manchester unity friendly society: operational plan for the future

8/9/2019 Manchester Unity Friendly Society: Operational Plan for the Future

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Operational Plan for the FutureResolutions for Society Special Movable Conference

June 2008

1. That the Operational Plan for the Future of the Order set out as Appendix A be approvedand that the Board be authorised to proceed with all the necessary actions to implementthe proposals detailed in the Operational Plan for the consolidation of all Lodges andDistricts on Society.

2. That the Rules set out in Appendix B be approved and registered.

3. That as a transitional provision the Board of Directors is empowered (when GR17A hasbeen registered) to appoint up to four (4) members to the Fraternal Council for a termexpiring at the commencement of MC 2009. Any person so appointed shall be eligible forappointment at MC 2009 under GR17A.

4. That Lodges and Districts will make all necessary decisions and make all arrangementswith Society and take all actions required to complete the consolidation of their assets andliabilities on Society by or before 28 February 2009 in accordance with the details set outin the Operational Plan including the completion of ring fencing arrangements and anyregulations to be registered under proposed Rule GR56. With the approval of the Boardof Directors a Lodge or District may defer the completion of the consolidation process until31 May 2009.

5. That the Board of Directors present to SC 2008 a complete revision of the General Rulesfor approval.

EXPLANATION

(a) The 2006 SC carried the following resolution:

The Board recommends that this Conference supports the principles of the report entitledThe Future of our Organisation 2006 and authorises the Board to take the necessarysteps to draw up a master plan to be submitted to the 2007 Movable Conference with theintention of implementation in the 2008 year.

(b) The Board fulfilled its obligations and submitted a plan to MC 2007. MC approved a 3 partresolution of which the third part read that the Board submits an operational plan togetherwith the required rule changes for approval at a Special Conference to be held in May/June2008.

(c) It was resolved at the MC 2007 to co-opt 4 members and the Secretary of the Order toprogress the development of the plan. At the January 2008 Directors Meeting, the Boardco-opted the following members: PDGM Sis J Oliver (Auckland), PDGM Bro G Allanson(Wanganui), PDGM Bro J Simpson (Nelson) and PG Bro M Hay (Wellington).

(d) The proposed rule changes are to cover actions and decisions likely to be required beforeSC in October 2008 when a complete revision of the General Rules will be presented.

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Operational Plan for the FutureIndex

Section One: Structure for the Future - Creating a New Organisation

Introduction PAGE

1 The Future of our Organisation 92 Manchester Unity New Zealand (MUNZ) 93 Allocation of Wealth of Lodge and District Funds to Members 94 Consolidation 9

Investments5 National Investment Team 96 UFS 107 Land and Buildings (Properties) 118 Shares 129 Fixed Interest Investments 1310 Mortgages 1411 Cash at Bank and Society Deposits 1412 Fixed Assets 14

Lodges Data Processing & Accounting After Consolidation with MUNZ13 New Members 1414 Payment of Benefits 1515 Death of a Member 15

16 Members Share Funds 1517 Sick Pay 1518 Sick Pay (Permanent) 1519 Members Other Financial Entitlements 1520 Dues Notices 1621 Overdue Accounts 1622 Dues Payments 1623 Payments from MU Credit Union Accounts 1624 Payment of Expenses 1725 Lodge Annual Returns 1726 Management Fees 1727 Payments by Members for Special Funds (Charitable) 17

Consolidation onto MUNZ of District & Lodge assets, share funds and liabilities(consolidation)28 Consolidation 18

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Section One: Structure for the Future - Creating a New Organisation

Introduction

1. The Future of Our Organisation

1.1 The proposal by the Futures Committee revolves around three main initiatives; Structure for the future - Creating a new organisation Rejuvenating fraternal guardianship Concentrated membership drive - Attracting new members

2. Manchester Unity New Zealand (MUNZ)

2.1 The proposed trading name will be Manchester Unity New Zealand. This is nothingreally new as many of our members already refer to Manchester Unity now andothers also know us by this name. New Zealand is added to give more of acorporate name comparable to other competing financial institutions.

2.2 Our full name, Manchester Unity Friendly Society will be retained and registered.Similarly all required Districts and Lodges will continue to have their namesregistered. Fraternal Districts and Lodges will retain their Committees ofManagement structures similar to those operating today.

3. Allocation of Wealth of Lodge and District Funds to Members

3.1 The Society presently has funds of $77m and the combined funds of the Districtsand Lodges is approximately $26m. There is more than $8m or so at District andLodge level that has been held as reserves and not allocated to individual member

funds. There are also a number of District and Lodge properties that have not beenre-valued and a portion of the unrealised gain allocated to individual member funds.

3.2 It would have been preferable if members had been systematically and regularlyallocated the wealth of their Lodges and Districts. It seems now only fair that thereserves be allocated to the members by converting these funds into member sharefunds. On the recommendation of the Board, the Districts and Lodges should alsorecommend a cash distribution to members prior to the finalisation of member sharefunds.

4. Consolidation

4.1 After completion of 3.2 above, all District and Lodge funds are to be consolidated onSociety. This will eliminate significant overheads. Management and governancetime can be redirected for the greater benefit of the members.

Investments

5. National Investment Team

5.1 An investment team shall be formed to manage the total investment portfolio of

MUNZ. The Board shall appoint the Investment Team which shall comprise up tothree members supplemented by advice from external advisors. All investmentsshall be approved by the Board and shall be held in the name of the Trustees.

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5.2 The asset allocation (i.e. split of our investments over various categories), andexposure levels for individual investments shall be set by the Board.

6. UFS

6.1 All existing rights and benefits under the UFS regime shall remain with the Lodges.

Each UFS pharmacy is owned by a number of kindred friendly societies and iscontrolled by a Board of Management (BOM).

The Districts and Lodges will retain the existing protocol for fraternalappointments including the method of election of the representatives to the UFSBOM.

6.2 The Lodge UFS investment consists of either:

A Lodge investment in the UFS property and pharmacy

A Lodge investment in UFS property only, as the pharmacy has either beenclosed or sold

6.3 A small number of Lodges have arrangements with non UFS pharmacies whichprovide our members with more opportunities to obtain discounts.

6.4 It was originally envisaged by the Future Committee that the investments in the UFSpharmacies would be ring fenced and managed by MUNZ in trust for the membersof the Lodges concerned. However after further deliberations and feedback fromcertain Lodges, the following procedures will apply:

The existing $ investments as shown in the Lodge accounts will be recorded inthe MUNZ accounts.

The annual distributions (dividends, interest, or special distributions) or in thecase of UFS property investment only, distribution of net rental income, will bebanked direct to the Fraternal Bank account by the Fraternal Administrator.

The Lodge Fraternal Board of Management will advise the Fraternal Manager ofthe intended method of distribution to the applicable Lodge members i.e. cash orcredit to the share funds and this will be carried out under the direction of theMUNZ Finance Manager. On completion the Fraternal Manager will arrange toreimburse MUNZ.

The Fraternal Council will be advised how the annual distributions have beenaccounted for. Where a close down or sale of a UFS is contemplated the Lodgewill notify the Fraternal Council and MUNZ Board who may advise and assist inthe process if required.

6.5 For those lodges where other external (non UFS) pharmacies are involved, thesewill be reviewed on a case by case basis to ensure continuity of the existingarrangements.

6.6 We believe that the procedures outlined above will address the concern expressed

by a number of Lodges as to how MUNZ ensure the members benefits would beprotected.

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7. Land and Build ings (Properties)

7.1 On a national basis there is considerable wealth tied up in unrealised gains in realproperty and other assets that have not been allocated to the members. It would beeasy to say lets sell all the Lodge and District properties and distribute the proceeds(including significant realised gains on sale) to the members. It is not that simple aswe have a combination of investment and operating properties.

For clarification the property position is as follows:

There are three types of property ownership:

Investment properties Investment properties with Lodge meeting halls Lodge / Credit Union agency with Lodge meeting room included.

Some Lodges operate out of rented properties:

Rented Lodge premises Rented Credit Union premises with sub lease to Lodges Rented Christchurch Business Agency Rented Lodge meeting rooms

Some Lodge Secretaries operate from their private residences.

Decision Process

7.2 Given the diversity of properties held the Chief Executive will visit the relevantDistricts and Lodges and will prepare a report on the Fraternal and commercial useand options relating to each property.

7.3 In addition the Board shall take outside professional advice as follows:

The Board shall enter into a contract with DTZ, a Registered Property Valuer, tovisit and provide independent market valuations for all properties owned by theDistricts and Lodges

DTZ would provide or obtain suitably qualified personnel to provide a report onthe deferred maintenance necessary on each of the properties. It may benecessary to obtain structural reports for the properties held.

DTZ would review the rental agreements and compare them with market rentalsfor similar types of buildings in the property locations

DTZ would be asked to provide their written assessment as to whether theproperty should be held as an investment or sold Professional fees shall be paid by the Society

7.4 After completion of 7.2 and 7.3, the Chief Executive shall prepare arecommendation to the relevant Districts, Lodges and to the Board.

7.5 There will be a transfer date established for the consolidation of all Districts andLodges assets and liabilities onto MUNZ. In the case of properties however adifferent approach will be adopted as it is acknowledged that it is going to take timeto deal with each property situation to maximise the benefits to members.

7.6 If all matters pertaining to a property have not been resolved at consolidation datethen the Lodge will transfer the property at the market value to MUNZ. MUNZ will

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ring fence the property and hold it in trust for the benefit of the Lodge membersconcerned.

7.7 At consolidation date it will be necessary to split the market value of the property asfollows:

Lodge property member share funds- The opening balance shall represent 65%

of the market value of the property at consolidation date Lodge property revaluation fund The opening balance shall represent 35% of

the market value of the property at consolidation date

7.8 The financial transactions are treated as follows:

Annually the property will be valued and the unrealised gains/losses will betransferred to the Lodge property revaluation fund

All expenses incurred relating to the running of the property will be debited to theLodge member share funds

Rental and other property income will be credited to the Lodge member share

funds

7.9 The yearly appropriation set by the Directors will only apply to the Lodge membershare funds and will take into account the cash transactions described above.There will be noappropriationto either theLodge property member share fundsor the Lodge property revaluation fund.

7.10 Should a separate bonus appropriation be set in any year this will only apply to theLodge member share funds.

7.11 The Lodge Trustees may determine the amount to be transferred from the Lodgeproperty revaluation fundto theLodge property member share funds .

7.12 The Lodge property member share fundtogether with the Lodge membersshare fundwill be paid out on death, or as otherwise prescribed in the LodgeRules.

7.13 Lodge members benefits are not locked in at the date of consolidation onto MUNZ.

8. Shares

8.1 A number of Districts and Lodges hold shares as a part of their equity investmentportfolio.

8.2 Prior to transfer date, Lodges shall sell existing share holdings.

8.3 If for any reason it is not possible, to realise a fair value prior to consolidation onSociety, then expert advice shall be obtained by MUNZ from First New ZealandCapital who shall advise on the appropriate course of action.

8.4 Any remaining shares held by Lodges at the date of transfer to Society will bevalued by First New Zealand Capital (at Societys cost) and acquired by MUNZ atthat date along with other assets being transferred.

8.5 Any shares that may be transferred to MUNZ, pursuant to clause 8.4 above, shallbe dealt with in accordance with MUNZ current investment policy as determined bythe Board.

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8.6 The Lodge members benefit from this method as the member share funds arecreated and locked in at the date of consolidation onto MUNZ.

Al ternative Method

8.7 If the Lodge decides to retain the share portfolio, MUNZ will ring fence the portfolioand hold it in trust for the benefit of the Lodge members concerned.

8.8 Ring fence in this context means holding the existing share portfolio for potentialgain over a specified time frame not exceeding 2 years. It is not envisaged thatfrequent trading of equities will occur in this period.

8.9 At consolidation date First NZ Capital will value the portfolio.

8.10 At consolidation date it will be necessary to split the market value of the shares asfollows:

Lodge equities member share funds - The opening balance shall represent 75%

of the market value of the shares at consolidation date Lodge equities revaluation fund The opening balance shall represent 25% of

the market value of the shares at consolidation date

8.11 The financial transactions are treated as follows:

Monthly the portfolio will be valued and the unrealised gains/losses will betransferred to the Lodge equities revaluation fund

All expenses incurred relating to the running of the portfolio will be debited to theLodge member share funds

Dividends and capital distributions will be credited to the Lodge member sharefunds

8.12 The yearly appropriation set by the Directors will only apply to the Lodgemembershare funds and will take into account the cash transactions described above.There will be noappropriationto either theLodgeequities member share fundsor Lodge equities revaluation fund.

8.13 Should a separate bonus appropriation be set in any year this will only apply to theLodge member share funds.

8.14 The Lodge Trustees may determine the amount to be transferred from the Lodgeequities revaluation fundto theLodge equities member share funds .

8.15 The Lodge equities member share fundtogether with the Lodge members sharefundwill be paid out on death, or as otherwise prescribed in the Lodge Rules.

8.16 Lodge members benefits are not locked in at the date of consolidation onto MUNZ.

9. Fixed Interest Investments

9.1 These include Government stock, local authority stock, corporate bonds, bankbonds and capital notes.

9.2 Fixed interest investments held by Districts and Lodges at the transfer date shall bevalued by First New Zealand Capital and transferred to MUNZ at market value.

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10. Mortgages

10.1 Subject to a satisfactory due diligence inspection any mortgages held by Districtsand Lodges at the transfer date shall be taken over by MUNZ at an agreed value.The agreed value will take into account, but not limited to, such things as thesecurity offered, the mortgagers credit history, current interest rate and interestreview dates.

10.2 If for any reason the mortgage does not meet MUNZ criteria for purchase, theposition will be negotiated on a case by case basis.

11. Cash at Bank and Society Deposits

11.1 These shall be taken over by MUNZ at the transfer date.

12. Fixed Assets

12.1 All fixed assets shall be acquired by MUNZ for their book value at transfer date fromthe Districts and Lodges. However, possession of such things as Regalia, furnitureand fittings shall remain the possession of the Districts and Lodges.

Lodges Data Processing and Accounting after Consolidation with MUNZ

The administration and accounting for all members shall be carried out by the MUNZ finance andaccounting team.

13. New Members

13.1 New members will come from two main sources:

Fraternal Administrator (FA)The Fraternal Administrator will be able to sign up new members directly for anyof the MUNZ products as they will have Authorised Representativeaccreditation. When signing up these members the Fraternal Administrator willmake the member aware of other MUNZ benefits (e.g. holiday accommodationand UFS). They will also find out if the member is interested in attending Lodgemeetings and make them aware of any Fraternal functions the Lodge hasplanned. (Refer Fraternal Administrator Position Description Clause 3.2).

Business/MarketingNew members will also be introduced via the business/marketing side of MUNZ.These members will have purchased MUNZ products but may have littleknowledge of the fraternal aspect of the order.

13.2 Each month the Fraternal Administrator will receive a report from MUNZ of all newmembers living in their area. It is the FAs responsibility to contact these membersand make the member aware of other MUNZ benefits (e.g. Holiday Accommodationand UFS). They will also find out if the member is interested in attending Lodgemeetings and make them aware of any fraternal functions the Lodge has planned.At the same time they should check that the member is aware of our other productsand if possible encourage the member to take up any applicable product. (ReferFraternal Administrator Position Description Clause 3.6)

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13.3 The Fraternal Administrator will report to the Fraternal Manager on their follow upactivities taken with each new member (there is a flow on of this information to theFraternal Council). (Refer Fraternal Administrator Position Description Clause 3.6)

14. Payment of Benefits(Share Funds, Sick Pay incl. Annuities and Funeral)

14.1 Any Lodges that still administer the above funds shall, at the transfer date,transfer those funds to MUNZ, and all future administration will be undertaken byMUNZ.

15. Death of a Member

15.1 On the death of a member, once the correct documentation is received, allpayments due to the members estate will be made directly by MUNZ to the estatesadministrator.

16. Members Share Funds

16.1 Member share funds shall be transferred to MUNZ in the name of the individualmember and shall remain registered in the name of the individual member. Thecurrent rules applying to the member share fund shall continue to be applied afterthe transfer to MUNZ.

16.2 Payment to estates shall be made including a percentage appropriation for thecurrent year in line with MUFS current policy. Appropriations shall be allocated tothese funds at a rate determined annually by the Board of Directors.

16.3 Where the share fund rules allow for a discretionary payment of the annualappropriation and/or capital to a member during that members lifetime, if requestedby the member, then this discretion shall remain.

17. Sick Pay

17.1 Where a Lodge holds sick pay funds that have not been converted tomember share funds, the liability for these funds will be transferred to MUNZ.MUNZ will continue to receive the contributions and will undertake the futureadministration of the fund in accordance with any existing rules relating to their

payment. Appropriations shall be allocated to these funds at a rate determinedannually by the Board of Directors.

18. Sick Pay (Permanent)

18.1 MUNZ will make the payments when they fall due.

19. Members Other Financial Entit lements

19.1 Where a Lodge holds a funeral fund and/or special funds in addition to any

Funeral Assistance Benefit that a member has contributed to, the liability for thesefunds shall be transferred to MUNZ. MUNZ will undertake the future administrationof them in accordance with any existing rules relating to their payment.

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Appropriations shall be allocated to these funds at a rate determined annually by theBoard of Directors.

20. Dues Notices

20.1 The quarterly members dues notices shall be printed, electronically folded,

inserted in to envelopes together with Fraternally Yours and other Lodge/Districtinformation and mailed from Wellington. Any Lodge/District wishing to have anyadditional information sheet included will need to have this submitted in electronicform prior to dues preparation. Overdue reports will immediately be available inPhoenix for FAs to review and take the appropriate action.

20.2 Combined Mailings. After consultation with mail contractors we are advisedthat it is not practical to attempt electronic combined mailings. Currently someFinancial Secretaries combine family dues notices to a single address (even wherethe members actual address is elsewhere). If it is desired that dues notices are tostill go to this alternate address it will be necessary for the Fraternal Administratorsto advise MUNZ that these members have two addresses, one for dues notices andone for the members actual address. This will ensure that the dues notice will still goto the person paying the account.

21. Overdue Accounts

21.1 The Fraternal Administrator will receive monthly a report detailing the membersname and contact details, the amount over due and the period it has been over due.The FA will contact the member and find out if there is any reason as to why thepayment has not been made. If the member is having difficulty then they will see ifassistance is necessary and make the appropriate contacts to help the member. At

the end of each month the FA will send to the Fraternal Manager a report showingwhat action they have undertaken in respect to each members arrears. (ReferFraternal Administrator Position Description Clause 3.5)

22. Dues Payments

22.1 Members will have MUNZ address on their dues notices to encourage thepayments to be sent direct to MUNZ for processing. Members will also beencouraged to use electronic methods to make dues payments such as directdebits, internet banking and telephone banking.

22.2 Where members wish to pay their dues directly at lodge level they may still be ableto do so depending on the employment contracts and location of the individualFraternal Administrator. The FA will receipt these dues, bank them to the MUNZaccount and submit the details to MUNZ in electronic form as is now being done bya number of Lodges. (Refer Fraternal Administrator Position Description Clause3.3)

23. Payments from MU Credit Union Accounts.

23.1 The Fraternal Administrator or MUNZ prepare quarterly a list of members whowish their dues to be paid from their MU Credit Union accounts where that Credit

Union processes on MUNZ Phoenix. MUNZ will undertake the transaction, processthe dues received and advise the FAs of any member whose dues were not paid

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because of insufficient funds, account closed or such other reason. This system canbe used for members wanting dues paid monthly, quarterly, six monthly or annually.

24. Payment of Expenses

24.1 The Fraternal Administrator is responsible for the payment of all the administration

expenses, of the Lodge/s and any Fraternal District in their area. These paymentswill be made from the bank account under their control and funded by MUNZquarterly. These expenses and the related documentation will be recorded in themanner prescribed by MUNZ. A full report of the expenses paid will be made to theMUNZ Finance Manager and the Fraternal Manager on a monthly basis. (ReferFraternal Administrator Position Description Clause 8)

24.2 Should the Lodge have charitable fund raising or receive funds from the UFSthen the funds received and the payments made relating to these activities will alsobe recorded appropriately and reported monthly as instructed. (Refer FraternalAdministrator Position Description Clause 9.1)

25. Lodge Annual Returns

25.1 The MUNZ Finance Manager shall assume the role of Treasurer for eachLodge. Accordingly the Finance Manager shall prepare and sign off the LodgeAnnual Return (LAR).

25.2 The LAR will show the following as at the 31stof May each year. The bankaccount balance will split into:

Fraternal funds held at balance date

Charitable funds held at balance date UFS distributions received and being held pending any distribution decision by

the Lodge

25.3 A schedule of unpaid fraternal expenses, as at balance date, will be prepared andsubmitted to the MUNZ Finance Manager for inclusion in the Financial Statementsof MUNZ.

26. Management Fees

26.1 It is acknowledged that there is a considerable range of management fees

charged to members and while it would be prudent to ultimately have one consistentfee, the Future Committee recommend that existing management fees would beretained meantime, but reviewed at a later date.

26.2 All management fees shall be paid to MUNZ as part of the members duespayments. These funds will form part of the national funding of fraternal activities.

27. Payments by Members for Special Funds (Charitable)

27.1 Where members contribute to a Lodges Special (Charitable) Fund/s theircontributions will remain and be paid to MUNZ as part of the members duespayments. At the end of each month the funds received will be paid to the Lodgesbank account for inclusion in the Lodges charitable activities.

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Consolidation onto MUNZ of Distr ict and Lodge Assets, Share Funds and L iabilities(Consolidation)

28. Consolidation

28.1 The Finance Manager and the accounting team are responsible for the

consolidation process.

MUNZ will discuss with Districts and Lodges the transfer process with aconsolidation date by or before 28 February 2009.

A detailed timetable, consolidation procedures and consolidation schedules willbe issued by the Finance Manager.

The Finance Manager and members of the team will be available to visitDistricts/Lodges, if required, to assist in the process.

28.2 The Lodge Trustees will approve and sign the Lodge consolidation schedules priorto them being forwarded to MUNZ.

28.3 Documentation relating to the change in asset ownership will be provided andsigned by the Lodge Trustees and forwarded to the MUNZ Trustees.

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Section Two: Rejuvenating Fraternal Guardianship

Fraternal Counci l

1. Introduction

1.1 The Fraternal Council concept has been created to promote the Fraternal andSocial activities of Manchester Unity New Zealand (MUNZ), both within the currentmembership and to new or potential members, and to encourage greaterparticipation. To achieve this objective the council will have a system in place toensure funding is available.

1.2 The Fraternal Council is independent of the Board of Directors. That Boardoversees the financial and business activities of MUNZ.

2. Composition of the Fraternal Council

2.1 The Fraternal Council will comprise the Grand Master (Chairman), Deputy GrandMaster, Fraternal Manager (Executive Members) and up to four Fraternal Councilmembers.

2.2 The Grand Master and the Deputy Grand Master may also be Directors on theBoard.

2.3 Apart from the Fraternal Manager, all other positions on the Council are for a twoyear period and all members appointed, shall be installed at Movable Conference.All Members appointed shall be eligible for re-appointment at the end of their twoyear term.

2.4 Fraternal Council Membership is considered to be a most prestigious position withinMUNZ. Regalia will be provided for all Fraternal Council Members.

3. Appointments

3.1 The Grand Master and Deputy Grand Master are elected at Movable Conference.The Fraternal Manager is appointed by the Board of Directors.

3.2 The Executive Members will call for expressions of interest from the membership forthe positions of Fraternal Council Members. The Executive Members are

responsible for making a recommendation to Movable Conference for thoseappointments having regard to the following criteria.

a) Integrity and high standing within Manchester Unity/Communityb) Proven leadership skillsc) The ability to establish rapport with othersd) Having a compassionate and caring attitudee) Flexibilityf) Excellent communicator, verbal and writteng) Preferably experienced in strategic planning

3.3 In order to achieve a well balanced Council, it may be necessary to giveconsideration to a wide geographic and demographic representation.

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3.4 Any vacancy in the Fraternal Council Members shall be filled by an appointmentrecommended by the Executive Members.

4. Member Voting

4.1 The members of the Council shall each be entitled to vote at the meetings of the

Fraternal Council.

4.2 The meeting quorum shall be four Council members, two of which will be ExecutiveMembers.

5. Fees and Expenses

5.1 With the exception of the Fraternal Manager, members of the Council will be paid afee to be determined by the Movable Conference upon recommendation of theBoard. These fees together with all expenses associated with the Fraternal Councilwill be funded from MUNZ.

6. Council Meetings

6.1 The Council will meet quarterly with each meeting being held in a different locationwith all meeting dates to be co-ordinated by the Fraternal Manager under thedirection of the Grand Master. At the conclusion of those meetings the Council willattend and make a verbal report back to a combined lodge meeting of that areawhere practical. In the event that a situation arose and the FM deemed it necessaryto call an urgent meeting outside of the normal meeting times then they at theirabsolute discretion has the ability to co-ordinate a further meeting as they deem fit.

6.2 The Fraternal Council shall have prepared a report of the Council proceedings(Council Report). E-mail copies shall be sent to each Fraternal Administrator whoshall distribute them (by e-mail or hard copy) to the respective Lodges/Branches.

6.3 The Grand Master will forward a copy of the Council Report together with any otherrelevant information to the Board of Directors.

6.4 Minutes of the Council meetings will be compiled and distributed to CouncilMembers and the Board of Directors.

6.5 The Grand Master will report after each quarterly meeting to the Board of Directors

on the progress of the Fraternal Council.

6.6 The Fraternal Council shall have prepared an Annual Report for presentation ateach Special and Movable Conference, addressing the performance of the activitiesunder the Councils control and direction during the previous financial year and anyother matter the Council considers appropriate.

7. The Business of the Council

7.1 Receiving the report of the Grand Master.

7.2 Operating a Fraternal strategic plan with a view to encouraging greater membershipparticipation within the current membership, plus to promote Fraternal activities tonew or potential members.

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7.3 On or before 28 February each year the Fraternal Manager will submit to the

Fraternal Council for their review and approval the Annual Lodge Fraternal ActivityPlan, the estimated financial costs of these activities and the quarterly fundingrequirements.

7.4 The Council will consider for approval the funding request to be submitted to the

Board of Directors. Funding will cover the period from 1 June to 31 May.

7.5 The Council will receive the detailed report of the Fraternal Manager covering theFraternal activities carried out for each lodge for the quarter period, including thelevel of satisfaction expressed by the members.

7.6 The Council will receive the report from the Fraternal Manager covering the monthlycombined Lodge financial reports on the costs of the social and fraternal activitiesfor the period, the under or overspend of the funding and funds on hand. Thecharitable activities including fund raising and grants made will be included as aseparate report.

7.7 Should additional Fraternal Activity Plan funding be necessary over and above theoriginal funding approved by the Board, the Council will consider therecommendation of the Fraternal Manager to submit a further funding request to theBoard.

7.8 Other specific funding requests recommended by the Fraternal Manager from timeto time will be considered for approval by the Council.

7.9 Receiving the report of the Fraternal Manager on the membership numbersincluding a report on the new members for the period and the follow up action takenby the Fraternal Administrator.

7.10 Receiving the report of the Fraternal Manager on visits to the various Lodgespromoting National Fraternal and Social activities.

7.11 Receive such other reports as the Council considers appropriate.

7.12 Receive reports on membership assistance including hardship and medical SBERFassistance.

7.13 Providing guidance to the Lodges in maintaining a high standard of ritual andmeeting procedures.

7.14 Co-ordinating the Grand Masters and Council Members visits to the Lodges andAnnual General Meetings.

7.15 Promotional activities including judging the annual Educational Scholarships.

7.16 The Council will award the prestigious White Star Merit Jewel and other appropriatemembership awards.

7.17 Recommend to Movable Conference any rule changes relating to Fraternalactivities.

7.18 At the conclusion of the Fraternal matters the Grand Master will present a brief

Board report covering the latest financial results of MUNZ. The Chief Executive willprovide a report to the Grand Master to facilitate this presentation.

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7.19 The Council will provide an environment to identify our future leaders including thepath for progression to the supreme position of Grand Master. Based on therecommendation of the Council, the Board of Directors will arrange funding forexternal development of these members.

7.20 The Council will oversee the arrangements for the Ceremonial and Fraternalactivities at Movable Conference.

7.21 The Council may transact any other Fraternal business that it may deemappropriate.

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Fraternal Manager Position Descrip tion

1. Introduction

1.1 The Fraternal Manager is the Guardian of the Fraternal and Ritual activities.

1.2 The Fraternal Manager is appointed by the Board of Directors.

1.3 The Fraternal Manager is the key link between the Fraternal Council and FraternalAdministrators, ensuring that consistency and high standards are maintained.

1.4 The Fraternal Manager shall be entitled to attend and speak at any DistrictConference, AGM or Management meeting and any Lodge or Branch meeting orManagement meeting.

1.5 The Fraternal Manager shall have direct access to all members; likewise allmembers shall have direct access to the FM when required.

2. Primary Responsibilit y

2.1 To provide sound leadership to foster the development and co-ordination of theCeremonial duties and Fraternal activities of Manchester Unity New Zealand.

3. Ceremonial Duties

3.1 The Fraternal Manager will have or develop an understanding of Ritual and whererelevant take part and display that expertise. Provide advice and guidance on theCeremonial Duties as required.

3.2 Carry out the Ceremonial Duties as Fraternal Manager at the Special and MovableConferences; particularly in regard to the (biannual) installation of the Grand Masterand Deputy Grand Master.

3.3 Support the Grand Master on visits to Districts, Lodges and other such visits asapproved by the Fraternal Council.

3.4 Ensure that the Regalia, Jewels and Emblems are properly recorded and secured atthe Society Office. Arrange for these to be made up with the appropriate ribbonsand distributed as required.

3.5 Arrange and co-ordinate the various Degree meetings, ensuring the appropriatewarrants are issued.

3.6 Carry out any other Ceremonial Duties as requested by the Grand Master.

4. Fraternal Managers Council Responsibilit ies

4.1 The Fraternal Manager will be an Executive Member of the Fraternal Council.

4.2 It is the responsibility of the Fraternal Manager to arrange venue sites, arrangenotice of meetings, prepare the meeting agenda, arrange the minute secretary and

the distribution of the minutes to the Council Members and Board of Directors.

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4.3 On or before 28 February each year the Fraternal Manager will submit to theFraternal Council for their review and approval the Annual Lodge Fraternal ActivityPlan, the estimated financial costs of these activities, and the quarterly fundingrequirements.

4.4 The Fraternal Manager will submit the approved funding request to the Board ofDirectors. Funding will cover the period from 1 June to 31 May.

4.5 The Fraternal Manager will submit a detailed report to the Council covering theFraternal activities carried out for each lodge for the quarter period, including thelevel of satisfaction expressed by the members.

4.6 The Fraternal Manager will submit a report to the Council covering the monthlycombined Lodge financial reports on the costs of the social and fraternal activitiesfor the quarter period, the under or overspend of the funding and funds on hand.The charitable activities including fund raising and grants made will be included as aseparate report.

4.7 Should additional Fraternal Activity Plan funding be necessary over and above theoriginal funding approved, the Fraternal Manager will submit a recommendation tothe Council for approval. If approved this further funding request would be submittedto the Board.

4.8 The Fraternal Manager may from time to time make recommendations of otherspecific funding requests for consideration and approval by the Council.

4.9 The Fraternal Manager will provide a report which will include new members for thequarter period and the follow up taken by the Fraternal Administrators with thesemembers.

4.10 The Fraternal Manager will report on visits to the various Lodges promoting national

Fraternal and Social activities.

4.11 The Fraternal Manager will provide reports on membership assistance includinghardship and medical SBERF assistance.

4.12 The Fraternal Manager will prepare a report of the Council proceedings and e-mailcopies to the Fraternal Administrators plus publish the report on the MUNZ Website.

4.13 The Fraternal Manager shall prepare a draft of the Annual Report to submit to theFraternal Council for the presentation at the Special and Movable Conferences.

4.14 The Fraternal Manager will call for and receive nominations for the prestigious

White Star Merit Jewel and submit to the Council these nominations forconsideration.

4.15 The Fraternal Manager will call for and receive applications for the AnnualEducational Scholarships and submit to the council those applications forconsideration.

5. Fraternal Administrator Relationships

5.1 The Fraternal Manager is responsible for the supervision of the Annual LodgeFraternal Activity Plan. The Fraternal Administrators report directly to the FM and

are accountable for carrying out their duties in line with the Annual Lodge FraternalActivity Plan and the FA position description.

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5.2 The Fraternal Manager will provide assistance, guidance and training for the newlyappointed Fraternal Administrators. Training will be an integral part of the AnnualLodge Fraternal Activity Plan, enabling the FAs to maintain a high performancestandard.

6. Annual Lodge Fraternal Activ ity Plans

6.1 The detail relating to the preparation of the Annual Lodge Fraternal Activity Plan isincluded in the Fraternal Administrator position description.

6.2 The Fraternal Manager will be responsible for reviewing the Annual Lodge FraternalActivity budget for each Lodge, arrange approval by the Fraternal Council, andcontrol the funding to the Lodges from Manchester Unity New Zealand and monitoractivity progress against the plan.

7. Other Duties

7.1 Establish and maintain communication where appropriate at all levels of the Society,Districts and Lodges/Branches.

7.2 Establish and maintain relationships with District Grand Masters, Noble Grands andManagement Committee Members.

7.3 Acquire an understanding of the Ritual (where appropriate), the General Rules ofthe Society and the Friendly Societies and Credit Unions Act 1982.

7.4 Assist in updating rules for Society, Districts and Lodges where necessary.

7.5 Appropriately acknowledge any District or Lodge special celebrations, bereavementor other occasions that are brought to their attention.

7.6 Attend District Conferences, Lodge or Branch Annual General Meetings and othersuch occasions, as approved by the Chief Executive.

7.7 Analyse requests for grants from the Society Benevolent Emergency Relief Fundand make recommendations to the Chief Executive and provide reports to theFraternal Council.

7.8 Take part in ANZ Council and United Friendly Society meetings at the request of theBoard.

7.9 Liaison with the Registrar of Friendly Societies where necessary.

7.10 Foster close relationships with Kindred Societies.

7.11 Ensuring a network is maintained for receiving contributions for the nationalNewsletter and co-ordinating the input.

7.12 Creating an environment to gain creative ideas, evaluating them and disseminatingthem to the appropriate groups.

7.13 Ensuring that the authority for assisting members is handled at the appropriate

level.

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8. Other Responsibilit ies Not Included In This Position Descrip tion

8.1 The Chief Executive may require from time to time other responsibilities in additionto the Ceremonial and Fraternal duties described in this position description. Thesewill be undertaken after due consideration and mutual consent of both parties.

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Fraternal Administrator Position Description

1. Introduction

1.1 With the Districts and Lodges financial consolidation on to Manchester Unity NewZealand and the data processing and accounting for all members being carried outat Manchester Unity New Zealand level, there will no longer be a requirement for a

Lodge Financial Secretary.

1.2 The Fraternal Administrator will assume the key executive role at Lodge level. Theemphasis of this position is not so much financial but is directly related to theFraternal aspects and the general welfare of our members.

A Fraternal Administrator may be responsible for several Lodges.

The Fraternal Administrators are employed by MUNZ and are appointed by theChief Executive in consultation with the Fraternal Manager and the Lodge orLodges.

1.3 The Fraternal Administrator will be the initial point of contact with the members,particularly those who participate in Lodge and Fraternal activities. They will beavailable to give members general advice and refer members on to Governmentagencies if it is required.

1.4 The Fraternal Administrator will have remote computer access to maintainmembership records. The FA will follow up overdue accounts as is necessary andassist with any matters relating to the members accounts.

1.5 Fraternal Administrators will exhibit the following criteria: Integrity and high standing within Manchester Unity/Community

Proven leadership skills The ability to establish rapport with others Having a compassionate and caring attitude Flexibility Excellent communicator, verbal and written An appreciation of financial administration Computer literacy Either hold an Authorised Representative Accreditation Status or

undertake and complete the training required to qualify as anAuthorised Representative within a reasonable time

2. Primary Responsibilit y

2.1 To provide local leadership for the direction and coordination of the Fraternalactivities of the Fraternal Districts and Lodges.

3. MembershipThe Fraternal Administrator will:

3.1 At all times maintain the confidentially of any members personal information thatmay come to their attention with the exception of passing on relevant information for

a SBERF application.

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3.2 Acquire a good knowledge of MUNZ products and benefits so that they may, whendealing with a member, identify a need that a MUNZ product may satisfy and beable to tell the member about it or make the appropriate referral.

The Fraternal Administrator shall sell financial products if and when they haveachieved the Authorised Representative Accreditation Status.

3.3 Receive dues payments from members not as yet making direct payments. Receiptthese and forward them to MUNZ for processing. (Members to be encouraged tomake direct payments).

3.4 Maintain the lodge membership records with up-to-date addresses, contact detailsand other personal records. Notify MUNZ of any members death or events of aspecial nature.

3.5 Receive from MUNZ details of any member in arrears. Contact these members andfind out the reason for the arrears. If necessary make an appropriate referral andreport back to the Fraternal Manager the action taken.

3.6 Receive from MUNZ details of new members in their area. Follow up on these sothat they are made aware of Fraternal activities and that they are entitled to attend.At the same time find out if the member might be interested in any other MUNZproducts or benefits (E.g. Holiday Accommodation, UFS).

4. Member WelfareThe Fraternal Administrator will:

4.1 Become familiar with avenues of assistance/help available to members in need.

4.2 Refer Society Benevolent and Emergency Relief Fund (SBERF) applications to theFraternal Manager along with any relevant documentation or comments.

4.3 Coordinate with and provide assistance to members who visit those who are sick orhospitalised.

5. MeetingsThe Fraternal Administrator will:

5.1 Ensure that members are made aware of all meetings, Lodge, District or MUNZ.

5.2 Ensure the availability of the meeting venue, prepare Lodge meeting agendas,attend Lodge meetings, appoint a minute secretary (if the lodge has not done so)and ensure the minutes are completed for availability at the next meeting.

5.3 Ensure that the venue for any meeting is appropriate and meets Health and Safetystandards.

5.4 Prepare a schedule of accounts for payment to be approved at the meeting.

5.5 Promote a good standard of ritual (where appropriate) and meeting procedure.

5.6 Order jewels or certificates as may be required by the Lodges.

5.7 Prepare a correspondence schedule and attend to any necessary correspondencefrom the meeting promptly.

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5.8 Ensure that the lodge has representation (where required), on any UFS council or

other such combined Friendly Society Councils. Maintain and foster relationshipswith local Kindred Societies.

5.9 Maintain a register of any Lodge assets, trophies and regalia.

5.10 Prepare or assist in preparing any Lodge newsletter and provide contribution for thenational newsletter. They will forward this to MUNZ in an electronic form in time for itto be included in the quarterly dues mail out.

5.11 Prepare or assist in preparing the local handbook/calendars and distribute this tolocal members.

5.12 Should there be a Fraternal District in the area, the Fraternal Administrator(s) shallassist the Fraternal District with arranging meetings and visits and such othermatters relating to the administration of the Fraternal District. This would include anyDistrict Education Scholarship or other District special funding.

5.13 When the Fraternal Council is scheduled to meet in the Fraternal Administratorsarea they will assist the Fraternal Manager in arranging a suitable venue for boththe council meeting and the combined lodge meeting afterwards.

6. Office or AgencyThe Fraternal Administrator will:

6.1 Be available to members at agreed times.

6.2 Maintain appropriate levels of the current pamphlets and documents about MUNZs

products and member benefits.

6.3 Where the office is also an agency of a Manchester Unity Credit Union, attend to thereceiving of deposits, loan payments and process members withdrawals. Bankfunds received daily to the Credit Unions designated account. Balance thetransactions and forward the details to the Credit Union by the agreed method.

7. Lodge Fraternal Activity PlansThe Fraternal Administrator will:

7.1 Work with the Lodge or Lodges to plan local Fraternal activities and have these

costed and ready for discussions with the Fraternal Manager for inclusion in theLodge fraternal activity plan.

7.2 Each year confer with the Fraternal Manager on the nature of the proposed nationalactivities for the forthcoming year.

7.3 Based on this advice together with the preferences of the Lodge, prepare theAnnual Lodge Fraternal Activity Plan together with the estimated financial cost ofthese activities.

7.4 At the same time prepare the annual operating budget for the coming year. This willinclude (but not exclusively) such items as hall hire, postage, stationary, travel,

suppers, PO Box rental, and other items relating to the general operations of theLodge or Lodges under the Fraternal Administrator.

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7.5 Each year submit the final plan together with the quarterly funding requirements andoperating budget, to the Fraternal Manager for review. Once satisfied with theactivity plan and budget the FM will submit them to the Fraternal Council forconsideration.

8. Lodge Bank Account

The Fraternal Administrator will:

8.1 Maintain the Lodge bank account and MUNZ will pay the quarterly funding directlyinto this account. All payments for the Fraternal activities will be paid from this bankaccount. There will be two cheque signatories approved by the Chief Executive.

8.2 The interest bearing bank account shall also be used for the banking and paymentof charitable activities undertaken by the Lodge.

9. ReportingThe Fraternal Administrator will:

9.1 One month prior to a Fraternal Council meeting prepare and submit to the FraternalManager a detailed report of the Fraternal activities undertaken, their success orotherwise and involvement of attending and non attending members along withmembers perceived satisfaction. Submit to the FM a detailed report on anycharitable activities including funds raised and grants made.

9.2 Ensure that the Fraternal Manager is informed of any special celebrations,bereavement or other occasions that should be brought to their attention.

9.3 Prepare monthly a copy of the bank account reconciliation and a detailed report of

the disbursements made. This will be submitted to the Fraternal Manager and theMUNZ Finance Manager.

9.4 Report monthly to the Fraternal Manager on new members and member arrearsalong with what action has been undertaken.

9.5 Utilise standard forms for recording activity plans, budget costs, bankreconciliations, and disbursements etc.

10. Other Duties

10.1 Bring to the attention of the Fraternal Manager any person who they believe mayhave the potential to be a future leader.

10.2 Attend any special training that the Fraternal Manager or MUNZ may offer toenhance the performance of the Fraternal Administrator.

10.3 With the Lodges assistance make recommendations to the Fraternal Council aboutmembers worthy of receiving the prestigious White Star Merit Jewel or such othermerit awards or applicable certificates.

10.4 Should the Lodge be involved in raising funds for charitable activities then theFraternal Administrator shall administer such funds and make payments as directed

by the Lodge.

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10.5 Forward to the Fraternal Manager the Annual Educational Scholarship applicationsfor calculation and consideration by the Fraternal Council.

11. Other Responsibilit ies Not Included In This Position Descrip tion

11.1 The Fraternal Manager may require from time to time other responsibilities in

addition to the Fraternal duties described in this position description. These will beundertaken after due consideration and mutual consent of both parties.

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Section Three: Concentrated Membership Drive - Att racting NewMembers

1. Introduction

1.1 The number of new members joining Manchester Unity has dropped severely, witha net member loss year on year the current trend.

1.2 Historically the main thrust into the market was through our internal selling networkof Authorised Representatives. This approach has achieved various levels ofsuccess, unfortunately other pressures and responsibilities have meant that therewas no fulltime focus on selling our products.

2. New Strategy

2.1 During 2005/2006 the Directors identified that to attract new members we needed to

create a new image in the market place, competing with other financial institutionsthrough a combination of having an attractive portfolio of benefits, the ability tomarket to a younger audience and a higher profile in the marketplace. A number ofkey initiatives were identified as opportunities to progress this:

Appoint a Manager, New Business, responsible for the delivery of the nationalmarketing plan, sales channel performance, product development, strategicalliances and online strategy

Investigate our current regional offices, determining what opportunities we have foropening a flagship agency with a focused sales team, promoting both MU Financialservices and Manchester Unity Credit Union

Leverage the popularity and affordability of our holiday accommodation to attractyounger members

Review the Education Support Plan (ESP), reposition and establish an appropriatemarketing strategy

3. Achievements

3.1 The Directors appointed our Manager, New Business, Steven Jandrell, in April

2007, with the responsibility of further developing the strategic plan and exploringthe initiatives that had been identified, to then create a robust marketing plan whichwould deliver focused and sustainable results.

3.2 During the Movable Conference 2007 Steven presented an overview of theprogress made, highlighting what we had achieved to date and the initiatives thatwere planned for the future.

We have now opened our first combined Financial Services and Credit UnionBusiness Agency in Christchurch, which is a flagship shop front premises. Theagency will service existing members whilst attracting new ones, the agency ismanaged by our Business Agency Manager who reports directly to Steven, and is a

key force in selling MUNZ and MUCU products.

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Through the establishment of Tier 1 (high population density) and Tier 2 (small tomedium population density) classification, we will be able to successfully assess thescale and requirements of any premise and the Christchurch Agency is the first partof a programme which will review all of our regional offices, identifying opportunitiesand offering sustainable solutions.

The Education Support Plan has been fully reviewed and re-launched under thenew brand save2learn. This is now positioned as a market leading educationalsavings product in New Zealand and is supported by a driven and sustainable longterm media campaign and a dedicated sales force (save2learn specialist) which iscurrently being piloted in Wellington and the exciting new websitewww.save2learn.co.nz

We have completely revised and re-vitalised our brochure and marketing material,creating a new look which has achieved an extremely positive response in themarketplace to date. Moving forward this will remain an area of priority for continueddevelopment and focus, keeping up with market demands and increasing ourexposure.

We want to be a progressive online supplier, with the adoption of an online strategythat will continue to evolve with market demands and push the boundaries for anonline offering. With the creation of save2learn we have developed a solution whichdelivers a stimulating environment that allows the customer to discover the productand become a member in a very short timeframe. The key component to our onlinestrategy is www.manchesterunity.org.nzwhich has now been redesigned and re-launched, this is very much a work in progress as we continue to enhance ourpresence and drive business through the web.

4. The Future

4.1 By consolidating our New Business drive into the plan for the future we havedeveloped a solid structure and Framework. Led by our Manager, New Business wehave achieved progressive change through a number of exciting initiatives to date,and we have a strong business plan which will continue to drive and developinitiatives moving forward.

5. Logging and Reporting New Members

5.1 The Manager, New Business, will maintain an electronic logging system for newmembers. Fraternal Administrators will have remote computer access to this

information. The new members place of residence will dictate the lodge allocation.

It is the responsibility of the Fraternal Administrators to communicate with the newmembers and make them aware of Fraternal activities occurring in their area.

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Rule Changes

1. RULE 13A Delete the rule and replace with new rules:13A FRATERNAL MANAGER

2. RULE 17A Insert new rule:17A FRATERNAL COUNCIL

3. RULE 217A Insert new rule:217A FRATERNAL ADMINISTRATOR

4. RULE 3 Add new definitions:(Y) FA means Fraternal Administrator(Z) FM means Fraternal Manager(AA) MUNZ means Manchester Unity New Zealand the

trading name of the Society

5. RULE 217 Add new Subclause:217(9) Where a FA is appointed under GR217A to a Lodge the provisions ofthis rule shall cease to apply to that Lodge

6. RULE 218 Add new Subclause:218(6) Where a FA is appointed to a Lodge under GR217A then the positionof Treasurer for the Lodge shall be held by the MUNZ Finance Manager forthe time being.

7. RULE 18A Insert new Rule:18A NATIONAL INVESTMENT TEAM

8. RULE 56 Insert new Rule:56. REGISTER OF REGULATIONS AND RULES FOR ADMINISTERING

FUNDS FOR LODGES AND DISTRICTS

9. RULE 17 Insert new Subclause (13):

(13) The Board of Directors shall allocate to the Fraternal Councilsufficient funds each year to ensure that the Fraternal Council, theFM and FAs can provide and maintain the fraternal activities thatthey are responsible for under General Rules 13A, 17A and 217A.

10. Consequential Ammendments

That the Board of Directors by empowered to make such amendments (if any) to any of theamendments to Rules passed at this conference as are consequential or necessary for thepurpose of procuring registration.

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13A FRATERNAL MANAGER

1. There shall be a Fraternal Manager who shall be appointed by the Board of Directors.He/she shall be responsible to the Chief Executive Officer.

2. The remuneration package of the FM shall be set by the Board of Directors.

3. A FM who has served that office for a period of five (5) years may, with the consent of theMovable Conference, be entitled to receive the Grand Masters Degree and the jewel of aPast Grand Master and to have his/her name enrolled on the merit board of the Society.He/she shall rank as an Honorary PGM of the Society.

4. The appointment of the FM may be terminated in accordance with the provisions ofhis/her employment contract.

5. His/her duties shall include:

(a) Managing the functions of the Fraternal Administrators, allocating to them theirduties, receiving and collating reports from them and providing summaries to the

Board of Directors the CEO and Fraternal Council as appropriate.

(b) Acting as Secretary to the Fraternal Council, managing its functions and businessincluding preparing reports for it and preparing its reports for the Board of Directors.

(c) Carrying out all Ceremonial Duties necessary for maintaining the fraternal activity ofthe Order, including any duties requested by the Grand Master.

(d) Carrying out all Ceremonial Duties for MC and SC including any installationceremonies.

(e) Such other duties as the Board of Directors or the Chief Executive Officer shall from

time to time designate.

6. The FM shall be entitled to attend and speak at any District Conference, District or LodgeAGMs and Management Committee Meetings and Lodge or Branch Lodge Meetings.

7. The FM shall not be eligible to be a member of the Board of Directors.

8. The FM shall fulfil the position of Secretary of the Society as required by the Act.

9. A detailed position description and schedule of responsibilities of the FM shall be set outand recorded in an administrative manual to be maintained by the Chief Executive Officer.A copy of such details will be available to any District or Lodge on request.

10. As a transitional provision the FM shall carry out and fulfil such duties and obligationsrequired of the SO where they appear in the General Rules (being duties and obligationsnot being fulfilled by the CEO).

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17A FRATERNAL COUNCIL

1. The Fraternal Council (the Council) shall be comprised of:

(a) The Grand Master, Deputy Grand Master and the Fraternal Manager (who shall bethe Executive Members of the Council) AND

(b) Up to four (4) other members who shall be appointed at each M.C. for a term of two(2) years and are eligible for re-appointment.

2. The Executive Members of the Council shall call for expressions of interest from themembership for the positions of Fraternal Council Members. The Executive Members mayalso consider members of their own choice. The Executive Members will recommend toeach MC the members for appointment as Council Members.

Candidates must be over 20 years of age, be members of the Order and have taken thePurple Degree previous to appointment.

3. The Council shall meet not less than four (4) times each year at such times and places as it

shall decide and it shall report to the Fraternal Administrators and to the Board of Directorsfollowing each meeting. It shall provide an Annual Report to each MC and SC.

4. The Grand Master shall be the Chairman of the Council or in his/her absence the DeputyGrand Master.

5. Should a vacancy for an appointed member occur the Executive Members shall appoint amember to fill the same until the next MC.

6. The appointed members shall be installed in their office following the conclusion of eachMC and assume the duties of their office as from such installation until the next MC.

7. Only the GM and DGM from the Board of Directors are eligible to be part of the Council.

8. At meetings of the Council each member shall be entitled to 1 vote. The Chairman shallalso exercise a casting vote.

9. The quorum for a meeting is four (4) members, two (2) of whom must be ExecutiveMembers.

10. Members of the Council (except the Fraternal Manager) shall be paid an annual fee to bedetermined by MC together with all reasonable expenses incurred through the activities ofthe Council.

11. The Council shall be responsible to transact the following business:

(a) Receive reports of the Grand Master, the Fraternal Manager and any other reportsdeemed to be appropriate.

(b) Prepare a Strategic Plan and co-ordinate the implementation of the plan and otherpromotional activities.

(c) Assess and award membership awards for Lodges and members including theWhite Star Merit Jewel.

(d) Receive and assess all applications for Education Scholarships and recommend tothe Board the applicants selected for awards.

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(e) Transact any other Fraternal Business that it may deem appropriate and anybusiness referred to it by the Board of Directors.

12. A detailed schedule of responsibilities of the Fraternal Council shall be set out in anadministrative manual to be maintained by the Chief Executive Officer. A copy of suchdetails will be available to any District or Lodge on request.

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18A NATIONAL INVESTMENT TEAM

1. Annually, at its first meeting after MC and SC the Board of Directors shall appoint aNational Investment Team.

2. The team shall consist of the Chief Executive Officer and up to two (2) other membersappointed by the Board of Directors for their expertise.

3. The National Investment Teams responsibilities shall include:

(a) Making recommendations to the Board of Directors on the investment of thefunds of the Society taking into account the asset allocation guidelines setdown from time to time by the Board of Directors.

(b) Taking into special consideration the requirements for investment ofassets/funds being held by the Society specifically for the benefit of aparticular District, Lodge or group of members.

(c) Fulfilling the investment responsibilities of the Trustees.

4. The appointed members shall receive such remuneration as approved from time to time bythe Board of Directors.

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56 REGISTER OF REGULATIONS AND RULES FOR ADMINISTERING FUNDS FORLODGES AND DISTRICTS

1. The Board of Directors shall maintain a register of all regulations and rules approved by theBoard of Directors for the administration and management of funds specifically on behalf ofvarious Lodges and Districts.

2. All regulations and rules that are to be included in the register shall be approved by therespective Lodges and Districts affected by such regulations and rules and followingendorsement by the Board, included in the register.

3. Once included in the register such regulations and rules shall be binding on both the Boardand the District or Lodge concerned and the members thereof.

4. The register shall be published as an addendum to the General Rules.

5. Once included in the register a regulation or rule may only be amended by a postal voteconducted by the Board of Directors on behalf of the Lodge or District of all members of theLodge or District directly affected by the proposed amendment. A 75% majority of thoseentitled to vote and voting in favour of the amendment will be required to approve theamendment. Proxy voting shall not apply.

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manchester unity friendly society: operational plan for the future

Documents