TERM PLANNING

Overview At this workshop we will learn how to plan a term. We’ll look at: Calendar of Events Project Planning Budgeting

CALENDAR OF EVENTS

Calendar of Events We will create a calendar for one year to include all events so you are prepared for any term. Required Events National Holidays Bethel Meetings Generally two per month unless there are months your Bethel doesn’t meet. Will your meeting need to be rescheduled if it falls on a holiday? Council Meetings Generally 1 per month, unless there are months your Bethel doesn’t meet. An Annual General Meeting shall be held in April no later than 90 days prior to Supreme Session. This meeting is for recommendation of the Bethel Guardian Council

Calendar of Events Required Events Installation Initiation Once per term, check your Bethel By-laws for when. Initiation Once per term, even if there are no initiates. Worship Service Once per term Doesn’t need to be attending a church service. Take some time to discuss options to find what’s right for your Bethel.

Calendar of Events Required Events Education & Promotion Project Must be planned within 30 days of Installation but can de done any time during the term. Election of Bethel Officers Every term unless your Bethel is in reorganization. Recommendation of Bethel Guardian Council For jurisdictions under Supreme this must be done in April, no later than 90 days before Supreme Session. Following recommendations the envelope is sealed during the Bethel meeting by the Bethel Recorder. Forms are then sent to the Vice Supreme Guardian.

Calendar of Events Required Events Council Recommendation of Bethel Guardian Council Must be done at the AGM Council meeting in April, and at least 90 days prior to Supreme Session. Form is sent to the Vice Supreme Guardian Majority OR Obligation At least one takes place once per year. Mother Mick Ceremony Closest meeting to March 9th.

Calendar of Events Required Events Installation of Council Council must be installed by October 31st. Audit of Finances At end of each term. Proficiency As is needed.

Calendar of Events Other events HIKE event Jurisdictional training, rally, camp, etc. Fundraisers Fun projects Masonic events Other Bethels’ events Bethel Birthday Practices Jobie 2 Bee events Community service projects Family activities Official Inspection Supreme Session

Calendar of Events Don’t be afraid to try new things. It may fail, but you don’t learn anything from doing it right. Take some time to brainstorm ideas with your Bethel. Create the silliest ideas you can – some of the best promotions and ideas come from the silliest ideas.

PROJECT PLANNING

Project Planning How to handle a project: The Honored Queen, a Daughter or adult suggests a project. The idea is presented to the Bethel Guardian Council for approval. The idea is then brought to the Daughters during a Bethel meeting. At this time there should be some specifics about when, where, etc. A committee of Daughters is appointed to plan the event. An adult advisor can be asked to help. The chairperson keeps in touch with the HQ and the BG about the project and is prepared to discuss it at the Bethel meeting. Once the project is complete, the chairperson will give a report including the profit and expenses and any interesting highlights.

Project Planning Things to keep in mind when planning projects and events for your Bethel: Keep in mind the ages of the members. Remember that everyone wants to have fun! How many people will be able to help? This may limit what you are actually able to do Try to have an adult advisor to help with each project. The advisor should not do the work, but should be there to supervise. Make sure everyone knows everything that’s going on. That way, each person knows the importance of their job in the whole event and what will happen if they don’t get their part of the project done.

Project Planning Questions to ask and answer about the event: Location Is the location available? Is there a cost? Date and Time Are there other events planned for that date? Does it fall during a holiday that will interfere? Supplies & Equipment What is needed? Who will supply it? Can they be donated or borrowed? What is the cost?

Project Planning Questions to ask and answer about the event: Tickets Do you need tickets? Who will make them? What is the cost? Chaperones How many are needed? Helpers How many are needed and what are their tasks (set up, event, clean up)?

Project Planning Questions to ask and answer about the event: Food What are you serving? What are costs? Can it be donated? What will it be served on and with? Budgeting Make sure you do a budget for the event, even if it is a fun project only Thank you cards Send to everyone outside your Bethel who donated and helped

BUDGETING

Budgeting When budgeting we need to look at: Income – the money we get And Expenses – the money we pay out

Budgeting Income - Where do we get that money? Dues Initiation Fees Each Bethel sets its own dues. Dues are per term, so double to calculate for one year. Initiation Fees Set a goal for the number of Daughters you’ll initiate. Try to underestimate so you don’t overspend. Donations Donations are not guaranteed income like dues. You can include them in your budget, but remember that they’re not guaranteed.

Budgeting Income Projects Education & Promotion Project Each Bethel has its own projects. List your Bethel’s projects in your worksheet, and add how much revenue they create. Education & Promotion Project Each Bethel must do an Education & Promotion project each term. 1/3 of the profits go to the Education Fund, 1/3 goes to the Promotion Fund, and 1/3 stays in the Bethel Double this amount to calculate for one year.

Budgeting Expenses Rent Supreme Fees (Per Capita) PHQ Jewel Each Honored Queen receives a PHQ jewel according to the Constitution & Bylaws. Bethels may choose to give PHQs who serve additional terms something else instead of a jewel for these terms. Include two in your budget to account for the two terms.

Budgeting Expenses Donations Supplies Supreme or Grand Visit Include any donations your Bethel makes such as to the HIKE Fund. Supplies This can include rituals, minute books, photocopying flowers for Majority, etc. Supreme or Grand Visit Include any expenses you will have for the visit. These can include hotel, reception, gifts, etc.

Budgeting Expenses Travel Expenses Installation Initiation Fees This can include gas to rally, session, workshops, training, etc. Installation Two Installations per year Initiation Fees Education & Promotion Project Special Meetings Fun Events

Sample Budget Term 1: January - June Income Amount Expenses Dues Supreme Fees Per Capita Education & Promotion Initiation Fees PHQ Jewel Donations Rent Supplies Supreme Visit Workshop Initiation TOTAL:

Sample Budget Term 2: June - December Income Amount Expenses Dues Rent Education & Promotion Initiation Fees PHQ Jewel Donations Rally/Grand Session Installation TOTAL:

QUESTIONS?