By Beth Grace
It’s a new year and with it comes some new rules and a new team to oversee fundraisers that subordinate lodges hold across North Carolina.
As of January, there are new committee members and special assistants in place, a one-stop email address, a required event tracking/approval number and coming soon -- a presence on the Grand Lodge web page for quick-lookup info such as code references, state and federal law, all forms, email address, team member biographies and the committee’s mission statement. The NC Masonic Foundation web page also will include a handy link for lodges to follow to the Grand Lodge page.
New team members are Chairman Charles Barrett and committee members Chris Hall and Jeff York. Special assistants to help lodges and the committee out are
Robert Rideout, firearms consultant; Jim Medlin, fundraising presentations for Wilkerson College and speakers bureau; and Grand Master Shaun Bradshaw, consultant.
The changes come for a couple of reasons. First, it gives Brother Jim Medlin, who has handled most of the duties of the Subordinate Lodge Special Activities Commission for years, some time of his own to travel, have fun and get involved in other things, Brother Barrett said.
“Jim will still be part of this committee and will take on some new duties in this format,” he said. “But now, instead of one hard-working person answering all the questions, we’ll do it in rotation. That helps groom members new members each year to handle the paperwork and questions that are always involved. The special assistants will be on call to answer questions in their areas of expertise.”
Here’s what lodges interested in staging fundraisers need ot do under the new rules:
First: Send all inquiries and correspondence to this new email address: email@example.com. If you don’t have email, send US mail to the Grand Lodge. Note: Jim Medlin will be cutting off the email account he was using soon, so start using the news address as soon as possible.
“The committee member on board will handle get back to you when you email,” Barrett says. “So instead of just one person, we’ll have more people there to help.”
After sending an application (via new forms you can fill out online), the committee will assign each event a tracking/approval number. The committee no longer will send back a signed approval; the tracking number will be all you need. For your records, print out the approval email for your records and/or write it on your copy of the application.
You must put the tracking/approval number on your final report form, which helps the committee match the final report to the application. Note that the committee no longer will send a confirmation that your final report has been received. A committee member will reach out to you if they don’t have the form. You can still file an amended report if you need to make changes to the final report.
All forms are now in pdf form and are fillable online. Old paper forms will no longer be accepted; committee members will send them back to you and ask you to fill out the new form.
The new format saves time and paper, Barrett says. It also ensures that state and federal laws are being followed and that proper insurance is in place. It also spreads the workload among more than just one brother.
“We especially thank Jim Medlin for his many years of service and dedication on this commission,” he said. “With these changes in place we can make this transition seamless for the next set of committee members and the set after that and after that.