Freemasonry is a post-collegiate mostly-all male fraternity dedicated to the social development of the member to form a broader sense of the self and their community.
BRYCE ON NEW “HOW TO” BOOK – It doesn’t require rocket science.
According to Bryce, “This is my fifteenth book, the purpose of which is to act as a guide to effectively run a nonprofit organization, be it a charitable, fraternal, religious, amateur sports, civic, social, veteran, political, professional trade, or homeowner/condominium association.” According to Bryce, he often hears from officers of such organizations, all complaining of the same problems, be it related to leadership, organization, membership, attendance, finances, records management, excessive politics, or whatever. He contends most of this is unnecessary and can be avoided with a little patience, common sense, and some good old-fashioned management.
There are obviously distinguishable nuances for each type of group, but this primarily resides in their mission statement. Otherwise, they are all fundamentally the same in terms of their operations and challenges.
Even worse, the press frequently writes horror stories of embezzlement, adversarial relationships with management companies, problems with lawyers, and primitive or nonexistent records management. True, these are fast-paced times in terms of changing technology, but it has always been so. However, Tim contends if you pay attention to the basics of management and have an eye for detail, you should be fine.
Bryce argues, “Let’s put our cards on the table; the biggest problem with most nonprofits is they are run by nice people, who mean well, but haven’t a clue as to what they are doing. This book is for anyone involved with a nonprofit, be it a new person, or someone about to assume an officer position. As such, it is a GREAT GIFT IDEA.”
Over the last 45 years, Tim has served on well over fifty Board of Directors for a multitude of nonprofits, serving in a variety of capacities, everything from President to Historian, Secretary, Finance Chairman, Division Director, Communications Chairman, and just a simple helper. As such, he hopes to describe the lessons he learned over the years. By profession, Bryce is also a management consultant who has taught planning, systems design, and project management to a wide variety of companies around the world.
This book is organized into the following sections:
CHAPTER 1 – A NONPROFIT IS A BUSINESS – some legalities to consider.
CHAPTER 2 – THE HUMAN SPIRIT – being sensitive to people.
CHAPTER 3 – MEETINGS – how to conduct properly.
CHAPTER 4 – MANAGING RECORDS & FINANCES – describing administrative details, including “checks and balances.”
CHAPTER 5 – COMMUNICATIONS – how to effectively communicate with the outside world.
CHAPTER 6 – BRYCE’S PLANNING SEMINAR – a special seminar to determine a nonprofit’s purpose and objectives.
CHAPTER 7 – PROJECT MANAGEMENT – how to plan, estimate, schedule, report and control projects.
CHAPTER 8 – ANOMALIES – describing difficult situations we often face in nonprofits, such as “Dealing with Deadbeats,” “Dealing with Politics,” “Management Companies,” handling “Vacancies in the Board,” “Improving membership and attendance,” “Feasibility Studies & Bids,” and much more.
Details on the Book:
ISBN: 9781082722172 151 pages Price: $15 for printed version; $7.50 for Kindle e-Book (ASIN: B07VNT61CM) or PDF versions. Published through Amazon, printed in the United States.
– Because we are not dedicated “for the good of the order.”
Shortly after I wrote a recent article regarding the problems my home owners association was experiencing, I received several notes regarding the problems in other nonprofit groups in my area. This includes fraternal, political, religious, club sports and other home owner groups. I know many of them as I have actively participated in them over the years, but today they all seem to be struggling to keep their heads above water. It appears most, if not all, are in a self-destruct mode, which caused me to wonder why.
Let’s put our cards on the table; the biggest problem with most nonprofits is they are run by nice people, who mean well, but haven’t a clue as to what they are doing. Many of these offices come with a fancy title, but offer little in terms of insight for performing the work. Very few provide training in how to run a nonprofit effectively. There are some state courses describing pertinent rules and regulations to be observed, but none to my knowledge in terms of how to actually lead and manage. Consequently, nonprofits flounder due to ineffective leadership, causing meetings to become chaotic, financial reports to be prepared with errors, and the attitude of the general membership suffers, causing a decline, all because it is well known management is incompetent. Even worse, stories of embezzlement and gross negligence have become common.
People who serve on the Board of Directors for nonprofits should only do so “for the good of the order,” meaning it has more to do with the overall group and less about the individual. In the early days of our country, the Congress consisted of representatives from farms and other businesses who took turns serving, and at the end of their term, were anxious to return home and tend to their farm or business. There was no thought of lifetime service as there is today. They came, they performed the nation’s business “for the good of the order,” and returned home. This simply is not so anymore.
Today we have people who serve only to fuel their ego or career. There are those who take on a position to give themselves visibility to promote their products and/or services. Of course, the membership has no interest in this, yet the individual persists in his/her agenda. Then there are others who look to add a feather in their cap which will look good on a resume. In Freemasonry, we call this “chasing aprons,” meaning they are actively pursuing fancy Masonic aprons and titles. Most of these people never accomplished much in life and thrive on the adulation associated with such recognition. I have always been of the opinion that such people should be given their apron, then get them out of the way so they do not impede progress.
Such conduct results in what today is called an “Ineptocracy,” an incompetent ruling government where the least capable are elected to positions of authority. Quite often, this is done not because the person has exhibited any special talent, but rather there is nobody willing to serve or, perhaps worse, “it’s his/her turn” to preside. Not surprising, people quite often rise above their level of competency (aka, “The Peter Principle”). This does a disservice to both the organization and the person as well. When a person has risen above their level of competency, it will become obvious to others and will likely affect morale.
Working “for the good of the order,” means you believe in the virtues of the group, that it serves a useful purpose, and that you possess something to help the group, be it a specific talent or you are willing to work in any capacity. This is an important point. If you are unwilling to get your hands dirty, you should not be serving on a Board of Directors. It is like the old saying, “talk is cheap.” The effort of ALL members of the board are required in order to be successful. It is one thing to offer advice, quite another to see it through to completion.
There is one other cause for failure, that people believe management is not “cool.” Translation: a person lacks the discipline, organization, and structure to effectively lead people and hold them accountable. This normally results in either one person doing all the work so others are not burdened, but more likely, everything falls through the cracks and chaos ensues.
Whoever leads a nonprofit, must set the proper tone from the beginning, including the “5-W’s and H,” meaning “Who” is assigned to “What” work, “When” and “Where” it must be performed and “Why.” As to “How,” there may be standard protocols, tools and techniques to be followed, but it may be time to upgrade them. This should be followed by a prioritized list of objectives for the nonprofit to pursue in the operating year.
This brings up an important point, I am a strong proponent of “Managing from the Bottom-Up,” meaning assign responsibility, train accordingly, and get out of their way. Unless there are specific time constraints requiring urgency, it is not necessary to micromanage everything. Most nonprofits are volunteer organizations, and as such, people typically want to go about their jobs without Attila the Hun breathing down their necks.
“Managing from the bottom-up” also includes the formation and empowerment of committees to perform specific functions, such as reviewing finances, planning social affairs, membership and programming, property maintenance, or special projects. By building legitimate committees, you are cultivating people to succeed to the Board over time. This is why they must be allowed to speak and think for themselves.
As I have said repetitively over the years, running a nonprofit organization doesn’t require rocket science. Actually, in most cases, it is quite simple. You need simple and responsible management; someone who knows the governing docs, Robert’s Rules of Order, and knows how to write an agenda and use a gavel. It is not necessary for the leader to have all the answers, but how to formulate the answers with the rest of the board.
One last responsibility the leader must master is to “do yourself out of a job.” Your tenure is typically brief, such as a year or two. Before you leave though, it is essential you have taught the Board to carry on without you. This is actually an on-going process beginning on the first day of your tenure. Take plenty of notes, perhaps a log of your activities, but also create or update checklists, job descriptions, governing docs (e.g., bylaws), and technical “how to” procedures.
The chaos within nonprofit groups these days has gotten worse because the leaders have either forgotten the basics of management or were never trained to begin with, or maybe worse, they’re in it for the wrong reasons, such as accolades. It is like they have come down with a bad case of “The Stupids.” All of this is so unnecessary. We must always remember, we are there to serve for “the good of the order,” and no other reason.
BRYCE ON NONPROFITS What is more important, the institution or our vanity?
As a follow-up to my recent column on “Do Just One Thing,” I want to describe another problem involving nonprofit organizations, and that is “Chasing Aprons.” This is an expression derived from Freemasonry, the ancient fraternity. For those unfamiliar with the Craft, it is customary for Masons to wear a plain white leather apron at our meetings, symbolizing the aprons worn by workmen years ago. We are admonished there is nothing more ancient or honorable than the plain white apron, yet there are other more decorative aprons awarded as gifts to Masonic officers. Over the years, such aprons have become coveted as a means of identifying a Mason of influence. Unfortunately, some Masons desperately pursue these ornate aprons only to denote their authority, not for accomplishing anything of substance, hence the expression “Chasing Aprons.”
The Masons are not alone in this regards as I have seen similar situations in other nonprofit groups. For example, I remember attending a party when I moved into my neighborhood and a man approached me with some swagger saying, “Hi, I’m John Doe, President of the homeowner association” (it was kind of like, “Hi, I’m the Head Raccoon”). He winked at me, then turned away to glad hand someone else. Frankly, I burst out laughing as he thought he was impressing me. In reality, this same gentleman ran the homeowner association right into the ground and nearly bankrupted it.
At some of the I.T. related associations I was involved in, there would be the usual officer titles, such as President, Vice President, Secretary, and Treasurer, but then there are higher titles such as “Division Director” as you now oversaw several chapters as opposed to just one. There are other names for this, such as “District Deputy” or “Inspector,” but you get the idea. Such titles denote a loftier position and are either given to people to perform a legitimate responsibility or awarded as gifts to cronies.
I have seen people “Chasing Aprons” in just about every nonprofit group I’ve been involved in, be it fraternal, political, professional, educational, even in sports clubs, such as those related to baseball, softball, football and soccer.
I have found people who covet such titles tend to be more consumed with the title, and less about the responsibility associated with it. This is essentially no different than in business where people yearn for a job title for political reasons as it will look good on a resume. I tend to see such people as rather shallow. They never accomplished anything of substance in their life, so the appeal for recognition through titles and aprons is irresistible to them. Whenever I run into people like this, who obviously don’t know what they are doing, I tell others to give the person the title or apron and get them out of the way as they will only inhibit progress.
As an aside, I wonder how many people would volunteer their service if there wasn’t a title or apron involved? It would be an interesting experiment to see if people care more about the institution they belong to or are in it for themselves.
Obviously, this is all about the human ego. In Freemasonry, we are taught the importance of the title of “Brother” as it is a fraternity, a Brotherhood. There are many other impressive sounding titles associated with the Masons, but nothing more important than the simple designation of “Brother” and the plain white leather apron.
Just remember, being called a “thoroughbred” doesn’t change the fact that a jackass is a jackass.
Keep the Faith!
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company (M&JB) of Palm Harbor, Florida and has over 40 years of experience in the management consulting field. He can be reached at timb1557@gmail.com
BRYCE ON NONPROFITS What can be done to rebuild declining nonprofit institutions?
When I travel around town these days, I often run into old friends and neighbors who know my background regarding nonprofit organizations (I served on +50 board of directors over the years), and they like to unload their frustrations on me. For example:
The president of a homeowner association complained he had to serve a second term simply because they couldn’t find anyone interested in serving on the board and perform some relatively simple tasks. Consequently, they were forced to hire a management company to perform these tasks and the annual dues skyrocketed. Operating an HOA is certainly not rocket science, but if nobody is willing to perform these simple tasks, then they have to be delegated to an outside contractor.
A local club for a major political party is also having problems attracting people to their Board of Directors. Further, not long ago, participation in parades was well attended and gave the club visibility in the community. This year, they could only attract four people to walk in the Xmas parade, an embarrassingly low number.
Masonic lodges continue to shrink in size in my area. Instead of addressing the root cause of their problems, membership continues to diminish, and Lodge funds are being drained to maintain aging building structures. It’s just a matter of time before they disappear just like the Odd Fellows did in our area.
Information Technology related associations for adults have disappeared. Back in the day, professional trade groups enjoyed a major presence in cities, such as the Association for Systems Management (ASM), the Association of Information Technology Professionals (AITP; formerly DPMA), and the Association for Computing Machinery (ACM). Today, these groups are non-existent in the Tampa Bay area (as well as my old stomping grounds in Cincinnati). ACM does maintain student related chapters, but nothing for adults in my area. Other trade groups are experiencing similar problems.
Attendance at local churches are down. So much so, some have been running in the red for quite a while and are faced with tough decisions for cutting costs, including the firing of pastors. Further, due to lack of participation, the elders have to serve multiple terms.
Volunteers for public schools are hard to come by these days, not only for general school activities, but for local Parent Teacher Associations (PTA), and School Advisory Councils (SAC).
Little League programs have shrunk noticeably. In my area alone, children participating have dropped over 50% over the last few years.
It kind of sounds contagious, doesn’t it? So many different nonprofit organizations with similar problems.
In many cases, nonprofits are run by well meaning people who have some time on their hands, yet haven’t a clue as to how to run a business. Consequently, the execution of simple procedures are neglected, e.g.; the preparation of meeting agendas and budgets, issuing routine treasurer reports, auditing finances, or keeping accurate minutes and membership records. For a list of tasks, see my earlier article, “Managing a Nonprofit Organization.”
I guess I have become somewhat of a therapist on such problems as people continue to confide in me. I try to advise them accordingly, but the sad truth is the people running these organizations are frustrated and exhausted. They desperately want to hand the baton off to others, but there is nobody there.
Now and then in nonprofits, someone with a business background comes in, takes the bull by the horns, and does a good job with an assignment. The problem is, it is assumed the person will do it again next year, and possibly for eternity. With rare exception, this is not what people signed up for. To overcome this problem, ask the person to document the steps they used while they were in charge, perhaps through checklists, thereby documenting the procedure for future reference. The person thereby passes this knowledge on to the group overall, and someone else can perform the responsibility. Bottom-line, execution is fairly easy assuming planning is competently performed.
From my perspective, there are three fundamental problems facing nonprofits:
Apathy by both the officers and membership who genuinely do not believe a problem exists. The old maxim applies: “You cannot treat a patient if he doesn’t know he is sick.” Such apathy suggests incompetent leadership from the Board of Directors.
As an aside, I tend to believe our excessive use of personal technology shares part of the blame in terms of apathy as people are more imbued with their technology and are losing socialization skills, including volunteering their services.Organizations are stuck in a rut of repetition. They have been doing it wrong for so long, they believe it is right. Instead of making the programs meaningful and interesting, there is little or no imagination to adapt and improve. Again, this suggests incompetence by the Board of Directors.
Failure to recruit and train people to succeed the current administration. People today are less inclined to volunteer as in the past. Now, is the time to personally ask for assistance, indoctrinate them in one aspect, and empower them to conquer problems. Start by asking people to serve on committees. To get the ball rolling, simply make a list of committees and tasks, and get everyone’s name on it. To gain their commitment, have them sign their name.
As to this last point of recruiting support, during my talks to such groups I generally admonish all of the attendees to “Do just one thing.” This is derived from Billy Crystal’s movie, “City Slickers,” whereby Curley (Jack Palance) tells Billy’s character the meaning of life involves “Just One Thing” which we must all figure out for ourselves. In terms of nonprofit organizations, I think I have an answer:
If all members did “Just One Thing” for their club, it would be a better place. I am not suggesting we do anything extremely labor intensive; perhaps it is something as simple as being a greeter at the door, preparing name tags, attending a meeting or social function, helping to write letters, or just helping out in some simple way. If we all did “Just One Thing,” the institution overall would be a better place.
Something that might help is the creation of a “Member of the Year” competition based on points for service, and award prizes or special recognition at the end of the year for their service. It sounds trivial, but people react to such competitions. Simply devise a list of activities with related points, and have people notify an officer of their activities.
Where is it written the club Officers must do all of the work? Sure, they have many responsibilities, but it is the job of the officers to formulate objectives and set the membership to work towards some goals. I am amazed by those members who come to such clubs and are not happy with this or that. For example, how often have you seen a member criticize the club, yet make no attempt to lift a finger to help out? We have developed into a generation of “takers” as opposed to “givers,” and this has to stop. Before you criticize next time, figure out how YOU are going to help solve the problem. Do not be part of the problem, be part of the solution.
I guess the following quote sums it up:
“People can be divided into three groups: those who make things happen, those who watch things happen, and those who wonder what happened.” – John W. Newbern
It is up to the membership, not just the Board of Directors, to each share in the responsibility of making our clubs successful. If we all did “JUST ONE THING,” be it large or small, think how far ahead we will be.
Keep the Faith!
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company (M&JB) of Palm Harbor, Florida and has over 40 years of experience in the management consulting field. He can be reached at timb1557@gmail.com
Like many of you, I belong to several civic and industrial nonprofit organizations. I always find it amusing to see the elders of such organizations criticize the current slate of officers. Inevitably, you hear, “That’s not how we did things in my day.” They then go on to berate the officers on their performance. Well, sometimes they’re right, but most of the time they are wrong. Dead wrong. If left unchecked, their negativity can consume an organization like a plague of locusts, to the point where the officers get frustrated and ultimately do nothing.
I can’t remember ever attending a nonprofit group where everybody was happy with everything and everybody. In fact, I think its a myth. If such an organization exists, I sure would like to see it. These nonprofit organizations are typically run by well meaning people with some time on their hands; and let us not forget it is a VOLUNTEER type of organization. Rarely, if ever, are the officers paid for their services. True, people will make mistakes and need guidance, but not at the price of having their name besmirched. As Winston Churchill wisely observed, “Any idiot can see what is wrong with something, but can you see what’s right?”
At a recent meeting of a nonprofit group I belong to, I heard one of the elder’s grouse, “Well, this is a rotten year and next year will be worse.” I looked at him and said, “No, it has been a good year and next year will be better.” I reminded him that the group had plenty of money in the bank and membership was on the rise. This caught him off guard and he recognized that I had the right attitude; that the glass was half-full, not half-empty.
No, the officers of such groups will not always be perfect, but then again, Who is? Its up to the group overall to pull things together, not just one or two officers.
The problem with negativity is that it can become infectious, and in the process, quite damaging. Fortunately, so can optimism, and people tend to gravitate to the positive as opposed to the negative.
For those who insist on whining about everything, I say, “Get over it.” I learned a long time ago in business not to complain unless I was prepared to suggest an alternative. However, to bitch simply for the sake of bitching is counterproductive and disrupts the harmony of such groups. If I have any suggestion in this regard, I would ask the members of such groups to turn something negative into something positive.
Keep the Faith!
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company (M&JB) of Palm Harbor, Florida and has over 40 years of experience in the management consulting field. He can be reached at timb001@phmainstreet.com
It’s not exactly “rocket science” but some people still don’t know how to do it.
Recently I was adding up the number of Board of Directors I have served on over the years for nonprofit organizations. This includes computer societies, fraternal organizations, homeowner associations, even Little League. The number was over 50 where I have served in some capacity or other, everything from president, to vice president, secretary, division director, finance chairman, publicity and public relations, newsletter editor, webmaster, even historian. In other words, I think I’ve learned a thing or two about nonprofit organizations over the years. One of the first things I learned early on is that unless you manage the nonprofit group, it will manage you.
Running a nonprofit group is not exactly rocket science and is actually pretty simple, but surprisingly few people grasp the basics and end up bungling the organization thereby creating upheaval for its constituents. If you are truly interested in properly managing a nonprofit group, consider these ten principles that have served me well over the years:
Know the rules
Get a copy of the governing docs, read them, and keep them with you. Do not try to hide them. In fact, make them available to your constituents either in paper form or as a download on the computer (such as a PDF file). Got a briefcase dedicated to your group? Keep a copy of the docs in it and, if an electronic version is available, place an icon on your desktop to quickly access it.
Get to know your constituents
How can you expect to adequately serve them if you do not know what their interests are or the group’s priorities as they perceive them? They won’t always be correct, but understand their perceptions and deal with them accordingly. You might want to circulate a survey to get their view on certain subjects, and to solicit their support.
Communicate
Not only with the other members of the board, but with your constituency as well. Failure to do so only raises suspicions about what you are doing. Newsletters, e-mail blasts, and web pages are invaluable in this regard, particularly the latter where you can post news, governing docs, contact information, meeting minutes, audit reports, correspondence, etc. Simple communications will clear up a lot of the problems you will face as an officer on the board.
Administer
Keep good records, regardless if government regulations require it or not. Whether you are maintaining records with pencil and paper or by computer, it is important that accurate records be maintained, particularly about the group’s membership, logs of activities, attendance, finances, minutes, etc. It is not really that complicated to perform; you just need someone who pays attention to detail. Don’t have the manpower to do it yourself? Then hire someone, such as a management company, who can competently keep track of things.
Lead – people like to know where they are headed
If you are in charge of the group, articulate your objectives and prepare a plan to get you there. Also, do not try to micromanage everything. Nonprofit groups are primarily volunteer organizations and the last thing they want is Attila the Hun breathing down their necks. Instead, manage from the bottom-up. Delegate responsibility, empower people, and follow-up. Make sure your people know their responsibilities and are properly trained. Other than that, get out of their way and let them get on with their work.
Add value to your service
People like to think they are getting their money’s worth for paying their dues. In planning your organization’s activities, be creative and imaginative, not stale and repetitive. In other words, beware of falling into a rut. Your biggest obstacle will typically be apathy. If your group’s mission is to do nothing more than meet periodically, make it fun and interesting, make it so people want to come and participate. Try new subjects, new venues, new menus, etc. Even if you are on a tight budget, try to make things professional and first class. Change with the times and never be afraid of failure. You won’t always bat 1.000 but you will certainly hit a few out of the park and score a lot of runs.
Keep an eye on finances
As officers of the Board, you have a fiduciary responsibility to maintain the group’s finances and report on their status. I cannot stress enough the importance of having a well thought-out and itemized budget. Operating without one is simply irresponsible. And when you have a budget, manage according to it; if you don’t have the money allocated, don’t spend it. Obviously, you should also have routine finance reports produced (at least on a monthly basis) showing an opening balance, income, expenses, and a closing balance. Most PC based financial packages can easily do this for you. At the end of the year, perform a review of your finances by an independent party, either a compilation as performed by a CPA or a review by an internal committee. Post the results so the constituency can be assured their money has been properly handled.
Run an effective meeting
Nobody wants to attend an inconsequential meeting. Whether it is a weekly/monthly board meeting or an annual meeting, run it professionally. Print up an agenda in advance and stick to it. Start and end on time and maintain order. Got a gavel? Do not hesitate to use it judiciously. Maintain civility and decorum. Allow people to have their say but know when issues are getting out of hand or sidetracked. And do yourself a favor, get a copy of Robert’s Rules of Order and study it.
Beware of politics
Like it or not, man is a political animal. Politics in a nonprofit group can get uglier than in the corporate world. Some people go on a power trip even in the most trivial of organizations. Try not to lose sight of the fact that this is a volunteer organization and what the mission of the group is. Keep an eye on rumors and confront backstabbers, there is no room for such shenanigans in a nonprofit group. If you are the president, try to maintain an “open door” policy to communicate with your constituents. It is when you close the door that trouble starts to brew. Also, ask yourself the following, “Who serves who?” Does the board serve its constituents, or do the constituents serve the board? If your answer is the latter, then dissent will naturally follow.
Maintain control over your vendors
Try to keep a good relationship with those companies and people who either work for or come in contact with your group, particularly lawyers. Always remember who works for whom. I have seen instances where attorneys have taken over nonprofit groups (at a substantial cost I might add). The role of the lawyer is to only offer advice; he or she doesn’t make the decision, you do (the client). One last note on vendors, make sure you maintain a file of all contracts and correspondence with them. Believe me, you’re going to need it when it comes time to sever relations with them. Keep a paper trail.
Bottom-line
un your nonprofit group like a business. Come to think of it, it is a business, at least in the eyes of the State who recognizes you as a legal entity (one that can be penalized and sued). There are those who will naively resist this notion, but like it or not, a nonprofit group is a business. Consider this, what happens when the money runs out?
I mentioned earlier that you might want to hire a management company to perform the administrative detail of your group. To me, this is an admission that the Board is either too lazy or incompetent to perform their duties (or they have more money than they know what to do with). Just remember, it’s not rocket science.
Keep the Faith!
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a freelance writer and management consultant in the Tampa Bay area of Florida. He is a member of Dunedin Lodge No. 192 F.& A.M.
I first wrote this article for FreemasonInformation.com back on March 11th, 2007. We tried it in my own Lodge shortly thereafter with remarkable results. The Craft was able to voice their opinions in a controlled environment, thereby stimulating participation and attendance, and helped officers adjust their plans for the Lodge. I hope you find this as beneficial as we did. This article is also included in my book,The Freethinking Freemason – Collected Masonic Works of Tim Bryce.
Shapeth Up and Geteth thy Act Together.
From time to time I get asked to speak on a variety of subjects pertaining to Freemasonry (my personal favorite is to talk on subjects related to “True Masonry”). I also hear from a lot of frustrated Brothers who want their Lodges to finally address the true problems they are faced with as opposed to passing the buck another year (and to another corps of officers). To this end, I offer the following planning seminar you can implement yourself (after all, I can’t be everywhere). I have used a similar format for business meetings and seminars over the years.
For this type of session, the moderator is more of a facilitator as opposed to preaching his own personal points of view. The intent is to stimulate thought in terms of ways of solving Masonic problems as a collective whole, engage the group and overcome apathy. As such, it is primarily intended for a single Lodge, but could easily be applied to larger groups, such as districts, zones, etc. Chapters of allied and appendant Masonic bodies might also find this applicable as well.
Critical to success is the right venue: this is something that cannot be performed in a couple of minutes, but rather as a special meeting, either at a called communications, or perhaps a special after-breakfast, lunch, or dinner session. Whatever venue you select, the session should be properly promoted in order to get the group dynamics you want. For example, you may want to bill this as a brainstorming workshop, a Lodge conference, a think tank, or whatever to attract both the workers and the casual sideliners of the Lodge. Again, this session is geared to force the participants to think and hopefully act.
Setup
Ideally, this should be conducted as a roundtable discussion so the participants can see one and other, but a classroom or Lodge room setting will also work. The moderator (facilitator) will be summarizing the results for all to see and, as such, use either a blackboard or flip chart, or perhaps an overhead projector and screen. In addition to the moderator, he will need an assistant to help tabulate the paperwork.
A sign-in sheet is also required, for people to PRINT their names, telephone numbers, and e-mail addresses. This will become important later on when asking for volunteers. Five small slips of paper (index card size) and pencils should be provided to each participant.
Selecting the moderator is important. Although an elder from the Lodge can perform this duty, perhaps an outside Brother who is unbiased may be more suitable (which is where I come in). I do not recommend a sitting Lodge officer to lead the session as he may influence the outcome; nor do I recommend a sitting Grand Lodge officer, such as a District Deputy/Inspector, as they represent the interests of the Grand Lodge and not the Craft Lodge. Ultimately, the person selected as moderator must be someone the Lodge respects, trusts, and cannot be intimidated or browbeaten.
Now for the actual seminar itself:
Introduction
As with all great and important undertakings, begin the meeting with a blessing to deity and a pledge to the flag. Such formality sets the tone for the meeting.
The moderator should be introduced by the Worshipful Master, along with an explanation of his Masonic background. The moderator then explains his role as facilitator, not teacher. Basically, the moderator is there to lead the discussion, govern the meeting, and summarize results; nothing more.
Next, the moderator describes the purpose of the seminar which is to collectively brainstorm to find new and imaginative ways to improve the Lodge (with the keyword being “collectively”). Stress the need for participants to express their opinions candidly and openly; all suggestions are welcome and no idea should be considered irrelevant. But it should be made clear to the attendees that this will be the time to express their concerns over the direction of the lodge (time to speak up or shut up). Discourse should be conducted Masonically (respectfully and professionally). It is strongly suggested the moderator govern by gavel. Please keep sidebar discussions to a minimal and, ask attendees to stand up when addressing the group, not to ramble and get to the point.
The seminar is structured in a particular way. Without structure, the meeting could easily get out of control quickly and be counterproductive. Basically, attendees will be given small slips of paper where they will be asked to answer specific questions. Their answers should be brief. Attendees will then share their answers with the group and the moderator will draft a summary answer for each question which the group will vote to accept (majority rule).
Questions
Attendees should prepare brief answers to the following questions. Please note, these questions should be asked one at a time (not all at once).
What Does Freemasonry Mean to you on a Personal Level?
This first question is a good icebreaker and the answers may be somewhat startling to attendees.
Typical answers include:
Brotherhood
Camaraderie
Networking
Community Service
Support Network
Education
Morality
etc.
More than anything, this question is designed to get the attendees to open up a bit and start thinking. It also gives them a framework for answering the remaining questions candidly and honestly.
Have each Brother read his answer aloud and afford him an opportunity to briefly explain himself.
Devise a summary answer the group can agree to on a consensus basis (vote to accept it).
Provide a Brief Definition of What Freemasonry Is
Have each Brother read his answer aloud and afford him an opportunity to briefly explain himself.
Here you will start to see how the Lodge perceives Freemasonry, right or wrong.
You’ll hear answers like:
Club
Nonprofit group
Fraternity
Society of friends and Brothers,
etc.
As moderator, you are trying to define the Lodge’s focus. Ask attendees to clarify their responses if necessary.
As moderator, allow some dialog here for attendees to articulate their answers. It is important to arrive at a precise definition. This is also useful to clear up some misconceptions about what Freemasonry is (and isn’t). You can also utilize the free ebook What is Freemasonry?to stimulate the discussion.
Devise a summary answer the group can agree to on a consensus basis (vote to accept it).
Provide a Brief Definition of the Purpose of a Masonic Lodge
This is a good follow-up question to the last. Many people take their Lodge for granted and do not think about its purpose. There will be those who feel a Lodge is nothing more than a social venue, others will see it as a meeting place (if so, “What kind of meetings?”), and yet others believe it is intended to propagate the philosophy of the fraternity. In reality, there is no “right” answer. Again, it comes down to the perception of the Lodge.
One clever question the moderator can pose here is, “Suppose you didn’t have this Lodge building; would you still be a Masonic Lodge and, if so, what would your activities include?” This, of course, is intended to get the attendees to think beyond the physical implementation of the Lodge and focus on its purpose.
Devise a summary answer the group can agree to on a consensus basis (vote to accept it).
What are the Three Highest Priorities Facing your lodge Today?
Now that we have defined what Freemasonry and a Masonic Lodge is, we can now concentrate on establishing the top priorities of the Lodge. Inevitably, this will lead to an interesting dialog of the problems of the day, but as moderator, encourage them to think beyond problems but to also consider opportunities. Also, try to differentiate between problems and symptoms. In many cases, people confuse the two. Your intent is to properly define true problems.
Inevitably, you will hear things such as: membership, harmony, politics, finances, maintenance of the Lodge building, Masonic education, administrative concerns, relations with Grand Lodge, etc. In fact, you may develop a long laundry list of problems/opportunities to be addressed. The hard part will be to force the group to agree on the top three priorities.
Devise a summary answer the group can agree to on a consensus basis (vote to accept it).
What Should be Done to Address these Priorities?
After the top three priorities have been established, you are now asking the attendees to devise a strategy to address them. At this point, do not try to solve the problem definitively; by doing so, you may end up wasting a lot of time. Instead, your intention is to simply set the wheels in motion (such as establishing a committee to address the priority). Also, do not put the full burden on the Lodge officers to implement the strategy but, rather, encourage group participation as well.
Devise a summary answer the group can agree to on a consensus basis (vote to accept it).
Who is Willing to Stand Up and Make this Happen?
This final question sounds rather simple but such histrionics are useful for applying peer pressure on the attendees to literally get off of their duffs. Inevitably, all of the attendees will stand in support of the conclusions (after all, they wrote it). But now and then you will find a couple of stick-in-the-muds who refuse to stand. This is rare but in this event, the Lodge officers should meet with the individual separately to determine what problem, if any, the person may have.
Conclusion
Distribute a critique sheet to all attendees at the end of the meeting to evaluate the seminar. Keep it simple and to the point; for example:
What was the MOST VALUABLE part of the seminar?
What was the LEAST VALUABLE part of the seminar?
Grade the Moderator’s performance (1-high to 5-low).
Would you recommend this seminar to other Lodges? (Yes/No)
Other comments and observations.
Provide room for their Name.
The critique sheets should be reviewed by the Moderator and pertinent Lodge officers, particularly the Worshipful Master.
The Moderator’s final task is to write a follow-up report for the Lodge Officers which summarizes the five questions, and allows the Moderator to add any pertinent concluding comments and observations. The answers produced by this seminar may very well be an eye-opener to the Lodge officers who may be operating and leading the Lodge along a different path. This seminar will either reaffirm the Lodge is going in their direction or that a new course should be charted. The officers would be wise to heed the report as it represents the perceptions of the Lodge overall and not just a couple of people. Nonetheless, the Worshipful Master will steer the Lodge as he sees fit. However, should he decide to move the Lodge in a totally different direction, he should recognize he may not have the support and cooperation of the Craft. Following the seminar, the Lodge officers would be well advised to do some soul-searching; should they continue on their current path without the support of the Craft or go in a new direction?
Bottom Line
This seminar is useful for establishing common ground on the problems and opportunities facing the Lodge and how to best address them. As humans, we tend to have different perceptions and interpretations of a problem. Seminars such as this are intended to clearly define the problems in terms all can understand and accept, thereby providing the means for getting everyone to row in the same direction. Further, it sends a message to the Craft that their voice is not irrelevant and that everyone has a role to play. If people believe their voice is heard, they will be more inclined to cooperate and work. As such, apathy is thwarted and teamwork promoted. In other words, we can finally get people “who can best work and best agree.”
Keep the Faith.
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company(M&JB) of Palm Harbor, Florida and has over 30 years of experience in the management consulting field. He can be reached at timb001@phmainstreet.com
– What I learned during the years I spent on the Board of Directors for nonprofit organizations. To use this segment in a Radio broadcast or Podcast, send TIM a request.
I made an important decision the other day, namely 2016 will be my last year serving on a board of directors for a nonprofit organization. It’s time for someone else to step up to the plate. For forty years I volunteered my time for dozens of organizations. So much so, I stopped counting when I reached fifty Boards. I’ve served on everything from professional societies for management, computers and systems, to homeowner groups, sports clubs, fraternal organizations, and more.
I coached and umpired baseball for ten years, also serving on the board for the local Little League. One day, we held a practice for my boys team and I was shagging balls in the outfield. It was a beautiful day and it had been a good practice. However, as I picked up the last few baseballs, I looked up and realized I was no longer enjoying myself and it had become more laborious than fun. It was at that moment when I realized my days with Little League baseball were over and I retired from it shortly thereafter. That is how I feel today where I am involved with two nonprofits. Following a board meeting, I suddenly realized it was time to go and I made a promise to myself not to extend any more commitments past 2016 when my tours of duty end.
I didn’t serve on these boards for any accolades or titles, just to help make the organizations better. As someone who has seen quite a bit of the world, I didn’t need such pomp and circumstance. As a management consultant I was fortunate to possess the skills needed to assist such groups, for example: I developed and balanced budgets, cleaned up finances, created data bases to manage memberships, developed web pages and promoted them accordingly, created and updated bylaws, took minutes, developed speaker programs, conducted special projects, developed and distributed newsletters and communications to memberships and met some interesting people along the way. Yes, it took some time to perform, but I had a lot of fun in the process. I like to believe I left each place better than I found it, which should be the objective of anyone serving on a board.
The question is, “Was it worth it?” For the professional societies, I met several people, earned their respect, and learned a lot in the process. For homeowner associations, I believe I played an important role in maintaining the value of homes in the community, if not increasing them. For sports clubs, it was a joy watching my kids, both boys and girls, grow and mature into adulthood. I was also appointed or elected as Chairman or Director at District, County, and State levels for a variety of tasks. All of which were rewarding experiences.
I have learned a lot about nonprofits over the years. However, there are primarily three lessons I wish to convey to my readers:
1. Most nonprofit organizations are run by nice people who haven’t got a clue as to what they are doing. They may have the best intentions, but do not understand a nonprofit is a legal entity in the eyes of the state and, as such, needs to be run like a business. No, it doesn’t take “A Village.” It takes business skills. You realize this when the group can no longer pay its bills or are sued. However, if you are lucky to get the right group together as a board, you’ll enjoy effective leadership, smooth administration, stable finances, good communications, and prosperity.
2. The work of a nonprofit is really not that difficult. It may require some time and effort but I have yet to see a truly difficult task in a nonprofit, and you have to remember I have served in just about every capacity. Something that helps immeasurably in this regard, is the development of “standard practices,” for such things as managing finances, membership, and communications to service constituents.
3. Anyone looking for accolades is joining for the wrong reason. They will likely perform little and assume credit for anything done. Such people are worthless for accomplishing anything of substance, and can hurt the spirit of the organization. Some people are afraid to reprimand such parasites fearing it will create a morale problem. The reality is the morale problem was created the moment the person assumed their position. “But they are volunteers, Tim; you cannot fire volunteers.” Yes you can, and Yes you should as their detrimental outlook will spread and cause problems in your group. Besides, if they are not truly doing anything, you have nothing to lose by replacing them. There is no room for politics in a nonprofit, but unfortunately it somehow creeps into most organizations.
However, when you have a board willing to roll up its sleeves and solve problems or tackle new projects with a spirit of teamwork, it can be a very rewarding experience, not only for how it was performed but also for knowing it will serve the institution for many years to come. In other words, you are adding value to the institution, and this is why I joined such groups, to make them better and perpetuate the group.
Now it is time for others to take my place. My generation of Baby Boomers were taught to provide assistance anywhere we could. I have friends who, like me, have served their Churches for years, civic clubs, local schools, hospitals, country clubs, and more, not just now and then, but for many years. However, it is time for someone else to shag the baseballs, to roll up their sleeves, and perpetuate all of these institutions we have come to love and depend on.
I will likely continue my participation in nonprofits but 2016 will be my final roundup for nonprofit board of directors. It has been a heck of a ride.
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company (M&JB) of Palm Harbor, Florida and has over 30 years of experience in the management consulting field. He can be reached at timb001@phmainstreet.com
Particularly in financial management.
BRYCE ON NONPROFITS
In 2014, a Vancouver Masonic Temple suffered through the embarrassment of an embezzlement of nearly $800,000 by its Treasurer.
The Treasurer belonged to a Building Fund which housed various Masonic Lodges and youth groups. The misappropriation was detected accidentally only when the Temple failed to pay its real estate taxes. Charges were pressed against the Treasurer who was sentenced to three years and seven months in prison, plus ordered to return the stolen money. Unfortunately, the loss of the cash caused the Masons to put the Temple up for sale, and it crippled their charitable activities. The Treasurer got away with it simply by producing falsified Treasurer reports which nobody challenged.
For an institution that is supposed to exemplify morality, such an incident is extremely humiliating.
Unfortunately, Vancouver is not alone as other Masonic institutions in other parts of the world have also suffered such embarrassments over the years. Sadly, the Masons are not alone as other nonprofit groups have also lost funds due to corrupt financial practices. Cases of embezzlement can found in churches, sports clubs (such as youth baseball and football), homeowner associations, and many others. Because such indiscretions are humiliating, and makes for bad public relations, many such incidents are not reported and quietly swept under the rug. Silencing bad publicity is one thing, going without adequate financial resources is quite another.
To overcome such problems, some simple financial controls can be implemented, but few people in nonprofit organizations have the necessary experience, thereby leaving their organizations prone to disaster. Regardless, the officers of any organization have a fiduciary responsibility to their constituents to safeguard the financial resources. Naivete is no excuse for such recklessness. Standard practices should be implemented for discipline and consistency.
First, leaving expenditures and deposits in the hands of one person is dangerous. It is placing total faith in the integrity of one person. Instead, a separate person should initiate the transaction and must bear the person’s signature, thereby formally acknowledging the action. Let’s suppose you use an outside bookkeeping firm to manage your company’s finances; you would want to have such a system in place whereby you, the owner, trigger the payment of expenses and depositing income, not the bookkeeper. So, why not within a nonprofit organization? Even if you direct the bookkeeper to autopay routine expenditures, such as power and water, you should be cognizant of the expense before authorizing payment.
The two person system would ultimately require two separate procedures; the initiator should write and sign some form of voucher ordering the payment of an expense, or the amount of money to be deposited. Each transaction, whether it is a credit or a debit, should be recorded in some form of ledger, be it on paper or in the computer. The second person, presumably the Treasurer, receives the orders from the initiator and acts upon them accordingly using pertinent bank forms or software. The one common denominator between the two people is the Chart of Accounts specifying the different types of income and expense accounts. By using the same Chart of Accounts, the initiator’s books should match those of the Treasurer. The Chart of Accounts can also be tied to the budget, another important report that should be routinely monitored by a third party.
Needless to say, the two sets of books should be managed separately, not by one person. Periodically, the two people should compare the finances and make sure they are synchronized, such as monthly or quarterly. At minimum, the two must be reconciled by the end of the year. This is very much akin to double-entry bookkeeping which was developed by the merchants of Venice in 1200 A.D. and involves separate journal entries. Regardless of its age, it is still a viable technique for managing finances.
This may all sound slightly bureaucratic, but what is the alternative? Vancouver?
Today, there is a push to automate financial management as much as possible. However, do not overlook the power of paper, for two reasons: first, it provides a handy audit trail if something goes awry, and; second, it provides the means to recreate either set of books should some form of disaster occur. I also cannot over emphasize the need for signatures. This one simple act could have helped thwart Vancouver’s humiliation.
If you use computer financial software, and I recommend you do, you should back up the files any time a transaction is recorded. Why so often? Ask yourself, can you afford to forget one transaction?
In summary, Vancouver and other nonprofit embezzlements could have been prevented by:
Establishing a two party system; one to initiate transactions, and one to execute accordingly.
Preparing paper copies of financial transactions and reports to be used as an audit trail and provide a means to recreate reports in case of catastrophe.
Financial reports should be periodically reconciled, preferably monthly.
Backup computer software routinely.
Last but certainly not least, a review of financial resources should be performed at least once a year by a third party, preferably a committee. Such a review examines the procedures people follow when handling money, and checks the financial data using ledgers, bank statements, etc.
As Benjamin Franklin said, “An once of prevention is worth a pound of cure.” Ask Vancouver; they learned it the hard way.
Note: All trademarks both marked and unmarked belong to their respective companies.
Tim Bryce is a writer and the Managing Director of M&JB Investment Company (M&JB) of Palm Harbor, Florida and has over 30 years of experience in the management consulting field. He can be reached at timb001@phmainstreet.com
Listen to Tim on WJTN-AM (News Talk 1240) “The Town Square” with host John Siggins (Mon, Wed, Fri, 12:30-3:00pm Eastern); WZIG-FM (104.1) in Palm Harbor,FL; and KIT-AM 1280 in Yakima, Washington “The Morning News” with hosts Dave Ettl & Lance Tormey (weekdays. 6:00-9:00am Pacific). Or tune-in to Tim’s channel on YouTube.
For as long as I can remember in my professional career, I have been accused of being a rabble-rouser by one person or another. When consulting on systems or management, people would be insulted when our company told them the truth. They had trouble accepting it. To illustrate, many years ago in Milwaukee, we were hired to determine the systems problems plaguing an insurance company.
After studying the problem carefully we reported to the company’s executive board they were rewarding their “fire fighters” for coming in at all hours to correct defects in their systems and programs; however, we went on to point out their fire fighters were also their chief arsonists, meaning there wouldn’t be any problems if their leaders were doing their jobs properly. This didn’t sit well with the executives and we were never asked to return. Nonetheless, our conscious was clear in terms of what we told them, the truth.
This same phenomenon has followed me in the many nonprofit organizations I have participated in over the years.
The officers of my homeowner association were perturbed when I demanded to audit their books to determine how much money had been spent on a brick wall enclosing our community (I discovered a $15,000 snafu in the process). The local Little League was likewise irritated when I served on the Finance Committee and demanded to see receipts and bids. In the process though, I cleaned up the books and established a budget. I have done this on more than one occasion.
I find the label “rabble-rouser” to be erroneous. First, it insults my readers and customers by describing them as “rabble”; second, a “rabble-rouser” is someone trying to stir the people for some political objective. It has connotations of the Yippies of the 1960’s, such as Jerry Rubin, Abbie Hoffman, and the rest of the Chicago Seven. No, my hair is far too short. The English have perhaps a more apt description, “Mixer,” meaning I am trying to engage people to think. My objective is to cause people to reconsider a position they may have overlooked or consider that which they commonly take for granted.
I believe this all started years ago at our company, a small management consulting firm with a special niche. Due to the competitive nature of the industry, it was essential all of the consultants operate in a consistent and predictable manner. Consequently, it was common for us to engage in debates about system design, project management, business systems planning, quality assurance, data base design, and much more. Such arguments led to the discovery of a four model approach to data base design (as opposed to three models). This discourse was invigorating as we were exercising mental gymnastics in search of what was logically correct. Our competitive edge was based on our search for the truth. If a customer wanted to know something, they turned to us first as they knew we had performed our homework.
I see myself more as the child who observed, “The Emperor has no clothes.” Over the years I have learned not to accept people at just face value. As such, I challenge the status quo to understand why something is done or if there cannot be a better way of improving the current mode of operation. However, challenging the status quo can present problems. People become too comfortable within it, and can react violently to any proposed change. As Machiavelli correctly observed in The Prince (1513)
It must be remembered that there is nothing more difficult to plan, more doubtful of success, nor more dangerous to manage than a new system. For the initiator has the enmity of all who would profit by the preservation of the old institution and merely lukewarm defenders in those who gain by the new ones.
Translation, defenders of the status quo tend to suffer from hardening of the arteries and react violently to new ideas.
My problem is that I ask people to think as opposed to operating on auto-pilot. If you have the audacity to think for yourself or ask questions, people can become indignant and will try to undermine your position, even if you haven’t arrived at a logical conclusion yet. Instead of realizing a person is in search for the truth, it is easier to accuse him of being a rabble-rouser thereby undermining his credibility.
I do not consider myself an intellectual, just an average Joe who has been around the block a few times and suffers from an acute case of common sense. My favorite branch of mathematics in school was Geometry which is nothing more than an exercise in logic. This puts me at a distinct advantage over others as I have learned common sense is not very common anymore. People will often say to me, “Just go with the flow.” The only problem with going with the flow is you are in all likelihood blindly headed towards a waterfall. I would rather do my own thinking as opposed to depending on others, and ultimately this is why I am perceived as a rabble-rouser for I have the nerve to ask, “Why?”
I also firmly believe our dependency on technology has stunted human thinking patterns and created social problems. My dream would be to knock out all forms of electronic communications thereby forcing people to snap out of their trance and begin to think for themselves again. Alas, it is but a pipe dream of mine.
My choice of words may seem unconventional, then again, I do not like to sugarcoat a problem or be politically correct. The petty taunts I receive and the innuendo my critics whisper like old ladies are amusing and I resist the temptation to respond in kind. Not to worry, I have developed some rather thick skin over the years. I am more concerned with seeking the truth as opposed to wallowing in the status quo.
Me, a rabble-rouser? I believe this says more about the accuser than the accused.
Keep the Faith!
Note: All trademarks both marked and unmarked belong to their respective companies.
and study it.
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In 2014, a Vancouver Masonic Temple suffered through the embarrassment of an embezzlement of nearly $800,000 by its 
Tim Bryce is a writer and the Managing Director of 