«... Name of Lodge or Chapter No. This handbook is intended to remain the property of the Lodge or Chapter. Hence, it should be passed to successive ...»
Name of Lodge or Chapter No.
This handbook is intended to remain the property of the Lodge or Chapter. Hence, it should be
passed to successive Charity Stewards and developed as a permanent record of the Lodge’s or
Chapter’s charitable activities.
This document has been compiled to provide guidance and general information.
Every effort has been made to ensure the accuracy of the information, but it does not constitute legal or professional advice.
FOREWORDCharity and Benevolence are close to the hearts of all Freemasons. Hence, the role of Charity Steward forms a vital part of our fraternity.
As such it requires enthusiasm and flair, balanced with tact and sensitivity.
Charity Stewards need to build relationships of trust with their members and on social occasions, with families and guests.
This handbook has been written with a view to assisting and supporting you in carrying out your duties. It has been designed to be adaptable in order to suit individual and Provincial circumstances and will be developed to meet your future needs.
Much research and effort, by a working group of Provincial Grand Charity Stewards, has gone into its production.
For this I thank them and commend the Charity Steward’s Handbook to you.
Nigel Brown Grand Secretary
INTRODUCTIONThe Charity Steward undertakes one of the most important and rewarding roles in Freemasonry and is held in high esteem.
This handbook has been written:
FOR CHARITY STEWARDS BY CHARITY STEWARDS.It is hoped that it will help you to improve your knowledge and advance your skills and abilities as a Charity Steward. Whether you are newly appointed or experienced, the handbook has been designed to assist you in carrying out your
duties in a number of ways:
First, as a foundation document, it offers a range of basic information about the role of the Charity Steward.
Secondly, as a framework of ideas within which Charity Stewards can develop their skills and abilities to suit individual circumstances.
Finally, as an evolving reference text, but always remembering that further guidance on charity matters can be obtained from Provincial Grand Charity Stewards, the central Masonic Charities, or other sources such as The Charity Commission or Her Majesty’s Revenue and Customs.
This handbook should not be seen as competing with any existing Provincial charity manual, but rather as complementing it.
Whilst the first edition may not provide all of the answers to your questions and needs, with your assistance through constructive feedback, it will be developed as an increasingly meaningful, practical guide and reference source.
To that end, the loose leaf format can be personalised and easily updated.
The Charity Steward’s Handbook Page 2 Revised July 2013
ACKNOWLEDGEMENTSA working group was established by the four central Masonic Charities to produce this Charity Steward’s Handbook.
The result has been enhanced by the support and input of the central Charities, especially Laura Chapman, Chief Executive of The Freemasons’ Grand Charity.
Particular thanks must go to Ray Collings, Fundraising Manager for the Royal Masonic Trust for Girls and Boys, who acted as Secretary to the group, but contributed far more than just administration.
As Chairman, I would like to pay tribute to my working group colleagues, all of whom are serving or past Provincial Grand Charity Stewards and as volunteers have given of their time generously and unstintingly, during formal meetings and through long hours of work at home.
Stewart Cale, East Kent Mike Cumper, Middlesex Max Heath, Bristol John Hockin, Lincolnshire Dick Knifton, Hertfordshire Stuart Lingard, Cambridgeshire Philip May, West Kent Without the input of those acknowledged above, this handbook would not have been created. Your constructive feedback in the future will enable it to grow as an authoritative reference text for you and subsequent generations of Charity Stewards.
Eric McConnell, Cheshire Chairman __________________________________________________________________________________
The Charity Steward’s Handbook Page 3 Revised July 2013
1. THE CHARITY STEWARD
1.1 THE ROLE OF THE CHARITY STEWARD
1.2 SPECIFIC DUTIES
Raising and collecting money
Administering charitable funds…………………………………………...7 Disbursing funds
Organising other charitable activities
Undertaking other duties
2. RAISING AND COLLECTING MONEY
2.1 RAISING FUNDS
2.2 DONATIONS FROM MEMBERS
Regular payment promises
Cash and cheques
Raising money at meetings
2.3 THE IMPORTANCE OF GIFT AID
Using Gift Aid envelopes
Gift Aid and raffles
2.5 FUNDRAISING AT FESTIVE BOARDS AND SOCIAL EVENTS..... 14 Raffles
3. FUNDRAISING IN FESTIVAL
4.1 WHEN A PROVINCE IS IN FESTIVAL
4.2 THE RELIEF CHEST SCHEME
5. DISBURSING MONEY
5.1 CHARITABLE FUNDS
5.2 NON-CHARITABLE FUNDS
5.3 DIFFERENTIATING NON-CHARITABLE FROM CHARITABLE..... 21
6. THE CHARITY STEWARD AND OTHER OFFICERS
6.1 THE WORSHIPFUL MASTER OR PRINCIPALS
6.2 THE ALMONER
6.3 THE TREASURER
6.4 OTHER OFFICERS, BRETHREN, COMPANIONS & FAMILIES..... 22
6.5 THE PROVINCIAL GRAND CHARITY STEWARD
The Charity Steward’s Handbook Page 4 Revised July 2013
7. CENTRAL MASONIC, PROVINCIAL AND LOCAL CHARITIES............. 23
7.1 CENTRAL MASONIC CHARITIES
7.2 PROVINCIAL MASONIC CHARITIES
7.3 LOCAL AND OTHER REGISTERED CHARITIES
THE FREEMASONS’ GRAND CHARITY
7.5 ROYAL MASONIC TRUST FOR GIRLS AND BOYS
7.6 ROYAL MASONIC BENEVOLENT INSTITUTION
7.7 MASONIC SAMARITAN FUND
1 FUNDRAISING IDEAS
2 GIFT AID
3 THE RELIEF CHEST SPECIMEN APPLICATION FORM.............. 34 CHARITIES ACTS – GRAND LODGE GUIDANCE (Feb 2009)....... 35 5 USEFUL CONTACTS
5a USEFUL CONTACTS TEMPLATE
6 CHARITY RECORD
7 FEEDBACK FORM
8 REVISED PAGES INDEX
LEAFLET ‘Guidance Notes/Appointing A Charity Steward’.............. 45 __________________________________________________________________________________
The Charity Steward’s Handbook Page 5 Revised July 2013
1. THE CHARITY STEWARD
1.1 THE ROLE OF THE CHARITY STEWARDThe role of the Charity Steward is to champion all forms of charitable activity within the Lodge or Chapter but, primarily, it involves fundraising.
It should never be undertaken lightly, as it requires a personal commitment of time and effort.
Initiating and leading fundraising within the Lodge or Chapter not only brings financial benefits for Masonic and non-Masonic charitable causes alike, but also affords great personal satisfaction from many uplifting or humbling experiences and a great deal of fun along the way!
The duties and fundraising activities can be undertaken in as many ways and styles as there are Charity Stewards, but a common pathway to success is to build a relationship of trust and goodwill with the membership, by exhibiting expertise and professionalism.
Fundraising priorities will vary according to individual Provinces, Lodges or Chapters and whether or not a Province is in Festival.
Specific duties of the Charity Steward may be summarised as follows:
Raising and collecting money.
Administering funds and keeping them safe.
Disbursing funds as and when required and authorised.
From time to time, organising Brethren or Companions to give of their time and efforts to charitable activities.
Undertaking other duties as directed, particularly during a Festival.
At all times the Charity Steward has to walk a fine line between presenting a compelling case for giving on one the hand and being a nuisance on the other.
Having a regular interaction with the membership will assist in drawing this constantly moving line.
Dependent upon the particular fundraising activity, enlisting the help of others, from influential senior to enthusiastic junior Brethren, wives and partners will often pay dividends.
An explanation of a Freemason’s undertaking to support charity, within his means, is essential for each Candidate at the outset of his Masonic career.
It is important to remember that the raising, administering and disbursing of funds in the name of charity must always be done within the law.
The Charity Steward’s Handbook Page 6 Revised July 2013 1.2 SPECIFIC DUTIES INCLUDE:
Raising and collecting money by:
Presenting compelling cases for giving, without being too forceful, which may deter potential donors, or too passive so as to miss opportunities.
Encouraging regular giving, e.g. through Regular Payment Promises and maximising donations through Gift Aid.
Discussing legacies, as appropriate.
Planning, organising and implementing events and fundraising activities.
Being proactive with novel ideas, but also realistic. Likewise, being reactive to the good ideas of others.
Making regular, interesting reports in Lodge or Chapter.
Ensuring that potential donors are aware of the recipient(s) of each fundraising activity beforehand and the results afterwards.
Administering charitable funds by:
Keeping monies safe and wherever possible, earning optimum interest.
Maintaining accurate records.
Opening a Relief Chest, simplifying administration and maximising charitable investments.
Disbursing funds by:
Obtaining authorisation from the Lodge or Chapter.
Ensuring that members fully understand the limitations of Lodge or Chapter charity accounts and those of the Relief Chest as opposed to the Almoner’s fund, which can be used for a wider range of expenditure.
Recording disbursements as part of the administrative records.
Organising other charitable activities:
Whereby individuals or groups give of their time and efforts for charitable projects and causes.
Undertaking other duties:
Particularly during a Festival (see Festival section).
The Charity Steward’s Handbook Page 7 Revised July 2013
2. RAISING AND COLLECTING MONEY
The principal role of the Charity Steward is to initiate or lead fundraising in the Lodge or Chapter, for Masonic or non-Masonic purposes.
There are many mechanisms for raising money e.g.
Regular Payment Promises (via Standing Orders or Direct Debits).
Gift Aid Donations, enabling tax to be reclaimed on charitable donations.
Various Gift Aid Envelope Schemes.
Fundraising at the festive board and on social occasions.
Fundraising in the street or house to house collections has never been approved.
2.2 DONATIONS FROM MEMBERS Regular Payment Promises, by Direct Debit or Bank Standing Order Charity Stewards should aim to establish and develop a ‘culture of regular giving’ amongst their membership. This is best done through promoting Regular Payment Promises.
Asking the average member to donate several hundred pounds to charity may meet with resistance and perhaps a rebuttal. However, asking the same member to donate just 20p per day, for instance, via a Regular Payment Promise may be much more successful. This small amount equates to £6.00 per month or £360.00 over 5 years.
By committing to Regular Payment Promises, members can elect to donate, via Standing Order or Direct Debit, on a monthly, quarterly, half yearly or yearly basis for a specified or indeterminate period.
A Standing Order is an instruction from an individual to his bank or building society to make regular payments to the charity at specified intervals for a fixed or indeterminate period, until further instructions are given. Once activated the Charity manages the recovery of tax paid on donations via the Gift Aid scheme.
A Direct Debit mandate enables the charity to collect payments on a regular basis from the donor’s account for a fixed or indeterminate period, until further instructions are given. Once activated the Charity manages the recovery of tax paid on donations via the Gift Aid scheme.
Forms for single and regular payments can be obtained from all of the central Masonic Charities, The Freemasons’ Grand Charity Relief Chest and most Provincial Charities.
The Charity Steward’s Handbook Page 8 Revised July 2013 Developing a ‘culture of regular giving’ must begin with an explanation of the importance of charity to new members, which should be undertaken by the Charity Steward before or just after Initiation.
Whilst the Charity Steward should try to persuade every member to participate in regular giving, this must always be done tactfully, bearing in mind individual circumstances. It must never cause offence, as it is much harder to win round an embarrassed potential donor than it is never to have embarrassed him in the first place.