Advisor`s Handbook - Oklahoma DeMolay Association
Transcription
Advisor`s Handbook - Oklahoma DeMolay Association
OKLAHOMA “TOMORROWS LEADERS TODAY” The Guide for a Successful Chapter ADULT LEADERSHIP FOR DEMOLAY Oklahoma DeMolay “TOMORROWS LEADERS TODAY” AN ACTIVE ADVISORY COUNCIL IS ESSENTIAL An active and organized Advisory Council is the most important element of a strong and progressive DeMolay Chapter. There is no magic number of Advisors which insures success, but certainly meeting the minimum number suggested by the jurisdiction will make things easier on all the Advisors. Regardless of the number of Advisors on the Advisory Council, the important thing is to see that the responsibilities and duties are divided where everyone has something to do that is meaningful and important to the success of the Chapter. Cooperation and friendly relations are basic ingredients that are essential to an effective Advisory Council. Being an Advisor for a DeMolay Chapter is a job that often takes time, energy, and personal expense. The Advisors receive their pay and reward in the knowledge that they are helping to shape the lives of young people and mold their character for the responsibility of the citizenship and leadership that is awaiting them. ADVISORY COUNCIL MEETINGS Regular meetings of the Advisory Council should be scheduled each month. All Advisors should attend the Advisory Council meetings. Also, the three Chapter Councilors and the Scribe and Treasurer must attend. Don’t be afraid to open your Advisory Council meetings to interested parents and volunteers who are not members of the Council. Encourage their participation and support. If there is private business to conduct, do so after the general meeting. The Chairman of the Advisory Council presides at the meetings and he should see that everyone is notified of the time and place. Most Advisory Council meetings take place at the same location as the regular Chapter meetings, a Masonic or Scottish Rite Center. Some Advisory Councils choose to meet at other locations. ADVISORY COUNCIL RESPONSIBILITIES ADVISORY COUNCIL MEETING AGENDA 1. ORGANIZE — Select a Chairman, Chapter Dad, and divide up the duties and responsibilities among the Council members. Advisory Council meetings are conducted more efficiently when an agenda is used. Basic parliamentary procedure should be followed when necessary. 2. MEETING REGULARLY — The Advisory Council should meet monthly at a minimum. The following is the suggested Agenda for Advisory Council meetings. 3. PROVIDE GUIDANCE TO THE CHAPTER — Always remember that you are working with young people. Try to help the Chapter run itself, try not to “run the Chapter.” It is sometimes a difficult balance between what you do for the members and what you let them do for themselves. Keep the goals of DeMolay in mind always - to help and improve young people. 4. PROTECT THE CHAPTER — See that the Chapter operates within the guidelines of the jurisdiction and DeMolay International. Provide chaperones for all DeMolay activities and make certain that the Chapter follows the Youth Protection and Risk Management policies at all times. Watch the Chapter finances closely so that major financial problems are avoided. 5. INSIST ON GROWTH AND EXPANSION — Don’t let the members lose sight of constant recruitment programs and set goals for the Chapter to expand in programs and participation in local, jurisdiction, and national activities. 1. 2. 3. 4. 5. 6. 7. Call to Order Roll Call Reading minutes of the previous meeting Business arising from the minutes Communications Bills against the Advisory Council Reports 8. 9. 10. 11. Unfinished Business New Business Good of the Order Adjournment Master Councilor Senior Councilor Junior Councilor Scribe & Treasurer Sweetheart Parents Club President Chapter Dad All Other Advisors The Chairman The Chairman of a DeMolay Advisory Council can be very well compared to the coach of a sports team. The Chairman must provide the cohesiveness to mold the team of Advisors into a winning combination. The Chapter Dad The importance of the Chapter Dad of a DeMolay Chapter cannot be over emphasized, for leadership he exemplifies to the members will be a vital determining factor for insuring progress and successful results in any specific chapter activity, as well as the chapter as a whole. RESPONSIBILITIES AND SUGGESTIONS 1. He must assemble a team of Advisors to guide and develop the DeMolay program in the community. The Chairman must lay down a basic organization for the operation of the Advisory Council. After the Chapter Dad is elected, he must see that the other Advisory Council members are given specific duties and responsibilities as Advisors. He should see that Advisors who will not do their job properly are reassigned or replaced. RESPONSIBILITIES AND SUGGESTIONS 1. The Chapter Dad must become thoroughly familiar with the DeMolay program and all of the resources available including the Leader’s Resource Guide, Program Planning Guide, Chapter Meeting Handbook, and Installation Planning Guide. 2. He must schedule regular Advisory Council meetings and preside over these sessions in a business-like manner. 2. The Chapter Dad is responsible for seeing that Chapter meetings are well planned, attended, and executed. He should attend all Chapter meetings and Advisory Council meetings. He should see that Councilors Meetings are held prior to each Chapter meeting. 3. He must see that the annual Advisory Council Registration is completed promptly and that supplementary registrations are filed on any appointments made between annual registrations. 3. Using the Program Planning Guide, the Chapter Dad works the with Councilors to establish a well-balanced program plan with the Chapter members. 4. He should insure that all reports to DeMolay International or the jurisdiction are forwarded promptly and timely. He should see that a Scribe is appointed to handle the day-to-day administration of the Chapter. 5. He should communicate with the sponsoring body on a regular basis so that they are aware of the DeMolay program and should seek their assistance where possible. 6. He should insure that the Chapter closely follows the Youth Protection and Risk Management policies of DeMolay International and the jurisdiction. 7. He should conduct on-going recruitment programs to build and supplement the Advisory Council. 8. He should be thoroughly familiar with the DeMolay programs and resources including the awards and honors system, the Ritual, the Leader’s Resource Guide and other guides and handbooks provided by DeMolay International and the jurisdiction. He should be knowledgeable of the Rules and Regulations of DeMolay International and the Policies of the jurisdiction. 4. The Chapter Dad should communicate often with the parents of the members so that they are aware of what is expected of their son. He should keep a file of communications received from DeMolay International and the jurisdiction and bring their contents to the attention of the chapter members and the Advisory Council. 5. The Chapter Dad should develop the leadership skills of the Councilors of the Chapter and constantly work with the younger members to develop future leadership for the Chapter. Find opportunities for them to exercise their leadership and public speaking skills at meetings and activities of Masonic, civic, and other youth organizations. There are a multitude of other specific duties that the Chapter Dad finds among his responsibilities. Familiarizing yourself with the DeMolay program and effectively gathering the support of all adults involved with the Chapter will aid you tremendously. Networking with other Chapter Advisors is another way of developing your skills as a Chapter Dad. The Ritual Advisor There has been a long standing statement of DeMolay that the Ritual is what sets DeMolay apart from all of the other youth organizations and keeps it in a class by itself. DeMolays can be outstanding ritualists despite their young years, because they have the intelligence, the education, and the inherent ability to do well. It is the job of the Ritual Advisor to turn this potential into action. PRIORITIES AND GOALS If the Chapter is new or developing a ritual program for this first time, it is important to set priorities and goals. The Chapter should first learn the Opening and Closing Ceremonies so that they can function as a Chapter. During this period, call on other Chapters for assistance in doing the degree work or attend jurisdiction degrees days. Once the Chapter has become proficient in the Opening and Closing Ceremonies then introduce the other degrees at a pace that will keep their interest and at which they can be successful. Set goals in conjunction with these priorities. Set a goal for the Chapter, like entering the ritual tournament or “By the next term we will be performing the Initiatory Degree”. Create a timeline so that members and Advisors can see how the Chapter will progress with its ritual program. GUIDELINES AND SUGGESTIONS 1. The latest edition of the Ritual should be followed exactly. 2. All of the degree work should he given from memory and to the best of the performers ability. 3. Insist on good posture from all officers, whether sitting or moving. 4. Use music for degrees. 5. Appropriate degree robes and costumes should be utilized, and this is a project that not only the DeMolays but their parents often enter into. RITUAL PRACTICES It is sometimes very difficult to schedule ritual practices outside of Chapter Meetings. Personal schedules, many times, do not accommodate extra nights. If this is a problem, set up the schedule so that Chapter meeting nights are ritual practices. You may want to schedule the second meeting of the month as Initiatory Degree practice one month and DeMolay Degree practice the next. Doing this every month, gives you six practices a term. The Membership Advisor Membership is an important function of all DeMolay Chapters. Without constant replenishment of members, a Chapter soon will become extinct. It is necessary, therefore, that a Chapter have a competent and dedicated Membership Advisor. RESPONSIBILITIES 1. With the Master Councilor and his Membership Chairman, lay out definite goals and a program to seek new members, including regular prospect parties. 2. Obtain the names of prospective members, utilize every available source such as public school officials, church leaders, co-workers, and other leaders in activities involving teenagers. 3. Promote incentives. membership contests with interesting 4. Insure that initiations are held frequently enough that candidates do not have a long wait after turning in their applications. 5. Promote the use of the various videos available from the DeMolay and More Store. NEW MEMBER ORIENTATION All too frequently the membership activities of a Chapter will stop with a signed application. Many new members lose interest because they feel neglected, for once initiated, the attention paid to him by other members is far less than when they were persuading him to join. An effective orientation and education program is essential to the sustained promotion of chapter growth. Oklahoma DeMolay and DeMolay International provide Member Orientation programs which you should become familiar with and use. It is the responsibility of the Membership Advisor to insure that all new members are made to feel welcome and valuable. MARKETING AND PUBLIC RELATIONS Unless another Advisor has been assigned the responsibility, the Membership Advisor also serves as the marketing advisor. He should work with the Master Councilor and the Advisory Council to insure that the Chapter is marketing the organization and publicizing the events of the Chapter. The Membership Advisor should look over the program plan and identify potential marketing opportunities for the Chapter. The Awards Advisor Awards and honors play a big role in the DeMolay organization and is one of the most important as well. It is human nature to want to receive recognition for accomplishments of a job well done. DeMolay members are no exception. RESPONSIBILITIES The Awards Advisor should be sure that each member's records carry full details on the honors and awards that he has earned or received. He should also be thoroughly familiar with the various awards and honors that DeMolay International and the jurisdiction make available. The Athletic Advisor Many young men join DeMolay for the sports. Why? Sports are popular and for that reason, a DeMolay Chapter should have a good sports program. RESPONSIBILITIES The Athletics Advisor should work with the Chapter leadership to make sure the chapter has a regular, varied, and fun sports program. Tournaments are held each year in basketball, bowling, volleyball, and softball. SUGGESTIONS A description of the Awards and Honors is provided in the Leader’s Resource Guide. 1. Become familiar with the sports programs of the jurisdiction and DeMolay International. SUGGESTIONS 2. See that the Chapter enters the sports tournaments sponsored each year. Some Chapters don’t think they are a “Sports Chapter” so they don’t enter the tournaments. Many times, though, DeMolay sports tournaments are about more than “sports.” DeMolay tournaments are fun and always have a “social” aspect to them. DeMolays make friends from and development friendly rivalries with other Chapters at sports tournaments. 1. Keep a database of all members and the awards and honors they have earned. 2. Create a chart of the active members and the activities they have performed which can be applied toward merit bar achievements. Post the chart at Chapter meetings and activities and use it as a way to encourage more activity. 3. Regularly present merit bars at Chapter meetings so that members are recognized as soon as possible and so that members are regularly thinking about the merit bar program. 4. Encourage members to earn membership awards. 5. Encourage members to enroll in the Leadership Correspondence Course and the Representative DeMolay program. 6. Work with the Master Councilor in preparing his first and second letter of the Past Master Councilor’s Meritorious Service Award. 7. If the Chapter has a regular program for awards like “DeMolay of the Year/Term” or “Ritualist of the Year”, see that members are aware of the awards and that they are presented each year or term. If the Chapter does not have a system like this, create one. Consider having an “Awards Night” or “Awards Banquet” to present Chapter Awards. 8. Assist the Advisory Council in making recommendations for honors like Chevalier, Cross of Honor, and Legion of Honor. 3. Try to make a practice schedule for the Chapter sports program. Realize that it might be difficult for all members to attend practices. They have other schedules which may even include participating in school or city league sports. 4. Insist that Chapter members use good sportsmanship and rewards those members who set the example. 5. Offer to work with the Master Councilor in coordinating plans for sports tournaments which could include transportation, meals, and housing. 6. Attend meetings regularly and speak often about the sports programs so that it is always a part of what the Chapter is doing. It is no secret that attendance at Chapter meetings is always greatest near tournament dates. Take advantage of this by having a year-round sports program. 7. Work with Chapter members, especially new ones, so that they are able to meet the proficiency requirements of the jurisdiction and DeMolay International. 8. Host a small tournament of your own with the Chapters in the area. This way you can turn this “tournament” into a practice for the big tournament, plus you can scope out the competition! Activities Advisors The Scribe Advisor Since the position of Scribe in a DeMolay Chapter is such a crucial one, Advisory Councils have found it to the Chapter's advantage to designate a Scribe Advisor to assist the young man appointed as the Chapter Scribe. Sometimes this special Advisor is called the Financial Advisor, and he works with both the Scribe and the Treasurer. In some Chapters, the offices of Scribe and Treasure are held by the same person. And in some cases, there is no DeMolay assigned in either role, requiring the Advisor to see the tasks completed himself. RESPONSIBILITIES AND SUGGESTIONS 1. He should be thoroughly familiar with the Rules and Regulations of DeMolay International, the Policies of the jurisdiction, the By-laws of the Chapter, and the Chapter Administration Handbook. 2. He should supervise the Chapter Scribe and Treasurer in accordance with the Scribe's duties, which are outlined in the Chapter Administration Handbook. 3. He should see that the Chapter maintains a sound financial condition. 4. He is normally the person designated to record the minutes of the Advisory Council meetings and prepare them for approval at the subsequent meeting. 5. He should see that all reports are filed promptly and accurately including the annual Financial Report, Insurance payment, and the submission of the Form 10, and Form 11, when appropriate. Depending on the number of members of the Advisory Council, any of the following positions could be filled to effectively round-out the Chapter program. Advisors whose schedules don’t allow full-time participation may find interest in one of these Advisor roles. FUND RAISING ADVISOR A chapter requires funds to operate effectively. The FundRaising Advisor could assist in the following areas: 1. 2. Aid the Chapter members in planning and executing the fund raising plan. 3. 8. He should see that the Chapter has an adequate supply of forms, postage, and necessary office supplies and equipment. The Scribe Advisor’s job is a large one. The use of a personal computer with database and financial management software will make the performance of his duties more effective and efficient. Be on the constant look out for ideal fund raising opportunities at county fairs, festivals, and special community events. JOURNALISM ADVISOR OR COMMUNICATIONS ADVISOR Effective communications is vital to a Chapter’s success. The Journalism Advisor’s or Communications Advisor’s role is perfect for the person who likes working with computers, particularly word processing, database, and desktop publishing software. This Advisor could assist in the following areas: 1. Assist the members in publishing a monthly chapter newsletter. 2. Assist the members in creating a web page for the Chapter. 3. Assist the Scribe or Scribe Advisor in setting up a database for the Chapter. 6. He should be one the signers on the Chapter bank accounts. 7. He should assist the Chairman with the completion of the annual Advisory Council Registration. Work with the Councilors to create a fund raising plan to accommodate the program of the Chapter. TRANSPORTATION ADVISOR The DeMolay program often requires traveling within and without the community. Scheduling transportation can become a significant effort. The Transportation Advisor could: 1. Use the Chapter Program Plan to determine the transportation requirements of each event. 2. Coordinate volunteers to drive members to Chapter activities including meetings, visitations to other Chapters, sports tournaments, conclaves, and conventions. Advisor Resources All advisors are encouraged to take advantage of the following resources: AVAILABLE FROM DEMOLAY INTERNATIONAL Rules and Regulations of DeMolay International Leader’s Resource Guide Leadership Correspondence Course DeMolay and More Store Hi, Dad! Book The Life and Times of Jacques DeMolay The Risk Management Guide Youth Protection Kit New Member Orientation Kit Adult Recruitment Kit 501 (c) 3 Guide for Chapters Installation Planning Guide A number of videos on Chapter Administration, Program Planning, and membership recruitment Services via the internet are available DeMolay International. AVAILABLE FROM OKLAHOMA DEMOLAY Policies of Oklahoma DeMolay Chapter Administration Handbook DeMolay Advisor Development Program Program Planning Guide Orientation Program for Initiations Frank Marshall Ritual Judging Program Representative DeMolay Program A Parents Guide to DeMolay A number of other resources, forms, and aids regarding chapter administration, awards, and programs. For more information, contact: Oklahoma DeMolay P.O. Box 700451 Tulsa, Ok 74170 Voice: (918) 627-5002; or (877) 627-5002 Fax: (877) 627-5002 Email: [email protected] DEMOLAY INTERNATIONAL Advisory Council Registration New Advisor Form* 2003 *Complete this form if you were not registered as an advisor in 2002. This form must be accompanied by an Adult Worker Profile. SECTION 1 - PERSONAL INFORMATION Chp Name: ____________________________ Chp Number:______________ Name (Last, First MI): ________________________________ ID # __________ Address 1: _____________________________________________________ Address 2: _____________________________________________________ City: ____________________________ ST: ______ Zip: __________ Phone: (Work)______________________ (Home)_______________________ E-mail: _________________________________ DOB: ________________ Social Security # _________________________ Drv Lic # ________________ Affiliations __ Senior DeMolay __ Master Mason Prerequisites New Profile Attached DAD Trained _______ DAD Training date SECTION 2 - UPDATED PROFILE INFORMATION* This ACR is for a: ___ Chapter ___ Priory ___ Jurisdiction Annual Fee Information __ $48 ACR Fee Enclosed __ Paid with Chp # _______ __ ISC Member Leadership Position __ Chairman __ Chapter Dad *DO NOT COMPLETE Other IF NEW PROFILE IS ATTACHED Please complete these update questions about personal information changes since the submission of your last Adult Worker Profile (AWP) or Advisory Council Registration (ACR). Any questions are answered "YES", must be explained in writing and attached to this form. CIRCLE YOUR ANSWER YES NO 1. Since your last AWP or ACR, have you had any speeding tickets or moving violations of any kind? YES NO 2. Since your last AWP or ACR, have you had your license revoked or suspended for any reason? YES NO 3. Since your last AWP or ACR, were you involved in any motor vehicle accidents that resulted in personal injury or fatality? YES NO 4. Since your last AWP or ACR, have you been arrested or received a ticket for driving under the influence of alcohol or drugs, drunk driving, reckless driving, or careless driving? YES NO 5. Are there any health limitations or health considerations that would limit your role as a DeMolay Adult Worker? YES NO 6. Since your last AWP or ACR, have you used any illegal drugs, or been treated or hospitalized for drug use? YES NO 7. Since your last AWP or ACR, have you used alcohol excessively or been treated or hospitalized for alcohol use? YES NO 8. Since your last AWP or ACR, have you been charged, arrested, or convicted of any crime? YES NO 9. Has any adverse action been taken by any YOUTH organization, school, church, or day care center against you while you were a volunteer or employee of such an organization or entity? YES NO 10. To the best of your knowledge and belief are there any facts or circumstances involving you or in your background that would call into question your being entrusted with the supervision, guidance, and care of young people? Page 2 on reverse DEMOLAY ADVISORY COUNCIL REGISTRATION PAGE 2 SECTION 3 - STANDARDS OF SERVICE Read carefully and initial each of the DeMolay service standards listed below ____ I understand that as a DeMolay Adult Worker, I am responsible for being a role model. ____ I understand that I am to follow the Youth Protection and Risk Management rules and procedures at all times. ____ I understand that I am to report all violations of DeMolay procedure to my Council Chairman or Executive Officer whether I am personally involved or have observed them. ____ I understand that proper supervision is required for all DeMolay functions. ____ I understand that the use of drugs or alcohol at DeMolay functions will not be tolerated and I will report any violations of this policy immediately. ____ I further authorize and support DeMolay International to perform whatever procedures necessary to verify this information and to satisfy itself that I should be trusted to work with young people. ____ I understand that this may include, but not limited to checking my criminal background and the Sex Offender Registry. ____ I further acknowledge that my service as an Adult Worker is at the complete discretion of the Executive Officer and that I may be removed at any time with or without cause. ____ I understand that I am governed by the Bylaws and Rules & Regulations of DeMolay International. SECTION 4 - ACKNOWLEDGEMENT THE LINE BELOW MUST BE SIGNED BY YOU (the person who is registering to become an advisor). By signing this form, I hereby certify that all information on this form is true and correct. ______________________________________________ Signature __________________ Date COMPLETED BY COUNCIL CHAIRMAN AND EXECUTIVE OFFICER SECTION 5 - APPROVAL Recommended by: _____________________________________ __________________ Approved by: __________________ Chairman Signature _____________________________________ Executive Officer Signature Date Date **Remember to remit $48.00 with each Advisory Council Registration Form submitted** DEMOLAYINTERNATIONAL ADULT WORKER PROFILE The purpose of this DeMolay Adult Worker Profile is to provide information so that the quality and reputation of the volunteers of DeMolay is maintained at the highest level and to protect the Adult Workers and the Youth of DeMolay. Office use only: Profile Date: ___________________ DeMolay ID No.: _______________ You are being requested to complete this Profile so that DeMolay may continue to promote the high ideals and cardinal virtues of DeMolay. Unfortunately, events have been and are happening in society, which make it necessary for DeMolay to make this request of you. Every question is appropriate. Please answer each one in the space provided. Please use additional sheets of paper if necessary to completely answer any question. If you have questions regarding any aspect of this Profile, please contact your Executive Officer or DeMolay International at: DeMolay International 10200 NW Ambassador Drive Kansas City, MO 64153-1367 (816) 891-8333 Fax (816) 891-9062 [email protected] www.demolay.org **THIS PROFILE IS FOR THE USE OF THE OFFICERS OF DEMOLAY** THE ORIGINAL PROFILE IS RETAINED AT DEMOLAY INTERNATIONAL PLEASE TYPE OR PRINT 1. Name:____________________________________________________________________________________________ 2. Address:___________________________________________________________________________________________ Last First Middle City:_______________________________________________ State:____________ Zip:__________________________ 3. Nickname:_____________________________________________ Social Security No:___________________________ 4. Place of Birth:__________________________________________ Date of Birth:________________________________ 5. Marital Status and Name of Spouse, if applicable:__________________________________________________________ 6. Prior addresses, for the last 5 years; length of time at each address: ____________________________________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ 7. Have you ever worked as an Adult with any other Youth Group? YES NO If so, please list and describe: __________________________________________________________________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ DEMOLAY INTERNATIONAL -1- ADULT WORKER PROFILE MASONIC MEMBERSHIP PROFILE 8. Please check the appropriate Masonic body of which you are a member: _______Masonic Lodge Name & Number ________________________________________ State__________________ _______Scottish Rite _______Eastern Star _______Royal Arch _______Commandery _______Council Royal and Select _______Shrine _______Senior DeMolay Chapter_______________________________ Location____________________________ Other:____________________________________________________________________ EMPLOYMENT PROFILE 9. What is your occupation?_____________________________________________________________________________ 10. Names & address of current employer?__________________________________________________________________ 11. Length of employment:_______________________________________________________________________________ 12. If employed by anyone else in the last 5 years, give name, address, and length of employment:______________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ EDUCATIONAL PROFILE 13. What is the highest grade you completed?________________________________________________________________ 14. What is the name and location, and dates of any high school you attended? ______________________________________ __________________________________________________________________________________________________ 15. What is the name and location, and dates of any colleges or universities you attended?_____________________________ __________________________________________________________________________________________________ DRIVER’S PROFILE 16. Have you ever been denied a license to operate a motor vehicle? YES Driver’s License Number:_________________________________________ 17. NO State:_____________________________ Has your driver’s license ever been suspended or revoked within the last 10 years? YES NO If YES, list and explain:______________________________________________________________________________ __________________________________________________________________________________________________ 18. As a motor vehicle operator, have you ever been in any of the following types of motor vehicle accidents? YES NO a. Involving fatalities, no matter when: __________________________________________________ YES NO b. Involving personal injury in the last 5 years: ___________________________________________ If YES, list and explain: ______________________________________________________________________________ __________________________________________________________________________________________________ 19. Have you ever been arrested or received any tickets for driving under the influence of alcohol or drugs, drunk driving, reckless driving or careless driving, no matter when? YES NO If YES, list and explain: ______________________________________________________________________________ __________________________________________________________________________________________________ PERSONAL PROFILE 20. YES Do you have any health limitations or health considerations that would limit your role as a “DeMolay Adult Worker?” NO If YES, list and explain:_____________________________________________________________________ _______________________________________________________________________________________________________ DEMOLAY INTERNATIONAL -2- ADULT WORKER PROFILE 21. Have you used any illegal drugs, or been treated or hospitalized for drug abuse in the last 10 years? YES NO If YES, list and explain:______________________________________________________________________________ _________________________________________________________________________________________________ 22. Have you used any alcohol excessively or been treated or hospitalized for use of alcohol in the last 10 years? YES NO If YES, list and explain:______________________________________________________________________________ __________________________________________________________________________________________________ 23. Have you ever been charged, arrested or convicted of any of the following? YES NO a. The possession, use or transfer of alcohol: YES NO b. The possession, use or transfer of illegal drugs: YES NO c. Crimes in which the alleged victim or accomplice was a minor: YES NO d. Activities in which you allegedly physically or sexually abused anyone, male or female, or allegedly condoned such abuse by others: YES NO d. Activities in which you allegedly were involved in the creation, possession, use or transfer of pornographic materials: If YES, to any of the above, list and explain all charges, arrests, or convictions:__________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ 24. Has any adverse action been taken by any YOUTH organizations, school, church or day care centeragainst you while you were an employee or volunteer for such organization or entity? YES NO If YES, list and explain:______________________________________________________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ 25. To the best of your knowledge and belief are there any facts or circumstances involving you or in your background that would call into question you being entrusted with the supervision, guidance and care of young people? YES NO If YES, list and explain:______________________________________________________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ Reference Profile 26. List three people who have known you for at least 5 years who we may contact if we need more information about you. Only one of these individuals may be a member of your immediate or extended family. 26.a. Name:__________________________________________________Connection:_______________________ Street:___________________________________________________________________________________ City/State/Zip:____________________________________________________________________________ Phone Number:(______)____________________________________________________________________ 26.b. Name:__________________________________________________Connection:______________________ Street:__________________________________________________________________________________ City/State/Zip:___________________________________________________________________________ Phone Number:(______)___________________________________________________________________ 26.c. Name:__________________________________________________Connection:______________________ Street:__________________________________________________________________________________ City/State/Zip:___________________________________________________________________________ Phone Number:(______)___________________________________________________________________ DEMOLAY INTERNATIONAL -3- ADULT WORKER PROFILE 27. I am aware that one purpose of this form is to obtain my permission to allow a consumer report will be obtained on me in the course of consideration for employment or volunteer purposes: criminal records, education, employment, or driver licenses may be obtained. In connection with this request, I authorize all corporations, former employers, educational institutions, law enforcement agencies, city, state, county, and federal courts, military services, and persons to release information they may have about me to the person or company with which this form has been filed, of their agent. This releases the aforesaid parties from any liability and responsibility for collecting the above information. I release, hold harmless and agree to indemnify DeMolay International, its chapters, advisory councils, and all other DeMolay bodies and organizations and sponsoring organization and their officers, employees, agents and volunteers from any and all liability to me in connection with their good faith use on behalf of the order of DeMolay of any information provided as a result of, or in connection with, this profile, and I similarly release, hold harmless, and agree to indemnify such organizations and individuals from any and all liability to me in connection with their good faith efforts to gather information about me as a result of, or in connection wit, this profile. I promise that in my service as a DeMolay Adult Worker, I will bear true allegiance to DeMolay International, and to the Executive Officer in this Jurisdiction, and I will obey the Bylaws, Rules and Regulations of DeMolay International, and the laws of my city, state, and nation. In signing of this Profile, I certify that the information provided herein is true, complete and accurate. I promise to immediately notify the Executive Officer in this jurisdiction of any changes in the information supplied above. Signature___________________________________________________________ Date_________________________ DO NOT WRTE BELOW THIS LINE Sponsor’s Certification 28. Being aware that the person would be associated and working with youths associated with DeMolay, I have reviewed the information set forth above. Based upon my knowledge, I am not aware of any reason the above person is inappropriate to serve as a DeMolay adult worker and to assist in DeMolay’s program of affording a constructive, healthy, and fraternal experience for young men. Sponsoring Body Name:____________________________ Chapter Name:______________________________________ Address:_________________________________________ Chap City:_________________________________________ City State Zip:____________________________________ Chap State: ________________________________________ Presiding Officer’s Signature:________________________ Chapter Chairman’s Signature: _________________________ Date:____________________________________________ Date:______________________________________________ Executive Officer Certification 29. I certify that I have examined the information provided above, and I (DO) (DO NOT) appoint this person to (CONTINUE AS) (BECOME) a DeMolay Adult Worker. Signature:______________________________________________ Date:____________________ Jurisdiction:_____________________________________________ DEMOLAY INTERNATIONAL -4- ADULT WORKER PROFILE © 2001 DeMolay International Revised 8.22.01 ANNUAL ADVISORY COUNCIL MEETING AGENDA VERIFY CHAPTER INFORMATION Please verify the following chapter information. Make corrections or additions as necessary. Sponsoring Organization Information Chapter ID #: Sponsor #1 Chapter Name: Name: Chapter Address: Address: Sponsor #2 Name: Stated Meeting(s): Life Membership Fee: $ Letters Temp Date: Address: Suspended Date: Forfeiture Date: Last ACR Date: Institution Date: Inactive Date: Reinstatement Date: Chapter Contact Information (Mail to person for 2003) ID#: _______________ Name: Address: Federal ID#: 501(c)(3): NEW BUSINESS Review the enclosed memo with instructions on the 2003 Advisory Council Registration Process: a) All advisors who were registered for 2002 have an individual, pre-printed “Individual Advisory Council Registration” which must be completed and return. The fee for these individuals is $10.00 each. **Remember: Any person answering “Yes” to any question in section 2 of the Advisory Council Registration Form, must attach an explanation to the form or complete a new Adult Worker Profile** b) Any advisor registering for 2003 who does not have a pre-printed form must complete an “Adult Worker Profile” and an “Individual Advisory Council Registration” in order to register for 2003. The fee for these individuals is $48.00 each. -1- NEW BUSINESS - CONTINUED Discuss the Rules and Regulations affecting Advisory Councils (excerpts are below). 314.7 Duties. a) The Advisory Council has duties assigned to it by the bylaws, these rules and regulations, DeMolay International, the Grand Master and the Executive Officer. b) The Advisory Council governs the activities of a Chapter consistent with these rules and regulations and as directed by the Executive Officer. c) An Advisory Council must organize and select a Chairman and a Chapter Advisor. At the recommendation of the sponsoring body, the Executive Officer may permit a member who is a Senior DeMolay who is not a Mason to be selected as Chapter Advisor. d) The Advisory Council shall meet at least monthly and a full record of each meeting shall be made. Each member of the Council has a vote. e) At least one member of the Advisory Council, who is a Mason, must be present at all meetings of the Chapter. Please indicate which months during the last year that this council held an advisory council meeting. January March May July September October February April June August November December During 2003, the Advisory Council will meet on:(Ex. 2nd Monday) ___________________at (time) __________ During 2003, the Chapter will meet on: (Ex. 1st & 3rd Tuesdays) _____________________ at (time)___________ DeMolay’s Youth Protection Video was last shown at a chapter function on (date) _____________________. The Youth Protection Video will next be shown on (date) __________________. This Chapter's copy of the DeMolay Youth Protection Program is kept (Location) ________________________. Verify the official "Mail To" as listed on page 1. This person will receive all official correspondence for the chapter such as: Insurance information, awards, membership patents, etc. Mail to Person ID# _____________ Name _____________________________ Review each of the DeMolay Standards of Service listed below. Discuss how your chapter’s program meets these standards or the changes necessary to do so. a) DeMolay Adult Workers are responsible for being a role model for DeMolay members. b) All persons must follow the Youth Protection and Risk Management rules and procedures at all times. c) Members of the Advisory Council are expected to report all violations of DeMolay procedure to the Council Chairman or Executive Officer. d) The Advisory Council will provide proper adult supervision for all DeMolay functions. e) The use of drugs or alcohol at DeMolay functions will not be tolerated and we will report any violations of this policy immediately to the Chairman of the Advisory Council or Executive Officer. f) Service as an Adult Worker for DeMolay is at the complete discretion of the Executive Officer, who may remove any of us at any time with or without cause. g) We understand that the Bylaws, Rules and Regulations of DeMolay International govern the council and chapter. Discuss the Chapter's planned activities for 2003 and begin assignment of sufficient adult supervision. -2- NEW BUSINESS CONTINUED Review the Chapter's membership statistics and age demographics as of August 24, 2001. a) Is the council pleased with the chapter’s performance in membership over the past year? b) Are over ½ of the chapter’s members age 12 to 16? c) Consider the number of majorities (members turning 21) the chapter will lose in the next year. ***Membership Idea*** Schedule degrees to take place each quarter and require the chapter to perform the ceremony whether there are candidates or not. This may encourage better ritual as well as provide incentive to members to find candidates to witness the degrees. You will always know when the next degree will take place and there will never be more the 3 months between them. Review the enclosed information on the Kach Essay Competition a) Promote participation among chapter members. Over $7,000 in cash prizes will be awarded. b) One member can win as much as $1,500 for a winning essay. Review any enclosed jurisdictional information. Who will be the Chapter Chairman during 2003? __________________________ Who will be the Chapter Dad during 2003? ______________________________ Has the Chairman assigned the advisors into other roles on the council, such as Membership, Awards, Ritual, and Athletics? HONOR NOMINATIONS Discuss individuals to be nominated for Cross of Honor, Legion of Honor, and Chevalier that will be submitted to Executive Officer. These nominations are due at a later date and should not delay the 2003 Advisory Council Registration process. Legion of Honor 206.1 Legion of Honor. (a) Active Legion of Honor. DeMolay International may confer the DeMolay Legion of Honor upon a Senior DeMolay, who has attained the age of twenty-five years as of the first day of the annual meeting of the year nominated, for outstanding leadership in some field of endeavor, or for success in fraternal life, including adult service to the Order. (b) Honorary Legion of Honor. DeMolay International may confer the DeMolay Honorary Legion of Honor upon a Mason who is not a Senior DeMolay, who has attained the age of thirty years as of the first day of the annual meeting of the year nominated, and who has performed unusual and meritorious service in behalf of the Order or who has evidenced a spirit of cooperation and appreciation for the Order. It shall not be given only for service on an Advisory Council. (A Form and $50 fee must be submitted with each nomination) The Chapter will nominate the following individuals for Legion of Honor: Name(s): ______________________________ _____________________________________ -3- HONOR NOMINATIONS - CONTINUED Chevalier 206.3 Chevalier. (a) Election. DeMolay International may confer the Degree of Chevalier upon a member of the Order or a Senior DeMolay who has performed unusual and meritorious service in behalf of the Order, who has attained the age of seventeen years as of the first day of the annual meeting of the year nominated and has been a member in good standing for at least two years on that date. An Executive Officer may lower the age eligibility requirement to sixteen. (A Form and $35 fee must be submitted with each nomination) The Chapter will nominate the following individuals for Chevalier: Name(s): _______________________________ ______________________________________ Cross of Honor 206.2 Cross of Honor. (a) Election. DeMolay International may confer the DeMolay Cross of Honor upon a present or past member of an Advisory Council or upon any personal representative of any Executive Officer who has served at least three years in either or both capacities and whose service has been conspicuously meritorious. A Form and $40 fee must be submitted with each nomination) The Chapter will nominate the following individuals for Cross of Honor: Name(s): __________________________________ ____________________________________ SUBMISSION CHECKLIST INSTRUCTIONS Yes 1. Have all portions of this form been completed? Yes 2. Have all Individual Advisory Council Registrations for those re-registering been completed, signed, and included with this form? Yes 3. Have all new advisors for 2003 completed an Adult Worker Profile and Individual Advisory Council Registration? Yes 4. Have all fees ($10 or $48 per person) been included on a check(s) payable to DeMolay International? Yes No 5. Have any Honor Nomination forms and fees been included (final deadline is April 1, 2003)? Yes 6. Did the Council review the chapter’s membership statistics and discuss the areas that need improvement? Yes 7. Did the council discuss the chapter’s program and any needed changes? Please mail this completed Agenda/Minutes form, Advisory Council Registration Forms, Authorization Forms, Adult Worker Profiles, all fees, and any Honor Nominations submitted at this time to your Executive Officer. -4- Oklahoma DeMolay ta r/A m Pa re nt /G ua Re rd la ia tiv n e M as te rM Se as on ni or . D Ea eM s te ol rn ay S ar an th Adult Volunteer Petition To find out more about being a DeMolay advisor, contact the Oklaho ma DeMolay Associa tion Name: Address: Specific Memberships and Achievements?: Home Phone: Business Phone: E-mail: Date of Birth: Regular Basis Role As Needed Special Occasions Chapter Advisor Sports OKLAHOMA Ritual “TOMORROWS LEADERS TODAY” Fundraising Transportation Membership Oklahoma DeMolay Association PO Box 700451, Tulsa, OK 74170 (877) 627-5002 Fax: (877) 627-5002 Awards Email: [email protected] I have the following talents and/or abilities that I am willing to share with the chapter: I have the following experience working with youth or past DeMolay Involvement (not a prerequisite): I can devote the following times on these days Sunday Monday Tuesday Wednesday Thursday Friday Please complete and mail to Oklahoma DeMolay Association or fax to 877-627-5002 Saturday THE CHAPTER DAD OKLAHOMA DEMOLAY “TOMORROWS LEADERS TODAY” WHO IS THE CHAPTER DAD? The importance of the Chapter Dad of a DeMolay Chapter cannot be over emphasized, for leadership he exemplifies to the members will be a vital determining factor for insuring progress and successful results in any specific chapter activity, as well as the chapter as a whole. The Chapter Dad should be young at heart, if not in years. He should possess the knack of being a friend and counselor to the members in the Chapter. WHAT IS THE ROLE OF THE CHAPTER DAD? The Chapter Dad is the liaison from the Advisory Council to the Chapter members. The Chapter Dad works closest with the Councilors of the Chapter and sees that the Chapter Program Plan is followed. RESPONSIBILITIES OF THE CHAPTER DAD 1. GENERAL AWARENESS AND KNOWLEDGE — The Chapter Dad must become thoroughly familiar with the DeMolay program and all of the resources available including the Leader’s Resource Guide, Chapter of the Year Booklet, Program Planning Guide, Chapter Meeting Handbook, and Installation Planning Guide. 2. CHAPTER MEETINGS — The Chapter Dad is responsible for seeing that Chapter meetings are well planned, attended, and executed. He should attend all Chapter meetings and Advisory Council meetings. He should see that Councilors Meetings are held 30 minutes prior to each Chapter meeting and the chapter officers should be present. 3. PROGRAM PLAN — Using the Program Planning Guide, the Chapter Dad works with the Councilors to establish a well-balanced Program Plan with the Chapter members. He should keep the Chairman aware of the needs of the program so that the Chairman can see that the program is adequately supported by the Advisory Council. The Chapter Dad should see that the Installations of the Chapter are well planned and executed. 4. COMMUNICATION — The Chapter Dad should communicate often with the parents of the members so that they are aware of what is expected of their son. Having a good relationship with parents is essential. He should keep a file of communications received from DeMolay International and the jurisdiction and bring their contents to the attention of the chapter members and the Advisory Council. He should see that the Chapter publishes a regular newsletter (if another Advisor is not assigned that role) and communicate with the membership often. 5. LEADERSHIP DEVELOPMENT — The Chapter Dad should develop the leadership skills of the Councilors of the Chapter and constantly work with the younger members to develop future leadership for the Chapter. Find opportunities for them to exercise their leadership and public speaking skills at meetings and activities of Masonic, civic, and other youth organizations. There are a multitude of other duties that the Chapter Dad finds among his responsibilities. Familiarizing yourself with the DeMolay program and effectively gathering the support of all adults involved with the Chapter will aid you tremendously. Don't try to do all the work yourself, but seek the help and cooperation of other Advisory Council members and other adults interested in DeMolay. GENERAL AWARENESS AND KNOWLEDGE As the key adult leader of the DeMolay program in your community, it is vital that you be knowledgeable about all aspects of the program. Make sure you have a copy of all resources available like the Leaders Resource Guide, and all the other resources mentioned in this and other handbooks. Read the “Hi, Dad!” book so that you are aware of the history of the organization. It would be very helpful if you were to complete the Leadership Correspondence Course which will require you to use all of the essential resources. Keep in contact with the jurisdiction office and read all correspondence sent to you from the jurisdiction and DeMolay International so that you keep abreast of changes and new programs. Pass this information along to all Advisors and Chapter leaders since they may not have received the same information. It is also helpful to always be aware of events and programs that are offered in your community. The Chapter should be involved in community events and projects as much as possible so a good knowledge of community affairs is important. Community calendars are normally available from Chambers of Commerce and Visitors Centers. The following is a list of resources that the Chapter Dad should have and refer to on a regular basis: ___ ___ ___ ___ ___ ___ ___ ___ The Leader’s Resource Guide Program Planning Guide Chapter Meeting Handbook Installation Planning Guide Chapter of the Year Guide Rules and Regulations (Statues) Jurisdictional Policies DeMolay and More Store Catalog DeMolay International Oklahoma DeMolay Oklahoma DeMolay DeMolay International Oklahoma DeMolay DeMolay International Oklahoma DeMolay DeMolay International The following is a list of resources that the Chapter Advisor should review and be knowledgeable of. ___ ___ ___ ___ ___ ___ ___ ___ Chapter Administration Handbook Youth Protection Kit Orientation Videos (Initiations) Insurance and Risk Management Guide A Parents Guide to DeMolay 501 (c) (3) Guide Chapter Activity Guide “Hi, Dad” Oklahoma DeMolay DeMolay International DeMolay International DeMolay International Oklahoma DeMolay DeMolay International DeMolay International DeMolay International The following is a list of videos available from the DeMolay and More Store that the Chapter Advisor may find helpful in managing the Chapter program. ___ ___ ___ ___ ___ The Legacy of DeMolay Chapter Management and Administration Chapter Program Planning Welcome to the World Now More Than Ever For Parents, sponsors, and adults Basic Chapter operations Basic steps in Program Planning Introduction to DeMolay Regarding the need for DeMolay CHAPTER MEETINGS Well run, well thought out Chapter meetings are essential to the health of the Chapter. Chapters that do not have well planned Chapter meetings normally do not have well planned activities and suffer from a lack of participation on the part of the membership. PURPOSE Regular, well planned Chapter Meetings provide the cohesiveness that is necessary for a strong DeMolay program in any community. The meetings are a reflection the character of the Chapter. Chapter Meetings serve several purposes: 1. CONSISTENCY — In having regular meetings, participating in DeMolay becomes a habit to the members, a regular part of their daily life. This is one of the greatest services DeMolay provides its members - a safe place to meet regularly, make friends, and have a good time. 2. COMMUNICATION — Chapter meetings are the time when all business of the Chapter is discussed including activities, programs, and special events. Members who attend meetings regularly are more likely to be active in the programs outside of meetings because they become part of the development of those programs. 3. EDUCATION — The Chapter meetings are used to reinforce the ideals of DeMolay and teach important leadership skills like parliamentary procedures, voting, and public speaking. PLANNING The proper planning of Chapter meetings can not be over emphasized. Meetings should start on time and there should be well planned agenda for the meetings. The agenda should be copied and distributed to the membership before business is discussed. Use the Chapter Meeting Handbook to plan the meetings. Much of the planning should take place during Councilor’s Meetings. COUNCILORS MEETINGS In order for the agenda to be properly prepared it is necessary for the Councilor’s and the Chapter Dad to meet a few days before the scheduled meeting to discuss the business to be brought before the Chapter. The Councilor’s Meetings should be attended by all three Councilors, the Chapter Dad, the Scribe, and any other officer or advisor who may have valuable information to contribute. Councilors Meetings are a good forum for the Chapter Dad and Councilors to discuss the quality of their contribution to the Chapter. Are they on target with their responsibilities - if things are going well - Why? If something didn’t go well? Why? These meetings can be a learning tool to strengthen the performance of the Chapter. A full description and agenda for Councilors Meetings is provided in the Chapter Meeting Handbook. ATTENDANCE Maintaining a good attendance at meetings is crucial and constant attention must be given to this point. Here are some tips in achieving this goal. 1. MEETING NOTICES — The Scribe should send monthly notices to the membership and Advisors about the meetings. A notice or phone call should follow each meeting or function to a member who did not attend. 2. PHONE CALLS — See that the Councilors create a plan to call all members to remind them of the meetings. After the calls are completed to the chapter members the councilors should return a call to the Chapter Dad letting him know who will be attending the function or meeting and who will not be attending. 3. TRANSPORTATION — Some members may need a ride to the meetings, have the Councilors ask in the phone call if the member needs a ride and then try to accommodate him. 4. EXCITEMENT — Try to plan interesting programs for some meetings. Do something different once in a while, like go bowling or have a pizza party on a meeting night. Also make sure meetings do not drag on. The meetings should be about 90 minutes — any longer and members begin to lose interest. PROGRAM PLAN A very important priority of the Chapter Advisor is to help the Chapter leadership create a well-rounded, exciting Program Plan for each term of the Chapter. Insist that the Chapter have a printed Program Plan each term. Use the Program Planning Guide to develop the plan. The Chapter leaders and members should do the actual planning. The Chapter Dad’s role is to lead them in the process outlined below. PURPOSE The Program Plan is the Chapter’s “blueprint” for the term. It outlines all of the meetings, activities, and special events of the Chapter. It enables members and their families to plan their schedules so that they can participate in the DeMolay program and do the other things that their lives require. The Program Plan serves as the working tool for the Chapter Advisor to work with the Councilors and project leaders. Without a Program Plan, a DeMolay Chapter will just drift from month to month and members will find that they can not participate like they want to and lose interest in what the Chapter is doing. There is a list of other uses of the Program Plan in the Program Planning Guide. ELEMENTS OF THE PROGRAM PLAN A program plan consists of three elements. The calendar, the budget and a list of committees and project leaders. THE CALENDAR — The calendar is the listing of all Chapter meetings, activities, programs, and special events. THE BUDGET — A term budget is an estimate of the income and expenses that the Chapter will have during the term. The budget will consist of such items as operating expenses , expenses and income from activities and fund raisers planned and in certain instances miscellaneous income and expenses like donations and gifts. COMMITTEES AND PROJECT LEADERS — The Master Councilor can not accomplish everything by himself during a term. Therefore, it becomes essential that he appoint standing committees and committee chairmen to facilitate programs of the Chapter. Standing Committees are outlined in the Rules and Regulations of DeMolay International. Each committee should have a chairman, at least one other member and an Advisor. The standing committees are not all inclusive. The Chapter may want to appoint other committees to meet the needs of the program. A project leader should be appointed for each activity of the term. Choose the Chapter member who shows the most interest in the project to be the project leader. Assist the Councilors in working with the project leaders. IMPLEMENTING THE PROGRAM PLAN Creating the program plan may be the easiest part of the program planning process. Implementing the program is a bit more difficult, but the most important aspect of the DeMolay experience. Here are some tips in implementing the Program Plan of the Chapter. 1. AVOID CANCELING ACTIVITIES — Members and families need to be able to rely on the Program Plan. If an activity is scheduled, it should happen. Making a habit of canceling activities will turn people off to your program. Canceling or rescheduling events should be the last resort to solving program challenges. Also the Master councilor should contact the Chapter Dad one week in advance of the event. 2. PLAN AHEAD — Make it a habit, when working with the Councilors, to look two and three months ahead in your planning process. It is really never “too early” to start planning, most of the time it’s “too late.” 3. THINK SUCCESS - One of the most difficult decisions for Chapter Dads to make is when to step in and do things for the members and when to let them do things on their own. Review the activities on the Program Plan and decide which activities must be planned and executed well. These activities would include the Installation, fund raisers that are important to overall plan, activities that involve families, prospective members and Masonic groups. These are the events that you should make certain are successful. The activities that are not on this list (that should be), which might include events like movies nights, or pizza parties, are the events that you might decide to use as “experiments” for the chapter leaders. COMMUNICATION The Chapter Dad should communicate often with the members and their parents on a regular basis. He should keep the Advisory Council informed, at all times, of what is happening in the Chapter, and he should network with other advisors to share ideas and promote assistance among the Chapters. CHAPTER NEWSLETTER — If the Chapter does not have an Advisor assigned this role, it is the duty of the Chapter Dad to see that the Chapter publishes a regular newsletter so that members and families are aware of what is happening in the DeMolay program. PARENT MEETINGS — The Chapter Dad should consider having periodic meetings with the parents to make them aware of upcoming program and address any questions or concerns they may have. CORRESPONDENCE — The Chapter Dad will receive a considerable amount of correspondence from the jurisdiction and DeMolay International. Sometimes, this correspondence is only sent to the Chapter Dad so it is his duty to bring their contents to the attention of the chapter members and the Advisory Council. NETWORKING — The Chapter Dad should make it a point to meet the Chapter Advisors in his division or the surrounding area. Attend the Installations of those Chapters. Meet and speak with the other Advisors often to share ideas and develop ways to assist and work with each other. LEADERSHIP DEVELOPMENT It is the responsibility of the entire Advisory Council, but particularly the Chapter Dad, to educate and counsel the Chapter councilors in effective leadership skills. The following are suggestions to meet this goal. 1. 2. 3. 4. Assign projects to the Councilors that require delegation, time and resource management. Make sure that the leaders understand the purpose and goal of the project. Identify the tools required to complete the job successfully, (i.e. budget, timeline, resources, etc.) Monitor the progress by asking questions. Be sure to ask questions that require more than a yes or no answer - this will help ensure that both parties are still on track with the overall purpose of the project. 5. Give guidance where needed - DO NOT use negative criticism. The goal is to develop leaders not destroy self-esteem. If it appears that something could have been done differently to be more efficient or effective, return to step 4 and ask questions that will require them to explore different alternatives and allow them to broaden their thoughts. 6. When the project is complete ask them to prepare a report which should include such items as : Was the goal met? Was the timeline met? What would you do differently in future projects? What would you do the same? Do you feel good about the project? Why or why not? 7. See that they have opportunities to exercise and display their skills in the community. Schedule them to speak at Masonic and service club meetings. Have them assist in community projects and encourage their participation in school leadership. FUTURE LEADERSHIP The Chapter Dad should constantly be looking at the membership of the Chapter for future leaders. Choose young men who demonstrate leadership potential and eagerness and who will benefit the Chapter program. See that they are chosen as project leaders and committee chairmen. Spend time with them on projects and develop their confidence. Discuss the possibility of their becoming a Councilor with their parents. If they are interested in running for a Councilor position, help them complete the Letter of Intent and see that it is submitted to the Advisory Council on time. Talk with them before the elections and prepare them for the possibilities of losing and winning. If they lose an election, spend time with them after the election. Be a good listener, and let them know that you have confidence in their leadership. When the time is right, help them prepare for the next election. Chapter Administration Oklahoma DeMolay “TOMORROWS LEADERS TODAY” i Chapter Administration Handbook Table of Contents Forward ......................................................... ii Duties of the Scribe ................................................ 1 Form 10 Reporting ............................................... 2 Form 11 Reporting ................................................ 3 Record Keeping ......................................................... 4-5 Communications ......................................................... 6 Finances 7 ....................................................... Ideas for an Effective Scribe .................................... 8 Important Addresses and Contacts.............................. 8 Supplies and Resources ............................................. 9 Samples Form 10 ......................................................……10 Form 11 .....................................................…….11 Application for Membership......................………….12 Attendance Register.........................................……13 Certificate of Insurance Request.........................… 14 Financial Report ...........................................…... 15-16 Medical Release Form......................................….. 17 Minute Form ............................….................. 18-19 New Member Letter................................................ 20 Parent Letter .................................................. 21 Supply Order Form ................................................ 22 Visitation Report Form............................................ 23-24 i lay o M De ODAY” a T om ADERS h E la L Ok RROWS Forward MO “T O This handbook is provided by Oklahoma DeMolay to assist advisors and chapter leaders in handling the day-to-day administration of a DeMolay Chapter. The manual frequently refers to the Chapter “Scribe” who should be appointed by the Advisory Council to perform most, if not all, of these functions. However, all Chapter advisors, especially the Chapter “Dad” and Chairman, and the Chapter Councilors should be familiar with the details of this handbook. Other resources that will supplement this handbook are: The Leader’s Resource Guide The Rules and Regulations of DeMolay International Oklahoma DeMolay By-laws The By-laws of your Chapter If the Chapter does not have a Scribe, the Advisory Council and Chapter leadership should designate someone or a team of people to insure the proper administration of the Chapter. ii Duties of the Scribe 1. He shall record all the transactions of the Chapter. This includes minutes of all Chapter meetings and installations. 2. He shall read and maintain all communications sent to the Chapter, such as installation invitations, activity flyers, newsletters, etc. 3. He shall collect all fees and pay the same immediately to the Treasurer and take his receipt. (In some Chapters, the Scribe and Treasurer positions are filled by the same person.) 4. He shall see that all members receiving the Initiatory Degree and DeMolay Degree are reported to DeMolay International in a proper and timely manner. 5. He shall make report of all status changes in the membership of the Chapter including address changes, transfers, and affiliations. 6. He shall see that all members proving their proficiency in performing the obligations of the Order are properly reported. 7. He shall give notices of meetings as provided by the Rules & Regulations and the Chapter By-laws. 8. He shall perform all duties appropriate to his office, and those assigned to him by the Rules and Regulations, the By-laws of the Chapter, DeMolay International, the Executive Officer of the jurisdiction, or the Advisory Council of the Chapter. 9. At the expiration of his term of office he shall deliver all books, papers, money and other property to his successor or such other persons and at such time as the Advisory Council may direct. 1 New Member Reporting FORM 10 REPORTING One of the most important duties of a Scribe is the proper reporting of new Chapter initiates to DeMolay International. In Oklahoma, all candidates receiving the Initiatory Degree are to be reported on the standard Form 10. For each new initiate listed on the Form 10, the proper membership fee is to be attached. The membership fee is listed on the Form 10. When DeMolay International receives the Form 10, a Form 10 will be automatically generated and forwarded to Oklahoma DeMolay. The Scribe does not send a Form 10 to Oklahoma DeMolay to report a new member or the conferral of a Initiatory or DeMolay Degree. A member is not officially registered on the records of DeMolay International until he has been reported on a Form 10. If both the Initiatory and DeMolay Degrees are not conferred the same evening nor within 10 days of one another, then the Initiatory Degree must be reported immediately on a Form 10 and accompanied by the membership fee. When the DeMolay Degree is finally given at a later date, those candidates receiving it must be reported again on a Form 10. A patent of membership cannot be issued to a member until he is reported as having received the Initiatory Degree and the DeMolay Degree and all his fees have been paid. Some members fail to receive their patents because the Scribe has been negligent in reporting the conferring of the DeMolay Degree. Patents are sent to the Chapter Advisor once the Form 10 and appropriate fees are received. DeMolay International will provide the Chapter with a revised official chapter roster after each transaction. Form 10’s are available without charge from DeMolay International, and all Scribes should be certain there is an adequate supply available at all times. Steps in Completing a Form 10 1. Print or type all necessary information on the Form 10, following the instructions on the reverse side of the form. 2. Attach a Chapter check for the amount of the membership fee. Make the check payable to DeMolay International. 3. Make a copy of the report for your Chapter records. 4. Mail the Form 10 and appropriate fees to: DeMolay International 10200 N. Executive Hills Blvd. Kansas City, MO 64153 FORM 10 TIPS 1. Regardless of how a new member completes his application, always make certain that you ask for his full legal name, including his first, middle, and last name. Use his full complete name on the Form 10. When the Form 10 is submitted with a nickname or incorrect spelling of a name, that member’s patent, membership card, and records will show his name incorrectly. 2. All DeMolay Chapter checks should have two signatures. 3. Type or print the information and be sure that all data is legible. 4. Try to complete the Form 10 on the evening of the Degree, if possible. It is important that new members are reported as soon as possible. 2 Form 11 Reporting FORM 11 REPORTING It is important that Oklahoma DeMolay, state and district officers, and other Chapters are able to contact your Chapter leaders on a regular basis. Therefore, it is important that a record of their current addresses and phone numbers be on file for your Chapter. It is the Scribe’s duty to see that a Form 11 is completed and sent to Oklahoma DeMolay immediately following the installation of your Chapter officers, and whenever changes in Chapter leadership may take place. It is necessary to report the full name, address, and telephone number of the Councilors, Chapter Dad, Chairman of the Advisory Council, Parents Club President, Sweetheart, and Senior Miss. Also indicate whether these leaders have completed the L.C.C., R.D., or attended D.L.C., if applicable. List the meeting place and night of the Chapter, the name of the sponsoring body, and the date of the next installation of the Chapter. Mail or fax, the Form 11 to Oklahoma DeMolay. No fee is required with this form. Keep a copy for Chapter records. This information will help Oklahoma DeMolay send out important information to the chapter officers such as: New Programs, Membership statistics, and Updates. A sample Form 11 is provided on page 11. OKLAHOMA DEMOLAY “TOMORROWS LEADERS TODAY” 3 Form 11 OKLAHOMA “TOMORROWS LEADERS TODAY” This form must be submitted to Oklahoma DeMolay within Ten (10) days following the installation of Officers. Chapter Name: Installation Date: Master Councilor Name: R.D. Address: D.L.C. City: Zip: Phone: Senior Councilor Name: R.D. Address: D.L.C. City: Zip: R.D. Address: D.L.C. Zip: R.D. Address: D.L.C. Zip: L.C.C # Phone: Scribe Name: City: L.C.C # Phone: Junior Councilor Name: City: L.C.C # L.C.C # Phone: 11 Chapter Dad Name: L.C.C # Address: City: Zip: Phone: Advisory Council Chairman Name: L.C.C # Address: City: Zip: Phone: Ritual Advisor Name: L.C.C # Address: City: Zip: Phone: Parent’s Club President Name: L.C.C # Address: City: Pink Honor Key Zip: Phone: Sweetheart Name: L.C.C # Pink Honor Key Address: City: Chapter Information Chapter Meeting Nights: Sponsoring Body: Zip: Phone: Next Installation Date Record Keeping MINUTES APPLICATIONS FOR MEMBERSHIP It is the Scribe’s responsibility to keep a complete and accurate record of the business meetings of the Chapter. They should be in typewritten form. The minutes should include all essential matters brought before the Chapter, such as names of officers presiding, reports of committees, motions carried or lost, candidates' names presented, names of candidates elected or rejected, candidates receiving degrees, bills approved for payment and all other information which is of value. The Scribe is responsible for maintaining an adequate supply of membership applications and make them available to the members. Membership applications are available for no charge through the DeMolay and More Store. The Scribe is also responsible for receiving completed applications from the members and reading them at the meeting of the Chapter. The Scribe should keep the applications on file in the Chapter records. A sample Minute Form is provided on page 18-19. Loose Leaf Scribe’s Minute Books and refills can be purchased from the DeMolay and More Store. ATTENDANCE REGISTER It is important to keep track of attendance at all regular, stated, and special meetings of the Chapter, including installations. If another officer, such as the Sentinel, has not been assigned the duty, the Scribe should make sure that the Attendance Register is placed outside of the door to the chapter room before each meeting. A sample application is on page 12. NEW MEMBER VISITATION FORMS The Scribe is responsible for maintaining an adequate supply of Visitation Forms for the Chapter’s use when visiting a new applicant. These forms are available from Northern California DeMolay. The Scribe is also responsible for seeing that the Visitation Form is collected and provided to the Master Councilor during the Chapter meeting. A sample visitation form is on page 23-24. Loose Leaf Attendance Registers and refills can be purchased from the DeMolay and More Store. MEDICAL FORMS OBLIGATION CARDS The Scribe should have a current completed Medical Release and Consent Form for each member of the Chapter. The form contains important medical authorization, health information, and contact information that is essential in the event of an accident or injury. These forms should be completed by prospects, girls, and other non-members under 21 years old. The Scribe should have a supply of obligation cards on hand at all times. These cards are issued to a member after he has passed his examination on the obligations after receiving the degrees. The cards can be ordered for a nominal cost from the DeMolay and More Store. Members should be reminded they cannot vote in elections or on new members, or participate in most jurisdiction activities and competitions unless they have a valid obligation card. Some chapters may not require an obligation card to vote for councilors or new members. 4 RELEASE AND CONSENT It is recommended that the Chapter have two copies of each form, one for Chapter files and one for a book that can be taken to every activity. A sample form is on page 17. CHAPTER BYLAWS Chapter Bylaws, in accordance with the Rules and Regulations, should be kept by the Scribe with the other valuable papers of the Chapter. An accurate record of any changes or additions should also be kept. Transfers under other situations is acceptable only if approved by all Advisory Councils involved and the Executive Officer. This approval must be obtained in writing prior to any action being taken on the application. DUAL MEMBERSHIP/AFFILIATION INVENTORY The Rules and Regulations specify that the Scribe is responsible for keeping an accurate inventory of all Chapter property. The Scribe should make an inventory at least once each year and make a report to the Advisory Council. Likewise, an inventory should be made at the conclusion of a Scribe's term of office, and the new Scribe should check to be sure the property has not been worn out or lost. CHAPTER SEAL Every Chapter Should have a seal for use on documents issued, and it is kept by the Scribe. The seal should bear the name and location of the Chapter and the date of institution. Seals may be ordered from the DeMolay and More Store. TRANSFERS OF MEMBERSHIP Another function of the Scribe is to handle all records and forms involving the transfer of a member. Once a Chapter has voted to accept a member’s request to transfer from another Chapter, and the Executive Officer has approved the transfer the member may then transfer. Transfer of membership within the jurisdiction of Oklahoma is normally only acceptable in the following situations: Dual memberships, called “affiliations” are handled much like transfers. Once the Chapter votes to affiliate a member, the affiliation must be reported to the Executive Officer. Dual membership is acceptable in the same situations as a transfer plus following situations: A member is temporarily (estimated for at least six months or for at least three months a year) closer to another chapter by at least 10 miles than he is to his home chapter. (i.e., attending college or regularly spending summers with another parent or relative.) Affiliation or dual membership under other situations is acceptable only if approved by all Advisory Councils involved and the Executive Officer. This approval must be obtained in writing prior to any action being taken on the application. RESIGNATION A member who wishes to be dropped from the records of his Chapter and from the records of DeMolay International, can do so by requesting that such action be taken. This request should be made in writing with copies to the Executive Officer. After the request is received, the Scribe should report the action to the Advisory Councils involved and the Executive Officer. 1. A member permanently relocates to a place closer to another chapter by at least 10 miles than he is to his home chapter. DEATH, SUSPENSION, REINSTATEMENT OR EXPULSION 2. The member's home chapter has ceased to function as a chapter (i.e., hold regular meetings). In the event of death, suspension, re-instatement, or expulsion of a member, the Scribe must report such action to the Executive Officer. Cont. on next column 5 Communications READING AND MAINTAINING CORRESPONDENCE The Scribe should keep all communications received by the Chapter and read them at the Chapter meetings. Communications should then be filed accordingly. This correspondence includes letters, invitations, newsletters, and flyers. LETTERS AND CORRESPONDENCE The Scribe is responsible for communicating with Oklahoma DeMolay and other Chapters. It is recommended that the Chapter have letterhead and envelopes printed for such correspondence. MEETING NOTICES The Scribe should send notices to all members and Advisors reminding them of stated and special meetings. This notice can be a letter, postcard, e-mail, or a combination of all. NEW MEMBER LETTERS The Scribe should notify an applicant when he has been elected to membership in DeMolay, informing him of the date of his initiation. The Scribe should also send letters to members who have not received the DeMolay Degree when one is scheduled. It is recommended that a letter be sent to the parents of the new members. Sample new member and parent letters are provided on pages 20-21. CHAPTER NEWSLETTER If there is not another member already assigned, the Scribe should prepare a monthly newsletter or bulletin to be mailed to all Chapter members and Advisors advising them of upcoming events and important dates. One copy of the newsletter should also be sent to Oklahoma DeMolay MAINTAINING AN ACCURATE DATA BASE The Scribe should keep accurate records of the current addresses and phone numbers of all members, advisors, and volunteers. A roster of all members and Advisors is sent to the Chapter by DeMolay International each time a Form 10 is processed. Using a personal computer and a data base software program, the Scribe can make effective use of the chapter roster for mailings and publications. They roster from DeMolay International does not contain offices, and phone numbers, so the Scribe will want to supplement the mailing list with this information. 6 Finances THE SCRIBE’S ROLE IN FINANCES A large part of the Scribe's duties is connected with financial matters. Frank S. Land Chapter Order of deMolay Term Budget Item Expense Income Temple Rent He collects all Chapter dues and membership fees, revenue from activities, and all other money the Chapter may receive. He then gives the money to the Treasurer and receives back from the Treasurer a receipt. In like manner, the Scribe is responsible for seeing that all fees due to DeMolay International and Oklahoma DeMolay are paid on time. The Scribe should make certain that all checks of the Chapter have two signatures. Normally, the checks are signed by one DeMolay (Treasurer, Master Councilor) and one Advisor (Financial Advisor, Chapter Dad, Chairman). A monthly report of the chapter finances should be made to the Chapter a the regular stated meeting of each month. The report should list all revenue and expenses since the last report and should list the balances of all chapter accounts. This report should be prepared by the Treasurer. The Scribe may be responsible if the Chapter does not have a Treasurer or someone else designated to do this. $100.00 Insurance $ 50.00 Newsletter Membership Fees Transfer to Trust Winter Carnival Pancake Brkfst Parking Lot Rent Spring Dance Camping Trip Donations In some Chapters, the Scribe and Treasurer positions are filled by the same person. In this case, it is very important for the Scribe to keep careful records of all financial transactions. $300.00 Supplies Bowling Night Patriots Day DeMolay Week Leader’s Retreat $ 500.00 $125.00 $275.00 $100.00 $150.00 $100.00 $ 0.00 $100.00 $100.00 $200.00 $ 75.00 $150.00 $ 400.00 $1000.00 $ 250.00 $ 50.00 $ 100.00 $ $ 0.00 0.00 $ 0.00 $ 0.00 $2200.00 Income over Expense: $275.00 $ 200.00 $ 300.00 $2600.00 $400.00 THE ANNUAL FINANCIAL REPORT The Advisory Council of a Chapter may elect to have the Scribe prepare or assist in the preparation of the Financial Report. A financial report is required each year of every Chapter. The report is to be completed and submitted to Oklahoma DeMolay by March 31st of the year following the year of the report. The report details the receipts and disbursements of a Chapter, plus the balance of all checking, savings, and investment accounts of the Chapter. The information on the report should be accurate. The Chairman of the Advisory Council must sign the form. Copies of all year-end bank statements must accompany the report. A copy of the Financial Report is on page 15-16. 7 Ideas for an Effective Scribe CREATE A MEMBERSHIP OR “MARKETING” PACKET Create a Membership Packet and make it available to the members. The packet could be an envelop containing a membership application, DeMolay brochures and pamphlets, a chapter roster, calendar, newsletter, etc. In most Chapters when a members ask the Scribe for an application, that is all they get. Having these packets will not only impress your members, but make it easier for them to recruit new members. CREATE AN ORGANIZED FILING SYSTEM If your Chapter records have been stored in an old briefcase or box, maybe you could create a neat, professional filing system. Create files for chapter communications and important papers. File all membership applications alphabetically, or perhaps by year with copies of the Form 10 and the Visitation Form for each group of applications. CREATE A WEB PAGE FOR YOUR CHAPTER Create bulletin boards, schedules, and rosters on your Chapters Web Page. Web Pages allow the Scribe to communicate effectively with members and advisors. The uses of a Chapter Web Page are limited only to your own imagination! Contact Information Oklahoma DeMolay publishes a Roster each year containing important addresses and phone numbers, Chapter contacts and meetings nights, and directions to all Chapter meeting places. The Scribe should maintain a current copy of the Roster. Oklahoma DeMolay Association P.O. Box 700451 Tulsa, OK 74170 (877) 627- 5002 toll free (877) 527-5002 fax [email protected] e-mail address (816) 891-8333 voice 8 DeMolay International 10200 Executive Hills Blvd. Kansas City, MO 64153-1367 (816) 891-9062 fax (800) DEMOLAY DeMolay & More Store [email protected] e-mail www.demolay.org web site Chapter Dad Resources OKLAHOMA DeMolay “TOMORROWS LEADERS TODAY” Supplies and Resources The Scribe must maintain a adequate supply of the following resources at all times: ___ Form 10’s ___ Form 11’s* ___ Scribe’s Minute Book ___ Loose Leaf Minute Forms ___ Attendance Register ___ Loose Leaf Attendance Register Forms ___ Receipt Books ___ Membership Applications ___ New Members Visitation Forms ___ Obligation Cards ___ Medical Release and Consent Forms* ___ Chapter Seal ___ Chapter Letterhead and Envelopes ___ Postage Stamps* ___ Current Statutes of DeMolay International ___ Leader’s Resource Guide ___ Current DeMolay and More Store Catalog ___ Supply Order Forms* The Scribe may also want to keep a supply of the following resources: ___ Bound Account Book ___ Blank Financial Reports* ___ Notary Seals ___ Certificate Folder for Blank Certificates ___ Merit Bar Record Books ___ L.C.C. Applications ___ Representative DeMolay Applications* ___ Pink Honor Key Request Forms* ___ P.M.C.-M.S.A. Applications* ___ Membership Recruitment Brochures ___ Program Planning Guide ___ Membership Planning Guide ___ Risk Management Guide ___ Installation Planning Guide* ___ Mothers’ and Parents’ Club Guide ___ Youth Protection Video and Booklets ___ Hi, Dad! ___ Life and Times of Jacques DeMolay ___ Return Address Stamp ___ DeMolay Cards and Envelopes * Only available from Oklahoma DeMolay. Supplies and resources can be ordered from Northern California DeMolay by submitting a Supply Order Form by regular or electronic mail. A sample Supply Order Form is provided on page 22. Most supplies can be purchased from the DeMolay and More Store (except those with an *) . 9 Oklahoma DeMolay Program Planning Guide OKLAHOMA DEMOLAY “TOMORROWS LEADERS TODAY” Elements of a Program Plan Pages 1 The Calendar Pages 2-5 The Budget Pages 6-9 Committees and Project Leaders Pages 10-11 Program Planning Master Check List Pages 12-14 There are three elements of a Program Plan: The Calendar, The Budget, and a List of Committees and Project Leaders. 2003 January S S M T W February T F S S 1 2 3 9 10 16 4 5 6 7 8 11 12 13 14 15 T F 6 7 13 14 20 T W T F 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 T F April S S M T W 1 3 4 10 11 17 M 6 7 8 9 13 14 15 16 T F ♦ T W T W T F 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 T F June S S 3 4 5 6 7 10 11 12 13 14 M 5 6 12 13 19 August M T W 1 2 5 6 7 8 9 12 13 14 15 16 S S 1 7 8 14 15 21 M T W T W T F 4 5 6 7 8 11 12 13 14 15 T S S 6 7 13 14 20 F 3 4 5 6 9 10 11 12 13 16 17 18 19 20 W W 2 3 4 7 8 9 10 11 14 15 16 17 18 September T 2 S S 4 5 11 12 18 November M 1 2 3 9 10 16 M 1 1 2 8 9 15 October S S 6 7 13 14 20 2 5 12 July S S 3 4 10 11 17 S S May S S ♦ March M M T 6 7 13 14 W T 1 2 3 8 9 10 F 15 16 17 The Calendar A listing of all the activities of the Chapter, including dates of jurisdictional and divisional activities. It is presented on a printed calendar. December M T 1 2 3 4 5 8 9 10 11 T 12 F 15 16 17 18 19 S S M T W 1 4 5 11 12 18 T 2 F 3 6 7 8 9 10 13 14 15 16 17 Frank S. Land Chapter The Budget Order of DeMolay Term Budget An estimate of all the income and expenses of the Chapter during the Calendar period, including income and expenses from activities as well as expenses like rent, postage, supplies, and membership fees. Item Temple Rent Supplies Insurance Newsletter Membership Fees Trnsfr to Trust Winter Carnival Pancake Brkfst Parking Lot Rent Spring Dance Camping Trip Donations Bowling Night Patriots Day DeMolay Week Leader’s Retreat Income $ 500.00 $ 300.00 $ 400.00 $1000.00 $ 250.00 $ 50.00 $ 100.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $2600.00 Income over Expense: Frank S. Land Chapter Order of DeMolay Committee & Project Leaders Sick Committee Gene Timm, Chairman Ron Howard David Burd auditing Committee Bill Lake, Chairman Tim Shoe Hector Chavez ♦ Expense $300.00 $100.00 $ 50.00 $150.00 $275.00 $200.00 $125.00 $275.00 $100.00 $150.00 $100.00 $ 0.00 $100.00 $100.00 $200.00 $ 75.00 $2200.00 $400.00 Committee List and Project Leaders Membership Committee Finance Committee Tony Davis, Chairman Ron Till, Chairman Phil Blackstone Harry Crumb Troy Red Bill herring Entertainment Committee Terry Smith, Chairman Phil Blackstone Tim Shoe Project Leaders Troy Red - Winter Carnival Harry Crumb - Patriots Day Ron Till - Pancake Breakfast GeneTimm - Chapter of the year Contest Bill Herring - DeMolay Week A list of all standing committees and project leaders of activities and programs. There are three types of events to include in the term calendar: meetings, Chapter activities, and activities of other Chapters, the Division, and Jurisdiction. ♦ Meetings Begin planning the Calendar by scheduling: Chapter Meetings Advisory Council Meetings Councilor’s Meetings Ritual Practices Degrees Any other meeting that has a regular schedule. ♦ Chapter 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 of the following activities: Social/Fun Activities Fund Raisers Obligatory Observances Civic Service and Charitable Projects Sports Events Masonic Service Projects ♦ Jurisdiction Activities Attending activities of other Chapters, Districts, and the Jurisdiction can be a lot of fun for your Chapter. Make sure you have a copy of the latest Jurisdictional Calendar so that you know what is happening around the Jurisdiction during the year. Avoid planning activities on the same day as Ritual Tournaments, Degrees Days, and the Annual Convention. It’s very important to include Chapter members when choosing activities for the term. Members who have helped decided which activities to plan will be more supportive than if they were just told what the Chapter would be doing. ♦ Have a Program Planning Party! Get the Chapter members together one night, have pizza and sodas, and brainstorm activities for the term. Follow the process below in brainstorming and selecting activities. Avoid having the planning party in conjunction with other activities. Make planning the term the focus for the evening. Make it fun, too. ♦ Brainstorm Activities Brainstorming can be a lot of fun and if you follow a 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 or large paper to write on in the front of the group. Brainstorm activities by category (Social, Fund Raising, Sports, Civic Service, Masonic Service, Obligatory Days.) Spend just five minutes on each category. You’ll be suprised how many great activities you’ll come up with. Remember these important brainstorming guidelines: Every idea is a good idea. Don’t make comments on anyone’s idea. 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 that number. For example: If the decision was to have four social activities, have the members rate or prioritize the activities on the brainstorming list and pick the top four. The recommend number of activities per term is as follows: 4 2 1 1 Social/Fun Activities Fund Raising Activities Masonic Service Project Civic/Charitable Project ♦ S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Select the Dates The date of an activity can make the difference between success and failure. Be very carefull when selecting dates for activities. Steps to selecting the right dates: 1. Place all of your Chapter Meeting dates, Councilor’s Meetings, Ritual Practices, and Degrees on the calendar first. 2. Place all Jurisdictional dates available. 1999 Once you have selected all the dates, place them on a calendar as shown above. 3. Place Obligatory observance as close as possible to the suggested date. 4. Avoid all major community activities: county fair, graduation, major holidays. 5. Consider the weather, season, availability of sites, transportation, and other details of the activity that could affect the date. 1. Schedule all Meetings Chapter Meetings Advisory Council Meetings Councilor’s Meetings Degrees Ritual Practices 2. Choose Chapter Activities Have a Program Planning Party Include all Chapter members. Brainstorm ideas for Activities Select Activities from the Brainstorm List 3. Set Dates for Activities Place meetings first. Place Jurisdictional dates. Schedule Obligatory dates. Avoid mayor community event and holiday. Consider the season, weather, and availability of sites 4. Put all Dates on a Printed Calendar Put date on a calendar that can be used by Chapter members for their awareness and use for other dates as well. A term Budget is an estimate of the income and expenses that the Chapter will have during the term. The Budget consists of operating expenses, expenses and income from the activities that you have planned, and perhaps some miscellaneous income and expenses, like donations or gifts. Work closely with the Chapter Advisor or an Advisor that he may suggest in preparing the budget. ♦ Operating Expenses Begin creating your budget by listing all of the operating expenses of the Chapter which should include: 1. Temple Rent: this is normally paid to the sponsoring body or the organization that owns or manages the Masonic Temple in which you meet. 2. Supplies: Stationery, Letterhead, envelopes, pens, registers, Chapter seal, obligation cards, Rituals, Monitor of Ceremonies, handbooks and guides. 3. Postage: for Chapter mailings, newsletters, post cards, announcements, flyers. 4. Printing: copying meeting agendas, the program plan, activity plans, and printing the Chapter newsletter. ♦ Budget for Activities Estimate the income and expenses involved in each of the activities you have planned for the term calendar. Make sure that the estimate is as realistic as possible. Use past performance of similar activities to make the estimates. ♦ Membership Fees Your Chapter has an established membership fee. It is usually about $50.00. When a new member pays the fee, $25.00 goes to the DeMolay International with the Form 10. Depending on your Chapter’s fee, there may be money left over that stays in the checking account or general fund to be used at the Chapter’s discretion. ♦ Miscellaneous income and expenses There are bound the be other expenses and income to place on the budget. Check past program plans and ask Advisors what these items might be. Items might include: donations, gifts, interest on savings accounts or investments. Frank S. Land Chapter Order of DeMolay Term Budget Item Temple Rent Supplies Postage Printing Membership Fees Winter Carnival Pancake Brkfst Parking Lot Fund Raiser Spring Dance Camping Trip Bowling Night Patriots Day DeMolay Week Leader’s Retreat Donations Totals Income over Expense: $650 Income Expense $ 500.00 $ 300.00 $ 400.00 $1000.00 $ 250.00 $ 50.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 100.00 $2600.00 $300.00 $100.00 $100.00 $150.00 $275.00 $125.00 $275.00 $100.00 $150.00 $100.00 $100.00 $100.00 $200.00 $ 75.00 $ 0.00 $1950 1. Budget Operating Expenses Temple Rent Supplies Postage Printing 2. Budget Chapter Activities Income estimated from the activity Expenses estimated for the activity 3. Budget Membership Fees Estimate the number of new members for the term $25.00 to DeMolay International. Remainder to your Chapter Account. 4. Budget Miscellaneous Items Donations Gifts Interest on Accounts A Master Councilor can not do everything himself during a term. Appoint committees and committee chairmen to take on programs of the Chapter. Make sure that goals are established for each committee. Standing Committees ♦ There are five standing committees outlined in the Statutes of DeMolay International. Each committee should have a Chairman and at least one other member and an Advisor. The Master Councilor is a member of all committees: Entertainment Committee Finance Committee Auditing Committee Membership Committee Sick Committee ♦ Other Committees You may want to appoint other committees for the term as well. Each committee should have at least a Chairman and an Advisor. These committees could include: DeMolay Week Committee Chapter of the Year Committee Awards Committee Refreshments Committee Ritual Committee ♦ Appoint Project Leaders Appoint a project leader for each activity of the term. Survey the Chapter members to determine who is interested in serving as the Project Leader for an activity. Meet with the project leaders soon after the installation to make sure that they are aware of the goals of the activity. Have them work out a detailed budget of the activity. Also have them prepare a timeline and check list for accomplishing the activity. Stay in communication with your Project Leaders at all times so that you are aware of what progress is being made. 1. Appoint Standing Committees Entertainment Committee Finance Committee Auditing Committee Membership Committee Sick Committee Fund Raising Committee 2. Appoint Other Committees 3. Appoint Project leaders ♦ Use the Checklist Use the check list that follows 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 that have been completed. If there are items on the check list that you have not completed, add them in if they are necessary. ♦ Get Approval from the Chapter and the Advisory Council You will be expected to present the Program Plan to the Advisory Council at least one month before the Installation Date. You should get the Chapter’s input on the Program before then so that you are confident that the plan you are presenting is the “Chapter’s” Program Plan. It would be helpful to show the Program Plan to a Chapter Advisor and perhaps a few other Advisors to get their input before the Advisory Council meeting that you present the Program Plan. 1. Calendar Schedule all Meetings. Chapter Meetings Advisor Council Meetings. Councilor’s Meetings. Degrees Ritual Practices 2. Choose Chapter Activities Have a Program Planning Party Include all Chapter members. Brainstorm ideas for Activities Select Activities from the Brainstorm List 3. Set Dates for Activities Place Meetings first. Place Jurisdictional Dates. Schedule Obligatory Dates. Avoid mayor community event and holiday. Consider the season, weather, and availability of sites 4. The Budget Operating Expenses Temple Rent Supplies Postage Printing Insurance Chapter Activities Income estimated from the activity Expenses estimated for the activity Budget Membership Fees Estimate number of new members for the term $25.00 to the International Supreme Council Budget Miscellaneous Items Donations Gifts Interest on Accounts 5. Committees and Project Leaders Appoint Standing Committees Entertainment Committee Auditing Committee Finance Committee Membership Committee Sick Committee Appoint Other Committees Appoint Project leaders Frank S. Land Chapter Order of DeMolay David A. Smith Master Councilor Scott R. Meadows Senior Councilor Brian J. King Junior Councilor Meeting Nights Second and Fourth Thuradays 7:30 PM Advisory Council Meetings First Thursdays 6:00pm Councilor’s Meetings Third Saturday each Month before Lodge breakfast 9:00 AM January 2003 Sun 3 Mon 4 Councilor’s Meeting 2:00 PM 10 Tue Wed Thu Fri 1 2 5 6 7 8 9 12 13 14 15 16 Chapter Meeting 7:30 PM 11 Winter Carnival and Dance 5:00 - MID Advisory Council Meeting 7:00 PM 17 Sat 18 19 20 21 22 23 26 27 28 29 30 Chapter Meeting 7:30 PM 24 25 York Rite Workshop Shawnee, OK 31 February 2003 Sun Councilor’s Meeting 2:00 PM Mon 1 Tue Wed Thu Fri Sat 2 3 4 5 6 9 10 11 12 13 Patriot’s Day Dinner 6:00 Chapter Meeting 7:30 PM 7 8 Valentines Dance Midwest City Advisory Council Meeting 7:00 PM 14 15 16 17 18 19 20 23 24 25 26 27 Chapter Meeting 7:30 PM Initiatory Degree 21 28 Pancake Breakfast 8:00 AM 22 March 2003 Sun Councilor’s Meeting 2:00 PM Mon 1 Tue Wed Thu Fri Sat 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 Chapter Meeting 7:30 PM 7 8 Advisory Council Meeting 7:00 PM 14 Church Service 7:00 AM 15 Chapter Meeting 7:30 PM DeMolay Degree Visit to City Hall 4:00 PM Volunteer Day Red Cross Center 21 22 23 24 28 29 30 31 Ritual Practice 7:00 PM Clean Central Park 4:00 PM 25 Chapter Anniversay Celebration 7:00 PM 26 Family Picnic 11:00 AM 27 April 2003 Sun 4 Mon 5 Councilor’s Meeting 2:00 PM 11 Tue 6 7 Thu Fri 13 14 2 3 8 9 10 15 16 17 19 20 21 22 23 27 28 29 30 Chapter Meeting 7:30 PM Initiatory Degree 25 26 Ritual Practice 7:00 PM Frank Marshall Ritual Tournament Spring Dance 8:00 PM Advisory Council Meeting 7:00 PM 18 Sat 1 Education Day at Rose State College Chapter Meeting 7:30 PM 12 Wed 24 May 2003 Sun Mon Tue Wed Thu Fri Sat 1 2 Councilor’s Meeting 2:00 PM 9 3 Nomination 4 5 6 7 8 10 12 13 14 15 of Officers Chapter Meeting 7:30 PM 11 Advisory Council Meeting 7:00 PM 16 Water Ski Party, Lake hefner 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Ritual Practice for Conclave Chapter Meeting 7:30 PM DeMolay Degree June 2003 Sun 6 Councilor’s Meeting 2:00 PM 13 Mon 7 Elections of Officers Tue Wed Thu Fri 1 2 3 4 5 8 9 10 11 12 18 19 Chapter Meeting 7:30 PM 14 15 16 17 21 End of Term Camping Trip 10:00 AM 22 23 28 24 25 26 Installation of Officers 8:00 PM Practice 4:00 PM Chapter Meeting 7:30 PM 27 Parking Lot Rental Day 7:00 AM High School Graduation Advisory Council Meeting 7:00 PM 20 Sat 29 30 Frank S. Land Chapter Order of deMolay Term Budget Item Income Temple Rent Supplies Postage Printing Membership Fees Winter Carnival Pancake Brkfst Parking Lot Fund Raiser$1000.00 Spring Dance Camping Trip Bowling Night Patriots Day DeMolay Week Leader’s Retreat Donations Totals Income over Expense: $650.00 $ 500.00 $ 300.00 $ 400.00 $ 100.00 $ 250.00 $ 50.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 100.00 $2600.00 Expense $300.00 $100.00 $100.00 $150.00 $275.00 $125.00 $275.00 $150.00 $100.00 $100.00 $100.00 $200.00 $ 75.00 $ 0.00 $1950.00 Frank S. Land Chapter Order of deMolay Committees & Project Leaders Sick Committee Gene Timm, Chairman Ron Howard David Burd Membership Committee Tony Davis, Chairman Phil Blackstone Troy Red Auditing Committee Bill Lake, Chairman Tim Shoe Hector Chavez Finance Committee Ron Till, Chairman Harry Crumb Bill Herring Entertainment Committee Terry Smith, Chairman Phil Blackstone Tim Shoe Project Leaders Troy Red - Winter Carnival Harry Crumb - Patriots Day Ron Till - Pancake Breakfast Gene Timm - Chapter of the year Contest Bill Herring - DeMolay Week ______________________Chapter, Order of DeMolay of ____________________, _________________ The Stated (Special) meeting of ____________________________ Chapter, Order of DeMolay, was opened at _________________ p.m. (a.m.) on the Initiatory Degree and _____________ p.m. (a.m.) on the DeMolay Degree on __________________, 20______, with ___________________ in the East, ___________________in the West, and ___________________in the South. Members of the Advisory Council present were: Chairman ___________________________, Chapter Advisor ____________________, and DADs ___________________________________ ________________________________________________________________________________. Officers and members were as per the register: MC _____________________ SC ______________________ JC ______________________ SD _____________________ JD ______________________ SS ______________________ JS ______________________ Tre _____________________ Mar ____________________ Chp ____________________ Alm ____________________ SB ______________________ Ora _____________________ Org _____________________ 1P ______________________ 2P ______________________ 3P ______________________ 4P ______________________ 5P ______________________ 6P ______________________ 7P______________________ Visitors present, introduced, and greeted were: ______________________________________ ________________________________________________________________________________. The Minutes of the previous meeting(s) were read (corrected) and adopted. The almoner reported a total of $____________ in the Almoners Fund. Since the last Treasurers report, the Chapter has received $____________ from all sources, and spent $____________, leaving a balance of $___________ on _______________, 20_____. It was moved by Brother _________________ and seconded by Brother _________________ that the bills be paid if found correct. The motion carried (was defeated). Brother _______________ reported under Sickness and Distress that ____________________ _______________________________________________ and appropriate action was taken. All communications received by the Chapter were then read and included: _____________ _________________________________________________________________________________ _____________________________________________________________________________. The report of the Committee on Petitions for membership was presented. The MC gave the reports on investigation of: ____________________________________________________ ________________________________________________________________________________. Petitions were read for the second time for: _________________________________________ ____________________________________________________________________________. A Ballot was then taken for the degree of DeMolay on the Petitions of __________________ _________________________________________________________________________. The Petitions of __________________________________________________________________ were elected (rejected and referred to the Advisory Council for further consideration). Petitions for the Degrees of the Order of DeMolay were presented from ________________ and were read by the MC who will refer them to a committee for proper investigation. The MC then called for reports from the various committees:__________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ The MC then declared the Chapter open for unfinished business, which included: (include names of candidates receiving degrees and Brothers passing proficiency examinations. Degree teams optional.)_____________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ The MC then declared the Chapter open for new business which included:______________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Reports and announcements for the good of the Order were made regarding ___________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ No further business appearing, the receipts of session were reported and the Minutes were read and approved as read (corrected). The MC then closed the Chapter in regular form at _______ p.m. (a.m.) Respectfully submitted, Approved, _______________________ Scribe _______________________ Master Councilor MEMBERSHIP APPLICATION (PETITION) An Organization for Young Men 1. Name: ____________________________________________________2. Date: __________________ 3. Address: _____________________________________________________________________________ 4. City: _____________________________________ 5. State & Zip: _____________________________ 6. Phone: ( ) _________________________________ 7. Birthdate: ______________________________ 8. School Attending: ___________________________________________9. Grade: _________________ 10. Favorite School Subject(s): ________________________________________________________________ __________________________________________________________________________________________ 11. Hobbies/Interests: ____________________________________________________________________ ________________________________________________________________________________________ 12. Clubs, Organizations: __________________________________________________________________ _______________________________________________________________________________________ 13. Church/Synagogue: __________________________________________________________________ 14. References: List 3 friends (your age) you have known for one year. Name: _____________________ Address:______________________ Phone: ___________________ ______________________ Name: _____________________Address: ______________________ Phone: ___________________ ______________________ Name: _____________________Address: ______________________ Phone: ____________________ ______________________ My Parents/Guardians approve of my joining DeMolay. 15. Father’s Name: _________________________ 16. Mother’s Name: __________________________ 17. Is your father a Senior DeMolay? _____________If so, where? _______________________________ 18. Is your father a Mason? ______________ If so, where?______________________________________ 19. Parent/Guardian Signature: ____________________________________________________________ 20. Applicant’s Signature: _________________________________________________________________ 21. DeMolay Sponsor’s Name and Signature: _______________________________________________ 21B. Second DeMolay Sponsor’s Name and Signature: ________________________________________ 22. Masonic Sponsor’s Name and Signature: ________________________________________________ Your Life Membership Fee of: ____________________ must accompany this application. ey v r u S t s ere t n I r e b Mem OKLAHOMA “TOMORROWS LEADERS TODAY” Oklahoma DeMolay Association (877) 627-5002 PO Box 700451 Tulsa, OK 74170 Fax (877) 627-5002 [email protected] To help the Councilors plan the Chapter’s activities for the coming year, please fill out the form below. Show you interests in each area by putting a check mark in front of the items that interest you in each category. You may include any additional comments or ideas in the space provided. 1. Athletics 2. Education / Miscellaneous 3. Entertainment/Trips Bowling Tours of Colleges Sporting Events Ping-Pong Practice SAT tests Concerts Softball Help with College Scholarships Business Tours Golf DeMolay Quiz Team Visit other chapters Flag Football Chapter web page Speakers after meetings Basketball Chapter Newsletter Tennis Computer Club 4. Civic Service 5. Fund Raising 6. Social Activities Visit VA Hospitals Candy Sale Chapter Lock-in Donate American Flags Car Wash Video Games Conduct a Safety Drive Road litter pick-up Halloween Party Road Cleanup Serve Dinner Dance Food baskets for Newspaper Sales Movie Night Environment (Clean Family Picnic DeMolay Youth Leaders of Oklahoma Who Makes it Work? Oklahoma DeMolay “Building Tomorrow’s Leaders, Today” State Headquarters P.O. Box 700451 Tulsa, OK 74170 Toll Free: 1-877-627-5002 Phone (918) 627-5002 Fax (918) 627-5002 E-mail: [email protected] Web Page: www.OKDEMOLAY.com DeMolay Youth Leaders of Oklahoma Plann i ng th e Progr am Oklahoma DeMolay “Building Tomorrow’s Leaders, Today” State Headquarters P.O. Box 700451 Tulsa, Oklahoma 74170 Phone (918) 627-5002 Fax (918) 627-5002 E-mail: [email protected] Web Page: www.OKDEMOLAY.com WORKSHOP CHECKLIST OKLAHOMA DeMOLAY ASSOCIATION Begin promoting Workshop in mid-December Turn registration in (allot two weeks prior to Workshop). Be sure to collect all Medical Release Forms for each member and candidate attending workshop. Friday’s dinner is on your own before registration Registration includes Saturday breakfast, lunch, and dinner, and Sunday banquet meals. Form 10’s must be filled out for all new members and a check made payable to DeMolay International for $25.00. Jeans & tennis shoes are okay to wear with Workshop T-shirt for Saturday's classes and Friday night activities after the initiation. Shirt, tie, and coat are required for Friday’s initiation, Saturday’s talent show, dance and on Sunday for the awards banquet. Be prepared to turn in mileage report for previous year on Friday night. Name tags must be worn at all times. (picked up at registration) Room assignments are made for chapter members and chapter advisors. Do not change rooms. Roster of who is in what room must be turned in on Friday night. Saturday after the dance, the chapters meet for pizza that has to be purchased by the chapter, usually paid in cash. (you might consider adding $5.00 per person for your workshop Registration to cover pizza. If necessary, also collect $5.00 per person for sweetheart registration.) Chapter advisors meet Sunday morning while members are moving out of hotel rooms prior to the banquet. Plan on other advisors or parents to coordinate this while you are in the meeting. Inspection of each room must be made and any damage needs to be reported to Workshop Director. CONCLAVE CHECKLIST OKLAHOMA DeMOLAY ASSOCIATION Talk up Conclave two to three months prior. Prepare members for ritual by meeting qualifications by the required date and practice, practice, practice. Turn in Registration and money by the pre-registration deadline (allot 2 weeks prior to Conclave. Be sure that you have collected all Medical Release Forms on all chapter members Make sure the members who are signed up for ritual parts and /or sporting events actually are prepared to complete and not drop out at the last minute. Read letter in Conclave Registration packet to know what clothes, linens, etc. to bring. At check-in, you will be given a block of rooms and you decide where members and advisors go. Turn this list in to the front desk by the end of the first day. Name tags are to be worn at all times and keys and meal cards should be kept on “OSU Orange shoe laces”. Room inspections need to be made prior to and after moving into dorm rooms. Report any damage to the room to the front desk before your members move their stuff in the room. Attention needs to be taken to the posted schedule for ritual parts and sporting events. If your members are not going to perform, and/or coaches involved. After the dance on Saturday, chapters meet in the dorm lobby for pizza purchased by each chapter (bring cash to pay to the pizza vendor). It is easier to collect for pizza by charging $5.00 per person and include the fee in the registration paid to chapter. Remember to have chapter members escort the sweetheart around, when allowed by sweetheart chaperones, carry luggage, and treat them like “queens” for the weekend. Check out of dorms Sunday AM prior to the Awards Banquet. • • • • • • Membership Section Athletics Attendance Civic Service Convention Fine Arts Installing Journalism Leadership Corr. Course Ath Atd. CS Conv FA Inst. Jour. LCC Place on each line one of the markings below to indicate what each member has attained O…..No merit bar has been obtained in this category 1…..A White Merit Bar has been obtained in this category. 2…..A Red Merit Bar has been obtained in this category. 3…..A Blue Merit Bar has been obtained in this category. 4…..A Purple Merit Bar has been obtained in this category. 5…..A Gold Merit Bar has been obtained in this category. • • • • • • For each category, there are 5 levels to be obtained. They rank in order from White, Red, Blue, Purple, and Gold. Rit. Visit. Sch. Rel Merit Mem MS MA Below is a table explaining the abbreviations for the individual Merit Bar categories. Ritual Visitation Scholastic Religion Merit Membership Masonic Service Masonic Attendance Blue Honor Key – Check this box if the member has been 1st Line Signer on at least 10 petitions ( Medal is sent automatically from DeMolay Int’l) FMA – Check this box if the member has been 1st Line Signer on at least 5 petitions ( Medal is sent automatically from DeMolay Int’l) #1 Pin – Check this box if the member has been 1st Line Signer on at least 1 petition. (Pin is sent automatically from DeMolay Int’l) Merit Bar Section PMC-MSA – Check this box if the member has obtained the PMCMSA Award LCC # - Please indicate the number of the last Leadership Correspondence Course the member has completed. (Courses begin with #1 and conclude with #5) Representative DeMolay – Check this box if the member has obtained his R.D. Award Awards Section How to complete this form: 1. Enter the name of each member on the appropriate line. 2. Give the appropriate indication needed to signify if the member has obtained the particular award. ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ LCC # ____ RD ______________________________ Member Name “TOMORROWS LEADERS TODAY” OKLAHOMA PMC-MSA Atd. CS Conv FA Inst. Jour. LCC MA MS Mem Merit Rel Sch. Visit. Rit. ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ Ath. #1 Pin FMA BHK 20 10 15 Junior Councilor Chaplain Preceptors 5 20 Junior Councilor Chaplain 10 Senior Councilor Herald Inquisitor Preceptor Chancellor 25 Master Councilor 5 15 15 25 5 Lord Constable Majority Service 40 Flower Talk 5 5 5 10 25 25 45 50 35 Marshal Senior Guard Guy of Auvergne Senior Inquisitor Orator Junior Inquisitor Master Inquisitor Representative DeMolay (RD) Ceremony 30 Ceremony Of Light 5 20 Senior Deacon Junior Steward 20 Senior Councilor 5 25 Marshal Senior Steward Master Councilor 40 Master Councilor Jacques DeMolay DeMolay Degree Initiatory Degree The following outline is the DeMolay International scale for earning points. Points are awarded each time a part is performed. RITUAL MERIT BAR Visitation Scholastics Ritual Religion Priory Petitions (Membership) Merit Masonic Service Masonic Attendance Journalism Installing Fund Raising Fine Arts Correspondence Course Conclave Civic Service Attendance Athletics White (1st Award) Red (2nd Award) Blue (3rd Award) Purple (4th Award) Gold (5th Award) Presentation of Merit Bars and Awards will be made during Public Installation's whenever possible. Be sure to submit this form by the deadline designated by your chapter’s Awards Advisor. This guide is intended to aid each DeMolay in preparing and submitting requests for Merit Bars. Merit Bars are awards that recognize DeMolays for achievement in some phase of Chapter activity. They are awarded on the recommendation of the Awards Advisor. The Advisory Council makes the final decision about whether an individual has met the requirements for each bar. For more information, consult the DeMolay Leader's Resource Guide, contact a member of your Advisory Council or contact your Executive Officer. Fill out this form and give it to your Awards Advisor or Chapter Dad. MERIT BAR RECORD DATE: _______________________________ CHAPTER: ___________________________ NAME: ______________________________ For participating in a Chapter's athletic program for a year, with a minimum of six game competitions in one or more sports. For perfect attendance at regular meetings for one year in a member's Chapter or, if away from home, for the same number of meetings at another Chapter. Make-up meetings counted toward the Attendance Bar may not be used to fulfill the requirements for the Visitation Bar. For 10 hours of service on behalf of the Chapter, without financial remuneration to the individual or the Chapter, in three different civic service projects. For attending three state, jurisdiction or provincial conclaves as a participant or visitor. For successful completion of each lesson of the five-part Leadership Correspondence Course. This bar is automatically sent to the individual member on completion of the course. For membership in a DeMolay musical group, with a minimum of six performances, or for participating in a minimum of two Chapter theatrical performances. For working on at least three different fund-raising projects for the Chapter, for a total of 20 hours, without direct financial remuneration to himself. For participating in six Chapter installation ceremonies as a member of the installing team. For serving as a Chapter newspaper staff member for one year, during which a minimum of six issues were published and forwarded to the Service & Leadership Center. For bringing 10 different Master Masons in good standing to a DeMolay Chapter meeting. The awardee must list each Mason and have the list confirmed by both the Master Councilor and the Chapter Advisor. In order for the visits to count toward the award, which is limited to one bar a year, the visiting Masons may not be an Advisor of any Chapter. For participating in three different Chapter Masonic service projects, for a minimum of 10 hours without payment to either the individual or Chapter. For being the first-line signer on three membership applications of individuals who subsequently are inducted into the Chapter. For contributing 20 hours of service to DeMolay in an area not covered by another bar without payment to the individual or the Chapter. For being a member in good standing of a Priory for a minimum of one year and for attending two-thirds of the Priory functions. The Priory must have held a minimum of six activities other than regular meetings. The bar may be ordered by Priory Advisors. For not missing a regular weekly religious service for one full year. For sustained and UNUSUALLY HIGH-QUALITY WORK in the performance of DeMolay Ritual parts with a minimum of 125 points earned according to the DeMolay International point scale. Points usually are based on the number of lines in a part. Points are awarded each time that part is given (see chart). Contact the Executive Officer for more information on Jurisdictional guidelines. Because memorization may not assure impressive delivery, the applicant may be denied the bar because of poor delivery. This action would need to be approved by the Awards and /or Ritual Advisor. For maintaining a "B" grade point average (or equivalent) for one full year of school. For six visitations at regular Chapter meetings of Chapters other than one's own, or for a total traveled distance of 150 miles one way. Athletic Attendance Civic Service Conclave Correspondence Course Fine Arts Fund-Raising Installing Journalism Masonic Attendance Masonic Service Membership Merit Priory Religion Ritual Scholastics Visitation as detailed in the DeMolay Leader's Resource Guide MERIT BAR DESCRIPTIONS Annual Chapter Financial Report Oklahoma DeMolay Due by March 31, 2003 __________________________________________ CHAPTER NAME ___________________________ CITY _____________________ CHAPTER TAX ID NO. For the fiscal year ending December 31, 2002 1. RECEIPTS DURING THE FISCAL YEAR 2. Transfers from other Accounts $_____________ From Interest on Checking $_____________ From Activities $_____________ From Donations $_____________ From Membership Fees $_____________ From Miscellaneous $_____________ TOTAL RECEIPTS $_____________ 3. CHECKING ACCOUNT: ____________________________________________________________________________ Account Number Beginning Balance on January 1st of the Fiscal Year: Ending Balance on December 31st of the Fiscal Year: 4. Name of Bank $_________________ $_________________ (Year-end statement must be attached) LIFE MEMBERSHIP TRUST ACCOUNT: ______________________________________________________________ Account Number Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: 5. DISBURSEMENTS DURING THE FISCAL YEAR For Activities $______________ For Insurance $______________ For Membership Fees $______________ For Rent $______________ For Supplies, Printing, & Postage $______________ For Miscellaneous $______________ TOTAL DISBURSEMENTS $______________ Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) OTHER ACCOUNT: ________________________________________________________________________________ Account type (Savings, CD, Investment) Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: Account Number Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) 6.OTHER ACCOUNT: ____________________________________________________________________________________ Account type (Savings, CD, Investment) Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: Account Number Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) Additional accounts should be listed on the reverse side. 7. FINANCIAL STATUS OF THE CHAPTER Balance in Checking Account Balance in Life Membership Trust Account Balance in all other Accounts (including any listed on back) Total in All Accounts Less unpaid bills of the Fiscal Year Total Net Worth at the end of the Fiscal Year $_________________ $_________________ $_________________ $_________________ $_________________ $_________________ CERTIFICATION: I certify that the above financial report reflects a true and accurate summary of the financial position of this Chapter as verified by the annual audit of the books, and includes all bank accounts and other assets of the Chapter. ___________________________________________________________________________________________________ Signature of Advisory Council Chairman Date 15 ADDITIONAL ACCOUNTS List any accounts not listed on the front page. OTHER ACCOUNT: _______________________________________________________________________________ Account type (Savings, CD, Investment) Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: Account Number Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) OTHER ACCOUNT: _______________________________________________________________________________ Account type (Savings, CD, Investment) Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: Account Number Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) OTHER ACCOUNT: _______________________________________________________________________________ Account type (Savings, CD, Investment) Beginning Balance on January 1st of the Fiscal Year: Plus deposits made during the Fiscal Year Plus interest earned during the Fiscal Year Less Transfers to Other Accounts Ending Balance on December 31st of the Fiscal Year: Account Number Name of Bank $_________________ $_________________ $_________________ $_________________ $_________________ (Year-end statement must be attached) Submit this form by the due date listed at the top of the front page to: Oklahoma DeMolay P.O. Box 700451 Tulsa, OK 74170 For assistance in completing this form, call: (877) 527-5002 REMEMBER TO INCLUDE COPIES OF THE YEAR-END STATEMENTS OF ALL ACCOUNTS 16 CHAPTER MINUTE FORM Chapter Order of DeMolay ________________________________, Oklahoma The Stated (Special) meeting of ___________________________ Chapter, Order of DeMolay was opened at ______ p.m. on the Initiatory Degree and ______ p.m. on the DeMolay Degree on _____________________, 200__. Brother ______________________ was in the East, Brother __________________ in the West, and Brother ________________________ in the South. Members of the Advisory Council present were: Chairman _____________________, Chapter Advisor ____________________, and Dads _________________________________________________________. Officers and members present were as per the register. Visitors present, introduced and greeted were: _____________________________________________________________________________________________ ____________________________________________________ The minutes of the previous meeting(s) were: read (or/and) corrected; and adopted. The Almoner reported a total of $______ in the Almoner’s Fund. Since the last Treasurer’s Report, the The Chapter has received $________ from all sources, and spent $__________, leaving a balance of $_________ on ________________, 199___. Bills against the Chapter totaling $______________ were read and included: _____________________________________________________________________________________________ _____________________________________________________________________________________________ __________________________________________________________________________________________ It was moved by Brother ______________ and seconded by Brother ______________ to pay the bills if found correct. The motion passed (was defeated.) All communications received by the Chapter were read and included: ___________________________________ ____________________________________________________________________________________________. Applications for Membership were received from: _____________________________________________________________________________________________ __________________________________________________. The Master Councilor appointed a Visitation Committee to visit the applicants and prepare a report for the next meeting. The Master Councilor gave Reports of Committees on Applications for Membership of the following whose petitions were read for a second time: _____________________________________________________________ ____________________________________________________________________________________________ A ballot was taken on the following applicants: (indicate whether the ballot was elected, rejected, held over to the next meeting.) __________________________________________________________________________________________. CONTINUED ON THE BACK The Master Councilor called for reports from Committees: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ _________________________________________________________________________________________. The Master Councilor declared the Chapter open for unfinished business which included: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ _____________________________________________________________________________________ The Master Councilor declared the Chapter open for new business which included: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________ Reports and announcements under Good of the Order included: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ _________________________________________________________________________________________ No further business appearing, the Master Councilor closed the Chapter according to the Ritual at ______ p.m. Respectfully submitted, Scribe Approved by: Master Councilor NEW MEMBER LETTER May 25, 2001 Mr. James Cook 3223 Main Street Richmond, CA 94805 Dear Jim: Congratulations! At the last meeting of Richmond Chapter Order of DeMolay, you were elected to membership in DeMolay - one of the premiere youth organizations in the world! We have scheduled your initiation ceremony for Monday, June 21, 2001 at 7:30 p.m. The ceremony will take place at the Richmond Masonic Center, 2001 Main Street, Richmond. Please invite your parents to join you for your initiation ceremony. The ceremony should last until about 9:30 p.m. Refreshment will be served afterwards. When you arrive, you and your parents will be provided with an orientation explaining more about DeMolay and what is involved in the initiation ceremony. Since this is an important occasion, the dress code for the evening is business attire: dress pants, dress shirt, tie, and dress shoes. Some of our members wear dress coats or suits if the own them. If you need a ride to the ceremony, please call our Master Councilor, Brother Alan Smith, at (510) 555-5555. He will be glad to help you with transportation. DeMolay is a great organization and we are glad that you are going to be a part of it! Sincerely, Brian Jones Chapter Scribe. 33 NEW MEMBER PARENT LETTER May 25, 2001 Mr. & Mrs. James Cook 3223 Main Street Richmond, CA 94805 Dear Mr. and Mrs. Cook: At the last meeting of Richmond Chapter Order of DeMolay, your son was elected to membership in DeMolay - one of the premiere youth organizations in the world! We have scheduled his initiation ceremony for Monday, June 21, 2001 at 7:30 p.m. The ceremony will take place at the Richmond Masonic Center, 2001 Main Street, Richmond. We always encourage the parents to attend the initiation ceremony. The ceremony should last until about 9:30 p.m. Refreshment will be served afterwards. We hope you can attend. When you arrive, you and your son will be provided with an orientation explaining more about DeMolay and what is involved in the initiation ceremony. Since this is an important occasion, the dress code for the evening is business attire: dress pants, dress shirt, tie, and dress shoes. Some of our members wear dress coats or suits if the own them. If your son needs a ride to the ceremony, please call our Master Councilor, Brother Alan Smith, at (510) 555-5555. He will be glad to help you with transportation. DeMolay is a great organization and we are glad that your son is going to be a part of it! Sincerely, Brian Jones Chapter Scribe. 34 DEMOLAY VISITATION REPORT FORM (PLEASE PRINT) DATE OF VISITATION: ____________________ NAME ___________________________________________________________ NICKNAME ________________________ FIRST MIDDLE LAST ADDRESS __________________________________________________________________________________ STREET CITY STATE ZIP CODE DATE OF BIRTH ____/____/____ PLACE OF BIRTH __________________________________ AGE _________ TELEPHONE NUMBER ___________________________________ EMAIL ADDRESS ______________________ SCHOOL INFORMATION ______________________________________________________________________ NAME OF SCHOOL CITY GRADE RELIGIOUS INFORMATION ____________________________________________________________________ NAME OF RELIGION CHURCH/SYNAGOGUE/TEMPLE I have applied for membership in DeMolay International, and I procliam that I possess a belief in a supreme being, and that I know of no moral reason that would keep me from becoming a member of this organization that teaches clean living and respect for all people. Signature of Applicant _______________________________________________________ I recommed the following friends as prospective members (not required): NAME ADDRESS PHONE NAME ADDRESS PHONE NAME ADDRESS PHONE FATHER’S OR GUARDIAN’S FULL NAME: ______________________________________________________________ MASON: YES NO SENIOR DEMOLAY: YES NO OCCUPATION: _________________________________________ MOTHER’S OR GUARDIAN’S FULL NAME: _____________________________________________________________ OCCUPATION: _________________________________________ As the parent(s) or guardian(s) of the applicant, I approve of my son (or ward) becoming a member of DeMolay International. Signature of Parent or Guardian: _______________________________________________ COMPLETE BOTH SIDES 23 PLEASE ANSWER THE FOLLOWING QUESTIONS: What do you do in your spare time? (Hobbies, activities, interests) ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ What activities do you take part in at school and outside school? (clubs, youth groups, sports teams, etc.) ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ Do you have a regular job? YES NO If yes, where? ____________________________________________ How many hours do you work per week? ______________________ What kind of social, athletic, civic, and charitable projects do you like to participate in? (walk-a-thons, blood drives, park clean-ups, sports tournaments, telethons, etc.) ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ Why do you want to join DeMolay? ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ REPORT OF THE VISITATION TEAM: VISITATION TEAM INFORMATION 1. The team should consist of at least three DeMolays and one advisors. 2. Part A should be completed in full and signed by the applicant. 3. Part B should be completed in full and signed by the applicant’s parent or guardian. 4. 5. 6. Application Received: _____________________ First Reading: ___________________________ Questionnaire Completed: _________________ Part C should be completed as thoroughly as possible so that the Chapter will know what the new member’s interests are. Fee Collected: ___________________________ The Visitation Team should complete Part D stating whether their recommendation is “Favorable” or “Not Favorable”. Elected: ________________________________ The Visitation Report Form should be given to the Master Councilor at the next meeting of the Chapter. Initiatory Degree: _________________________ Advisory Council Approval: _________________ Candidate Notified of Election: _____________ Form 9 Submitted: _______________________ DeMolay Degree: _________________________ Form 9 Submitted: _______________________ 24 OKLAHOMA DEMOLAY ASSOCIATION RELEASE AND CONSENT FORM Jurisdiction: OKLAHOMA Chapter Name: _______________________________________ 1) I, the undersigned parent or legal guardian of _____________________________________________ do hereby give my consent and permission for him/her to participate in all DeMolay events. I understand all activities and events of any duly chartered Chapter, Order of DeMolay, of the Jurisdiction of Oklahoma, including any activities or events conducted at the state or jurisdictional level, or by DeMolay International, Order of DeMolay; WITH THE FOLLOWING EXCEPTIONS: (State on line below, if NONE, write NONE.) _________________________________________________________________________________ 2) In the event of injury or illness to the above named minor, I the undersigned Parent or Guardian, hereby authorize any adult DeMolay Advisor in attendance to secure, and any physician in attendance to provide, such emergency medical treatment as shall be deemed necessary by those present; including but not limited to hospitalization, injections, anesthesia, surgery, x-ray, blood, and medications. I understand that every reasonable effort shall be made to contact me prior to medical treatment. 3) The above named minor is subject to the following medical problems, and/or is receiving treatment under the supervision of proper medical authorities as follows: (state on the line below, if NONE state NONE) _________________________________________________________________________________ 4) Neither DeMolay International, nor the jurisdiction of Oklahoma, Order of DeMolay, maintains any medical insurance for its members. I understand that we will be responsible for any and all costs of medical treatment incurred by on behalf of __________________________________________________ My family health insurance carrier and policy numbers are as follows: ___________________________ Insurance Company Name ________________________ Policy Number (s) __________________________ Policy Holders Name 5) I, the undersigned Parent or Guardian, AND the undersigned Youth (legal minor), do hereby agree that we will abide the Statutes, rules, regulations, and edicts of the DeMolay International, and its duly authorized representatives. We agree that if, in the opinion of any DeMolay Advisor, either of us should be removed or asked to leave any DeMolay activity for violation of the same, that the undersigned Parent or Legal Guardian will immediately take the necessary action to cause the transportation of violator from the activity site at the expense of the undersigned Parent or Legal Guardian. 6) We hereby agree to release and hold harmless DeMolay International, Order of DeMolay, the Grand Master of DeMolay International, and its members together with the Executive Officer, staff members, and Advisors of Oklahoma jurisdiction, Order of DeMolay, from any and all claims or cause of action which the undersigned has or may have. This specifically includes all activities which arrive out of the attendance at any DeMolay approved event including transportation to and from said event. (SEE REVERSE SIDE) 7) IN THE EVENT OF AN EMERGENCY, AND THE UNDERSIGNED PARENT OR GUARDIAN CANNOT BE REACHED, THE UNDERSIGNED PARENT OR GUARDIAN HEREBY AUTHORIZE THE FOLLOWING PERSON TO ACT ON THEIR BEHALF: NAME _________________________________ PHONE _______________________________ ADDRESS ______________________________ RELATIONSHIP _______________________ 8) Parent or Legal Guardian: Full name ________________________________________________________________________ Street & Mailing Address ____________________________________________________________ City/State/Zip _____________________________________________________________________ Phones: (Home): __________________________ (Work): _______________________________ Phones: (Mobile) __________________________ (Pager) ________________________________ Relationship to Youth: ______________________________________________________________ 9) If youth’s address is different than Parent or Legal Guardian, please state on lines below. (If SAME, write SAME.) _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ ________________________________________ Signature of Parent or Legal Guardian _______________________________________ Signature of Youth (legal minor) OKLAHOMA “TOMORROWS LEADERS TODAY” A division of… Oklahoma DeMolay Association P.O. Box 700451 Tulsa, OK 74170 Toll Free: Fax: E-MAIL: 1-877-627-5002 1-877-627-5002 [email protected] Foreword So your son is interested in joining DeMolay... ...and you’re wondering whether it is the right thing for him to do. Any parent who is concerned for the overall growth, development, and the general well-being of their son; and who may not already be acquainted with what DeMolay is all about, naturally has plenty of questions. Since its founding, well over a million young men have become members of DeMolay. Many have gone on to become household names in their chosen profession. DeMolay provided them with skills otherwise unattainable for young men....leadership. However, as each of these young men began his association with DeMolay, there in the background was a concerned parent or guardian asking questions. This booklet was prepared to give you answers to some of the most frequently asked questions about DeMolay. A few minutes to review the information provided here will give you an overview of the history, values, operation, sponsorship and activities of a chapter of DeMolay. The questions answered here are generally arranged in categories. However, the answer to a question in one category might contain information that would generally fall into a different category. In those cases, to save reading time, the information will only be presented once. You may have questions other than those answered here. They may be questions of general nature, or questions specifically related to the chapter your son is considering joining. Whatever your questions, please feel free to call Oklahoma DeMolay TOLL FREE at (877) 627-5002. We can also put you in contact with a local chapter. We appreciate your willingness to learn more about how this character-building and leadership development organization has supplemented the growth of thousands of boys into positive, productive men and quality citizens in their communities. Please read on. 1 What is DeMolay? DeMolay International is the world’s largest fraternal organization for young men age 12 to 21. It is specifically designed to provide a good moral environment to young men while teaching leadership skills. The ultimate aim is to build better young men which will, in turn, mean better men to be better citizens, husbands, fathers, friends, and leaders in the future. It currently exists in all 50 states, District of Columbia, and nine foreign countries. In the United States there are over 25,000 current members which operate over 800 chapters. In Oklahoma, there are currently 19 chapters. What are the requirements to join? The requirements are few, but each is important. To be a member of DeMolay, a young man must: ♦ Be between the ages of 12 and 21. ♦ Be of good character and reputation. ♦ Have a belief in a God, Supreme Being or Deity. ♦ Complete an application. ♦ Attend a 2 part induction ceremony. What is the Induction Ceremony like? The DeMolay induction ceremony is the celebration of a young man’s commitment to better himself by becoming a DeMolay. This orientation and explanation sets DeMolay apart from other organizations, because young men present it to all new members as a chapter. The ceremony itself contains two sections or “degrees”. The first is called the Initiatory Degree. It is a solemn event during which the young man is acquainted with the founding principles of DeMolay. The second section is called the “DeMolay degree.” It is a play portrayed by DeMolay members. The subject of the play is loyalty because it tells the story of Jacques DeMolay (who lived in the 14th century). The importance of the story for today’s youth is to always be loyal to your beliefs, family, friends, and commitments. We believe this is an important lesson for today’s youth. If you are interested in the history behind the selection of the name please turn to Page 7 . The Vows of a DeMolay Member Humbly and sincerely… • • • • • • • I promised to be a better son I promised to love and serve God, my country and my fellowmen I promised to honor and protect every woman I promised to slander no one I promised to aid and uphold the public schools I promised to be loyal to my friend and brothers All of these things and more I did promise! How do DeMolays learn leadership skills? DeMolay prides itself on preparing young men for careers above and beyond education. Education is vitally important and DeMolay supplements it with specific training. A process of executing increased responsibilities teaches leadership skills. The chapter contains offices which members may obtain such as president and vice-president. Here are some examples: Master Councilor .............. President Senior Councilor...............1st Vice-president Junior Councilor................2nd Vice-president Scribe...............................Secretary Treasurer, Chaplain and many others Members may move through the ranks and obtain higher offices, much like business positions. Each position carries more and more responsibilities. If he participates, here are just a few things that a young man will learn in DeMolay that will provide him with excelled leadership skills. These experiences will give him a head start on his classmates in the race for scholarships and jobs. Public Speaking Appearance and image maintenance How to plan and execute events such as banquets and dances How to run a business meeting (Parliamentary Procedure) How to prepare agendas How to assign, utilize, and execute committees How does a young man learn good character in DeMolay? Upon joining DeMolay, the young man will interact with other quality young men and advisors who are dedicated to upholding the aforementioned virtues. Young men act more upstanding when in the company of other quality young men. Acting in an upstanding manner becomes a habit. This habit demonstrates good character now and serves to mold a mature way of thinking as he obtains adulthood. Advising for chapters is explained on Page 9. I may think young people need these skills, but do the members want to learn them? Few young people are mature enough to desire this type of training without some type of fun. When DeMolays tell their friends about it, they discuss the fun aspects. DeMolays have a great deal of fun and all the while they are learning to act with good character and they learn leadership skills. In order for fun to be had, members learn that they must plan it. Chapters routinely have dances, attend ball games, hold fund raisers (such as spaghetti dinners), and play organized sports or just pick-up games. Planning these things appears to be fun, but they are learning as well. 2 3 How much time does it take to be a DeMolay? The young man is invited to all events and can spend as much or as little time as he desires. Most chapters have two meetings per month to plan their activities. In addition to the meetings are whatever events they are holding during the month. An example of one month’s worth of events follow. There is no requirement to attend functions; however, we hope that the parents will enforce a six-month trial period. Usually after six months the young man is familiar with DeMolay to truly see the enjoyment and benefits. Monday Friday Thursday Monday 4th 8th 14th 18th 7:00-9:00 p.m. Chapter Meeting 8:00 p.m. all night Sleepover 7:00 p.m. Basketball practice 7:00-8:30 p.m. Chapter Meeting Bowling following the meeting Saturday 23rd 11:00 a.m. Fundraiser Car Wash Thursday 28th Civic Service Project (Between school hours - Monitor cross walks for grade school) What types of activities does a DeMolay chapter have? Within certain parameters, the activities of a DeMolay Chapter are limited only by the imaginations of its members. Members of DeMolay chapter plan and hold social functions, fund raising, civic service projects, athletic activities, and much more. Insurance restrictions prohibit chapters from engaging in certain activities. However, overall, chapters have a wide range of activities from which they can choose as they plan their activities and projects calendar. Why haven’t I heard of DeMolay? Often DeMolay chapters become so involved in planning, organizing, and enjoying their activities, they overlook promoting their chapter within a community, as they should. However, in a television age, the news would rather focus on the bad acts of young people rather than those concerned about themselves and their communities, like DeMolay members. If you have not heard of DeMolay, perhaps you have heard of some of the persons who were DeMolays as teenagers. These famous alumni include Walt Disney, actor John Wayne, comedians Tommy and Dick Smothers, pro football quarterback Fran Tarkenton, Dan Rather, Willard Scott, owner of the San Diego Chargers Alex Spanos, and news legend Walter Cronkite. Many of these individuals and other community and business leaders credit part of their success to their DeMolay experience. A comment on DeMolay: “I feel a great sense of obligation and gratitude toward DeMolay for the important part it played in shaping my life. Its precepts have been invaluable in making decisions, in facing dilemmas and crises, in holding on to one’s faith and ideals, and in meeting those tests which are best born when shared with others in a bond of confidence.” Walt Disney 4 Can you stop being a member if you don’t like it? Yes, you can stop participating. A member will remain on our membership roll until they turn 21. Being on this roll entitles all members to participate in the DeMolay program if they desire. What is the organization of DeMolay? DeMolay in the United States is organized by state. Each state is under the direction of an Executive Officer. He coordinates the activities of advisors to assist chapters in operation. Each follows the same guidelines set forth by DeMolay International in order to provide a quality experience for young men that is in harmony with moral and legal standards. In Oklahoma, the Executive Officer has organized volunteers in the state to provide activities for the chapters within Oklahoma. DeMolay is a Tax Deductible Charity DeMolay is a recognized 501(c)3 Charity by the IRS. Therefore all contributions to the organization are tax deductible. To make a tax deductible contribution contact the Oklahoma DeMolay Office. Additionally, our adult workers may deduct certain expenses incurred by volunteering for a chapter (such as gas, tolls, lodging, etc.). For more information, contact a chapter. What activities are offered on a state level? State Athletic Championships - In DeMolay all members get to play in the sporting competitions. This weekend offers the chapters a chance to compete against other chapters in competitions like full court basketball, bowling, tennis, and golf. Workshop – In DeMolay we teach and practice leadership qualities to our youth. This weekend provides a chance for our members to spend time with others learning not just leadership traits, but also other real life situations like dating etiquette, computer applications, and how to get more out of life. Leadership Conference - This leadership development weekend is attended by the elected leaders of the chapter. This conference teaches skills such as: chapter management, public speaking, program planning, fundraising, applying for college and scholarships, and much more. Annual Statewide Convention - This is the culmination of a year’s activities. It is widely considered the most fun to be had in DeMolay. Athletics, ritual, banquet, dance, and brotherhood are the reasons DeMolay members love this event. Where are the other chapters in Oklahoma? McAlester Bartlesville Oklahoma City (4) Enid Tishamingo Guthrie Del City Midwest City Norman Shawnee Tulsa El Reno Jenks Muskogee Owasso Stillwater Lone Grove Expansion to other cities underway 5 What awards and achievements are offered? The execution of the DeMolay program teaches the members how to plan and execute events, develop and use human resources, and provides them confidence, organizing skills, etc. The members are also able to earn awards and take part in training conferences that teach the successful skills of chapter management. Merit Bars – By participating in aspects of the programs, members can earn recognition of achievements. One recognition item is the merit bars. Merit Bars are linked together to form a type of medal which lists the accomplishments of the member. The Bars are awarded in 16 categories with 5 levels per category. The categories are as follows: Athletics Attendance Civic Service Convention Fine Arts Installation Journalism LCC Masonic Attendance Masonic Service Membership Merit Religion Scholastics Visitation Ritual Leadership Correspondence Course – A series of 5 courses which analyze the history and organization of DeMolay. The member uses various reference material to answer the questions. Parents, advisors, and family members are all welcome to take part in the Course. Representative DeMolay – The first step to leadership development is learning the skill of self evaluation. The Representative DeMolay (R.D.) Award is a self evaluation test completed by the young man. The test causes the member to analyze his own progress in areas of his life, such as scholastics, religion, current events, etc. Membership Awards #1 Pin – Awarded for being the sponsor of 1 new DeMolay member. Founder’s Membership Award – Awarded for being the sponsor of 5 new DeMolay members. Blue Honor Key – Awarded for being the sponsor of 10 new members. Additional Leadership Training Oklahoma DeMolay Leadership Retreat – A weekend training conference for the officers of all chapters in Oklahoma. The training teaches chapter management skills, as well as life and career skills. Leadership Training Camps – A week-long leadership Camp for DeMolay members. Teaches Chapter management, life skills, career skills, all in a brotherhood and moral atmosphere. 6 Is DeMolay a religious organization? No. Among the requirements for membership in DeMolay is the belief in a Supreme Being, but not one of a particular doctrine, sect, or denomination. A young man’s religious convictions are his own. DeMolay’s members include those that follow Christians, Jews, Mormons, Hindus, Buddhists, Moslems, and other religious groups. DeMolay does not involve itself in religious discussions. It merely recognizes the importance of a faith in the lives of young men. Through the virtue of Reverence for Sacred Things seeks to remind our members to rely upon and use their own faith in life. A A A A A A A A A A A A A DeMolay’s Ethics DeMolay serves God. DeMolay honors all womanhood. DeMolay loves and honors his parents. DeMolay is honest. DeMolay is loyal to ideals and friends. DeMolay is courteous. DeMolay is at all times a gentleman. DeMolay is a patriot in peace as well as war. DeMolay is clean in mind and body. DeMolay upholds the public schools. DeMolay is a good citizen. DeMolay preserves our high standard. Why does DeMolay allow members of all religions to join? The value of having membership across the religious spectrum is in the opportunity it provides for members of one religion or denomination to understand the perspective of others. The diversity of this country provides opportunities to be introduced to faiths, cultures, and traditions from around the world. By allowing young men of different backgrounds to participate it prepares the young man to rely upon his faith and respect the faith of others. This principle will be very important as he becomes a more active citizen. He will value the culture and traditions of others while standing confidently upon his own beliefs. Love of Parents re Reve nce acred for S Cle ann ess of tho ugh t, w s Thing Honor one’s promises Patr ord , m iotis and acti on Courtes y Co mr ad e shi p 7 How did DeMolay get started? In 1919, while employed as the social services director for the Scottish Rite bodies in Kansas City Missouri, Frank Sherman Land hired a teenager by the name of Louis Gordon Lower to perform odd jobs around the building. As the two became friends, Land found that Lower’s father had died a short time before and that the young man missed having the guidance that a father would provide. Lower had other friends whose fathers were also not in the home (WWI had just ended a few years earlier) whether through divorce, abandonment, or death. Land suggested Lower invite some of his friends to the Where did the name DeScottish Rite Temple to discuss starting a club. Within a few days Molay come from? Lower brought eight of his friends to a meeting. The nine young The name came from men agreed that the idea of a club was a good one. Soon the Jacques DeMolay, the last Grand “Order of DeMolay” was born. Within, three years chapters had Master of the Knights Templar been established in 39 of the then 48 states and District of during The Crusades. The origiColumbia. It has now spread worldwide. nal nine members of DeMolay selected the name in honor of his high principles. What is the story of Jacques DeMolay? Jacques DeMolay was born in France in 1244. At the age of 21, he became a member of the Knights Templars, a group originally called “Poor Soldiers In Christ”. Sanctioned by the Pope and the Church Council in 1128, their purpose was to guard the road between Jerusalem and Acre ( the port on the Mediterranean) and Because of church sanction, they fought valiantly in several crusades, the Knight Templars were a popular group among the people. The name Knights Templar became synonymous with heroism. Even nobles and princes sent their sons to join the them. In 1298 Jacques DeMolay was elected Grand Master of the Templars. Over the years, the organization amassed great wealth and King Philip of France became concerned that they would use their power and wealth against him. False charges were pressed against DeMolay and the Templars by the King in order to brand them as criminals. On orders of the King, Jacques DeMolay and hundreds of members of the Knights Templar were arrested and thrown into prison. During his Seven Year imprisonment, DeMolay was tortured repeatedly in attempts to get him to betray other leaders and members of his beloved Templars. He consistently refused to betray his fellow Templars and because of his refusal, he was sentenced to be burned at the stake on March 18, 1314. DeMolay died a martyr to loyalty. Chapter Sponsorship and Supervision Who sponsors a chapter of DeMolay? DeMolay is sponsored by Masons of the community. It is one way Masonry gives back to and remains active in communities. By sponsoring this group to teach leadership, morals, and good citizen character, Masons are active in preserving our future. Masons feel DeMolay helps ensure that the leaders of tomorrow are given proper guidance today. Think of it as future assurance. Each DeMolay chapter is sponsored by a group of Freemasons, a Masonic Lodge, or some appendant Masonic group such as the Scottish Rite, the York Rite, or Shrine. The responsibilities of a sponsoring body are: to provide the chapter a place to meet; to provide adult leadership and guidance through maintaining an active Advisory Council; to assist the chapter whenever and however needed. Who are the Masons? Today’s Masons are men who have joined together for mutual improvement in an organization that provides basic framework in which to improve themselves morally and spiritually while giving back to the community through the conduct of various community service and charitable undertakings. Traditionally, the caliber of men who seek membership in the Masonic Order are among the most charitable and civic minded individuals in any organization. Like DeMolay, it provides a social interaction in an environment for men that requires high morals and good character from its members. Are the Masons a secret organization? No. In most towns, the Masonic Hall is prominently marked. In many locations, the meeting time and day of the local lodge is published in the newspaper. Primarily, three things have contributed to the impression that the Masons are a secret organization. 1 The meetings of the local lodges are restricted to members only. 2 The fact that Masons have certain modes of recognizing each other such as a word or a sign that are kept confidential. This is to ensure that those involved and attending functions are members of the fraternity and not trying to get into meetings out of idle curiosity. 3 Unlike other organizations, Masons do not hold large membership recruitment drives. They choose to focus on each individual membership applicant. How did DeMolay & Masonry come to be associated? The founder of DeMolay, Frank S. Land, was himself a Mason. As DeMolay grew and new chapters were being formed in the 1920’s, Land realized that each DeMolay chapter would require a group of quality men to provide guidance and supervision for the young men. He felt that requiring DeMolay chapters to be sponsored by Masonic Lodges or a group of Masons would ensure that there would always be service-oriented men of quality and character to serve on the advisory council of a chapter. 8 9 Is DeMolay a junior Masonic organization? No. The Masons do not sponsor DeMolay to someday obtain Masons from its members. They are merely concerned with preparing young men for the future. While in DeMolay they will interact with many Masonic members and develop a healthy, trusting relationship with Masons. They believe in helping today’s youth through DeMolay. Who supervises the activities of a DeMolay chapter? Activities and projects of a DeMolay chapter are always supervised by a group of advisors who comprise the Advisory Council. Most often, this body is made up of Masons from the sponsoring organization. Further, any parent who completes a DeMolay Advisor Development (DAD) seminar may serve as an advisor as well. Senior members of DeMolay (DeMolays who have passed their 21st birthday) may serve on advisory councils as well. Why do the young men refer to advisors as “Dad”? The young men who started DeMolay did not want to refer to Frank S. Land as Frank. They felt this did not give him the respect he deserved. They further felt that Mr. Land was too formal. So they decided to refer to him as “Dad” Land. This was certainly the appropriate title for the man who advised and provided a fatherly influence. The title became a habit and since then every advisor is addressed with the title of “Dad”. What do the Advisors do? Ultimately the advisors are responsible for overseeing all aspects of the operation of the chapter and ensuring that the chapter operates within the statutes set down by DeMolay International (the International governing body). The advisors help the members plan and carry out programs and activities of the chapter. They also supervise those programs and activities while they are ongoing. The advisors are also responsible for sitting as a hearing board on disciplinary matters in the chapter. In addition, they often help the chapter by acting as the “record-keepers” and administrators of the paperwork that is required in order to keep the chapter operating. These men are respected members of the community who donate their time and money to assist the growth of these young men. 10 What is expected of a parent(s)? A. Keep the young man active for at least six months. Upon joining DeMolay, the young man will be unfamiliar with its procedures and methods. After 6 months, he will be able to make an educated decision about his involvement. B. We all fear and consider worthless those things we do not understand. Some young men may approach the first few events as being stupid and not “cool”. After he becomes familiar with the methods his comfort level will allow him to take part in and perhaps lead those very activities. Is there a way for the members’ parents to be involved? The involvement of parents is always welcome and encouraged. There are two ways for parents or family members to be involved, as a DeMolay Advisor or as a Chapter Adult Volunteer. An Advisor is an active participating member of the Advisory Council (explained on page 9). Parents can also be an Adult Volunteer for a chapter. Each chapter has a corps of Adult Volunteers which supplement the efforts of advisors. A parent may serve as a “full fledged” advisor or serve as a special project volunteer according to available time, expertise and resources. The Adult Volunteers help the Advisory Council by providing occasional supervision for a chapter event, transportation, or assistance with functions (such as refreshments and decorations). All parents are welcome no matter how much time they are able to commit. Are parents allowed to attend meetings? If they serve on the Advisory Council, are Senior DeMolays, or Master Masons, they may attend meetings. This is a policy set by the young men. DeMolay allows them to develop on their own with other quality young men. Parents are always welcome to witness their son’s Induction Ceremonies. Many DeMolays want their parents to attend public functions, athletic events, social events, and civic projects. In DeMolay, there is a place for any parent wishing to be active with their son. 11 What will be expected of a young man who joins DeMolay? His involvement in DeMolay is intended to be both fun and rewarding. As with any organization, there are ways for him to maximize the benefit from his membership. • Become involved. He will be expected to attend chapter meetings and activities and get involved in helping make decisions regarding the chapter. • Approach his involvement with a positive, helpful attitude. His approach should include a willingness to learn, a willingness to help others learn and a willingness to be a part of the chapter team. Every DeMolay member has had life experiences that have taught him lessons and given him a unique perspective on issues. Together, the members and their advisors share perspectives and learn from each other as they make decisions that affect the operation and future of the chapter. • Put the precepts of DeMolay into practice in his daily life. Some of the guiding principles of DeMolay (love of parents, reverence, courtesy, comradeship, fidelity (loyalty), cleanness, and patriotism) may seem “out of fashion” in today’s society, but that does not mean that they are without merit. A young man who can impress these beliefs in this daily life will be “ahead of the game” as he approaches manhood. • Learn about DeMolay. Part of being a good member and team player is being familiar enough with how it operates and being able to tell others about it. He will have a handbook and an “open book” course called a Leadership Correspondence Course available to help him learn about DeMolay. What are the rules members must abide by? • • • • The presence and/or use of alcohol or and illegal or controlled drug is prohibited at DeMolay functions. The only exception is prescriptions from a licensed medical doctor. The possession of any type of weapon is prohibited. Aggressive, disruptive, or destructive behavior has no place at a DeMolay function. When attending a DeMolay functions or going on a DeMolay-related outing, he should not try to be “Mr. Independent.” At any DeMolay function, he is responsible to the advisors in attendance. While there are specific rules governing specific situations in chapters, these provide a general description. 12 The DeMolay Emblem…what is its meaning? The DeMolay Emblem was created with symbolism in mind. Since this symbolism would only mean something to the members, Oklahoma uses a variation of the emblem for the public. This emblem is shown here. The emblem has remained unchanged since the 1940’s. Every part of it has symbolic significance to a member. The Crown is symbolic of preciousness of youth. The Pearls and Rubies in the Crown are to honor the founder, Frank S. Land and the nine young men whose ties of friendship drew them together in the formation of DeMolay. The Helmet is emblematic of chivalry, without which there can be no fineness of character. The Crescent is a sign of loyalty and is a constant reminder that DeMolays should remain faithful to all obligations they assume. The Five-Armed White Cross symbolizes the purity of intentions to always remember an important creed: “No DeMolay shall fail as a citizen, as a leader, or as a man.” The Crossed Swords denote justice, fortitude, and mercy. They symbolize the unceasing warfare of DeMolay against arrogance, despotism, and intolerance. The Stars surrounding the Crescent are a symbol of hope for the future of our members as they assume the important responsibilities of citizenship. Revised January 2003
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