18A Agena Minutes Voting Instructions Overview

Lodge Secretary’s HOW TO GUIDE

Melbourne Lodge No. 143, F. & A.M

SUGGESTED MEETING AGENDA

APPROVAL OF MINUTES

VOTING INSTRUCTIONS (not balloting)

OVERVIEW

I know this is repetitious, however, it cannot be emphasized enough to say that we have many fast path officers. It is not unusual where Lodge leaders have been Master Masons for only one or two years, prior to being installed Worshipful Master of their lodge. There is much to learn, and some procedures are not documented in the Digest of Masonic Law, or any other publication available from Grand Lodge. Like the rest of this How to Guide, it should be noted that this is the work of one Lodge Secretary. Therefore, it goes without saying that everything in this document is up for grabs and anyone can take use, modify, or not use any content. Every Lodge has their only way of doing things when there is no specific script or dialogue provided by Grand Lodge. When a newly installed Worshipful Master is faced with his first meeting, it can be overwhelming. He will ask a learned Brother for his opinion or any side liner for words or help on how to proceed.

That first Stated Communication can be pretty rough. Since the Secretary is knowledgeable about what business needs to be discussed, and there are specific topics required to be covered in every Stated Communication, the attached ‘Suggested Meeting Agenda’ is a starting point for the Worshipful Master to plan his meeting. It must be remembered that the Worshipful Master is in charge and the officers have obligated themselves to serve at the will and pleasure of the craft, taking their direction from the Worshipful Master. Again, use this ‘Suggested Meeting Agenda’ to develop what is typical for your Lodge and is directed by the Worshipful Master.

It usually takes the new Worshipful Master several meetings to smoothly lead the Craft in Approving the Minutes. The attached suggested wording has been used by our Lodge for many years.

The Grand Lodge has provided a script for Balloting, but not for voting on matters not requiring a ballot. The attached file titles ‘Voting Instructions (not Balloting)’, has been used by our lodge for many years.

As the years go by and officers come and go, these procedures can be lost. When the question is asked, ‘How do I do this……..’, it is nice to know that contained in the Lodge Files in the Secretary’s office, is located some of these basic instructions and/or scripts. To copy and customize this Overview page for your Lodge, refer to the file listed in the footnote of the page.

Please refer to the following files for suggested wording for each of these procedures:

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18B Suggested Agenda.doc

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18C Approval of Minutes.doc

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18G Voting Instructions.doc

To make it easy for a Secretary pro tem to record minutes for Degree Called Communication, refer to the following files for content and a suggested format. Remember, change the file name on Templates when saving the file for a specific Called Communication.

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18D EA Degree Called Communication Template.doc

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18E FC Degree Called Communication Template.doc

c:\Secretary’s How to Guide\Agenda Minutes Voting Instructions\18F MM Degree Called Communication Template.doc