Monday, June 11, 2012

DI Rules and Regs - What You Need to Know - Part III

This is the third in a series of posts that details some specific information from the DeMolay International Rules and Regulations. These articles are in response to questions we have gotten from local leaders asking what the official rules are for their Chapter and position.

Every Chapter must have a copy of the Rules and Regs of DeMolay International, however, in many cases they are out of date, misplaced, or just forgotten. Frankly, much of what is contained in the document has little to no bearing on what you do in a local Chapter, but there are some very specific sections that are important for you to know about. In the PA DeMolay version of DAD Training we discuss these, but sometimes we don't look at them as closely as we should. I hope this will help new and veteran advisors alike.
As a warning, some of these posts are going to be a bit longer, as we show the section of the Rules and Regs and then talk about it.

This time we take Part III: Article 17 - Officers.

317.1      Officers.  The Officers of a Chapter are:
      (a)   Master Councilor
      (b)   Senior Councilor
      (c)   Junior Councilor
      (d)   Treasurer
      (e)   Scribe
      (f)    Senior Deacon
      (g)   Junior Deacon
      (h)   Senior Steward
      (i)    Junior Steward
      (j)    Chaplain
      (k)   Almoner
      (l)    Marshal
      (m)  Standard Bearer
      (n)   Orator
      (o)   Seven Preceptors
      (p)   Sentinel
             (q)   Organist

Discussion: This is pretty simple - it's just the officers of the Chapter.

317.2      Selection by Election.
      (a)   The Master Councilor, Senior Councilor and Junior Councilor are elected by written ballot for a term of three, four or six months, as set in the Chapter bylaws.

Discussion: Basically you have to elect the Councilors of your Chapter, via a written ballot, with three optional term lengths. In PA, we only authorize a six month term.

317.3      Selection by Appointment.
      (a)  The Treasurer and Scribe are appointed by the Advisory Council and serve at its pleasure until their successors are appointed and installed. The Advisory Council may appoint one advisor to serve as both Treasurer and Scribe. (2010)
              (b)  The remaining officers are appointed by the Master Councilor and occupy their stations at his pleasure.

Discussion: Due to banking regulations, the Treasurer and the Scribe are no longer elected. In most cases the person filling this role is now an adult. Otherwise, the Master Councilor can fill any unoccupied positions.

317.4      Qualifications, Generally.  Each officer must be an active member of the Chapter and, unless otherwise directed by the Executive Officer, hold an obligation card, except that the Treasurer must a legal adult. Advisors may be appointed to serve as Scribe and Treasurer. (2010)   

317.5      Qualifications, Master CouncilorA member may not be elected Master Councilor unless he has served as Senior or Junior Councilor, or the Advisory Council, by formal action, concludes that the best interests of the Order would be promoted by the election of the member, or for a new Chapter.

Discussion: So, who can serve as an officer of your Chapter? These two sections lay out the rules for service, including the extra criteria for Master Councilors.

317.6      Election.  The elective officers are elected by a paper ballot cast by the individual members present only.  A majority of the ballots, not counting blank ballots, is necessary for election.

Discussion: Yep, it's an election - fair and true.

317.7      Installation.  Officers must be installed at the same meeting at which they are elected or within forty-five days thereafter as determined by the Chapter.

317.8      Holding Over.  Each officer of the Chapter holds office until his successor has been elected or appointed, and installed.

317.9      Absence.  Absence of any officer from three consecutive meetings of the Chapter, without excuse approved by the Chairman of the Advisory Council, creates a vacancy in the office.

Discussion: These three sections deal with how officers enter and leave office. Everyone must be installed and hold office until they have a successor. If you don't show up, you can be removed from office.

317.10  Presiding Officer.
      (a)   The Master Councilor presides at meetings of the Chapter.
                (b)   If the Master Councilor is absent, the Senior Councilor or Junior Councilor, in the order of rank, act as Master Councilor.

Discussion: The Master Councilor is in charge. Makes sense to me!

317.11  Resignations.
      (a)   Any officer of a Chapter may resign.
                (b)   The resignation of any officer may be demanded and his place made vacant by resolution presented at a stated meeting, held over, and considered and adopted by the affirmative vote of at least three-fourths of the members present at the next stated meeting, if the action is approved by the Executive Officer.

Discussion - Anyone can quit at any time. While we don't like people to just walk away, sometimes there are circumstances that require them to.

317.12  Vacancy in Office.
      (a)   Master Councilor or Senior Councilor.  When a vacancy occurs in the officer of Master Councilor or Senior Councilor, the next lower elective officer, who is willing to accept the vacant office automatically succeeds to the vacant office.  If a vacancy in an elective office is not filled by automatic succession, an election is held, after two weeks notice to the membership.
      (b)   Other Offices.  Vacancies in other offices are filled by appointment.

Discussion: If one of your main officers does resign, this is what DI says you must do.

317.13  Duties of Officers.
      (a)  Master Councilor.  The Master Councilor:
    (1)  Shall see that these rules and regulations are observed by the Chapter.
    (2)  Shall see that accurate records are kept and just accounts rendered.
    (3)  Shall see that all reports and remittances to DeMolay International are made at the time required.
    (4)  Shall see that initiations are held at least once in his term of office.
    (5)  Shall preside at meetings of the Chapter.
    (6)  May call a special meeting of the Chapter, and must do so if requested under the provisions of Article 18.
    (7)  Shall appoint officers as set forth in this Article.
    (8)  Shall appoint Standing Committees, petition visitation committees and special committees, in accordance with Article 19.
    (9)  Shall superintend the observance of Obligatory Days during his term of office.
                        (10)  Shall perform all other duties appropriate to his office and those assigned to him by the bylaws of DeMolay International, these rules and regulations, the Chapter bylaws, DeMolay International or the Executive Officer.
                (b)   Scribe.  The Scribe shall:
    (1)  Record all the transactions of the Chapter proper to be written.
    (2)  Keep the records for inspection.
    (3)  Collect all fees and pay them immediately to the Treasurer and take his receipt therefore.
    (4)  Keep an accurate record of all receipts and disbursements, showing separately the funds collected for and belonging to DeMolay International.
    (5)  See that the property of the Chapter is at all times cared for and keep an accurate inventory.
    (6)  Make the reports required by these rules and regulations or requested by the Grand Secretary, and submit the proper remittances.
    (7)  Make reports the Advisory Council requires.
    (8)  At the expiration of his term, deliver all books, papers, money and other property to his successor, or to another person the Advisory Council directs.
    (9)  Give notice of meetings as provided by these rules and regulations or the Chapter bylaws.
    (10)  Send notices of the dates for Obligatory Days.
                        (11)  Perform all duties appropriate to his office, and those assigned to him by the bylaws of DeMolay International, these rules and regulations, the Chapter bylaws, DeMolay International or the Executive Officer.
                (c)   Treasurer.  The Treasurer shall:
    (1)  Keep an accurate account of all his receipts and disbursements, which must show separately the funds belonging to the Chapter and those initiation fees and other assessments collected for DeMolay International. (2010)
    (2)  Pay out disbursements only by checks signed by the Treasurer and one member of the Advisory Council after approval by the Chapter and the Advisory Council.  No authorization of the Chapter is required for payment of funds belonging to DeMolay International. (2010)
    (3)  At the last meeting of the DeMolay Year, render a report of his official acts during the year.
    (4)  At the expiration of his term of office, deliver all money and other property of the Chapter in his possession to his successor, or to another person if the Advisory Council directs.
                        (5)  Perform all duties appropriate to his office, and those assigned to him by the bylaws of DeMolay International, these rules and regulations, the Chapter bylaws, DeMolay International or the Executive Officer.
                (d)   Almoner.  Under the direction of the Master Councilor, or the Advisory Council, the Almoner shall disburse the charity funds of the Chapter, as secured by passing the box of fraternal assistance at meetings of the Chapter, as the Master Councilor directs.  The amount collected shall be applied first to the relief of a distressed worthy member, or the relatives of one, and if there are none, then to the relief of needy deserving persons.
                (e)   Other Officers.  Other officers shall perform all the duties appropriate to their offices, and those assigned by the bylaws of DeMolay International, these rules and regulations, the Chapter bylaws, DeMolay International or the Executive Officer.

Discussion: Wow! There is a lot here! You should read this section thoroughly and understand the duties and requirements of each position in your Chapter. Everyone has a job to do and if done right, it makes for a smooth running Chapter.

I hope you found this discussion useful. While it is pretty dry, it's important to know what the DI rules and regs really expect of your Chapter.

Frat! ~ "Dad" Seth Anthony

1 comment:

  1. Dad Seth Anthony ..What if it is a new Chapter