District Deputy Handbook

Transcription

1 Most Worshipful Prince Hall Grand Lodge of Georgia 7340 Old National Highway Riverdale, GA District Deputy Handbook Created in 2002: PGM Willie L. Williams Revised 2017: MWGM Bruce A. James Committee: (RWDGM Corey D. Shackleford, Sr., RWGSW Primis T. James, RWGJW Jonathan S.White)

2 DISTRICT DEPUTY GRANDMASTER S HANDBOOK QUALIFICATIONS Past Master in good standing in this Jurisdiction An in-depth knowledge of the Constitution and By-Laws and Jurisprudence An understanding of the Landmarks of Freemasonry and Georgia Masonic Ritual Demonstrated leadership skills Computer literate Must have internet access and a valid address Anyone appointed to the position is expected to purchase the approved collar and apron that should be purchased through the Masonic Supply Department DUTIES Provide by December 1 st to the Deputy Grand Master the date of the annual District meeting for scheduling purposes The DDGM is responsible for the entire district (Lodges and Chapters) Any event outside of the regular lodge and chapter meetings must be conveyed as a courtesy to the DDGM prior to the event Submit agenda and plans for district meeting at least 30 days before meeting Develop an district budget and submit it to the Grand Master for approval Must submit articles and photographs to be highlighted in the Masonic Digest Newsletter Must submit charity reports for Prince Hall Day to the Grand Secretary by August 20 th

3 Must develop and submit a district calendar listing all district, lodges, and chapter activities Must pay all assessments and fundraisers imposed by the Grand Lodge Must submit annual report to the Zone Coordinator. A sample of the report is on the Grand Lodge website Submit scholarship applications for the district by the established deadline Lay cornerstones approved by the Grand Master Insure that all Worshipful Masters have the Past Master s Degree before assuming office in January. The Degree must be in accordance with the Authorized Ritual for the Degree of Past Master. Issue dispensations with approval of the Grand Master Represent Grand Master as instructed Conduct Quarterly trainings and or workshops Preside over District Meetings Be present at all Grand Lodge sponsored events (Grand Session, Prince Hall Day, Mid-Winter Leadership meeting) and any called meetings Work with lodges to develop plans to reclaim and maintain members Insure that Lodges submit annual reports, MRA and Building Endowment reports by April 30 th Appoint District webmaster Create group list that must include the WM and Secretary for communication Review lodge financial reports and audits to ensure lodge is in good financial standing Assist lodges in developing annual activities; all lodges must: o Must participate in St. John s Day o Submit annual reports, MRA and Building Fund payments by April 30 th deadline. The Grand Lodge will send receipts. DDGM will verify payments based on receipts. o Have at least one church visitation per year o Must be represented at Grand Lodge Session o Engage in community service projects: health awareness, youth programs, feeding the hungry, assisting the needy, educational scholarships, etc.

4 o Have Masonic Education program which includes a Masonic Library, back to the basics, study nights, etc. o All other duties as required by the Grand Master CORNERSTONE How to lay a cornerstone (See Masonic Ceremonies Handbook) What is the procedure for obtaining approval to lay a cornerstone? (Send request to Grand Master) What goes on the cornerstone? (See website under Members Only) What goes behind the cornerstone? (See website under Members Only) DISPENSATIONS A Dispensation is permission to deviate from a standard procedure or policy. A DDGM cannot issue a dispensation to override the Constitution and By Laws or the Landmarks of Masonry. What type of dispensations can DDGMs issue and under what circumstances: DDGMs are authorized to issue dispensations to lodges for the following: To initiate more than five candidates during one initiation To meet on a night other than the regular meeting night or time Requests for dispensations must be submitted in writing ( is acceptable) to the DDGM at least 15 days before the event (except in the event of an emergency e.g. inclement weather). The DDGM must respond in writing (approval or denial) within 5 days of receiving the request The DDGM must send a copy of the request and respond to the Zone Coordinator District Deputies must get approval from the Grand Master before issuing dispensations not listed above

5 OES Chapters submit dispensation requests to the Grand Worthy Patron for approval. The Patron will notify the DDGM and the Grand Master. REVIEW LODGE RECORDS Audit Report: Each lodge must have an annual audit of its activities prior to the election of officers. o Fiscal Year: The fiscal year for a lodge is January 1 st to December 31 st o Audit Period: The lodge audit period is from December 1 st through November 30 th. This allows the audit committee to complete its audit and report its findings before the December election. o The Audit committee must submit a final audit report before the election is held. o If an audit report is not submitted NLT the second meeting in December, the lodge is not in good standing. The Worshipful Master and/or Secretary must notify the District Deputy Grand Master. All lodge activities are suspended until the audit report is submitted and approved by the body. The DDGM may appoint a committee from members of the district to audit a lodge s records if the Audit committee does not function or the lodge does not accept the report of the committee. o Lodge procedure for reviewing an Audit Report: Review lodge minutes to verify that lodge expenditures were budgeted and/or approved by the lodge. Verify that receipts reported in the secretary s minutes agree with deposits by the treasurer Verify that Grand Lodge assessments received from members are forwarded to the Grand Lodge (MRA, Endowment, GL Tax, Building Fund, assessments, etc.) Determine if the lodge has a mortgage, installment loan, or other liability. If they do, verify that all payments are current

6 ELECTIONS DDGM or his designee is required to conduct the elections for local lodges All lodges must hold their annual elections no earlier than December 1 st and no later than December 26 th. Audit report must be accepted before the election. (See section on Audit report) DDGM must verify that the lodge has submitted all reports and the appropriate payments Questions to be answered before conducting the election: o Has the craft accepted the Audit report and are all issues resolved? o Are all members present eligible to vote? (local dues, MRA, Building Fund, and Grand Lodge Taxes must be current for all voting members) o To be eligible for WM, the brother must have served as Warden of the same lodge o The Worshipful Master appoints non-elected officers except JD and Stewards o The SW appoints JD and the JW appoints Stewards Report of Elected Officers: The DDGM must send the list of all elected officers to the Grand Secretary within fifteen days after the election. AUDIT REPORTS OF LOCAL REPORTS All lodge records are closed on November 30 th. All outstanding bills must be reflected in the secretary and treasurer s financial records Questions the Audit committee should answer: Were the income and expenses in line with the budget? Did the lodge maintain records to separate Grand Lodge receipts from local lodge receipts? Were all expenditures approved (either in the budget or by vote by the craft)? Are funds available to cover Grand Lodge tax, MRA, and building fund which are due April 30 th?

7 ANNUAL REPORT Lodges are required to submit their Annual Reports by April 30 th The lodge must send a copy of the report to the DDGM. If the DDGM does not receive a copy from the lodge, the DDGM must contact the lodge and insure the report is submitted. PRINCE HALL CHARITY FUND REPORTS Each lodge and Chapter must submit their Charity Fund report to the DDGM by August 1 st. The DDGM must compare number of members on the lodges GL Annual report to the Charity fund report and verify the correct amount is submitted for the Brothers. The amount is $1.00 per member. OVERSEE LODGE ACTIVITY Fiscal Responsibilities: All bills must be paid on time and there must be funds available to satisfy expenses. Operational budget Fund raising IMPROPER MASONIC CONDUCT What is Unmasonic Conduct? Unmasonic conduct is but not limited to: 1. A violation of the moral or criminal law (i.e., involves moral turpitude) 2. A violation of Masonic obligations 3. A violation of the Charges upon installation as an officer of a Lodge 4. A violation of the laws, usages, and customs of Masonry. 5. An act is prohibited by a civil statute as being against good public morals, or as dangerous to the life, health and good order of the community.

8 (b) Moral turpitude involves an act of baseness, vileness, depravity, or dishonesty in the private and social duties which a man owes to his fellowmen or to society in general, contrary to the accepted and customary rule of right and duty between man and Masons. (c) Probable cause is a determination that the objective facts and other evidence worthy of consideration would lead a person of ordinary care and prudence to entertain an honest and strong suspicion that the person under consideration is guilty of unmasonic conduct. What is the process for dealing with Unmasonic conduct? (See Mackey s Jurisprudence) DISTRICT MEETINGS Purpose: The purpose of district meetings is to provide information and training to members of the district to insure uniformity and consistency. Attendance: Each lodge and chapter must be represented at all official district meetings. Agenda: The agenda and activities must be consistent with the objectives of the Grand Lodge. The DDGM is responsible for planning and conducting at least one district meeting per year. DISTRICTS HOSTING PRINCE HALL DAY WEEKEND Any district wishing to host the Prince Hall Day celebration (2 nd weekend in September) should have the District Deputy a letter of request to the MW Grand Master. The host district must: o Secure a host hotel that will: o Provide two complimentary suites for the Grand Master and Grand Worthy Matron o Block off at least 25 rooms for Friday night and 60 rooms for Saturday night. o Secure a recreational facility for the family outing on Saturday capable of the following: Seat 1200 people theater style for the Opening Program

9 A location for the family outing that can accommodate 1200 people, preferably with a covered area in case of inclement weather and ample parking Death Benefits Procedures (Lodges) The following procedures have been established for submitting death claims: Copies of the affidavit for missing MRA certificates Upon the death of a Mason, the lodge secretary or Worshipful Master will visit the family to comfort them and offer assistance. After the funeral and emotions have settled, inform the family that they may be eligible for a donation from the Grand Lodge. To receive the donation, the family must turn in the MRA certificate or submit the notarized affidavit with a copy of the death certificate and/or a copy of the obituary. The lodge secretary must mail the MRA certificate or notarized affidavit, death certificate and or obituary immediately to the MRA office. The Secretary/Treasurer of MRA will mail the check to the lodge secretary within 7 working days. HAZING Hazing is illegal, not acceptable, and will not be tolerated in this Jurisdiction. Worshipful Masters are responsible for what happens in their lodge. The Worshipful Master will be removed from the East and suspended from Masonry if he allows any form of hazing in the lodge. Any brother found guilty of hazing will be expelled immediately. There will be no exceptions. This also applies to the sisters.

10 BLOODLINE Approval of open Bloodline is at the discretion of the Grand Worthy Matron with the approval of the MW Grand Master. MISCELLANEOUS To develop a close brotherly relationship, brothers must spend time together outside of regular Lodge meetings. Listed below are suggestions which are strongly recommended to improve Brotherly Love: Church visitation: Religion is the foundation that Masonry is built. Each Brother is expected to attend the church of his choice regularly. It has been said, Families that pray together, stay together. It cannot be for the Masonic family. It is strongly recommended that Lodges attend church as a group at least twice annually. Masonic dress with regalia may be worn when visiting a church during regular services. The Master must notify the church of the visit and make arrangements with the Pastor of the respective church for the Brothers to sit together. Social Events o Monthly dinner following lodge meeting o Football Sunday o Wife/friend appreciation dinner o Family Outing DISTRICT WEBPAGE Is at the discretion of the DDGM

11 PROTOCOL Grand Master visit to Lodge: o The Tyler will immediately alarm the door and inform the Worshipful Master that the Grand Master is present. o The JD will close the door (the door is not to be sealed) and informed the WM. o The Worshipful Master will immediately stop what he is doing and notify the Junior Deacon to admit the Grand Master (the password is not taken from the GM). o The WM raps the craft to their feet. o The Marshall and Deacons will meet the GM at the door. o The Deacons will cross rods and escort the GM, led by the Marshall to the altar. o The GM will salute the altar. (He has the option to greet the WM and craft at the altar or from the East). o After the GM has saluted (dropped his due guard), the Marshal says: Worshipful Master and Brothers of (lodge name), I present to you the Most Worshipful Grand Master of the Jurisdiction of Georgia, The Honorable (NAME). o The WM says: Most Worshipful Grand Master (NAME), it is an honor and pleasure to have you visits our lodge. Brother Marshal, with the assistance of the Deacons, escort Grand Master (NAME) to the East. Brothers, please join me in giving the Grand Honors to Grand Master (NAME) The WM begins by saying: Brothers, to the Most Worshipful Grand Master of the Jurisdiction of Georgia, The Honorable (NAME), All Hail, All Hail, All Hail! The Most Worshipful, Grand Master, the Honorable (NAME). All Hail, All Hail, All Hail! The Honorable (NAME) All Hail, All Hail, All Hail!

12 When the Grand Master arrives in the East, the Worshipful Master says GM (NAME), I present to you the covering of the lodge and gavel of authority. The GM may accept the gavel or defer to address the craft any time before the lodge is closed.