
brainstorming you should have a long list of activities in each category.
Decide how many activities
in each category you will include in the Program Plan.
Choose the top activities
in each category to fill out the number.
For example: If the decision is to have four social/entertainment activities,
have the members rate or prioritize the activities on the brainstorming list and
pick the top four.
The recommended number of
activities per term is as follows:
4 –
Social/Entertainment Activities
6 – Visitation
Activities
2 – Fund
Raising Activities
3 - Youth
Outreach Activities (at least one Rainbow, Job’s, DeMolay)
2 – Civic or
Charitable Service Program
1
- Grand Lodge
1 – Wardens
Conference
Plus Meetings
of District Masters and Wardens
SELECT THE DATES
The date of an activity can
make the difference between success and failure.
Be very careful when
selecting dates for activities.
1.
Steps to selecting the right dates:
a.
Place all of your Lodge Meeting dates, Executive Committee Meetings,
Ritual Practices, and Degrees on the calendar first.
b.
Place all Local Lodge, District, and Grand Lodge dates next.
c.
Place annual Lodge activity dates next. Avoid all major community
activities and events.
d.
Be sure to include or plan around dates of local fairs, major holidays,
and school graduations, and major sporting events.
e.
Consider the weather, season, availability of sites, transportation, and
other details of the activity that could effect the date.
f.
Develop a
Membership Plan which defines the goal for the year, how new members will be
recruited, including involvement in any district or Grand Lodge membership
program, including special one day conferrals. Don’t forget to plan a
orientation and retention program for not only your new members, but also
current members.
2.
List Membership Plans
a.
Membership Program Plans
b.
Degree Dates
c.
Dates for Membership Recruitment Plans
d.
Coordination with District/Grand Lodge membership event dates.
3.
Develop the Term Plan, Month by Month
a.
Taking general plans and plan in detail with dates, times, places, and
committee/project responsibilities
b.
Plan for a balanced Lodge program of activities
i.
Meetings
ii.
Degrees (including any participation in one day classes)
iii.
Special events (ie Past Master Nights)
iv.
Social
v.
Civic Service
vi.
Fund Raising
vii.
Youth events
viii.
Ritual Practices and Degree Dates
ix.
Membership Recruitment (including participation in one day conferrals)
x.
Special Programs at meetings
xi.
Other local District and Grand Lodge events (ie
Grand Lodge, Masters and Wardens meetings).
c.
List all know local city, county, local Masonic Family special events, as
well as national holidays. Avoid conflicts and schedule the Lodge’s program
around conflicts.
d.
List activities that will take place at each meeting on the monthly
schedule
i.
Committee Reports
ii.
Degree Conferrals
iii.
Known Business
iv.
Entertainment or special programs
v.
Masonic Family meetings and events.
AGENDAS FOR STATED MEETINGS
List activities that will take place at each meeting on the
monthly schedule
1.
Committee Reports
2.
Degree Conferrals
3.
Known Business
4.
Entertainment or special programs
5.
Masonic Family meetings and events.
Step 4 - Review the Program and ask the following questions:
Once the calendar has been
developed, those at the planning session analyze the overall program. Go over
the entire program to be certain that it is well balanced and offers a good
variety of activities for all members.
1.
Is the program activity appropriate for the Lodge’s current situation
(membership, budget, resources)?
2.
Are the activities varied and well dispersed over the term?
3.
Does the entire program offer a well-balanced variety of activities that
meet the interests of all Lodge members.
Step 5 - Prepare the Term Budget
At the same time, review and evaluate your budget. Compare
your outgo against your income and determine where the weak areas are. Try not
to cancel events due to lack of funds, but rather consider less expensive
methods or more fund raising to cover the expected
expenses. Remember, the object is to not only cover all expenses during the
term, but also bank extra money for the future financial stability of the
chapter.
1.
Figure your term cost, activity by activity, month by month
2.
Determine the cost of each activity
3.
Determine and list your “fixed” expenses on a monthly basis.
4.
Evaluate your income, activity by activity, month by month.
5.
Fund Raising
6.
New members
7.
Activity income
8.
Income from investments and banking interest
9.
Review your budget and balance it. Compare your expenses against your
income and determine weak areas. Try not to cancel events due to lack of funds.
Instead consider less expensive methods or more fund raising to cover the added
expenses.
10.
Prepare the Term Budget
BUDGET SUMMARY
1.
Budget Operating Expenses
Masonic Hall Rent
Supplies
Postage
Printing
2.
Budget Lodge Activities
Income estimated from the activity
Expenses estimated for the activity
3.
Budget Membership Fees
Estimate the number of new members for the term
$ X per member
Amount due Grand Lodge
Remainder to your Lodge Account
Calculate Life Memberships
4.
Budget Miscellaneous Items
Donations
Awards
Gifts
Interest on Accounts
SAMPLE
__________Lodge #330
TERM BUDGET
Temple
Rent
$ 300.00
Supplies
$ 100.00
Postage
$ 100.00
Printing
$ 150.00
Membership Fees $
500.00 $ 275.00
Winter Carnival $
300.00 $ 125.00
Pancake Breakfast $
400.00 $ 275.00
Parking Lot Fund Raiser
$1,000.00 $ 100.00
Spring Fling Dance $
250.00 $ 150.00
Past Masters’ Night $
100.00 $ 100.00
Bowling
Night
$ 100.00
Patriot’s Day
Observance
$ 50.00
Grand
Lodge
$ 200.00
Elected Officers
Retreat
$ 100.00
Wardens Conference $
100.00 $ 100.00
Youth Activity
Donations
$ 100.00
Donations
$ 100.00
_______________________________________________________________
TOTALS
$2,600.00 $ 1,950.00
Income over
Expense: $650.00
Step 6: Select Committee Chairmen and Members
COMMITTEE CHAIRS AND MEMBERS
A Master cannot do
everything himself during a term. Appoint committees and committee chairman to
carry out the programs for the Lodge.
Make sure that goals are
established for each Committee
STANDING COMMITTEES
The standing committees
required by the Grand Lodge and/or your Lodge By-Laws should be appointed..
Each Committee should have a Chairman, and at least two other members. The
Master is an Ex-officio (non-voting) member of all Lodge committees.
OTHER COMMITTEES
You may want to appoint
other committees for the term as well. Each Committee should have a Chairman,
at least two other members. These Committees could include:
APPOINT COMMITTEE CHAIRMEN / MEMBERS
Appoint a Committee
Chairman for each activity of the term. Survey the Lodge members to determine
who is interested in serving as the chairman for an activity.
Meet with the committee
chairmen soon after the installation to make sure that they are award of the
goals of the activity.
Have them work out a
detailed budget for the activity.
Also have them prepare a
timeline and check list for accomplishing the activity.
Stay in touch with your
committee chairmen at all times so that you are aware of what progress is being
made on the activity.
SUMMARY
1.
Appoint Standing Committees
2.
Appoint Other Committees
3.
Appoint Project Leaders
Step 7: Approval, Distribution and Implementation
Once the term plan has been
prepared, the Worshipful Master-elect should go to the Lodge members either at a
stated meeting or at a special informal gathering over pizza and hard or soft
sodas, and review the proposed lodge program plan. Listen to input and get
agreement for the basic program or offered revisions or additions.
Follow the brainstorming
process where needed. Make finalizing the term plan the focus for the evening –
and make it fun, too!
Once the plan is finalized, make copies of the term plan
and distribute it to the Lodge members and other interested parties:
- Members
- Local Lodges
- District Deputy
- Grand Lodge Team
- Members of the local Masonic Family.
- Post it on the Lodge web-page.
The planning isn’t over yet, however. The plan must be
constantly evaluated and revised. This is done at Executive Committee
(Worshipful Master, Wardens, Secretary and Treasure, appropriate committee
chairs) Meetings.
PROGRAM PLANNING
MASTER CHECK LIST
1.
Use the Check List
Use the check list that follows as a guide through the Program Planning process.
Before you put your Program Plan into final form, go through the check list and
mark off all the items that have completed.
It there are items on the check list that you have not completed, add them in as
necessary.
2.
Get Approval from the other members of the Lodge Executive Committee and
the Lodge membership.
You will be expected to present the Program Plan to the Lodge membership at
least one month before the Installation Date
MASTER CHECK LIST
Use this check list as a
guide through the Program Planning process. Before you put your Program Plan in
final form, go through the check list and mark off all of the items you have
completed. If there are items not on the check list that you need to complete,
add them to the check list.
1.
_____Calendar
_____Schedule all Meetings
_____Lodge Meetings
_____Executive Committee Meetings
_____District, Grand Lodge Meetings
_____Degrees
_____Ritual Practices
_____Chose Lodge Activities
_____Conduct a Member Survey and/or Have a Program Planning Party
_____Include all Chapter members
_____Brainstorm ideas for Activities
_____Select Activities from the Brainstormed list
_____Set Dates for Activities
_____Place Meetings first
_____Place local Lodge, District, and Grand Lodge Dates
_____Select Lodge Activities and Dates
_____Avoid major community and school events and holidays
_____Consider the season, weather, and
availability of sites and Resources
_____Put all Dates on a Printed Calendar
2.
_____The Budget
_____Operating Expenses
_____Masonic Hall Rent
_____Supplies
_____Postage
_____Printing
_____Insurance
_____Donations
_____Lodge Activities
_____Income estimated from all activities
_____Expenses estimated from all activities
_____Budget Membership Fees
_____Estimate number of new members for the term
_____Life Membership
_____Grand Lodge Fees
_____Balance to Chapter Account
______Budget Miscellaneous Items
_____Donations
_____Gifts
_____Awards
_____Interest on Accounts
3.
_____Committees
______Appoint Lodge Standing Committees
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_____Appoint Other Committee Chairs
_____Appoint Committee Members
4.
_____ Get Approval of Program
_____ Lodge Executive Committee
_____ Lodge Members
5.
_____ Print and Distribute Calendar
_____ Adequate number of copies of program printed
_____ Distribute Calendar to members
_____At Lodge Meetings
_____Mail copies to other members
_____Distribute and or mail Calendar to local
lodges, District Deputy, Grand Line Team, Grand Lodge Office, other local
members of
the Masonic
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