Sherry Harriman,
Maine State Grange President/Master
207 490-1029
The following is an overview of items that should be stressed at all meetings, following the manual (the most current version of the manual is 2023, but whatever year your manual is, it covers the needs of your meetings.) You may wish to add to or subtract from this list. We fully realize that conditions and situations vary with the different Granges.
Suggestions and Instructions for Grange Procedure
- Following the manual, instruct proper procedures for Opening and Closing in full form. To open in “full form” means to follow the prescribed Ritual / instructions in the Grange manual, for either traditional or alternative opening which includes opening the Bible, opening the implement case and the Salutation given (prescribed hand salute), Salute to the Flag, and the Charter in the hall. Business cannot be conducted outside the meeting then announced to the rest of the membership. All must have the opportunity to discuss and vote on all issues.
- The word “Ritual” means a set routine/pattern of conducting the meeting each time you meet.
- Your Grange is required to meet at least once a month and open the meeting in full form. You may meet more than once a month as desired, but must open in full form every time. (A minimum of 7 of your members must attend for a quorum to hold a legal meeting.)
- Stress the importance of beginning meetings on time and ending at a reasonable time.
- If only 7 members are present the following Officers are to be filled: Master, Overseer, Steward, Assistant Steward or Lady Assistant Steward, Chaplain, Secretary and Gatekeeper.
- Prospective members may sit in on a meeting, but do not count toward the quorum.
- Emphasize the importance of committing parts to memory, (but not required) especially for Opening and Closing, the Obligation Ceremony and Degrees when conferred.
- Demonstrate Grange Salutation. Demonstrate the Voting Sign. (Read the specific instructions from the Code Book on how to make the Signs and Salutation properly.) Encourage and assist with reading from the Code Book. (The secret work of the Grange)
- Demonstrate Flag Presentation, Balloting, & Draping the Charter. Do you need instructions?
- Stress the importance of prompt advance payment and collection of dues. Encourage the Secretary and the Grange to make every possible effort to retain a member. Delinquent members should have 3 notices, one a personal contact, before they are suspended. Suspension may only take place upon vote of the Grange at a regular meeting.
- Granges are to keep their by-laws up to date, in writing, (a copy to be on file at State Office). Changes may be made after the initial reading of the proposed change, the vote is taken at a subsequent regular meeting, opened in full form with a quorum. Changes must be made with a 2/3 vote of those present and voting of the Grange. After the vote to adopt, the changes must be submitted in writing to the State Master for approval. Are your by-laws up to date? Does MSG office have a copy?t write out the current section of the by-law(s) and write out what changes are to be made.
- All funds go through the Secretary regardless who is holding the money, and should be reported by a specific committee or under “Bills and Accounts” at every meeting. All Grange and committee accounts are to be audited at least yearly by either the finance committee or the Executive Committee of the Grange. All Grange accounts should have at least two (2) signers, from different households, on each account and all persons who handle monies are required by our by-laws to be bonded. Do you have a plan for fundraising? What are your goals and needs?
- The minutes of the meetings must be read and adopted at the same meeting or adopted at the next consecutive meeting as the third order of business, while open is full form. The minutes of open meetings are included in the next meeting minutes.
- When you ask “Have reports to Pomona and State Grange been duly and promptly made?” This covers quarterly dues reports but also includes year end reports of committees, requests for roster information, survey and any other information requested by Pom or State Grange.
- Are your Committees active and reporting? After elections are completed, the Master selects or appoints the chair for the needed committees, the appointed chair takes over upon Installation of officers and they remain chair until the next election & installation. The Master can appoint their committee or the Chair can make their own selections.
- The Gatekeeper may come into the hall after the completion of the Flag Presentation during the Opening after the Master has rapped the gavel to seat the Grange. (The Gatekeeper should go to the anteroom during the opening ceremony to take the outer gate password from members who arrive late and when candidates go out at the start of the degree.)
- Balloting for candidates may only be done at a regular meeting with a quorum present. Presentation of applications, balloting and obligation/degree work may be at the same meeting.
- Candidates who are waiting for obligation/degree work may come into the hall for the opening.
- The Grange must be opened in full form for Degrees, Obligation Ceremony and Welcome Ceremony, even at a separate Degree Day where all degrees are done on the same day.
- The Obligation Ceremony and Welcome Ceremony may be used in all Granges, but full Degrees (degree means a level in the Grange) are recommended to be viewed or read thru by the Grange. However, since it is harder and harder to get a team together or to take your candidates somewhere else, encourage the Grange to read aloud through each Degree, even one degree at a time at 4 different meetings. This gets everyone involved and is less overwhelming than viewing the degrees all at once. Don’t keep the prospective members waiting. *(There is a Pomona Obligation Ceremony also.)
- Installation of Officers may be handled by your own Grange. Encourage joint installations. There is an alternative Installation Ceremony now available for use, it is about half the length of the original ceremony, but still gives the Officers duties and instructions. The Installation Ceremony could be more informative to the members and the Officers, if each Officer take turns reading the charges at other times besides the Installation meeting. It could be spread out over several meetings giving more time to absorb the messages.
- Encourage community service and participation in the Community Service contest; at least send in the Community Service Report form, even if you are not doing a lot.
- Encourage participation in various contests, attending other meetings, conferences, etc.
- Encourage the Grange to send a listing of upcoming meetings and events for the Maine Grange Bulletin and website, at least two months in advance with reminders. And report afterwards. *Encourage members with internet to subscribe to the Maine State Grange Website.
- Encourage Open House and Booster Night meetings during the year or Grange Month as good Grange promotion. Promote good publicity — Grange newsletter, press, radio, etc.
- There are many published items to help in your work, items may be requested on the National Grange Website or the Maine State Grange website.
- Encourage your membership to get involved with Junior activities (includes ages 5 – 14) even if the Grange does not have a Junior Grange. Children and Grandchildren may join the Junior plus 1 program. Handled at the Subordinate Grange.
- Guest speakers and visitors are welcome to sit in on a meeting even during the full opening. Prospective members may attend a meeting.
~ ~ ~ We wish you much success. ~ ~ ~