Short Break

Now that a multitude of projects have been wrapped up and most of our usual fellowship attendees spending the month in Paoli at District School, it is time for me to take a brief break and step back for a few days. While there are calls that need to be places, emails that still need to be answered, and bills that need to be paid (at least not for a while at this point) this is the time of year when I am afforded the opportunity for a summer respite from my duties. This is also a season when I am able to look back at what we have already accomplished and begin to look forward to all that is just peeking over the horizon. After all, it won’t be long before elections are held and a new Worshipful Master takes his station.

This is also the time when I am finally able to sit down at my desk and focus on constructing the list of things that need to be accomplished both before the next stated meeting in September as well as the projects and events that are planned toward the end of the year. And, of course, there is a particular need this year to simply take a deep breath and prepare myself for the plethora of plans and projects that will find their way onto my desk in the coming months. As is the nature of the job and the primary reason why you don’t hear about contested elections for this office.

At this point, the remainder of the year looks good. We have some candidates ready to receive degrees, some that still need to be interviewed, and one or two more that are just starting their journey and with whom I hope to soon meet. There are also a couple events that will undoubtedly sneak up on us including the Masonic Picnic in August, Veteran’s Night in November, and the Quarterly Communication in December. They seem like they are a long way off but they really aren’t.

There are also the seemingly never ending membership audit processes, data migration to and revision of the new online portal, and now the additional audit of the old database that needs to be completed. The latter of the three projects resulted from a rather disappointing conversation I had with the past Secretary a couple of weeks ago. However, there are also some great opportunities for the remainder of the year including assisting brethren with award submissions, continuing to develop leadership I the lodge, and seeing some of the planned improvements to the building taking shape. This, of course, is in addition to an excellent schedule of meetings and busy fellowship nights. And maybe some more horseshoes.

Fortunately And Unfortunately

Heading to the lodge this week I had a clear cut set of objectives that I needed to address with a number of the brothers who would be in attendance. There have been a few item that have come up over the last week that needed to be worked on immediately and a number of scheduling matters that had to be taken care of so nothing was overlooked heading into the summer. With these projects in place and the responsibilities coordinated, it would afford me the time to take care of a few other tasks so that we could have a clean slate after the stated meeting.

After sitting in an inordinate amount of traffic on my way down and saying goodnight to my son over the phone, I arrived at the lodge with a number of brothers already gathered around one of the dining tables taking care of business. Certainly a welcomed sight knowing all that needed to get done. While I did arrive a touch later than usual, by the time I set my bag down the necessary conversations had already begun. As soon as I sat at the table, I pulled out my laptop and we got to work.

Fortunately and unfortunately, some of the recent difficulties that we have faced earlier in the year have actually put us in a great position to fulfill some of the recent requests made of us by Grand Lodge. This is also why the work that we accomplished last night was quick and highly efficient. There are a few things that still need to be collected but we will certainly be able to submit all the necessary paperwork well before the 45 day deadline. It was actually rather surprised as well as appreciative and impressed by the organization demonstrated by the Trustees of the lodge. Everything was ready to go and transferred to me within minutes.

I had expected this first meeting to be much more drawn out than it was so all the other tasks for the night were handled in a much more casual and also thorough manner allowing me to check and double check regarding a variety of ongoing and new projects. By the time we locked the doors and headed back out to the parking lot I was feeling good about the upcoming meeting and looking forward to the long break over the summer. Hopefully, meetings like the ones I had tonight become more of the norm rather than the exception to the rule which has been the case in previous years.

Stacking Meetings

This is what needs to be done every night I go to the lodge...

At the last stated meeting I made arrangements with the new Treasurer that we would meet every third Tuesday of the month. It is a schedule that works out for both of us as I am usually able to make it to lodge on those days and he has greater flexibility during the second half of the month. So, being that yesterday was the third Tuesday, we were both there to have our monthly discussion. However, that was only one of the meetings that I scheduled.

Before any of the other brothers arrived in Ardmore, I met with a new CPA who is also a brother of the lodge and was recommended by another brother with whom I have conducted some personal business. Frankly, I have become fed up with the previous CPA firm that we have been using as their prices are astronomical and there is no regularity from year to year. Basically, I have no idea who will be preparing our taxes. The connection we once had with the firm is long gone and the time for change is long overdue.

As expected, the meeting went very well and I am happy to hand off our taxes this spring to someone I can trust. Of course, by the time we were wrapping up our conversation, there were a few others that had arrived and just as we were about to part ways my next meeting quickly started. Having gone through the requests for information that the lodge has received recently, I scheduled some time to meet with another prospective candidate (I was originally going to meet with two prospects but there was some unavoidable family matter that came up with one of them). I prefer meeting in person and actually having a conversation rather than relying on email or phone conversations.

He may have been the youngest prospect that I have corresponded with so far but he was actually very well informed and we were able to answer many of the initial questions that he had for us about the lodge in particular and Freemasonry in general. Honestly, I am just glad that I was able to answer his questions as, despite recent interest, I have been a little rusty in handing such questions. In the end, honesty never gets old, and that is how I respond to queries that I receive. After the great introductory meeting, I gave him a quick tour of the building, and we parted ways with a plan on meeting again for dinner before the March stated meeting.

By this time the evening was already getting a bit long and it was time to sit down with the Treasurer, and a past Treasurer, to review the books. This is an ongoing issue lately as we want to make sure everything is in line for the current year especially with the audit deadline rapidly approaching. There was some clear progress that has been made and, after our most recent meeting, I am both thankful for all the help that we are receiving and confident that everything will be ready for submission by the end of next month.

By the time that we were all walking back to our cars I was exhausted but also satisfied with the work that I was able to get done both during the day and while at the lodge. We have a great group of brothers that come out on Tuesday nights and there is a lot that is being accomplished during these meetings. Now more than ever, I am looking forward to the progress that will have achieved by the end of the year and the positive changes that will have taken place (more than what already has transpired). Until then, we just have to keep getting our work done.

Monthly Delays

I think it got stuck!

There is always a little carry over at the lodge from the previous year. Sometimes it is as simple as some events that have postponed or votes that have been delayed from the previous leadership. Of course, there are those other moments when a complete review is need of everything that transpired over the previous twelve months. That is the situation that I find myself in now but, thankfully, this is also why I make sure to keep overly detailed notes and basically records of anything that crossed my desk.

While the last stated meeting went smoothly and we closed the lodge at a completely reasonable time, the conversations that took place after the meeting came to an end filled the remainder of the night. Long after all the other brethren departed and were on their way home, a few of us slowly made our way down the stairs, shut off the lights, and headed out to our cars. Just one of those nights that happens every once in a while.

And that is where the work only really just begins. Now is the time when a couple of us have to make the calls, send the emails, and twist some arms to get all the information that we need to ensure that our records of the previous year are complete. There isn’t really an issue it is simply a matter of collection… there are many things that just need to be brought back to the lodge and filed. Heck, there are some records that I keep at home because it is more convenient given the times when I am able to get work done between meetings.

This was just one part of the delay for the evening. The other part comes down to the fact that I enjoy discussing ideas and plans with the brothers from the lodge. More often than not, this is what adds that extra 20-30 minutes to the end of the evening. While it has been less prevalent lately with the schedule that I need to maintain, it still happens every once in a while and can actually be a quite productive part of the night. These walking brainstorm sessions in the parking lot have produced numerous viable and useful plans and projects during the year.

Sometimes I kind of wish that the work would stop when I leave the lodge or at least get into my car but, at the same time, I enjoy the moments here and there outside of the lodge when progress is made or ideas are turned into reality. However, on the other side of this are the moments when I have to hunt down brothers through every means of communication available to take care of things that should have been wrapped up by the time we replaced the calendar on the wall. Either way, the work never ends at the doors of the lodge and, overall, I am okay with that… for now.

Membership Audit

For the past two weeks I have going through the lodge membership line by line, name by name, birthday by birthday. My thought was that since we had just completed the financial audit of the lodge, why not put some effort into a membership audit. This is an important project that I have been meaning to start ever since I decided to take on the office of Secretary as there were too many instances, even a few since I took office, when it was discovered that a brother had either passed earlier within the year or, sometimes, even years ago.

This whole thing goes back to a blog I posted last week about the difficulties of keeping I touch but, in this instance, the job is ten if not one hundred times harder. We have so many brothers coming in and out and officers rotating around the lodge that sometimes we can lose sight of the people that are not around us every month. We also find that brothers move out of the area and nature gradually takes a toll on their bodies as well.

Unfortunately, we have not had a process in place for the families of individual brothers to inform the lodge of our passing. It has always been something that was conveyed by word of mouth with documentation rarely available. In recent years the communications have slowly deteriorated, Masonic funeral services becoming less and less frequent, and now here we stand trying to catch up and find all those brothers that have been called off from labor. This issue is particularly prevalent among those brothers who have been a member of the fraternity for over 50 years as they no longer pay dues and therefore our communication with them is limited even further.

However, this year we seem to have hit a turning point as we have put greater emphasis on keeping in touch with our distant and elderly brethren. While no system is perfect and I am sure that there will be the occasional oversight here and there, we are at least refocusing our efforts to ensure that those we may not see on a monthly basis are not forgotten. This may seem like an obvious thing to do but think about how many people you have lost touch with in your life and imagine having to do that for an entire lodge, even those people you have never personally met previously before.

So, with the conclusion of the audit the sad news stands that nine brothers were called off from labor in the last few years that were never reported to us. Even though the passing of these brothers was months and years ago, we will still be sure to remember them during lodge and make sure we reflect on the contributions they made to the fraternity. And every time, every month that we pause to remember, I am glad that I have my letter filled out already and ready for my wife to mail just in case anything should happen to me. You never know. I just don’t want to create more work for a future Secretary.