APPENDICES
APPENDICES - HIRAM'S HANDBOOK
Civilized society has, for the past five hundred years,
recognized that adherence to a standardized process of conducting business
provides the difference between chaos and order. For centuries, societies
promulgated rules to govern their meeting process. From Parliamentary England
came the rules of order which governed our first legislature, the House of
Burgesses. Following the establishment of the United States Constitution, the
Presiding Officer of the Senate, Vice President Thomas Jefferson, further
refined the rules of order by writing his Manual Of Parliamentary Practice. This
manual was adopted by both houses of Congress and the then existing state
legislatures.
Within a few decades, the organization of societies of various types -
political, cultural, scientific, charitable, religious and fraternal - created a
need for additional rules other than those utilized by legislatures. To meet
this need, Luther S. Cushing, a clerk of
the Massachusetts House of Representatives, wrote, in 1845, the Manual of
Parliamentary Practice: Rules of Proceeding Debate in Deliberative Assemblies.
In 1871, Major Henry M. Robert recognized that a comprehensive set of rules was
required to govern societies at every level. Thus, Major Robert became convinced
of the need for a new kind of parliamentary manual “‘based, in its general
principles, upon rules arid practices of Congress, and adapted in its details,
to the use of ordinary societies”. In 1876, Robert’s Rules of Order was
printed and, to this date, the revised editions provide the foundation for the
manner in which we conduct the business of society, including the Masonic
fraternity.
The purpose of this section is to review briefly the proper rules of order for
you to follow while conducting the important business of your Lodge. It would be
impossible, for the purpose of this notebook, to cover completely everything
contained in the 594 page Revised prior to ascending the Edition. However, each
Lodge should maintain a copy and East, you should review the material so that
you are familiar with its contents and can quickly reference applicable sections
should the need arise.
The following is a brief explanation of the basic rationale and principles which
govern the manner in which you should govern your Lodge:
1. Protection for The Membership
The rules of order are designed to protect the rights of the majority, the
minority against the majority, each individual member, those absent from
meetings and all the above groups together.
2. Pattern of Formality
To insure peace and harmony among the brethren, it is vitally important for you
to insist that all members of the Lodge, the Master included, adhere to strict
guidelines in the use of the following formal modes of address and behavior:
a. Always insist in the use of formal titles and the term “Brethren” when
speaking within the Lodge.
b. All members should only address the Master. If speaking to another, their
comment should be conducted through the Master.
c. To speak, a member must first rise, address the Master and be recognized
before obtaining the floor.
d. Follow the standardized order of business found in your Manual.
e. Never allow the motives of another Brother to be addressed from the floor.
Every Brother is to be considered honorable and seeking the best interests of
the fraternity.
3. Announce
When finished with one category of business, announce the next order of business
so that the brethren can be aware of the flow of the meeting. You are Master of
the Lodge and the pattern of formality is only governed by the manner in which
you wield the gavel. Insist upon proper decorum and you will increase the peace
and harmony that prevails within the temple.
4. Making a Motion
It is important to remember that business can only be brought before the
membership in the form of a motion unless it is a routine task such as reading
the minutes of a previous meeting. The process of bringing business before the
Lodge is as follows:
a. A Brother must rise and obtain recognition from the Master. In the case of a
committee report, the Brother is called upon by the Master to give his report.
b. The Brother then makes a motion or makes his committee report and then a
motion. In either case, he resumes his seat. Long or complicated motions should
be in writing and then immediately forwarded to the Master. Also, a few words
spoken in preparation, prior to making a motion, is appropriate, but allow no
speeches and leave extensive comment to the debate.
c. If the motion is inconsistent with the order of business, the Master should
state: “I declare the motion is out of order.” Never state “You are out of
order or your motion is out of order”.
d. The purpose of a second is to insure that time is not wasted when only one
member is concerned about an issue. A second to the motion means that the issue
should come before the Lodge. No specific recognition is required to make a
second. Additionally, making a second only reflects the intention that the issue
should come before the Lodge, not that another Brother favors the
proposal. If no second is given, drop the motion and proceed to other business.
e. When a motion and a second are completed, the Master repeats the motion calls
for discussion, and then, after the debate has ended, asks “Are you ready for
the question?”
5. Discussion or Debate
The issue is now before the Lodge for debate and decision. If a Brother does not
rise for recognition, proceed to vote. If a Brother rises for recognition,
proceed with the debate utilizing the following procedures:
a. The Brother who made the motion has first priority in debate.
b. If two or more Brothers rise, the first standing has the right to be
recognized. The Brother recognized has the floor and should not be interrupted
unless he has violated the rules of order or proper decorum. He maintains the
floor until seated. There is no prior claim to the floor by rising before the
floor is yielded.
c. If any modification to the motion is made, it must be made prior to the
Master repeating the motion and asking “Are you ready for the question?”
d. No Brother, except the mover of a question (who has the right to the last
debate), should speak more than once. This rule may be dispensed with by the
Master if he deems it proper to permit it.
e. A speaker should confine his comments to the merits of the motion. He should
only address his comments to the Master and not engage in personal attacks,
allusions to the motives of others, or the mentioning of names.
f. The Master must, at all times, be fair and impartial. Make sure all sides
are
heard and attempt, as much as possible, to afford ample opportunity for both sides of the question, alternating the sides, if necessary.
g. The Master may, at any time, speak. The Brother on the floor should sit down
while the Master is speaking, unless his remarks are in the nature of a question
directed to the Brother. The Master should not enter into the debate. However,
if it appears necessary to do so, he should turn the meeting over to a Warden or
a Past Master, leave the East and make his comment.
h. The debate cannot be closed or the question moved, unless by special rule or
a 2/3rd vote of those assembled, until all members have been afforded the
opportunity to speak.
i. There are other classes of motions that can be interjected at this point to
assist in treating or disposing of a main motion. These will be discussed later
in this chapter.
6. Voting
After the debate has closed, the Master again asks “Are you ready for the
question?” repeats the motion and calls for a vote. If there is any confusion
or doubt as to the motion’s intent the Master should explain the motion and
describe the effect of both a yes and no
vote. Utilize the following procedures for voting:
a. The voting procedure in Masonic Lodges is usually by a show of hands, a voice
vote or a rising vote. The only exceptions are votes on petitions for degrees,
affiliation, restoration and an objection after initiation. Votes in these
instances are by the ballot box. Also excepted are elections of officers with
more than one candidate, when a written ballot should be used.
b. The Master should call for the vote by saying All those in favor of the motion
signify by raising your right hands. -Those opposed’. Always call for the no
vote, no matter how overwhelming the affirmative vote. In this instance, the
Master simply announces the result of the vote.
c. If a member rises to demand a standing vote, abide by the request unless the
vote is obvious or the tactic is being utilized to delay the meeting.
d. If a vote is not conclusive, then it is proper to have a standing vote. In
announcing such results, state the number of votes for and against.
e. The majority rules except when required by the Constitution, By-laws or the
rules of order. The following are the exceptions to the majority rule:
1. A 2/3 vote is required to amend the By-laws, request a change of meeting place
and to determine the validity of an objection after
initiation.
2. A 3/4 vote is required to approve the consolidation of Lodges.
3. A unanimous vote is required to approve applications for dispensations by the
Grand Master.
f. The Master only votes to break a tie (except when balloting on candidates).
g. The vote is not effective and a member can change his mind until the Master
announces the result.
h. Certain business, such as the reading of the minutes or when there is
apparently unanimous consent, can be dealt with by saying “If there be no
objection...” and ‘There being none, the motion is adopted.”
i. After the vote has been announced, proceed to other business.
The authority of the Oriental chair is in your hands. The Grand Lodge does not
expect you to be an expert, but wants you to be familiar with Parliamentary
Procedure. You should know, in general terms, the proper procedure to be
utilized and how to reference the
materials.
STATED MEETING CHECKLIST
I. Criteria
A. It is Organized.
B. It is Short.
C. It is Worthwhile.
II. Organized Meetings
A. Prepare an agenda ahead of time.
B. Verify before the meeting what committees are ready to report and on what.
When possible, have written reports.
C. Verify with the Secretary before the meeting the business which he will
present.
D. Plan Lodge activities before meetings and announce the arrangements. Don’t
plan the details of an activity at the Stated Meeting.
III. Shorter Meetings
A. Arrive early and verify that the Lodge room is set up.
B. Start on time.
C. See that Secretary’s minutes are concise, brief and cover all aspects of
debate.
D. Committee Reports:
1. They should be brief, concise and written.
2. They should tell when, where, who, why and how much.
3. They should present all alternatives: pros and cons.
4. The committee members should be prepared to answer all questions.
E. Eliminate reading unnecessary correspondence, where appropriate.
F. Aim for a 60 minute Stated Meeting.
IV. Worthwhile Meetings
A. Make them Entertaining and Friendly:
1. Have a Stated Meeting supper.
2. Include families and guests at the supper.
3. Have entertainment for non-Masons in the dining room during the Stated
Meeting.
4. Use greeters, at the door when people arrive and depart. Help those who need
it from, and to their automobiles.
5. Everybody smile! Make everyone feel welcome, particularly strangers, new
members and those who have not been to Lodge recently.
B. Educational:
1. Everyone should learn something new from attending.
2. Have someone present 5 minutes of Masonic information at each Stated Meeting.
Here are some resources you can use for your Lodge programs.
I. CIVIC
Mayor’s office Police Department
Fire Department City Manager’s Office
Board of Supervisors Chamber of Commerce
Gas Company Department of Water & Power
Telephone Company
II. BUSINESS
Corporation Officers Tourist & Convention Center
Board of Realtors Officers Better Business Bureau
Major Employers Trade Talks (history of jewelry, etc)
Demonstrations Travel Agents
(cake & ice cream decoration, e tc)
Professional Talks Airport/Yacht Club Officials
(Successes & failures) Airline/Steamships (packing
demonstrations)
Department Store Presentations
(fashion/make up trends, etc)
III. SCHOOLS
Superintendent of Education University President
School Board Chairman School Administrator
Principal/Vice Principal
IV. SPORTS
Professional Team Public Professional Athlete
Relations Officer Athletic Director
Coach (high school, college) Sports Writer
Athlete (high school, college)
V. ENTERTAINMENT
Singers Musicians
Actors Magicians
Hypnotists Barbershop Quartets
Sweet Adelines
(Comedy group) Dance Teams
High School/Church (Scottish Dancers, etc.)
(Glee Clubs/Choirs) Shrine Chanters
Corporate Entertainers (Union bank singers, General Telephone’s, “General
Happenings, etc.)
VI. SPECIAL
Speakers Bureaus Toastmasters, Inc.
TV or Radio personalities Newspaper Editor
Sports Photographers Social Security Benefits
Hobbies Camera Clubs
(trains, stamps, coins, gems, etc.) (films, slides)
Chefs (cooking demonstrations)
VII. MEDICAL
Specialists Hospital Administrators
Health Care Costs Exercise Programs
Medical Insurance Medicare/Medicaid
VIII. FRATERNAL
Layman’s Night Committee Research Lodge Speakers
(speaker) Scottish Rite Players
Shrine Chanters Research Lodge papers
BOAZ LODGE, NO.59
P.O. Box 357
Centerville, Maine
ANNUAL BUDGET
1. ESTIMATED INCOME
A. Dues $
B. Fees $
C. Suppers $
D. Other $_____
TOTAL ESTIMATED INCOME $
2. ESTIMATED EXPENSES
A. Per capita tax $
B. Secretary supplies $
C. Bank fees $
D. Sec./Treas./Custodian fees $
E. Lodge maintenance $
F. Oil $
G. Electricity $
H. Telephone $
I. Insurance $
J. Postage $
K. Printing $
L. Special Ladies $
M. Other
$__________
TOTAL ESTIMATED EXPENSES $
SURPLUS (SHORTFALL) $
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