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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?

  1. The Worshipful Master - has the major responsibility since he is responsible for the successful programming of the Lodge during his term.
     
  2. 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.
     
  3. 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.
     
  4. 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.
     
  5. 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

 

Item                                                     Income                                     Expense

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:

    1. Members
    2. Local Lodges
    3. District Deputy
    4. Grand Lodge Team
    5. Members of the local Masonic Family.
    6. 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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Last modified: March 22, 2014