Advisor`s Handbook - Oklahoma DeMolay Association

Transcription

OKLAHOMA
“TOMORROWS LEADERS TODAY”
The Guide for a Successful Chapter
ADULT LEADERSHIP FOR
DEMOLAY
Oklahoma DeMolay
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.
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.
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: cgimlin@ix.netcom.com
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
demolay@demolay.org
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: __________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
-1-
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:_____________________________________________________________________
_______________________________________________________________________________________________________
-2-
21.
Have you used any illegal drugs, or been treated or hospitalized for drug abuse in the last 10 years? YES
NO
_________________________________________________________________________________________________
22.
Have you used any alcohol excessively or been treated or hospitalized for use of alcohol in the last 10 years? YES
NO
__________________________________________________________________________________________________
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
_________________________________________________________________________________________________
_________________________________________________________________________________________________
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
_________________________________________________________________________________________________
_________________________________________________________________________________________________
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:(______)___________________________________________________________________
-3-
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:_____________________________________________
-4-
© 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
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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
Fundraising
Transportation
Membership
Oklahoma DeMolay Association
PO Box 700451, Tulsa, OK 74170
(877) 627-5002
Fax: (877) 627-5002
Awards
Email: cgimlin@okdemolay.com
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
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
Oklahoma DeMolay
Oklahoma DeMolay
Oklahoma DeMolay
Oklahoma DeMolay
The following is a list of resources that the Chapter Advisor should review and be knowledgeable of.
___
___
___
___
___
___
___
___
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
Oklahoma DeMolay
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
i
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
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Forward
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“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:
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
3
Form 11
OKLAHOMA
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.
P.O. Box 700451
Tulsa, OK 74170
(877) 627- 5002 toll free (877) 527-5002 fax
Cgimlin@okdemolay.com e-mail address
(816) 891-8333 voice
8
10200 Executive Hills Blvd.
Kansas City, MO 64153-1367
(816) 891-9062 fax
(800) DEMOLAY DeMolay & More Store
demolay@demolay.org e-mail
www.demolay.org web site
Chapter Dad
Resources
OKLAHOMA DeMolay
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
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
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
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
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.
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
$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:
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
Finance Committee
Auditing 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
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
First Thursdays 6:00pm
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
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
$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
Order of deMolay
Committees & Project Leaders
Sick Committee
Gene Timm, Chairman
Ron Howard
David Burd
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
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
(877) 627-5002
PO Box 700451
Tulsa, OK 74170
Fax (877) 627-5002
cgimlin@okdemolay.com
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: cgimlin@okdemolay.com
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: cgimlin@okdemolay.com
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
OKLAHOMA
PMC-MSA
Atd.
CS
Conv
FA
Inst.
Jour.
LCC
MA
MS
Mem
Merit
Rel
Sch.
Visit.
Rit.
____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____
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____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____
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
Plus deposits made during the Fiscal Year
Plus interest earned during the Fiscal Year
Less Transfers to Other Accounts
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
$_________________
$_________________
$_________________
$_________________
OTHER ACCOUNT: ________________________________________________________________________________
Account type (Savings, CD, Investment)
Account Number
Name of Bank
$_________________
$_________________
$_________________
$_________________
6.OTHER ACCOUNT: ____________________________________________________________________________________
Account Number
Name of Bank
$_________________
$_________________
$_________________
$_________________
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 Number
Name of Bank
$_________________
$_________________
$_________________
$_________________
OTHER ACCOUNT: _______________________________________________________________________________
Account Number
Name of Bank
$_________________
$_________________
$_________________
$_________________
OTHER ACCOUNT: _______________________________________________________________________________
Account Number
Name of Bank
$_________________
$_________________
$_________________
$_________________
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
A division of…
P.O. Box 700451
Tulsa, OK 74170
Toll Free:
Fax:
E-MAIL:
1-877-627-5002
1-877-627-5002
cgimlin@ix.netcom.com
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.
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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
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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