Creating PA DeMolay's Social Media Policy

In light of recent news, both internally in DeMolay and externally in the general public, the staff here at the PA DeMolay office discussed creating a social media policy for DeMolay in Pennsylvania. After some debate, it was concluded that best way to create this policy would be to include those that it would directly impact - namely the DeMolays and Advisors.

During our recent flag football tournament, a workshop was held to develop a social media policy. Every person attending the event was invited to participate. More than 50 DeMolays and Advisors gave their thoughts and input as to what they thought was important in a social media policy. After more than an hour of work, the group came up with some general statements, that will be later worked into an official policy. The statements are as follows:

• Those affiliated with DeMolay in Pennsylvania should practice common sense when utilizing social media.
• Recognizing that all social media interactions can represent the organization, we ask that DeMolays and Advisors remember the Seven Cardinal Virtues when interacting with others, whether online or in real life.
• Personal posts, photos, or other shared items should be understood to be public, with no expectation of privacy.
• Brothers and Advisors are encouraged to use social media as a learning experience to reinforce the values of DeMolay and help everyone grow. The use of positive peer pressure to assist in this process is encouraged.
• Concerns related to social media should referred to the Advisory Council for review.

Obviously this is not a complete policy, but it's a good start. The group worked very hard and great discussion between DeMolays and Advisors took place. I would like thank everyone that participated - you made a direct impact on the way PA DeMolay operates!

If you are a DeMolay or Advisor from Pennsylvania, and you would like add your two cents, comment on this post!

Frat! ~ "Dad" Seth Anthony

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Every Chapter must have a copy of the Rules and Regs of DeMolay International, however, in many cases they are out of date, misplaced, or just forgotten.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 Councilor.  A 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

Sweetheart Questions - part 2

I hope you read the previous blog post about the State Sweeheart Program. If not, go back and catch up... this will be here waiting for your return. Here are some of the questions that have been asked over the years about the Chapter and State Sweetheart program:

Q. Does a Chapter Sweetheart have to be a Rainbow Girl or a Job's Daughter?
A. It's entirely up to your Chapter to set the selection rules. The State Sweetheart program does NOT require a girl to be a member of one of the youth groups in order to run, although most of them have been.

Q. Can the Chapter Sweetheart attend all events at the Patton Campus with their Chapter?
A. Sometimes yes, and sometimes no. Each activity is different. Look at the registration forms and articles posted at www.pademolay.org to know when it is and is not permitted.

Q. Why do some Chapters have multiple Sweethearts and some others have only one?
A. With multiple Sweethearts there are fewer chances to insult someone who had their heart set on serving in a volunteer position. However, a single sweetheart is less costly, and less likely to be difficult to manage.

Q. How much does it cost to have a Chapter Sweetheart?
A. Each Chapter can do this their own way. Some will "treat" their Chapter Sweetheart like royalty and take her everywhere including Convention at the expense of the Chapter. Others allow the Sweetheart to take part in fund-raisers and earn her share of the costs. It is ALWAYS up to the young men to decide.

Q. Why aren't there more candidates for State Sweeheart each year?
A. We don't know why more girls don't run for the position. That is one of the many questions the SMC's committee is going to investigate.

Q. Doesn't every Chapter want to have their Sweetheart selected to be the State Sweetheart?
A. Apparently not, because a number of Chapters don't encourage their sweetheart to run for the position. This is something else for the SMC's committee to determine.

If other questions come to mind, please ask!

"Dad" Tom Labagh
Executive Officer

Why Sweethearts?

Seems like a strange question, doesn't it? Why should a DeMolay Chapter have one or more Chapter Sweethearts? To those of us who have been in the program a long time, having a Chapter Sweetheart doesn't seem strange at all, but to new advisors and new members who have never been involved with a Chapter that has a Sweetheart program, it's a very logical question.




At the Softball Tournament this summer we got our wires crossed and no instructor was present for a group of Advisors who gathered for an afternoon DAD PLUS class on the topic of Chapter Sweethearts. Not to be deterred by a lack of an instructor, the interested Advisors talked about the topic on their own, and left us a message on the white board:

I was glad to find these questions, and took a photo of the board with my DROID... and then promptly forgot the photo was there until I was trying to organize the photos this weekend.

Rather than answer these questions for them, and for any of you, I am going to answer the way I usually answer the State Officers, and say, "Let's look this up together!"

There are three documents that you should review to understand the Chapter and State Sweetheart program. The first is just a page of brief policy statements authorizing Chapters to have one or more Sweethearts, and permitting a State Sweetheart program. http://www.pademolay.org/resources/pdf/females.pdf

The second is a booklet of guidelines to help the members establish a Chapter Sweetheart program. http://www.pademolay.org/resources/pdf/statesweetheartpolicy.pdf The Chapter program is up to the young men-- the number of girls, their duties, the selection process, can be different from Chapter to Chapter. Your members set this policy, with Advisory Council consent.

The third is a booklet of policy and guidelines for the State Sweetheart Program. http://www.pademolay.org/resources/pdf/chaptersweetheartguide.pdf

I believe that this booklet and policy will be undergoing some significant changes in the next few months. The State Master Councilor and his officers have established a committee to consider the program from top to bottom to determine what can be changed to help encourage more girls to run for the position. It is a great opportunity for any service-minded girl who wants to have a chance to travel and promote the state DeMolay charity program and the Chapter Sweetheart program. Our current State Sweetheart is Miss Lauren Nace, from Lorraine Chapter, who is also interested in seeing the program improved. http://www.pademolay.org/people/youthleaders/ssw.html

If you have any thoughts on the future of the State Sweetheart program, please feel free to contact Bro. Tom Moyer, State Master Councilor, or any of his officers. If you have any questions about the policy statements, please feel free to direct them to me.

"Dad" Tom Labagh

Executive Officer in PA

Sneak Peak at a New EO Policy

We've had a busy week here at the PA DeMolay office. With Superhero School fast approaching, and Convention and Key Man on the horizon, the staff are starting to kick into high gear for summer planning. However, this doesn't mean we take any time away from doing all we can to make the DeMolay program better.

With that in mind, we have had some heated discussions on ways to improve the Order in Pennsylvania. Lots of ideas were tossed around, but the one that seemed to consistently show the most prospect is very simple, and easily implemented. Below you'll find a preview of the statement, soon to be issued by the EO, and created a policy within PA.

"Pennsyvlania DeMolay takes its Masonic Heritage very seriously. In recent years PA DeMolay has gotten away from some significant traditions that relate back to the fraternity. Therefore, as of April 1st, 2010, all DeMolay Chapters are now required to adopt some form of hat or headgear, to be worn at all official meetings, and when in public. Examples from the past include pill box style hats, fezzes, peaked caps, and others. This policy will be enforced by the Deputy Executive Officers."

All DeMolay Chapters operating within PA will be required to send a sample version of their hat to the PA DeMolay Office for approval and recordkeeping purposes.

So, what kind of hat do you like to wear?

Frat! ~ "Dad" Seth Anthony