Ohio DeMolay

Making A Difference

3 Year Improvement Plan - OCT 2008

The Order of DeMolay is the premier organization for young men between the ages of 12 and 21 years. The benefits are immeasurable and have been experienced by millions of young men in every state and a dozen foreign lands. Ohio has been a leader in DeMolay for decades, though recently we have encountered some obstacles. It is the duty of every member and advisor to ensure the prosperity of DeMolay into the future.

The following are areas that most believe need to be addressed to ensure the continuation of DeMolay here in Ohio. This draft is intended to be a conversation starter rather than a set of firm directives. It is the collaboration of conversations that have been held by many people in many locations.

Many of these items have already been established but each needs to be reexamined and determined if it can be more effectively managed and communicated. The ultimate goal of the Three-Year Plan is to focus our efforts on the most vital areas that need our attention, so that we can become more productive and ultimately grow and prosper in the future. The more young men we can aid through the teachings of DeMolay, the better future the world will have.

Goal: Ohio Development Team

The role of the Ohio Development Team will be to assist the Executive Officer, District Governors, and Directors in accomplishing the goals set forth in this Plan. This is the most ambitious endeavor in our organization's recent history, and it is unfair and impractical to lay it all at the feet of the Executive Officer and demand results. Rather, ultimate success will require a vast, far-reaching, coordinated effort from all levels of the organization, all striving toward the common goals outlined herein.

The Ohio Development Team will temporarily serve as the clearinghouse for information, action items, development news, and communications as we begin this new phase in Ohio DeMolay.

Establish the Ohio Development Team
Empower the ODT to make decisions necessary to carry out its core functions
Establish lines of communication both into and out of the ODT with all levels of DeMolay leadership
Effectively publicize the role of the ODT to all levels of DeMolay leadership
Development of an ad hoc leadership committee to help implement the ODLE lessons at the Chapter level

Goal: Training Programs

Ohio DeMolay has long been proud of the training provided to strengthen the leadership of our young men and our Advisors. We have used it as the basis for ensuring that new leaders where developed at a local, District and State level. A long held idea within Ohio DeMolay is that an integral part of the success of Ohio DeMolay is training. It is also widely referenced in this plan as a key success item for our future progress. We need to determine how we can again ensure training is taken and used within the various levels of Ohio DeMolay.

Evaluate the current effectiveness of the ODLE training
Determine if additional Training Programs should be implemented and which should be considered mandatory for leadership advancement
Develop and enforce continued training for Advisors
Develop State Officer training sessions and require them to be taken prior to becoming a State Officer
Develop training for Directors
Work with the State Director of Advisor Training to formalize the process and communicate to Ohio DeMolay

Goal: Membership

The paramount goal of everyone involved in Ohio DeMolay, and the underlying focus of every decision we make, must be membership. Membership is the life blood of our organization, and we are dying. Ohio has traditionally led DeMolay International in membership statistics. But right now, the simple math shows that we are losing more members to majority than we are initiating, year after year. That must end. Our goal for membership must be nothing less than achieving and sustaining positive membership growth.

Actively support the adult Director of Membership
Empower the Director of Membership to implement programs and incentives
Make "State Membership Chairman
an annual appointed state office position, to work hand in hand with the Director
Actively solicit input and assistance from other Masonic bodies, whether in the form of prospect names or otherwise.

Goal: Strengthening The Local Chapter

This is the flip-side of the primary goal of membership, but it is no less important. The local chapter is the bedrock upon which DeMolay is built. It is the fundamental building block of everything we do. Bringing in dozens of new members is a wasted effort if they do not have a functioning Chapter to join. Having robust Chapters now is meaningless without recruiting new members to sustain them in the future. Therefore we must rededicate ourselves not only to bringing in new members, but to ensuring that they have a Chapter to call home. Strong Chapters help make strong Districts, which help make a stronger State Council.

Develop and implement a "Chapter Health
system to determine strengths and weaknesses in each Chapter
Develop and implement programs and initiatives to help Chapters in trouble
Encourage Chapter members to attend ODLE
Aid ODLE graduates in implementing new ideas at the Chapter level
Require visiting State Officers to submit a chapter report
Actively promote the "Chapter Goals
described below
Enable and instruct Chapters in "bottom-up
event planning, where the newest members are made to feel a part of the process

Goal: New Chapter Development

Increasing the number of Chapters around the state, especially in underserved or unrepresented areas, will allow us to begin recruiting members from areas not currently active in DeMolay. These untapped markets will help us achieve our membership goals.

Develop at least one new Chapter in each DeMolay district
Provide the District Governor all the tools and assistance necessary to start a Chapter
Each Governor should appoint a deputy to be in charge of new Chapter development
Make DAD training more readily available
Actively solicit input and assistance from other Masonic bodies, making them realize that we are also their future
Develop a Chapter paraphernalia program to reduce costs
- There are defunct Chapters all over Ohio. Each of those Chapters at some point had full Chapter regalia and paraphernalia that now sits, gathering dust and damage. That regalia does not belong to the old sponsoring bodies of those Chapters, but rather to DeMolay itself. Ohio needs to reach out to those Lodges and reclaim that property. It should be collected, inventoried, and stored somewhere accessible. If a new Chapter needs a set of regalia, we can provide it to them at a fraction of the cost of purchasing all-new items. It can also be used to off-set the cost for existing Chapters. For example, if a Degree costume becomes damaged, we can provide one to the Chapter for much less than they could buy a new one.

Goal: Advisor Development

As we all know, there are ever-increasing demands on the limited time Advisors have to spend with DeMolay. The need for new Advisors is becoming more and more evident. While the Advisors who are active in Ohio care deeply about the growth and success of DeMolay, adding new voices and new ideas will strengthen existing Chapters and allow for new Chapter growth. It will also reduce the workload on the existing Advisors, and lessen the instances of burn-out. There is no more rewarding experience than that of watching a DeMolay succeed. We should let more experience that feeling.

Add at least two new Advisors to every DeMolay Chapter
Work with the other Masonic bodies to develop and aid advisor recruitment programs
Make DAD training a part of more state events
Develop incentive programs to increase Advisor retention
Promote the ODLE Advisor's track as a training tool

Goal: State Officer Development

Ohio State Officers are the best of the best. Strong youth leadership is vital to the future success of Ohio DeMolay. The most dedicated Advisor would be powerless without the young men. For all that we Advisors care about and devote time to the cause, it is still the young men's organization to run. That burden can be eased by having intelligent, committed, and focused leaders among the DeMolays, and that leadership begins with the Ohio State Council. Strong state leadership will also trickle down to the local Chapters.

Examine the current State Officer handbook and update appropriately
Develop at least one qualified State Officer from each District
Actively support the State Master Councilor, his programs, and his officers
Actively support the State Senior Councilor as he develops his term plan and programs
Enforce a minimum age for Elected State Officers
Enforce a minimum age for Appointed State Officers
Make ODLE a requirement for all State Officers
Make the ODLE Veteran's Seminar a requirement for Elected State Officers

Goal: District Council Development

A District Council serves a vital role, not only in bringing Chapters together in the spirit of brotherhood, but also in the more functional areas of communication, planning and executing activities, and leadership development. A DeMolay who has been successful as a District Officer is generally successful as a State Officer. Additionally, with the addition of new Chapters and brothers, achieving these goals will give more young men the opportunity to become leaders at the District level and get a taste of what awaits them as State Officers.

Develop District Councils in all Ohio Districts
Support the activities of the District Councils
Each Governor should appoint a deputy to serve as the District Council Advisor, to serve as a liaison between the other Advisors in the District and the District Council
Identify and develop DeMolays and Advisors for leadership roles in the District Councils

Goal: Communication Improvement

Without effective communication, our work is meaningless. We can and must improve our methods of communication, both internally and externally.

Actively support the adult Director of Communications, who will ultimately be responsible for the items listed here
Evaluate the effectiveness of the eConnection.
Encourage each Chapter to develop a Chapter newsletter (paper or electronic)
Encourage each District to develop a District newsletter (paper or electronic)
Develop and implement a new communication tool geared solely toward Advisors
Develop and implement a new communication tool geared toward other Masonic bodies
- At the macro level, Ohio DeMolay must keep other Grand Bodies informed of our activities. This can be accomplished through a quarterly or bi-annual newsletter, developed by the adult leadership of DeMolay and directed toward the top officers in each line.
- At the micro level, each Chapter should keep its sponsoring bodies and other supporters informed of local activities. This can be accomplished through a no less than quarterly report delivered to each Masonic body sharing the building with the Chapter. It could be as simple as a single front-and-back sheet of paper, recounting recent successes, detailing upcoming events, with a call for interested advisor candidates or potential new Brothers to contact the Chapter.
Develop an internet communication committee to oversee the website and myspace page.
Actively solicit new information and news for wider distribution, from both the Chapter and District level
Expand the 'calendar' section of the website
More effective promotion of DI programs
PROMOTE PROMOTE PROMOTE

Goal: Improve the Effectiveness of Directors

Here in Ohio, we have a luxury that most other jurisdictions do not: the quality and quantity of Directors that work tirelessly on behalf of DeMolay. The Advisors who have taken on the responsibilities of being Directors are to be commended for their dedication and willingness to assist the young men of this organization. However, Ohio DeMolay can improve their efficiency and reduce the workload by ensuring that each Director understands fully the scope of their responsibilities and the decisions required to complete their tasks. Additionally, as these men undergo changes in their personal, professional, and Masonic lives, we can ease the transition as new faces step into the arena.

Develop a job description for the Executive Officer
Develop job descriptions for each Director position
Encourage each Director to select a person who has the ability to serve as an aide and ultimately a successor
Develop a reporting structure from the Director level to the Executive Officer level (how often, what information is needed, and how it should be communicated)
Empower each Director to make all decisions in his sphere of influence
Establish a regular report from the EO to Directors
EO, DI members, Governors, and Directors should meet regularly

Goal: Develop the roles of appendant DeMolay groups

There are several groups attached to DeMolay that have existed for quite some time without a defined role to play in our development. We must incorporate these groups into our plans, as each one brings something unique to the mix, and each one can be helpful as we accomplish our goals.

DeMolay International members: While many of these men also fill Governor and Director roles, there is no set expectation of what our Honorary, Deputy, Active or Emeritus DI Members are to contribute to the daily operation of DeMolay in Ohio. DI members should be assisting the EO in staffing, program planning, and promoting DeMolay.
Ohio DeMolay Alumni Association: this is an increasingly active group, many of whom are willing to assist DeMolay as they can. Engaging the Alumni Association is an excellent way to recruit new Chapter Advisors and to start new Chapters.
Ohio State Court of Chevaliers: One suggestion is to have the State Court act as the Ohio DeMolay and More Store.
Preceptories of the DeMolay Legion of Honor: This should be a source for Advisor recruitment and financial support
Parents Clubs: Encourage each Chapter to form and utilize a Parents Club.
Squires: This has now officially been approved by DeMolay International and needs a full time Director and appropriate support systems developed
Other Potential DeMolay Support Groups: The reestablishment of the State Sweetheart and Priory needs to be considered

Goal: Establishment of the DeMolay Endowment Foundation

One of the largest hurdles to overcome in the success of the broad goals laid out herein is the funding to make things happen. We need money for supplies, means of communication, programming, and many other things. However, the long-term financial security of Ohio DeMolay as a whole cannot be compromised in order to achieve these goals. Therefore, we propose to establish a separate Endowment Foundation that, while small at first, will eventually allow us the financial freedom to make an active difference for DeMolay in Ohio.

File paperwork to create the DeMolay Endowment Foundation under Ohio's existing 501(c)(3) certification
Establish ground rules for deposits and withdrawals, including (if applicable) a minimum principal balance
Appoint an adult Director to oversee the Foundation
Actively solicit donations
Develop guidelines for Foundation expenditures

Chapter Goals

Goal: Increase Ritual Proficiency

Our Ritual is what sets DeMolay apart from other youth organizations. Without it, we become indistinguishable from any number of competing groups. In order to preserve our pride in our traditions, it is vital that we place more emphasis on good ritual work throughout Ohio.

Actively support the Director of Ritual
Develop programs to increase proficiency in Ohio
Increase participation in state and regional ritual competitions

Goal: Increase LCC / RD participation

Not too long ago, completion of the Leadership Correspondence Course and Representative DeMolay programs was a hard and fast requirement before being installed as Master Councilor. In many locations, we are no longer abiding by these requirements. The fundamental DeMolay knowledge that a young man obtains in the LCC, and the personal introspection required in the RD are irreplaceable in the development of Chapter leaders.

Actively emphasize both the LCC and RD programs
Reemphasize the requirement of completion of these programs before becoming Master Councilor
Develop programs to assist DeMolays in completing the programs
Actively support the respective Directors and encourage cooperation between the programs.

Goal: Emphasize compliance with the Youth Protection Program

In today's world, the importance of each Chapter's compliance with DeMolay's requirements of the Youth Protection Program cannot be overstated. It is of vital importance that each Chapter and each DeMolay go through the program in compliance with our regulations.

Ensure that all Chapters have updated versions of the Youth Protection Program
Actively encourage participation in the program

Goal: Emphasize that each Master Councilor should strive for the PMC-MSA

The PMC-MSA is the gold standard that each and every Chapter and Master Councilor should strive for. The MSA guidelines are the easiest way for an MC to know what is expected of him as he serves his Chapter from the East.

Ensure that all Chapters have updated requirements for the MSA
Actively encourage each MC to obtain the MSA
Actively support the Director in creating and implementing programs to promote the MSA

Goal: Increased promotion of the DeMolay Scholarship Foundation

Education is the foundation of future success. But with the price of higher education increasing every year, it is getting harder and harder for the average family to afford college. We know that the DeMolay Scholarship Foundation is there to assist deserving families. However, a greater participation in the program will benefit more of our Brothers and allow them to carry the leadership skills they learn with us into the greater world.

Actively promote the Scholarship Foundation
Ensure that application materials and requirements are widely distributed
Assist the Foundation by soliciting donations in our publications
Work with the other Masonic scholarships to aid DeMolays in financing their educations