Tag: Grange Elections

By Sherry Harriman,
Maine State Grange President/Master
207 490-1029

Merry Christmas and Happy New Year. 

National Grange Session was a big success held in Sparks Nevada in November. Jim Owens and I were the delegates for a very busy schedule of Grange business and Activities. There were eight Maine folks there for the week. Maine Grangers and Granges received a good number of awards.

Highland Lake #87 and Jonesboro #357 received Granges in Action certificates. 

Twenty-four Maine Granges were recognized for a net gain in membership. The National Grange had a net gain in Membership overall, the first time in years and years.  

Rebekah Hodgson of Jonesboro won 1st and 3rd places in the photo contest and Laurie McBurnie of Willow also received 3rd place for one of her entries. Each received ribbons and a pack of note cards made from the winning entries. Our Junior members also received a couple of winning awards in photo and art contests. Mrs. Swan, Maine’s nominee for Teacher of the Year from Jonesboro Grange received The National Teacher of the Year Award. Walter Boomsma was awarded National Grange Cultivator of the Year for cultivating communications. CONGRATULATIONS to all the recipients. Great job everyone, it was fantastic to see those ribbons and hear Maine called to receive the plaques and certificates. Items will be mailed to the recipients as I won’t be traveling much this winter. 

We had about twenty Grangers come for the instruction meeting on Saturday the 3rd. I was hoping for more but was happy with those who did come out in the rain. We covered some of the floor work for opening and closing, provided and reviewed an assortment of “how to” paperwork on a whole variety of subjects, and answered questions. Sharon Morton, State Secretary explained about Secretaries duties by providing written information also. Thank you to everyone who attended, Richard for setting up, Sharon for the workshop, and Henry for making the coffee & and picking up the doughnuts. 

I am planning to do the same instruction meeting at several places around the state. The State Secretary has agreed to come also, but probably in the spring when the weather isn’t so iffy. Please invite us to your area and get a date set up. I have a couple already. The secretaries will receive a list of available materials I provided on Saturday that can be requested anytime. 

By Sherry Harriman,
Maine State Grange President/Master
207 490-1029

Dec 3, 2022 — 10:00 am to 1:00 pm. we will have an Instruction meeting for Ritualistic Floor Work at State Grange HQ, 146 State St., Augusta. (weather permitting) 

Everyone is invited to attend. Those attending will be practicing the work, by volunteer, also switching around it will not just be State Officers and Deputies.  We will cover:

• Opening & Closing  (Opening the Bible, Presenting the Flag, Introducing Honored Guests)
• How to properly make the Salutation
• Balloting procedure
• Election procedure
• How to handle Motions and following through
• The State Secretary will cover reporting, records, funds, and ordering certificates
• Other suggested Grange business and discussion  

I will also be holding this same workshop/meeting around the State starting in the spring, please invite me to your area or Grange, I would prefer a Saturday meeting during the day but could accommodate an evening if requested.  

Welcome to our 8 new State Grange members who received the 6th degree at our recent State Grange Session. Thank you to the Delegates and Members that attended. I thought the discussions were productive, and I appreciate your participation, input, and respect shown for each other during that part of the meeting. Thank you Bob for moderating. A lot of awards were presented, the Juniors participated, a heartfelt Memorial Service held, very interesting speakers Ann Bercher our National Grange Rep., and Nancy McBrady from the Dept of Agriculture, re-elected Nate Pennell to the Executive Committee and wonderful banquet and luncheon provided. I would like to hear from you what you thought of the schedule and the facilities (yes, I know everyone was cold). Personally, I like it there and plan returning there again next year. There is a lot less work to do to set up for the meeting, degree and sales room plus the price at the previous facility was seven times as much. 

A BIG thank-you to ALL who stepped up to fill in or help out in any way, it was once again a great show of teamwork and helped make a very successful session.  Officers, Deputies, Department Directors, and Committees, thank you for your continued work during the past years, and I am looking forward to working together once again. Thank you to the tellers for election and the Master’s Address committee. Marilyn Stinson and Terry LaCombe-Stevens have stepped down as Co-Junior Directors we sincerely appreciate your years of dedication and hard work to the Junior Grange program, Betty Young will be our new Junior Director. 

The new Department Program Books and Annual Reports were given to the Delegates for your Grange. If you did not have delegates at the session, you may download the programs and reports from the web under “Program Books” or if you want a printed copy, email the office or myself and we will send them to you.  You may request all or just select ones. Agriculture, Community Service, Communications/Web, CWA, Junior, and Lecturers.

By Sherry Harriman,
Maine State Grange President/Master
207 490-1029

September is the time of installations and new Grange year beginnings. With many new officers and more returning to the same positions this is a good time to give everyone some suggestions and instructions for Grange procedure.

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 2013 which has updates through 2019, but whatever year your manual is 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.

1.  Children and Grandchildren may join the State Junior Grange, submit requests to the State Jr. Dir. Stress the importance of beginning meetings on time and ending at a reasonable time.
2. If only seven members are present, the following Officers to be filled are: Master, Overseer, Steward, Assistant Steward or Lady Assistant Steward, Chaplain, Secretary, and Gatekeeper
3. Emphasize the importance of committing parts to memory, (but not required) especially for Opening and Closing, the Obligation Ceremony and Degrees when conferred.
4. Following the manual, instruct proper procedures for Opening and Closing in full form.
5. To open in “full form” means to follow the prescribed Ritual/instructions in the Grange manual, which includes opening the Bible, taking the passwords & reporting, Salute to the Flag, opening the implement case and the Salutation given (prescribed hand salute) and the Charter in the hall.
6. The word “Ritual” means a set routine or pattern of conducting the meeting each time you meet.
7. Demonstrate Grange Salutation. (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.) Demonstrate the Voting Sign.
8. Demonstrate Flag Presentation, Balloting, and Draping of the Charter. Do you need instructions?
9. The Gatekeeper may come into the hall after the completion of the Flag Salute during the Opening after the Master has rapped the gavel to seat the Grange.
10. The Obligation Ceremony and Welcome Ceremony may be used, 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 four 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, encourage its use.)
11. Candidates who are waiting for degree work may come into the hall for the opening. Prospective members may attend a meeting.
12. Stress the importance of prompt advance payment and collection of dues. Encourage the Secretary and the Grange make every possible effort to save a member. Delinquent members should have three notices, one a personal contact before they are suspended.
13. Granges are to keep their by-laws up to date, in writing (a copy to be on file at State Office). Changes must be made with a 2/3 vote of those present and voting of the Grange at a subsequent regular meeting after the initial reading of the proposed change. After the vote to adopt, the changes must be submitted in writing to the State Master for approval, you must write out the current section of the by-law(s) and write out what changes are to be made.
14. 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 each time. (A minimum of 7 members must attend for a quorum to hold a legal meeting.)
15. All funds, regardless of who is holding the money, 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 of different families on each account, and all persons who handle monies are required by our by-laws to be bonded.
16. Do you have a plan for fundraising? What are your needs?
17. 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.
18. The Salutation before the Overseer upon entering or retiring is no longer mandatory at the Subordinate level, though encouraged. It is recommended that this be demonstrated with member participation so that members are comfortable with this procedure. The raps and passwords must be used. Going before the Overseer is still in use at the Pomona level, to leave the meeting.
19. Assist in installing officers of the Granges if possible. Encourage joint installations. 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. 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.
20. There are many published items to help in your work, look on the National Grange website or the Maine State Grange website. Items may be requested to be emailed or standard mail.
21. When you ask, “Have reports to Pomona and State Grange been duly and promptly made?” This covers quarterly dues reports and includes year-end reports of committees, requests for roster information, survey, and any other information requested by Pomona or State offices.
22. 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 remains chair until the next election & installation. The Master can appoint their committee, or the Chair can make their own selections.
23. Guest speakers and visitors are welcome to sit in on a meeting even during the full opening.
24. Encourage participation in various contests, attending other meetings, conferences, etc.
25. Attempt to get 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. Encourage members with the internet to subscribe to the Maine State Grange Website.
26. Promote good publicity — Grange newsletter, press, radio, etc.
27. Encourage Open House and Booster Night meetings during Grange Month or at other times as good Grange promotion.
28. Encourage your members to get involved with Junior activities (includes ages 5 – 14) even if the Grange does not have a Junior Grange

 

By Sherry Harriman,
Maine State Grange President/Master
207 490-1029

RESOLUTIONS are due in the office on August 15, 2022, either email to mainestategrange@myfairpoint.net or standard mail to 146 State St., Augusta 04330. Submit both ways to ensure we receive them. Each Resolution is required to have a title when it is submitted to the office, I cannot give them a title your Grange must come up with one. If you want to make changes to State Grange by-laws, the Title, Article, Section, and sub-section numbers must be included in the resolution with the current wording printed and the suggested change completely written out.  The resolution must be voted on by the Grange submitting the resolution. After August 15th, we then have to print everything and mail all resolutions back to each Grange. This all takes time.  

Just like elections, Granges are required to install their officers usually in September or as soon as practicable after elections. There are not many installation teams traveling the state to perform the ceremony. The Installation Ceremony may be handled by each Grange on its own. There is an official alternative Installation of Officers printed in the new manual that can easily be followed by your members with one person taking charge, all participating, or just a few. This alternative ceremony contains half the words as the original one, which is also in the manual.  

Grange Committees are appointed by the Master and are responsible for organizing and implementing their programs in Subordinate, Pomona, and State Granges. Each level has more responsibilities and activities for the membership. If you would like to serve on a committee, please contact the Master. The State level is also looking for members to get involved with Committees and be Deputies.

• Legislative Committee educates Granges about public policy issues of concern to members and encourages them to take action. 
• Agricultural Committee brings to the Grange’s attention issues affecting agriculture. 
• Lecturer’s Committee assists the Lecturer in the preparation and implementation of programs. 
• Women’s Activities (CWA) conducts projects and contests which encourage the development and use of the member’s skills and talents.
• Youth Committee develops programs and workshops to inform and discuss everyday concerns. 
• Membership Committee is responsible for making sure that recruiting new members is part of all Grange programs and activities.
• Publicity Committee reports information about the Grange’s activities and efforts to the news media.
• Community Service Committee develops projects which improve the quality of life and the community.
• Family Health  & Hearing Committee promotes the Grange health program of deaf awareness and other wellness issues through community outreach and education. 
• Junior Committee provides activities for children in their community that are fun and teaches them the principles and Grange values. 
• Special Committees are appointed for limited periods of time to manage and control special projects.    

This is a good time to remind you that your Grange Secretary’s and Treasurer’s books are to be audited at least once a year, and carrying that out close to installation is the perfect time to get it done. The Executive Committee and/or the Finance Committee of your Grange are the ones to carry out the audit.  Written records should be kept for all accounts in the Grange, receipts, and expenditures. 

Maine State Grange By-Laws:  Article XXI – Subordinate Officers and Their Duties

Section 8.1  It shall be the duty of the Executive Committee of each Subordinate Grange to see that the books of the Secretary and Treasurer and any other funds of the Grange are audited at the end of the fiscal year.      

You will need the  Secretary’s Records and Secretary’s Order Book.  This is the 5×7 book the Secretary writes what bills have come into the Grange and need to be paid with an amount listed. This record book also includes donations made to whom, etc. You will need the Treasurer’s books, checkbook, bank statements, savings book, etc., and receipt book (for funds received from the Secretary).  You compare the Secretary’s minutes and Order Book with the Treasurer’s checkbook and statements for receipts and expenditures.  All items should match between the Secretary and the Treasurer. All Committees of the Grange that handle funds, such as CWA, Lecturer, Chaplain, Bingo, Dinner, Fund Raising, etc., should also keep written records of receipts and expenditures to have audited at the end of the Grange year.

Another reminder, just under half of you have provided your 2023 Roster information.  Even if there were no changes, a report needs to be sent, either the printed form or typed in an email.  During the order of business, the Master asks, “Have the reports to the Pomona and State Granges been duly and promptly made?” This includes this request for information. You may not have every committee in your Grange, but we still need the information you have, especially the meeting day & time, the address of your meeting hall, the Master and Secretary’s names, addresses, and phone numbers. Something I did notice on the ones I have received, several of the Granges have changed their meeting day and/or time. That is a by-law change and there is a proper procedure to make those changes correctly. The changes must be submitted for approval by MSG.  The article, section, and sub-section numbers/letters must be stated in the by-law change request, the current information is completely written out, then the requested change completely written out. All your members must receive a copy of the proposed change(s), and it will be voted on as a motion at a subsequent meeting from when it is first introduced.  After the affirmative vote of the Grange, the same printed information is sent to the State Master for approval.

 

By Sherry Harriman,
Maine State Grange President/Master
207 490-1029

STATE GRANGE SESSION Here it is July already, which means three months away from State Grange, October 20 & 21, 2022 at the Auburn Masonic Hall, 1021 Turner Rd, Auburn. See this for a basic schedule and information. I am very pleased to announce our National Representative at State Session will be Ann Bercher, Lecturer of the National Grange and Master/President of the Minnesota State Grange, I know you will give her a warm welcome.

We are looking for someone to do the Rose Drill for us. Contact Sherry if you are interested.

MASTERS and SECRETARIES – A strong reminder – correct information for Master, Lecturer, Secretary and CWA Chairman listing the address, phone, cell phone, and email address for each, are due to the State Grange Secretary as soon as possible after the election has been held. Please type or print clearly. The Master or Master elect of each Grange selects the Committee
Chairmen for the Grange and informs the Secretary who those people are. The Secretary gets and/or checks the name, address, phone, email, etc. for each of the people involved, please fill in the entire form provided, or email your list to the state office.

RESOLUTIONS are due in the office on August 15, 2022, either email
mainestategrange@myfairpoint.net or standard mail to 146 State St., Augusta 04330. Submit both ways to ensure we receive them. Each resolution is required to have a title when it is submitted to the office, I cannot give them a title–your Grange must come up with one. The resolution must be voted on by the Grange submitting the resolution. After the 15th, we then have to print everything and mail all resolutions back to each Grange. This all takes time.

OFFICER and DEPARTMENT REPORTS are due in the office no later than September 15, 2022 (written or emailed to the office and to my email SHarriman@twc.com). I prefer emailed reports. These dates may seem early but getting everything put together for the session takes time, especially when we have to keep adding on the procrastinators.

The Delegate Registration, Banquet and Luncheon forms, etc., will be sent later in August.

“Look for the Stars” Banquet will be roast pork, meatloaf, potatoes, salad, green beans, applesauce, rolls, brownies & ice cream, coffee, tea, lemonade and water for $14 per person.

The Ag Luncheon will be assorted sandwiches, chop suey, chips, cookies, coffee, tea, lemonade, and water for $8 per person. The deadline for the meal registration and prepaid is October 5, 2022.

Once again, I will remind you, anyone may attend the State Grange Session, as long as you are a Fourth Degree (Subordinate/Community level) Grange member and have the passwords for the gate. (To receive the passwords from your Grange, your dues must be paid.) After the opening on the first day of State Session is completed, we lower to the Fourth Degree and all work is conducted in the Fourth Degree, like your regular Grange meeting you are welcome to sit in at the meeting and listen. Only registered delegate(s), may vote on the issues and elections, but this does not exclude you from attending.