2022 Lodge Planner

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LODGE PLANNER Welcome to the online version of the 2022 LODGE PLANNER for lodge Presidents, Financial Secretaries and Corresponding Secretaries. The format for the online version is different than that of the printed version. We hope you find this format to be user-friendly. Use the Table of Contents on the next page to navigate through the Planner. Click on the page you want to go to and you will be directed to that page. You can click the link at the bottom of any page to be taken back to the Table of Contents. Here is a look at what you fill find in each section: Meeting Resources – There is a Sign-In Sheet, Agenda and a Monthly Ledger. These are generic forms. They are not dated but a blank is provided so you can fill in the date each month. You will need to print them before each meeting. General Information – The Table of Contents lists each of the items you will find in this section. Monthly Business – There is a sub-section for each month of the year. When you click on the month it will give you a general idea of important topics that should be discussed or announced at that month’s meeting along with flyers that pertain to those items. If your lodge does not meet monthly, please include the information from the other months in your meeting. Forms – This is where you will find various forms that you need to complete and submit to the Home Office. You will need to print the form, fill it out, make a copy for your records and mail it to the Home Office. These forms also are available as webforms at hermannsonslife.org/officerforms. When you use this format, the form will be emailed to the Home Office. You may use either format. Ritual and Bylaws – This is where you will find the Ritual you need to follow during your meetings and the Local Lodge Bylaws that you must use to conduct your lodge’s business.


TABLE OF CONTENTS MEETING RESOURCES Sign-in Sheet Agenda Monthly Ledger GENERAL INFORMATION General Guidelines Communicating With Your Members Using Social Media Lodge Supplies Helpful Information Sales Tax Exemption Camp Grief Support Session Hermann Sons Life Float Shining Stars MONTH TO MONTH BUSINESS JANUARY Printed Calendars and Meeting Reminders Scholarship Opportunities FEBRUARY Join Hands Day Camp Registration Retirement Home Chili Cook-off Camp Golf Tournament MARCH Matching Funds Program APRIL MAY JUNE Statewide Bowling Tournament Flag Day Dance Registration JULY Financial Report Information AUGUST SEPTEMBER Make a Difference Day Retirement Home Christmas Fund OCTOBER Representation at Holiday Events 2022 Humanitarian of the Year Award NOVEMBER Election of 2023 Officers DECEMBER Financial Report Information

FORMS When using a form in this section, you will need to print it,

fill it out, make a copy for yourself and mail the form to the Home Office. These forms also are available as webforms at hermannsonslife.org/officerforms. When you use this format, the form will be emailed to the Home Office. You may use either format.

Yearly Planning Calendar Pin Presentation at Lodge Event Local Lodge Activity Report Join Hands Day Project Report Matching Funds Reservation Form Matching Funds Final Report Financial Report for January-June Humanitarian of the Year Award 2023 List of Officers Report of Meeting Dates for 2022 Financial Report for July-December

RITUAL AND BYLAWS Ritual Agenda Guidelines for Motions Installation of Officers Ceremony Local Lodge Bylaws


MEETING RESOURCES

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___________________________________ LODGE MEMBER and GUEST SIGN-IN SHEET

________________ 2022 How many hours did this meeting last? ________ Member Guest

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AGENDA ___________________ 2022 Calling the lodge to order (President gives one rap of gavel to call members to order.) President: Officers and Members, please come to order and be seated. (President gives two raps of the gavel two times for the membership to rise.) Pledge of Allegiance to the Flag President: Face the flag and repeat with me the PLEDGE OF ALLEGIANCE: "I pledge allegiance to the flag of the United States of America, and to the Republic for which it stands; One Nation under God, indivisible, with Liberty and Justice for all." OPTIONAL President: Please join me in the PLEDGE TO THE TEXAS FLAG: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." (The President gives one rap of the gavel for the membership to be seated.) President: Officers and Members, let us now proceed with the transaction of business, having in mind only the best interest of this Lodge and Hermann Sons Life. I now declare this meeting opened. Roll call of officers Introduction of Hermann Sons Life officers and guests ___________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Reading of the previous meeting minutes by: ____________________________________________________

Motion to accept as read made by:_____________________________ Second made by:____________________________  Motion passed or  Corrections made and motion passed Corrections:____________________________________________________________________________

Financial report given by:_________________________________________________________________________ Motion to accept report made by:______________________________ Second made by:____________________________  Motion passed or  Corrections made and motion passed Corrections: __________________________________________________________________________________________

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Announcement of new members and transfers President: Are there any new members to be introduced? (Ask new members to stand as the Lodge Secretary reads their names.) Report of Agents Call on local agent to give report on membership drives, product changes and educational workshops. ____________________________________________________________________________________________________

Membership Coordinator Report and Expressions of Condolence: (President gives two raps of the gavel for the membership to rise.) President: Please rise and observe a moment of silence in honor of our sick and departed members. (President gives one rap of the gavel for the membership to be seated.) ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Committee Reports:_______________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Reading of Correspondence:______________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Unfinished Business:______________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

New Business:_____________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

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Election of Officers: (November or December) Installation of Officers: (First meeting of the year) Birthdays:__________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Anniversaries:_____________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Attendance Awards: _______________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________

Adjournment:

Motion made by:___________________________________________ Second made by:____________________________  Motion passed

President: Members, in closing this meeting, may I remind you that we should always be of assistance to members of Hermann Sons Life whereever and whenever possible. Furthermore, we should always show a spirit of benevolence toward everyone, using as a guide our Motto - FRIENDSHIP, LOVE AND LOYALTY. I now declare this meeting duly adjourned.

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MONTHLY LEDGER for __________ 2022

This form is to be used by the Financial Secretary Information on this form should be reported at your meetings. Do not mail this form to the Home Office. Keep only for your records. Beginning Book Balance Carried From ______________

Date

Check # or Deposit

Check ✓ Withdrawal (-)

Description

Deposit Credit (+)

Balance

Total Checks (Withdrawals)

Total Deposits (Credits) Book Balance ________ 2022

Complete this portion when your bank statement comes each month (This will simplify your semi-annual financial report)

Beginning bank statement__________________ Checks (Withdrawals)__________________ Deposits (Credits)__________________ Total Bank Statement Balance__________________ Outstanding Deposits (Credits)__________________ Outstanding Checks (Withdrawals)__________________ Total Book Balance Should Match Balance Above__________________ Back to Table of Contents


GENERAL INFORMATION

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GENERAL GUIDELINES The following information is provided to help guide lodge officers as they perform their duties in the name of Hermann Sons Life and their lodge. Many of these guidelines have to do with what is known as branding. It is important that we all use the same language and symbols (logos) for our organization when presenting ourselves to non-members. These non-members are potential new members and the proper branding is vital to our efforts to increase membership. We appreciate your help in this endeavor. NAME OF ORGANIZATION Our official name is Hermann Sons Life. When you are representing Hermann Sons Life in an official capacity please remember to use the full name. Do not shorten it to Hermann Sons or change it Sons of Hermann. Doing so causes confusion among non-members. NAME OF YOUR LODGE The official name of your lodge is Hermann Sons Life (your lodge's name) Lodge. Do not add the number of your lodge when referring to it outside of the organization. For record-keeping purposes we still use the numbers but in all other instances we have discontinued use of the numbers. Doing so causes confusion among non-members. THE LOGO This is the official logo of Hermann Sons Life. Any use of the logo on printed materials, including shirts, caps, etc. must be approved by the Home Office Communications Department. Each lodge has its own official logo that includes your name. If you need letterhead, mailing labels, etc. we will provide those for you. If you need your logo for something else, contact the Communications Department and we can provide it to you. SHARING YOUR NEWS We encourage you to send news releases to your local newspapers about your meetings and community service projects. Please be careful not to share information that is best not shared with the general public. For example, in most situations you should not share information about members who are on the sick list. This could be considered a breach of privacy. Also, the general public does not need to know about discussions held at meetings about bank transactions, etc. That information is for members only. Back to Table of Contents


LOCAL LODGE BYLAWS There exists a set of Local Lodge Bylaws that lodges are required to follow when conducting business in the name of Hermann Sons Life. Those Local Lodge Bylaws are provided for you elsewhere in this Planner. Please note that any changes to your meeting schedule, including day of the week, time and frequency, must be approved by the Home Office prior to the change.

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COMMUNICATING WITH YOUR MEMBERS Lodges are encouraged to use all means available to them to communicate with their members. If your members are better informed about what is happening with your lodge - when it meets, community service projects, special events, etc. - they are more likely to become engaged. And better engagement can only strengthen your lodge and Hermann Sons Life. WEBSITE PORTAL Each lodge has a portal (page) on the Hermann Sons Life website. The portal is a great place to post your lodge's calendar of meeting dates and special activities. The Home Office staff will be managing lodge portals moving forward. Schedules, photos and any other information you want on your lodge's website page should be forwarded to Member Benefits Representative Jacqueline Klein at jacquelinek@hermannsonslife.org. SOCIAL MEDIA Social media - Facebook and Instagram - is another great way to communicate with your members and the community in general. You can post information about meetings and other activities. You can also post information and photos about your community service projects. The more we spread the word about Hermann Sons Life, the more the general public will become aware of who we are and the important work that we do in our communities every day. In turn, we hope they will want to become a part of our family. The instructions for creating a Facebook or Instagram account are included here. E-MAIL Lodges can also use e-mail to communicate with their members. The Home Office is in the process of capturing e-mail addresses for all members so that we can share that information with lodges. E-mail is especially helpful when there has been a change in the schedule and you need to inform members quickly. We will keep you posted about when this information will be available to your lodge. POSTCARDS In the January section you will find instructions on how to prepare postcards that you can send to your members informing them of your calendar for the year and special events. The Home Office will help you do this at no charge to your lodge. Back to Table of Contents


USING SOCIAL MEDIA The Home Office is strongly encouraging lodges to create a social media account that can be used to communicate with members and the community-at-large. Your lodge can utilize social media in many ways but mainly: • To communicate with your members about upcoming meetings and activities. • To promote your community service projects. • To share the messages posted to the Home Office Facebook and Instagram accounts which helps to promote Hermann Sons Life. To set up an account: • You will need to designate someone from your lodge to do so. This person should be somewhat familiar with how social media works. • Create an email address for your lodge. For example: sanantoniolodge@gmail.com (or Yahoo or whatever email provider you wish you to use). • Use that email address to create a social media account for your lodge. Instructions for setting up an account on both platforms are included on the next seven pages. • Designate at least two people from your lodge to be administrators on your account. These people will have access to the account and will be responsible for posting and monitoring the account. • Designate someone from the Home Office (Elaine Soto or Cecily Kelly) as an administrator on your account. This is necessary so that we can help you monitor the account and will provide for continuity if your administrators are no longer willing to carry out that responsibility. The Home Office will need all of the login information for the account, including the email and password. If you have any trouble setting up the account, contact Elaine Soto at 210-226-9261, ext. 279, or email elaines@hermannsonslife.org. Once the account has been established it is important that: • You “like” the Home Office page. • You invite your friends to “like” the Home Office page. • You invite everyone to “like” your page. • You regularly share the posts from the Home Office Facebook and Instagram accounts. Please keep in mind that any time you are mentioning Hermann Sons Life or your lodge in any way or with any photo, you are representing our organization. Please double-check your posts for positivity, appropriateness, grammar, spelling, accuracy, etc. We want to put our best face forward at all times! The purpose of these accounts is to positively promote Hermann Sons Life – please be sure to monitor posts for negative comments, incorrect information, etc. and answer questions in a timely manner. Remember comments can be deleted if you feel that is necessary. If you need advice on handling particular questions or comments, please call Vice President of Member Benefits Cecily Kelly, ext. 257; or Communications Director Elaine Soto, ext. 279.

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LODGE SUPPLIES The Home Office will provide your lodge with letterhead, address labels and cards (birthday, sympathy and get-well). THERE IS NO CHARGE FOR THESE SUPPLIES. To order any of the items on the next three pages, please contact Communications Director Elaine Soto: By e-mail:

elaines@hermannsonslife.org

By phone:

210-226-9261, ext. 279, or 800-234-4124, ext. 279.

By mail:

Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297 Attn: Elaine Soto

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LETTERHEAD AND RETURN ADDRESS LABELS

HA R M O NIA

We strengthen community. 525 S. St. Mary’s St., San Antonio, TX 78205 • 210-227-7001 • hermannsonslife.org/lodges/harmonia www.hermannsonslife.org

The letterhead will have your lodge's name at the top and contact information at the bottom. When ordering, please indicate whose contact information you want included, e.g. president or secretary or the lodge's address (if the lodge has an address where it receives mail).

Hermann Sons Life Harmonia

525 S. St. Mary’s St. San Antonio, TX 78205

This is a sample of what a return address would look like. When ordering, please indicate the address you want listed. There are 30 labels on each sheet.

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GREETING CARDS

These are fold-over cards. The front of all of the cards is the same. The helmet icon is centered on the front and printed in full color. Envelopes are provided.

Hope your birthday is as special as you are!

Our a t May

From Hermann Sons Life Your Lodge’s Name Here

Inside of the Birthday Card. Or we can customize the message for your lodge.

Fr Yo

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day u are!

Life ere

Our thoughts and prayers are with you during this difficult time. May the Lord comfort you as only He can. From Hermann Sons Life Your Lodge’s Name Here

Inside of the Sympathy Card. Or we can customize the message for your lodge.

Hope you are feeling better with each new day. From Hermann Sons Life Your Lodge’s Name Here

Inside of the Get-Well Card. Or we can customize the message for your lodge.

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HELPFUL INFORMATION This information is for your own records. Please keep this form in this book. When you leave office, please pass this information to the new officer.

BANK INFORMATION If you are a new officer, you will need to have your name added to the signature card at the bank. Checking account

Name of bank_______________________________________ Phone No._____________________ Account No.___________________ Savings or CDs Name of bank_________________________Phone No.____________________ Account No.___________________ CD or Savings Name of bank_________________________Phone No.____________________ Account No.___________________ CD or Savings Federal Tax ID No.____________________________________ Texas Sales Tax ID No.________________________________________ When you want to make a tax-exempt purchase for your lodge you must take the Texas Sales Tax ID Number and the Texas Sales and Use Tax Exemption Certificate with you. A copy of that certificate has been mailed to your lodge's financial secretary. Make copies in case you need more than one for the year. Home Associations are not exempt (only Lodge business). FOR LODGES THAT DO NOT HAVE A LODGE BUILDING Meetings are held at ___________________________________________________________________________________________ Address______________________________________________________________________________________________________ Contact's Name_____________________________________ Phone No.__________________________________________________ FOR LODGES THAT HAVE THEIR OWN HALL Lodge Hall address ____________________________________________________________________________________________ Address to which bills are mailed_________________________________________________________________________________ Electric Company Name______________________________________________ Phone No._____________________ Account No.___________________ Water Company Name______________________________________________ Phone No._____________________ Account No.___________________ Phone Company Name______________________________________________ Phone No._____________________ Account No.___________________ Appraisal District (Tax Office) Office location______________________________________ Phone No._____________________ Account No.___________________ If you have someone mow and maintain property Name______________________________________________ Phone No.__________________________________________________ If you have someone clean your building Name______________________________________________ Phone No.__________________________________________________ If a Hermann Sons Life school of dance meets in your building Parent Liaison_______________________________________ Phone No.__________________________________________________ Who has keys to your building Name______________________________________________ Phone No.__________________________________________________ Name______________________________________________ Phone No.__________________________________________________

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SALES TAX EXEMPTION & FUNDRAISING GUIDELINES Sales Tax Exemption Status on Purchased Items for the Lodge: The Lodges are subordinate organizations of Hermann Sons Life. As a subordinate organization, each Lodge is exempt from paying sales tax on its purchase of items which are used exclusively by the Lodge. You should have received a letter from the Texas Comptroller providing documentation of your exemption from the payment of sales tax on items purchased for use by the Lodge. Keep the State Comptroller form in your records. Each time you go to buy something for the Lodge and wish to be exempt from the Texas sales tax on the purchase, you will need to provide the completed tax exemption form to the seller. This should work if you use a Lodge check or personal payment. A copy of the tax exempt form that you need to complete and sign to avoid paying sales tax on the purchased items has been mailed to each lodge's financial secretary. Fundraiser Guidelines on Collection of Sales Tax on Items Sold by the Lodge: Even as a tax exempt organization, each Lodge must follow the state guidelines for the collection of sales tax on the items it sells for fundraisers. Every Lodge is required to collect Texas sales tax and remit the money to the State Comptroller on items it sells to lodge members or to the public. However, exceptions exist and the Lodge should stay within the excepted activities to avoid the requirement to collect and remit sales tax to the Texas State Comptroller. 1. Meals and Food Product Sales: Lodges can have as many meals and food product sales as deemed necessary. This would include candy and soft drinks. Below are the regulations set forth by the state to qualify for this exclusion. a. The meals are sold and prepared by a member or volunteer of the organization. b. The meals are not prepared by a caterer. c. The meals are not held in a restaurant, hotel or similar place of business. d. The sales are not in competition with an existing business. e. All net proceeds from the sale go exclusively to the Lodge. 2. One-Day Sales: This would include rummage sales, garage sales, cookbook sales, auctions, etc. a. Lodges can have only TWO per calendar year (January-December). b. If the Lodge chooses to have a cookbook sale, for example, the day that the cookbooks are delivered and distributed would be the “one day”. c. Pre-orders should be taken for any products being delivered so that you know how many to order and distribute. d. Surplus must be sold that same day or during other one-day fund-raisers. 3.

Vendor and Catalog Sales: All vendor provided and catalog sales can be done as many times during the year as deemed necessary. The vendor/catalog company will be responsible for collecting sales tax. (You do not want to collect sales taxes, as this will cause each lodge to have to file and handle more paperwork than needed.)

4. Raffles: When a Lodge plans to have a raffle the following rules must be observed. a. The tickets need to include all of the following information. i. The name of the organization holding the raffle ii. An address either of the lodge hall or lodge officer iii. Date of the drawing (once in print this cannot be changed) iv. Percentage of the proceeds benefiting the Lodge v. Items including description and value of each item (if it is more than $10) vi. All items printed on the ticket must be in hand before the tickets are printed vii. No cash or lottery tickets can be listed b. All tickets must be approved by the Home Office prior to printing. Continued on next page Back to Table of Contents


5. Reverse Raffles: When a Lodge plans to have a reverse raffle all of the above rules for a raffle must be observed. The following additional rules must also be observed. a. A refund of the purchase price of a ticket may be awarded as a raffle prize in a reverse raffle. b. After the drawing of tickets in a reverse raffle has begun, the organization conducting the raffle may auction off additional tickets to persons who are present at the drawing for a price other than the price printed on the ticket. c. After the drawing of tickets in a reverse raffle has begun, the organization may permit a ticket holder present at the drawing to resell the ticket to another person present for an amount greater than the original purchase price of the ticket. The sale must be made through a designated representative of the organization, and not less than 10% of the sale proceeds must be retained by the organization. d. After the drawing of tickets in a reverse raffle has begun, the organization may permit the holder of a previously drawn ticket to: i. Purchase additional chances for the ticket to be selected to win a prize. ii. Purchase additional tickets for the raffle. e. Only the portion of the proceeds from the resale of a ticket under #3 retained by the organization are subject to the statement “All proceeds from the sale of tickets for a raffle must be spent for the charitable purposes of the qualified organization.” f. All proceeds from the sale of the additional chances for a ticket under #4 are considered to be proceeds from the sale of the ticket for purposes of “All proceeds from the sale of tickets for a raffle must be spent for the charitable purposes of the qualified organization.” If any questions or concerns arise please contact Member Benefits Representative Jacqueline Klein at 210-226, 9261, ext. 238, or 800-234-4124, ext. 238.

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CAMP GRIEF SUPPORT SESSION The Grief Support Session is a half-week camp adventure for children who have lost a loved one. It will be held July 25-28, 2022, at Hermann Sons Life Camp in Comfort. Volunteer program staff and licensed therapists will work together to create a special stay for the children. The session will engage children in therapeutic activities, help children develop healthy coping skills and allow them to interact with other children who have experienced loss. There are two important ways your lodge can support the Grief Support Session • Sponsor a child for $500 or make a donation of any size.

Financial donations can be made at hermannsonslife.org/store or by mailing a check to the address below.

Hermann Sons Life Camp Member Benefits Department P.O. Box 1941 San Antonio, Texas 78297-1941

Hold a fund-raiser If holding a fund-raiser is too large a task for your individual lodge, consider joining together with another lodge in your area. Fund-raiser ideas include a casino night, golf tournament, plate sale, garage sale or bake sale.

• In-kind donations We are no longer accepting in-kind donations, including art supplies, school supplies, stuffed animals, etc. For more information on the Grief Support Session and how your lodge can help, call Member Benefits Representative Jacqueline Klein at 210-226-9261, ext. 238, or 800-234-4124, ext. 238, or e-mail her at jacquelinek@hermannsonslife.org. As a 501(c)8 organization, contributions for the Grief Support Session are tax-deductible for individuals. Contributions are not tax-deductible from corporations but may be expensed as advertising or promotional expenses.

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THE HERMANN SONS LIFE FLOAT

The Hermann Sons Life Marketing Department makes our beautifully decorated float available to lodges and schools of dance that would like to enter it in a parade in their community. If you would like to reserve the float for your parade, contact Marketing Manager Letricia Rodriguez, By mail: Letricia Rodriguez Marketing Manager Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 By phone: 210-226-9261, ext. 231, or 800-234-4124, ext. 231 By e-mail: letriciar@hermannsonslife.org Someone will bring the float to your town and drive the float in your parade. The lodge or school of dance will need to provide people to help with the set up and take down of the float and 8 to 10 people to ride on the float. Back to Table of Contents


SHINING STARS CLUB Encourage your junior members to join the Shining Stars Club. The Hermann Sons Life Shining Stars Club gives junior members the opportunity to participate in and enjoy Hermann Sons Life sponsored events and functions. Participation in these events allows junior members to meet other junior members from across the state. Each summer Hermann Sons Life sponsors a Family Fun Day at Schlitterbahn. In 2022, Family Fun Day will be held June 25. Information on ordering tickets will be mailed to all Shining Stars and announced in the Hermann Sons Life newspaper and on Facebook and Instagram. Junior members age 17 and younger are eligible to become Shining Stars. Fill out the form found on the last page of the Hermann Sons Life newspaper each month and mail it to Jacqueline Klein, Hermann Sons Life, P.O. Box 1941, San Antonio, Texas 78297-1941, or apply online at hermannsonslife.org. Once the application form is received, the child will receive a packet in the mail that will contain a membership certificate and other fun stuff. Each Shining Star’s photo appears on the back page of the Hermann Sons Life newspaper.

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JANUARY Besides the usual lodge business, please include the following in your January meeting: • The 2022 President should install your lodge’s officers. Click here for the Installation Ceremony. • Inform your graduating high school seniors of the deadlines for our scholarships. More information can be found here. • Remind your lodge’s Finance Committee/Financial Trustees that the Financial Report for July 1-Dec. 31, 2021 is due no later than Feb 18. The form is available online and in the 2021 Planner. • Plan your lodge’s calendar for the year. If you would like to have your lodge’s calendar printed by the Home Office, see the information sheet in this section. Use the Yearly Planning Calendar form in the Forms section or the webform at hermannsonslife.org officerforms. • If your lodge has members who will be receiving membership pins (50-year, 60-year, 70-year, 75-year and 80-year), a list has been mailed to you. Decide in which month you would like to do your pin presentations. Use the Pin Presentations at Lodge Event form to let the Home Office know when this will be. It is available in the Forms section or at hermannsonslife.org/officerforms. • The Local Lodge Activity Report is due to the Home Office no later than Feb. 25. Now is the time to start working on it. Use the Local Lodge Activity Report form that is available in the Forms section or at hermannsonslife.org/officerforms.

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PRINTED CALENDARS & MEETING REMINDERS Printed Calendars Lodges are encouraged to compile a yearly planning calendar and distribute it to all members in attendance, by mail or by email. Include the dates of all meetings, special activities and community service projects as well as the time and place where meetings are held. You may also want to include information on the meals so members will know if they need to bring food. And don't forget to send the calendar to new members who are added as the year goes by. The Home Office will help your lodge put together the calendar. Fill out the Yearly Planning Calendar form in the Forms section and mail it to: Member Benefits Department, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, Texas 78297-1941 or email the information to jacquelinek@hermannsonslife.org. If you have a question, call the Members Benefits Department at 210-226-9261, ext. 238, or 800-234-4124, ext. 238. The postcard size calendars (5.5 inches x 4.25 inches) can be prepared two ways - to be mailed or to be handed out at meetings. A sample of how the postcards will look depending on how you plan to distribute them can be found on the next page. Meeting Reminders The Home Office also will help you send postcards throughout the year. For example, if your lodge is planning a summer picnic or Christmas party you may want to send a reminder postcard to each household. Send your information to: Communications Director, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, TX 78297-1941 or email the information to elaines@hermannsonslife.org. If you have a question, call the Communications Department at 210-226-9261, ext. 279, or 800-234-4124, ext. 279. The information about your event will be printed on one side and the names and addresses of members will be printed on the other side. All you have to do is add postage and mail them.

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FRONT OF POSTCARD THAT WILL BE MAILED. The member's name and address will be printed on the card along with the name and address of your lodge secretary. ALL YOU HAVE TO DO IS ADD POSTAGE AND MAIL.

Your Secretary's Name Lodge Name Secretary's Address Secretary's City, State, Zip

Member's Name (If there is more than one member at an address, they will all be listed here) Member's Address Member's City, State, Zip

OR

LODGE NAME

meets on the DAY OF THE MONTH at TIME OF DAY at LOCATION.

FRONT OF POSTCARD THAT WILL BE HANDED OUT AT MEETINGS.

You are welcome and encouraged to attend all meetings and special events. If you have questions, contact LODGE SECRETARY's NAME AND PHONE NO. For insurance questions, contact agents: NAME AND PHONE NO. • NAME AND PHONE NO. or an agent of your choice.

LODGE NAME

BACK OF POSTCARD WITH MEETING/ ACTIVITY INFORMATION FOR MEMBERS.

All meetings are held on the DAY OF THE MONTH at TIME OF DAY at LOCATION unless otherwise indicated. DATE DATE DATE DATE DATE DATE DATE

MEETING INFO MEETING INFO MEETING INFO MEETING INFO MEETING INFO JOIN HANDS DAY PROJECT MEETING INFO

DATE DATE DATE DATE DATE DATE DATE

SUMMER PICNIC INFO MEETING INFO MEETING INFO MEETING INFO MEETING INFO MEETING INFO CHRISTMAS PARTY INFO

If you have any questions or suggestions, contact: President's Name and Phone No. Secretary's Name and Phone No. Back to Table of Contents


SCHOLARSHIP OPPORTUNITIES Hermann Sons Life has two scholarship programs available to graduating high school seniors. If you know someone who would like to apply, please direct them to the website for complete details on qualifications and to complete the applications: www.hermannsonslife.org/programs/scholarships Deadlines are as follows: Hermann Sons Youth Camp-Shannon Leigh Gaffney Scholarship Three $1,000 scholarships presented each year. Applications must be postmarked by March 1. Hermann Sons Life Retirement Home Scholarship Four scholarships will be presented. Applications must be postmarked by April 1. If your lodge offers a scholarship, now would be a good time to inform members and those eligible to apply about the guidelines and the deadline.

You are encouraged to post this flyer or make copies for your members. Back to Table of Contents


FEBRUARY Besides the usual lodge business, please include the following in your February meeting: • Join Hands Day is May 7. Start planning now. Information on the Awards Program is included here. The form for submitting your project to the Home Office can be found in the Forms section and at hermannsonslife.org/officerforms. • Plans are to begin registration for Hermann Sons Life Camp in February. The information sheet provided here will give your members everything they need to know. • Remind your graduating high school seniors of the deadlines for our scholarships – March 1 for the Camp Scholarship and April 1 for the Home Scholarship. • Let everyone know that the Retirement Home Scholarship Fund Chili Cook-off is back on the schedule. It will be held March 12. More information is available here. • The Hermann Sons Youth Camp-Shannon Leigh Gaffney Scholarship Fund Golf Tournament will be held April 22. Inform your members who might want to enter and consider a sponsorship from your lodge. More information is available here. • Three important forms need to be completed no later than Feb. 25: Local Lodge Activity Report Yearly Planner Calendar Pin Presentation Form All of these forms are available in the Forms section and at hermannsonslife.org/officerforms.

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JOIN HANDS DAY - MAY 7, 2022 Join Hands Day is a national day of volunteering sponsored by the American Fraternal Alliance that unites youth and adults in community service efforts in their communities. Everyone is asked to reach across generations and work with new friends in identifying and fixing problem conditions right where you live. If you are a young person, get involved, develop your leadership skills and help make important decisions affecting your community. If you are an adult, use your abilities to fix local problems, learn to work effectively with young people and show you care. Lodges will be recognized for sponsoring an event in their communities. In order for the project to be recognized, it must be for the community in general or a community organization. It cannot be for your lodge, a Hermann Sons Life cemetery, Hermann Sons Life Retirement Home, Hermann Sons Life Camp (except for the Grief Support Session) or a Hermann Sons Life School of Dance. All participating lodges that complete the Join Hands Day Project Report and submit it to the Home Office by June 3 will be recognized. The form is available in the Forms section and at hermannsonslife.org/officer forms.

TO RECEIVE AN AWARD A LODGE:

1. Must complete a project for the community in general or a community organization (not Hermann Sons Life related, except where noted above); 2. Complete the Join Hands Day Project Report; and 3. Return the form and photos to the Home Office no later than June 3, 2022. Forms should be mailed to Member Benefits Department, Attn: Jacqueline Klein, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, Texas 78297-1941 or emailed to jacquelinek@hermannsonslife.org.

AWARD LEVELS

GOLD PROJECT LEVEL (26-50 VOLUNTEERS)

This level is for lodges that have 26-50 volunteers from the lodge and community members working together to organize an event to benefit the community. Examples of local not-for-profit organizations you may want to work with include: Knights of Columbus, Lions Club, Chamber of Commerce, 4-H, Boy Scouts, Girl Scouts, Garden Club, etc. You are encouraged to get as many volunteers involved as possible. Qualifying projects would include: community beautification, community cemetery projects, meals served to benefit a community organization and nursing home projects. In general, the project should be about members providing services to community members.

BLUE PROJECT LEVEL (1-25 VOLUNTEERS)

Projects recognized at this level will be similar to those recognized at the Gold Level but with fewer participants.

BLACK PROJECT LEVEL (DONATIONS OF MONEY AND/OR NON-PERISHABLE GOODS)

This is the donation level. You may collect non-perishable items for your local food bank or make monetary donations to local community organizations. Back to Table of Contents


CAMP REGISTRATION As of the posting of this Planner, registration for the regular sessions and mini-camp at Hermann Sons Life Camp is scheduled to begin in February. The schedule for the summer of 2022 is as follows; Session 1 - June 12-18 Session 2 - June 19-25 Session 3 - June 26-July 2 Session 4 - July 3-9 Session 5 - July 10-16 Session 6 - July 17-23 Grief Camp - July 25-28 Mini-Camp - July 28-30 - Mini-Camp is for 8- and 9-year-olds ONLY Regular sessions are open to junior members ages 9 to 14 as of Sept. 1, 2022. The mini-camp is open to junior members ages 8 and 9 as of Sept. 1, 2022. Registration will be held through the Class Juggler app. Parents who have registered their child(ren) through Class Juggler in the past WILL NOT be receiving a registration brochure. Instead, they will receive an e-mail from the Home Office informing them that online registration has begun. Junior members who have turned 9 since Sept. 1, 2021, and are now Camp eligible, will be receiving the registration brochure in the mail. Any junior members who are Camp eligible who did not register through Class Juggler in the past or who became a member since last summer will receive a registration brochure through the mail. Junior members who will be 8 or 9 years of age as of Sept. 1, 2022, will be receiving registration information through the mail for the mini-camp. PLEASE NOTE: Registration information that is mailed is sent to the payor of the child's life insurance certificate. The brochure will provide information on how to set up an account through Class Juggler. The cost for a regular session will be $275. The cost for the mini-camp will be $120. The cost for a CIT-1 or CIT-2 session is $190. Applications for the Grief Camp will be accepted through the Hermann Sons Life website beginning in March. Children attend Grief Camp free of charge. All applications for Grief Camp are reviewed by the staff at the Children's Bereavement Center before the child is accepted. PLEASE HELP THE HOME OFFICE KEEP YOUR MEMBERS UP-TO-DATE BY SHARING THIS INFORMATION AT A LODGE MEETING.

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HERMANN SONS LIFE RETIREMENT HOME

ANNUAL CHILI & PINTO BEAN COOK-OFF

March 11-12 at the Retirement Home in Comfort

Chili: $15 for Amateurs - $20 for Sanctioned Cooks Beans (Pinto Beans Only): Everyone pays $10 Cash prizes for top 3 bean entries

SANC TIONED BY C ASI C ASI COOKS AND AMATEURS WELCOME!

Friday Nig Cooks’ Pa ht r ty

Benefits the Retirement Home Scholarship Fund. RVs welcome! Call 830-995-2724 for more information. Back to Table of Contents


2. _________________________________________ Name Second Player

____________________________________________ Address ____________________________________________ City State Zip ____________________________________________ Phone Number ____________________________________________ E-mail

3. _________________________________________

Awards:

1st Place Team 2nd Place Team 3rd Place Team 4th Place Team Longest Drive - Men Longest Drive - Women Closest to the Pin Most Accurate Drive

Name Third Player

____________________________________________ Address ____________________________________________ City State Zip ____________________________________________ Phone Number ____________________________________________ E-mail

4. _________________________________________ Name Fourth Player

____________________________________________ Address ____________________________________________ City State Zip ____________________________________________ Phone Number ____________________________________________ E-mail

Hole-in-One opportunities at four holes!

Hermann Sons Youth Camp

Shannon Leigh Gaffney Scholarship Fund

11TH

GOLF TOURNAMENT

Make one and go home with a $100 prize! Sponsorship Opportunities: Hole Sponsors Individual - $100 • Signage at hole

Corporation - $175 • Signage at hole

Saturday April 16, 2022 Golf Club of Texas San Antonio

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Shannon Leigh Gaffney Scholarship Fund

All proceeds directly benefit the Hermann Sons Youth Camp Shannon Leigh Gaffney Scholarship Fund

10th

GOLF TOURNAMENT

Format: 4-person Scramble Cost: $100 per person Includes: green fees, range balls, one Mulligan per player, lunch and awards Bubba Drive will be sold the day of the event at the appropriate hole.

Schedule of Events: 7:30 a.m. Registration 8:30 a.m. Shotgun start Lunch Prize drawing Awards For information contact: Jan Stone

210-422-1952

Online registration is available at

hermannsonslife.org/golf

Registration Form Shannon Leigh Gaffney loved Camp! As both a camper and counselor, Shannon exemplified the spirit of Camp. Shannon lost her battle with leukemia on Dec. 15, 1998, at the age of 21. Although she is no longer with us in body, her spirit lives on at Camp and in the many campers whose lives she influenced. Her family and Camp staff created this scholarship fund in her memory. The fund is a 501(c)3 organization.

Entry & Payment Deadline: April 10, 2022 Return entry form & check to: HSYC Scholarship Fund 288 Rio Ranchero Pipe Creek, Texas 78063 Make checks payable to: Hermann Sons Youth Camp Scholarship Fund

☐ Team Entry Fee - $100 x 4 = $400 ☐ Individual Hole Sponsor - $100

_______________________________________ Name as it should appear on hole sign

☐ Corporate Hole Sponsor - $175

_______________________________________ Name as it should appear on hole sign

1. _________________________________________ Name First Player

____________________________________________ Address ____________________________________________ City State Zip ____________________________________________ Phone Number ____________________________________________ E-mail

(No Cash Please)

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MARCH Besides the usual lodge business, please include the following in your March meeting: • Join Hands Day is May 7. Have you planned your project? • Remind your graduating high school seniors that April 1 is the deadlines for applications for the Retirement Home Scholarship. • Remind your members about the Hermann Sons Youth Camp-Shannon Leigh Gaffney Scholarship Fund Golf Tournament to be held April 22. Inform your members who might want to enter and consider a sponsorship from your lodge. More information is available here. •

If your lodge is planning a Matching Funds project, you will need Home Office approval. Information on the program can be found here. The form you need to submit a project for approval is available in the Forms section. The final report form can also be found there. These forms also are available at hermannsonslife.org/officerforms.

• Inform members that the Volunteer Work Day at Hermann Sons Life Camp will be held April 23. Check out the April issue of the newspaper for details.

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MATCHING FUNDS PROGRAM Hermann Sons Life lodges are known for their generosity and community service efforts. The Home Office has a Matching Funds Program that rewards local lodges for their fund-raising efforts on behalf of community organizations. Important changes have been made to the Matching Funds Program for 2022. The types of organizations for which a lodge may host or sponsor an event has been expanded. See the new guidelines below. Lodges can still host a Matching Funds event as in the past. However, beginning this year, lodges can instead choose to sponsor an event being held by one of these organizations. The Home Office will reimburse the lodge half but no more than $500 for that sponsorship. All Hermann Sons Life logos must be provided to the organization by the Home Office Communications Department. All advertising should be provided to the Home Office Communications Department for approval prior to printing by the organization. The following are the three types of organizations that a lodge can sponsor or host an event for: 501c3: All organizations that qualify for this designation under the IRS law, except for churches, synagogues, mosques or any organizations directly benefitting these types of religious organizations. 501c6: Business associations such as a chamber of commerce. Although they are organized to promote business, they don't generate a profit and don't pay shares or dividends. 501c9: Veterans organizations. These organizations include "a post or organization of past or present members of the United States Armed Forces (USAF), an auxiliary unit or society of such post or organization, or a trust or foundation for such post or organization." To qualify for Matching Funds: 1. Send the Matching Funds Reservation Form to the Home Office by March 31. Remember to include a W-9 Form. The form is available in the Forms section or at hermannsonslife.org/officerforms. Each project must be approved by the Home Office. 3. The lodge will receive a letter of approval or disapproval after April 16. Extended guidelines will be sent with the letter. 4. If you are hosting an event, publicize it through whatever community forums are available in your area (newspaper, social media groups, radio, etc.). Social media posts must have appeared on a page that is open to the community, e.g., ask the chosen organization to share the information on its Facebook page or use a community events forum in your area. Social media posts on your own page are encouraged but will not count toward qualification for Matching Funds.

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5. If you are hosting an event, distribute flyers and tickets, if necessary. 6. Complete the Final Matching Funds Report along with clippings (other than the Hermann Sons Life newspaper) or screenshots of social media posts, copies of flyers and tickets and pictures. The form is available in the Forms section or at hermannsonslife.org/officerforms. 7. If you hosted an event, the Home Office will send the check in the name of your organization that can be presented along with the funds the lodge raised. If you sponsored an event, the Home Office will mail the check in the name of your lodge. PLEASE NOTE: As of 2020, lodges are required to submit a W-9 Form from the chosen recipient organization. Most organizations will have this form on file and will simply need to make a copy for you. If you need a blank W-9, you may contact Jacqueline Klein at the Home Office (210-226-9261, ext. 238, or 800-234-4124, ext. 238) and she will e-mail or mail you one.

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APRIL Besides the usual lodge business, please include the following in your April meeting: • Join Hands Day is May 7. Are final plans in place for your project? • Remind your members about the Hermann Sons Youth Camp-Shannon Leigh Gaffney Scholarship Fund Golf Tournament to be held April 22. There is still time to register to play or to make a donation. More information is available here. • Inform members that the Volunteer Work Day at Hermann Sons Life Camp will be held April 23. They can email ianb@hermannsonslife.org if they want to help.

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MAY Besides the usual lodge business, please include the following in your May meeting: • Join Hands Day is May 7. How did your project go? Don’t forget to submit the Join Hands Day report found in the Forms section or at hermannsonslife.org/officerforms. It is due June 3. • Dance recitals are under way. Check the newspaper for a list of recitals in your area and encourage your members to attend. • Family Fun Day at Schlitterbahn is set for June 25. This event is open to all members. Watch the newspaper and social media for details on buying tickets.

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JUNE Besides the usual lodge business, please include the following in your June meeting: • Don’t forget to submit your Join Hands Day Project Report. It is due June 3. • Dance recitals are under way. Check the newspaper for a list of recitals in your area and encourage your members to attend. • The Hermann Sons Life State Bowling Tournament will be held June 30-31 and Aug. 6-7. The location had not determined when this Planner was posted. See the information sheet here for details and watch the newspaper for the location. • Observe Flag Day on June 14. More information is provided here. • If your lodge is located in an area where there is a school of dance, inform your members about registration for the 2022-2023 year. More information is provided here. • Family Fun Day at Schlitterbahn is set for June 25. This event is open to all members. Watch the newspaper and social media for details on buying tickets.

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Hermann Sons Life Statewide Bowling Tournament Saturday and Sunday July 30-31 and Aug. 6-7 Location to be determined! By the time of your June meeting, the location will have been announced and you can inform your members of the dates and location. Call Sandra Jones at 817-781-7155 and she will mail anyone interested in bowling the rules and registration form.

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FLAG DAY - JUNE 14, 2022

Each year, Flag Day is one of the most important dates on the Hermann Sons Life calendar. Lodges are encouraged to observe Flag Day. You may do this in whatever manner you choose. Some lodges hold special ceremonies to which local dignitaries - mayor or county judge - are invited. Others observe the occasion during their June meeting.

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DANCE REGISTRATION IF YOUR LODGE IS LOCATED IN AN AREA WHERE THERE IS A SCHOOL OF DANCE, PLEASE HELP US KEEP YOUR MEMBERS UP-TO-DATE BY SHARING THIS INFORMATION AT A LODGE MEETING. Registration for the 2022-2023 dance year will begin in June. Schools of Dance are open to all junior members who will be 3 to 17 years of age as of Sept. 1, 2022. Registration will be held through the Class Juggler app. Parents who have registered their child(ren) through Class Juggler iin the past WILL NOT be receiving a registration brochure. Instead, they will receive an e-mail from the Home Office informing them that online registration has begun. Junior members who have turned 3 since Sept. 1, 2021, and are now Dance eligible, will be receiving the registration brochure in the mail. Any junior members who are Dance eligible who did not register through Class Juggler or who became a member since the beginning of the last dance year will receive a registration brochure through the mail. PLEASE NOTE: Registration information that is mailed is sent to the payor of the child's life insurance certificate. The brochure will provide information on how to set up an account through Class Juggler. Two fees are collected during the registration process. One is a $50 assessment fee that goes to the Home Office to help cover the cost of providing the Dance Program, including instructor salaries and licensing fees for the music. The other is a one-time registration fee that goes to the individual schools of dance. The registration fee varies by school. The money is used to help pay for the recital including the location, decorations and the program. There is no monthly tuition associated with the Dance Program.

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JULY Besides the usual lodge business, please include the following in your July meeting: • The Hermann Sons Life State Bowling Tournament will be held June 30-31 and Aug. 6-7. The location had not determined when this Planner was posted. See the information sheet here for details and watch the newspaper for the location. •

Remind your lodge’s Finance Committee/Financial Trustees that the Financial Report for Jan. 1-June 30, 2022, is due no later than Aug. 19. More information is available here. The form is available in the Forms section and at hermannsonslife.org/officerforms.

• Remember that in order for your lodge to receive its subsidy money in 2022, the following forms must have been submitted to the Home Office. Financial Report for January-June 2021 Financial Report for July-December 2021 Report of Meeting Dates for 2021 List of Officers for 2022 Local Lodge Activity Report for 2021 If you have any questions about completing any of these forms, contact the Member Benefits Department at 800-234-4124 or 210-226-9261,

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FINANCIAL REPORT - JAN. 1-JUNE 30, 2022 The Financial Report form for the period of Jan. 1-June 30, 2022, is provided in the Forms section and at hermannsonslife.org/officerforms. It is required that the lodge's Finance Committee or Financial Trustees audit the books and records of your lodge. The form should then be completed and signed by the president and financial secretary. This form must be returned to the Home Office no later than Aug. 19, 2022. As with any form you send to the Home Office, make a copy for your records. This is done in accordance with the Bylaws of Local Lodges, Section 23, which states, "the Local Lodge Finance Committee shall examine all collections and disbursements by the Lodge . . . and make a written report, upon forms prescribed by the Home Office, to the Vice President of Member Benefits on the first of January and July . . ." Your prompt attention to this matter is appreciated. The form should be mailed to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein THIS IS ONE OF THE FORMS THAT LODGES ARE REQUIRED TO SUBMIT IN ORDER TO RECEIVE THEIR ANNUAL SUBSIDY.

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AUGUST Besides the usual lodge business, please include the following in your August meeting: • The Hermann Sons Life State Bowling Tournament will be held Aug. 6-7. The location had not determined when this Planner was posted. • Remind your lodge’s Finance Committee/Financial Trustees that the Financial Report for Jan. 1-June 30, 2022, is due no later than Aug. 19. More information is available here. The form is available in the Forms section and at hermannsonslife.org/officerforms.

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SEPTEMBER Besides the usual lodge business, please include the following in your September meeting: • Make a Difference Day is Oct. 22. Time to start planning your project. Click here for more information on this important day of service. • Consider a donation to the Retirement Home Christmas Fund. Click here for more information.

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MAKE A DIFFERENCE DAY - OCT. 22, 2022 Make A Difference Day is a day of celebration; a day of doing good. We encourage you and your lodge to join more than 2 million others across our nation in planning and participating in a volunteer service project that will “make a difference” in your community. Created in 1992 by USA WEEKEND Magazine in partnership with the Points of Light Foundation, Make A Difference Day challenges all of us to spend one Saturday “making a difference” in our communities and in the lives of others by participating in a community service project. The response to Make A Difference Day has soared each year, making it one of the largest volunteer service days nationwide. Mark your calendar for this year’s Make A Difference Day, Saturday, Oct. 22. We hope each and every lodge will participate in a special project in your own community. If you need help or have any questions feel free to contact Member Benefits Representative Jacqueline Klein at 210-226-9261 or 1-800-234-4124 or email jacquelinek@hermannsonslife.org.

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RETIREMENT HOME CHRISTMAS FUND The Home Office will begin accepting donations in September for the Retirement Home Christmas Fund. Donations will be accepted through November. Donations make it possible to purchase a special gift or item for the Home that can be used by all resident members at the Home. Thank you in advance for your support of this annual Christmas campaign. Donations can be sent to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Tammi Sutherland

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OCTOBER Besides the usual lodge business, please include the following in your October meeting: •

Make a Difference Day is Oct. 22. Time to executive your plan.

• If you would like a representative from the Home Office to attend your lodge's Christmas party, please send an invitation as soon as possible. For more information, click here. • It’s time to select your lodge’s Humanitarian of the Year Award recipient. Click here for more information. The form you need is in the Forms section and at hermannsonslife.org/officerforms.

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REPRESENTATION AT HOLIDAY EVENTS The holidays are always a busy time for your Home Office representatives. Many lodges host parties in November and December and would like a Home Office representative to attend. The Home Office always is happy to send a representative to a lodge party or event. Please send a written invitation to the Home Office as soon as possible so assignments can be made accordingly. If pins are to be presented at this event please submit the Pin Presentation Form found in the Forms section or at hermannsonslife.org/officerforms. Invitations can be mailed to:

Hermann Sons Life Home Office P.O. Box 1941 San Antonio, Texas 78297-194 Attn: Tammi Sutherland

Or emailed to:

tammis@hermannsonslife.org

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2022 HUMANITARIAN OF THE YEAR AWARD It is time for each Hermann Sons Life lodge to select its Humanitarian of the Year. This award honors a volunteer who has given time and talent to your lodge and/or community. All local lodges are asked to select a volunteer (who does not have to be a Hermann Sons Life member) and then recognize this person at a local lodge event. The lodge Christmas party would be an excellent time to do this. The deadline to select the Humanitarian of the Year is Oct.1. Please complete the 2022 Humanitarian of the Year Award form found in the Forms section or at hermannsonslife. org/officerforms. The report will be reviewed and used to print a certificate with your honoree's name and your lodge information. For all reports received by Oct. 1, the certificate will be mailed by Oct. 12 so that you get it in time for your presentation. You may also want to send a photo of the award being presented and information about your recipient to your local newspaper. If you have questions, contact Member Benefits Representative Jacqueline Klein at 1-800-234-4124, ext. 238, or 210-226-9261, ext. 238. Please mail the form to: Member Benefits Department Hermann Sons Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein Or email it to her at:

jacquelinek@hermannsonslife.org

Or complete the form online at:

hermannsonslife.org/officerforms

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NOVEMBER Besides the usual lodge business, please include the following in your November meeting: • If you would like a representative from the Home Office to attend your lodge's Christmas party, please send an invitation as soon as possible. For more information, click here. •

Elect your lodge’s 2023 officers. Information on the positions and their responsibilities can be found by clicking here. Once the election is held, use the 2023 List of Officers found in the Forms section or at hermannsonslife.org/officerforms. The report is due Dec. 14 or as soon as possible after the election.

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ELECTION OF OFFICERS FOR 2023 Local lodges are required to elect officers for the coming year at a meeting during the last quarter of the year. A description of each elected and apppinted officer's duties can be found on the next two pages. A form titled "2023 List of Officers" can be found in the Forms section or at hermannsonslife.org/officerforms. The form is to be used to report the results of the election to the Home Office. This information will be used to update the computer records at the Home Office. The form should be returned no later than Dec. 14, 2022, or as soon as possible after your election if your election falls after Dec. 14. As with any form you complete and return to the Home Office, please make a copy for your records. The completed form should be mailed to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein Or complete the form online at:

hermannsonslife.org/officerforms

THIS IS ONE OF THE FORMS THAT LODGES ARE REQUIRED TO SUBMIT IN ORDER TO RECEIVE THEIR ANNUAL SUBSIDY.

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Elected and Appointed Officers and Duties Elected Officers

President Vice President Corresponding Secretary Financial Secretary Treasurer (May combine secretary and treasurer positions, if desired) Trustees (3) Finance Committee (3) (May combine Trustee and Finance Committee positions, if desired)

Appointed Officers

Membership Coordinator (combines and expands Guide, Guards and Cheer Committee positions) Youth Coordinator Community Coordinator Communications Coordinator (expands Reporter position, replaces Historian) The President may appoint additional officers (such as Parliamentarian or Chaplain), if desired. Elected Officers President Past President Vice President Corresponding Secretary

Finance Committee

Treasurer

Financial Secretary

Trustees

Secretary Treasurer

Financial Trustees

Appointed Officers

Membership Assistant New Member Welcoming Social Events Cheer Committee

Membership Coordinator

Community Coordinator

Community Assistant Join Hands Day Make a Difference Day Community Relations

Youth Assistant Scholarship Committee Youth Advocacy

Youth Coordinator

Communications Coordinator

Communications Assistant Reporter Social Media Historian

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OFFICER DUTIES ELECTED OFFICERS President The Local Lodge President shall preside at all meetings of the Local Lodge; keep order and strictly and impartially conduct all proceedings of the meeting according to parliamentary rules; take no part in debates, but explain matters under discussion; with the Secretary, sign all minutes, documents and vouchers drawn on the Treasury; call special meetings; see that all laws of the Order are enforced and that all officers perform duties of office; appoint a majority of all committees; request and examine the books and records of the Secretary (whether one or more) and Treasurer; and perform other such duties of office that may be required as provided in the Grand Lodge Laws or the Local Lodge Bylaws. Vice President The Vice President shall assist the President when requested; preside at meetings in the absence of the President; fill the office of President by succession until the next regular election should a vacancy occur; and appoint a minority number of all committees of the Local Lodge. Corresponding Secretary The Corresponding Secretary shall keep, in writing, all minutes of the Local Lodge meetings; keep record of all the members in attendance; handle all correspondence; give all notices required by the bylaws and the Local Lodge; present and read to the Local Lodge all official letters and reports of the Home Office; report annually to the appropriate Home Office Officer on Local Lodge meetings, upon forms prescribed by the Home Office; deliver all papers, records and books to the successor in office; and perform other such duties as the Local Lodge Bylaws may prescribe. Financial Secretary The Financial Secretary shall perform such duties that may be assigned by the Local Lodge; receipt for all money collected and handled by the Local Lodge and immediately deliver the same to the Treasurer; report at each regular meeting of the Local Lodge the financial status of the Local Lodge and the amount of money on hand in custody of the Treasurer; furnish such bond as may be required by the Local Lodge; report the amount of money collected at each regular meeting before such meeting is closed and deliver the same to the Treasurer; deliver all books and records to the successor in office; and perform such other duties as the Local Lodge Bylaws may prescribe. Treasurer The Treasurer shall upon receipt immediately deposit all money in a bank selected by the local lodge, said deposits to be in the name and under the control and supervision of the Local Lodge; furnish bond as may be required by the Local Lodge; make monthly reports of all funds on hand available to the Financial Secretary; pay bills upon approval of the Local Lodge; retain bank books, check books and instruments pertaining to deposits and expenditures by the Local Lodge; deliver all books, records and instruments to the successor in office; and perform such other duties as the Local Lodge Bylaws prescribe. The duties of Treasurer and Financial Secretary may be combined. Or the Local Lodge may choose to combine all secretarial duties into one position.

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Trustee The Board of Trustees shall work and operate at all times under the direction and advice of the Lodge. In conjunction with the Lodge President, who is an ex-officio member of the Board, the Trustees shall designate a bank or banks as depositories for Lodge funds, and transfer money from one fund to another when necessary and invest Lodge funds in accordance with the laws of the State of Texas governing fraternal benefit societies. No part of the Lodge funds shall be invested or loaned unless agreed upon by a majority vote of the Lodge members present at a regular meeting. The Board of Trustees shall approve or reject all Fidelity or Surety Bonds required by the Lodge; supervise and manage all Lodge property; with the consent of a majority vote of the Lodge members present at a regular meeting of the Lodge, they may authorize the sale and conveyance of Lodge property for such consideration and under such terms and conditions as the Lodge prescribes; do any and all actions necessary for the investment and collection of Lodge funds; check all investments, payments, collections and general conditions of any and all assets of the Lodge every six (6) months; and perform such other duties as the Lodge Bylaws may prescribe. Finance Committee The Finance Committee shall work and operate under the direction and advice of the Lodge President who is an ex-officio member of the Committee. A majority of the Committee members shall constitute a quorum for the transaction of any business. The Finance Committee shall examine all collections and distributions by the Local Lodge, all Local Lodge books, financial records and bank accounts at least once every ninety (90) days and make a report, in writing, of its findings to the Local Lodge; make a written report upon forms prescribed by the Home Office, to the Vice President of Member Benefits on the first of January and July of each year; in the event of a vacancy in the office of Lodge Financial Secretary, Treasurer or Secretary/Treasurer, at the request of the Lodge President, examine all books and records of the vacant office and make a report of such finding to the Local Lodge before a newly elected officer shall take charge; and perform such other duties as the Local Lodge bylaws may prescribe. The duties of Trustees and Finance Committee may be combined to form Financial Trustees.

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APPOINTED OFFICERS Community Coordinator It is the duty of the Community Coordinator, under the direction and supervision of the Lodge President, to lead the implementation of community volunteer activities of the Local Lodge and to be a community awareness advocate for the Local Lodge. Join Hands Day, Make a Difference Day, Flag Day and other community events are the primary areas of responsibility. The Community Coordinator may appoint an assistant or enlist help for a Join Hands Day or Make a Difference Day event. Membership Coordinator The Membership Coordinator shall control the entrance of the Local Lodge meeting and shall permit only qualified persons to enter; assist in the introduction of new members and guests; and under the direction and supervision of the Lodge President coordinate meeting extras like food and social activities for each meeting and special events. The Membership Coordinator shall also remember the ill, bereaved and shut-ins with cards, telephone calls or personal visits; and make every effort to engage members in Local Lodge activities. The duties of Guide, Inner Guard, Outer Guard and Cheer Committee have been combined and accentuated to form the Membership Coordinator position. The Membership Coordinator may appoint an assistant and recruit a Cheer Committee and Hospitality groups to assist in his/her duties. Youth Coordinator The Youth Coordinator, under the direction and supervision of the Lodge President, shall initiate, promote, carry on and supervise any programs or movements pertaining to youth activities sponsored by the Local Lodge and at all times be an advocate for the Local Lodge’s youth. The Youth Director may appoint an assistant and should work closely with the Membership Coordinator. Communications Coordinator It is the duty of the Communications Coordinator to communicate the activities of the Local Lodge to its members through the Hermann Sons Life newspaper, local media, social media or website, and special contact initiatives including phone committees and direct mail. The Communications Coordinator is also responsible for the collection and preservation of pictures, articles and other items allowing for a historical record for future generations. The duties of Reporter and Historian have been combined and accentuated to form the Communications Coordinator position. The Communications Coordinator may appoint an assistant and recruit a Historian and social media manager.

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DECEMBER Besides the usual lodge business, please include the following in your December meeting: • Complete the Report of Meeting Dates for 2022 and submit it to the Home Office before the end of the year. It can be found in the Forms section and at hermannsonslife.org/officerforms. • Remind your lodge’s Finance Committee/Financial Trustees that the Financial Report for July 1-Dec. 31, 2022, is due in February 2023. The form is available in the Forms section and at hermannsonslife.org/officerforms.

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FINANCIAL REPORT - JULY 1-DEC. 31, 2022 The Financial Report form for the period of July 1, 2022, through Dec. 31, 2022, is provided in the Forms section and at hermannsonslife.org/officerforms. It is required that the lodge's Finance Committee or Financial Trustees audit the books and records of your lodge. The form should then be completed and signed by the president and financial secretary. This form must be returned to the Home Office no later than Feb. 15, 2023. As with any form you send to the Home Office, make a copy for your records. This is done in accordance with the Bylaws of Local Lodges, Section 23, which states, "the Local Lodge Finance Committee shall examine all collections and disbursements by the Lodge . . . and make a written report, upon forms prescribed by the Home Office, to the Vice President of Member Benefits on the first of January and July . . ." Your prompt attention to this matter is appreciated. The form should be mailed to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein THIS IS ONE OF THE FORMS THAT LODGES ARE REQUIRED TO SUBMIT IN ORDER TO RECEIVE THEIR ANNUAL SUBSIDY.

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FORMS

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YEARLY PLANNING CALENDAR

DUE FEB. 25

______________________________________ Lodge

PLEASE COMPLETE AND RETURN THIS FORM EVEN IF YOU DO NOT PLAN TO MAIL OR HAND OUT POSTCARDS! Submitted by ____________________________Phone No. __________________ Email __________________________________ How will you distribute the cards? Month/Day

Time

Mail only

Hand out at meeting

Lodge Event/Community Service Project

Place

Both

No cards needed Address

Return this form by FEB. 25 to Hermann Sons Life Home Office, Attn: Jacqueline Klein, P.O. Box 1941, San Antonio, TX 78297-1941. Back to Table of Contents


DUE FEB. 25

PIN PRESENTATIONS AT LODGE EVENT The Home Office strives to ensure that all members receive their 60-, 70-, 75- and 80-year pins at an event. Your help in making this happen is most appreciated. On the next page you will find a list of the members of your lodge who will be receiving one of these pins in 2022. When you are setting your calendar for the year, please decide to which meeting/ event you would like to invite a Home Office representative to present these pins in person and then fill out the form below and return it to the Home Office. NOTE: PINS WILL BE MAILED TO ALL PIN RECIPIENTS. THEY WILL BE ASKED TO BRING THEIR PIN WITH THEM TO THE PIN PRESENTATION SO IT CAN BE FORMALLY PRESENTED TO THEM. PLEASE RETURN THE FORM NO LATER THAN FEB. 25, 2022. LODGES THAT DO NOT RETURN THE FORM BY THAT DATE CAN NOT BE GUARANTEED A HOME OFFICE REPRESENTATIVE. THE HOME OFFICE WILL AUTOMATICALLY INVITE YOUR PIN RECIPIENTS ONE MONTH PRIOR TO THE EVENT. THEY WILL BE ASKED TO RSVP TO THE PERSON DESIGNATED ON THE FORM ONE WEEK PRIOR TO THE EVENT. Lodge Name & Number Contact Name

President or Secretary

Please circle contact's title

Contact Phone Number and email if available Event Date Event Type

(Ex. Picnic, Christmas, Regular Meeting, etc.)

Event Time Event Place Event Physical Address

Check this box ONLY if your lodge WILL NOT be doing a pin presentation in 2022.

50-Year Pins

A list of the members of your lodge who will be receiving their 50-year pins in 2022 also is included. All 50-year pins are mailed directly to members. You are encouraged to invite these members to a meeting where a picture can be taken with your lodge president and included in your report to the Hermann Sons Life newspaper. The form can be completed online at hermannsonslife.org/officerforms or can be mailed to Member Benefits Department, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, TX 78297-1941 or emailed to jacqueliinek@hermannsonslife.org. Back to Table of Contents


LOCAL LODGE ACTIVITY REPORT Each year the Home Office compiles a report about the activities its local lodges have taken part in during the past year. The information on Community Service will be used when we are defending our tax-exempt status with state and federal lawmakers. PLEASE COMPLETE THE FORM ON THE NEXT PAGE AND RETURN IT TO THE HOME OFFICE NO LATER THAN FEB. 25. There is now only one form. It asks for information on your lodge events, community service activities and scholarships/camperships granted. It is available on the next page or at hermannsonslife.org/officerforms. Remember that LODGE EVENTS includes all meetings, socials, picnics and Christmas parties. COMMUNITY SERVICE includes all lodge-sponsored community service projects. If two or more members are taking part in an event in the name of Hermann Sons Life, it counts as community service. If one member visits a friend in the nursing home, it does not count. To qualify, two or more members must be involved in a lodge-sponsored event. Join Hands Day, Make a Difference Day, Flag Day and Matching Funds projects count as Community Service along with any other donations or money or in-kind donations to community organizations. When completing the form, have your financial records, minutes and attendance records handy. This information will be a tremendous help in completing the form in a timely manner. Send the completed form to:

Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein

For more information, contact Member Benefits Representative Jacqueline Klein at 1-800-234-4124, ext. 238, or 210-226-9261, ext. 238. PLEASE NOTE: Due to the COVID-19 pandemic, we understand that lodges have had few, if any, meetings and events. Please send the report with any information you do have. Leave the form blank if there is nothing to report for 2021.

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DUE FEB. 25

HERMANN SONS LIFE LOCAL LODGE ACTIVITY REPORT Lodge & Community Service Report for 2021* Lodge Name ____________________ Form Completed By _________________________ EXPENDITURES Total Fraternal Expenditures for 2021

$_________________

This includes all expenditures the lodge made MINUS expenditures on community service projects. Donations to Camp, the Retirement Home, the Dance Program and any other Hermann Sons Life entity should be included here.

Total Community Service Expenditures for 2021

$_________________

This includes all donations made to outside (not Hermann Sons Life) organizations. If you made in-kind donations (food, meals, clothing, flags, etc.), please estimate the value of these goods and include that number here.

TOTAL EXPENDITURES IN 2021

$_________________

LODGE EVENTS Total Lodge Events for 2021

_________________

This includes all meetings, socials, picnics and Christmas parties.

Total number of people who attended these events

For example, if you had 20 people at each event and you held 15 events, your total would be 300.

_________________

Total number of hours that these events lasted

For example, if you held 15 events and each event lasted 2 hours, your total would be 30.

_________________

COMMUNITY SERVICE EVENTS Total Community Service Events for 2021

_________________

This includes ALL community service events the lodge conducted in 2021 including but not limited to Join Hands Day, Make a Difference Day and Matching Funds events.

Total number of people who attended these events

For example, if you had 20 people at each event and you held 15 events, your total would be 300.

_________________

Total number of hours that these events lasted

For example, if you held 15 events and each event lasted 2 hours, your total would be 30.

_________________

SCHOLARSHIPS/CAMPERSHIPS Total number of COLLEGE SCHOLARSHIPS the lodge awarded in 2021

_________________

Do not include the Retirement Home Scholarship or Hermann Sons Life Camp Scholarship in this total.

Total dollar amount of the COLLEGE SCHOLARSHIPS the lodge awarded in 2021 $_________________ Total number of HERMANN SONS LIFE CAMPERSHIPS the lodge awarded in 2021 _________________ You may include any cash prizes awarded to campers.

Total dollar amount of the CAMPERSHIPS the lodge awarded in 2021

$_________________

You may include any cash prizes awarded to campers.

* Even if there is nothing to report, please send the report anyway.

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DUE JUNE 3

2022 JOIN HANDS DAY PROJECT REPORT Please complete this form and submit it along with pictures to Member Benefits Department, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, Texas 78297-1941, Attn: Jacqueline Klein or email jacquelinek@hermannsonslife.org. You may also complete the form online at hermannsonslife.org/officerforms FORM IS DUE NO LATER THAN JUNE 3. CONTACT INFORMATION Lodge name _________________________________________________________________________________________ Contact person________________________________________ Office________________________________________ Address_______________________________________________________________________________________________ City_____________________________________________________ State_______________________ Zip______________ Phone_________________________________________________________________________________________________ Email__________________________________________________________________________________________________ PARTICIPATING ORGANIZATION Organization with which you joined hands_______________________________________________________ Is it a youth organization?

YES

NO

VOLUNTEERS How many volunteers took part in the project?__________________________________________________ PROJECT SCHEDULE AND LOCATION Date of project_______________________________________________________Time of project_______________ Project location______________________________________________________________________________________ Project location address_____________________________________________________________________________ City_____________________________________________________ State_______________________ Zip______________ DESCRIBE YOUR PROJECT AND INCLUDE PHOTOS ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________

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DUE MARCH 31

MATCHING FUNDS RESERVATION FORM Please complete this form and submit it to the Home Office no later than March 31. The form can be mailed to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein Or fax the form to: 210-226-3055 Or email the form to: jacquelinek@hermannsonslife.org Or complete the online form: hermannsonslife.org/officerforms

Name of lodge_______________________________________________________________________________________ Projected date of event _____________________________________________________________________________ Type of event/sponsorship _________________________________________________________________________ Charity to be benefitted/Organization being sponsored________________________________________ Estimated maximum reserve requested (not to exceed $500)__________________________________ Person to be advised of amount reserved: Name _________________________________________________________________________________________________ Address_______________________________________________________________________________________________ City, State and Zip___________________________________________________________________________________ Phone No. ____________________________________________________________________________________________ Email address ________________________________________________________________________________________

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MATCHING FUNDS FINAL REPORT The Home Office thanks you for sponsoring an event to benefit a 501(c)3 organization in your community. Please complete the form below and mail it to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein Or email the form to: jacquelinek@hermannsonslife.org Or complete the form online at: hermannsonslife.org/officerforms Include clippings (other than the Hermann Sons Life newspaper) or screenshots of social media posts, copies of flyers and tickets and pictures. The social media posts may not be your own or your lodge's. The post must have appeared on a page that is open to the community, e.g., if the chosen charity shares the information on its Facebook page or if there is a community events page in your area, that would qualify. If all items are not included, the check will be delayed until all items have been received. A check will be sent within two weeks of the Home Office's receipt of this form. Name of lodge_______________________________________________________________________________________ Date event completed ______________________________________________________________________________ Name of charity/organization______________________________________________________________________ Total amount raised/sponsored____________________________________________________________________ Total amount to be donated after expenses (if an event)________________________________________ How was the event advertised_____________________________________________________________________ ________________________________________________________________________________________________________

________________________________________________________________________________________________________

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HERMANN SONS LIFE LODGE FINANCIAL REPORT JANUARY 1, 2022 TO JUNE 30, 2022

DUE AUG. 19

Lodge Name ________________________________________________ BOOK BALANCE - JANUARY 1, 2022 DEPOSITS (RECEIPTS) 1-1-22 to 6-30-22 TRANSFERS 1-1-22 to 6-30-22 TOTAL DEPOSITS 1-1-22 to 6-30-22

$ $ $ $

CHECKS (EXPENSES) 1-1-22 to 6-30-22

$ $ $

BOOK BALANCE - JUNE 30, 2022

$

BANK RECONCILIATION

BANK BALANCE - JUNE 30, 2022 OUTSTANDING CHECKS OUTSTANDING DEPOSITS TOTAL - SHOULD MATCH BOOK BALANCE

$ $ $ $

SHOULD MATCH

TRANSFERS 1-1-22 to 6-30-22 TOTAL EXPENSES 1-1-22 to 6-30-22

TOTAL ASSETS OF LODGE SAVINGS ACCOUNT BALANCE CD (1) CD (2) OTHER ACCOUNT BALANCES LODGE HALL VALUE OTHER LODGE ASSET VALUE TOTAL ASSETS OF LODGE

$ $ $ $ $ $ $

ACCOUNT INFORMATION BANK ACCT INFORMATION:

Address____________________________________ Acct#_____________________

SAVINGS ACCT INFORMATION: Address____________________________________ Acct#_____________________ CD (1) ACCT INFORMATION:

Address____________________________________ Acct#_____________________

CD (2) ACCT INFORMATION:

Address____________________________________ Acct#_____________________

MORTGAGE LOAN INFO:

Address____________________________________ Acct#_____________________

PRESIDENT FINANCIAL SECRETARY Back to Table of Contents


DUE OCT. 3

2022 Humanitarian of the Year Award Please complete this form by Oct. 3 and send it to: Member Benefits Department, Hermann Sons Life Home Office, P.O. Box 1941, San Antonio, TX 78297-1941, Attn: Jacqueline Klein. A certificate printed with your honoree's name will be mailed to you by Oct. 11. The form can be submitted online at hermannsonslife.org/officerforms. Please consider submitting a photo of the award presentation and information on your recipient to your local newspaper.

Date________________________ Name of person completing form__________________________________________ Lodge Name____________________________________________________________________________________________ Name of officer to whom you would like certificate mailed ________________________________________________________________________________________________________

Address_____________________________________________________ Daytime Phone___________________________ City_______________________________________________ State ________________Zip_____________________________ HUMANITARIAN OF THE YEAR INFORMATION Honoree's Name________________________________________________________Member (Please print)

Nonmember

(Circle one)

Award will be presented at_________________________________________________ on__________________________ (Location)

This will be a: Regular meeting

Christmas party

(Circle one)

(Date)

Other _____________________________

Describe what he/she has done for the lodge and/or community within the past year that lead your lodge to select this person for this honor. (Continue on the back if more room is needed.) ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________ ________________________________________________________________________________________________________

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DUE DEC. 14

2018 2023List ListOf ofOfficers Officers 2018 List Of Officers NOTE: This is one of the forms required in order for your lodge to receive its annual subsidy from the Home Office.

Lodge Name: Located in , Texas Lodge Name: Located in , Texas President: President: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Vice President: Vice President: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Corresponding Secretary: If serving as Financial Secretary and Treasurer also, please check box Corresponding Secretary: If serving as Financial Secretary and Treasurer also, please check box Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Financial Secretary: Financial Secretary: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Treasurer: Treasurer: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Trustee 1: If your Trustees will be combining and serving as Financial Trustees check box Trustee 1: If your Trustees will be combining and serving as Financial Trustees check box Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Trustee 2: Trustee 2: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Trustee 3: Trustee 3: Name: E-mail: Name: E-mail: Address: Address: Hm. Phone: Wk.: Cell: Hm. Phone: Wk.: Cell: Back to Table of Contents


Finance Committee 1: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Finance Committee 2: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Finance Committee 3: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Communications Coordinator: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Youth Coordinator: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Membership Coordinator: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Community Coordinator: Name:

E-mail:

Address: Hm. Phone:

Wk.:

Cell:

Additional Appointed Officers: Name:

Position:

E-mail:

Cell:

Name:

Position:

E-mail:

Cell:

Name:

Position:

E-mail:

Cell:

Meetings Are Held:

Please Circle

Monthly

Bi-Monthly Quarterly

If Bi-Monthly or Quarterly, which months are meetings held? Day of Meeting:

Time of meeting:

Phone:

Place of meeting: Street address of meeting:

Return to Member Benefits Department, Hermann SonsBy Life Home Office, Return To Grand Vice President Secretary/Treasurer, Mary Beam December 15, 2017

P.O. Box 1941, San Antonio, TX 78297-1941, Attn: Jacqueline Klein, by Dec. 14, 2022.

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DUE DEC. 6

REPORT OF MEETING DATES FOR 2022 Each lodge is required to report to the Home Office the dates on which it met in 2022. Complete this form and return it to: Member Benefits Department Hermann Sons Life Home Office P.O. Box 1941 San Antonio, TX 78297-1941 Attn: Jacqueline Klein Or complete the form online at: hermannsonslife.org/officerforms The deadline to return the form is Dec. 6, 2022. Please make a copy for your records. NOTE: This is one of the forms required in order for your lodge to receive its annual subsidy from the Home Office. We, the undersigned officers, certify with our own signature that _______________________ Lodge, located at ____________________________________________________________ held its meetings on the following dates during the year 2022.

MONTH MEETING DATE

January __________________________________

February __________________________________ March __________________________________ April __________________________________ May __________________________________ June __________________________________ July __________________________________ August __________________________________ September __________________________________ October __________________________________ November __________________________________ December __________________________________ President's Signature Secretary/Treasurer's Signature Back to Table of Contents


DUE FEB. 15, 2023

HERMANN SONS LIFE LODGE FINANCIAL REPORT JUNE 30, 2022 to DECEMBER 31, 2022 Lodge Name ________________________________________________ BOOK BALANCE - JULY 1, 2022 DEPOSITS (RECEIPTS) 7-1-22 to 12-31-22 TRANSFERS 7-1-22 to 12-31-22 TOTAL DEPOSITS 7-1-22 to 12-31-22

$ $ $ $

CHECKS (EXPENSES) 7-1-22 to 12-31-22

$ $ $

BOOK BALANCE - JUNE 30, 2022

$

BANK RECONCILIATION

BANK BALANCE - DECEMBER 31, 2022 OUTSTANDING CHECKS OUTSTANDING DEPOSITS TOTAL - SHOULD MATCH BOOK BALANCE

$ $ $ $

SHOULD MATCH

TRANSFERS 7-1-22 to 12-31-22 TOTAL EXPENSES 7-1-22 to 12-31-22

TOTAL ASSETS OF LODGE SAVINGS ACCOUNT BALANCE CD (1) CD (2) OTHER ACCOUNT BALANCES LODGE HALL VALUE OTHER LODGE ASSET VALUE TOTAL ASSETS OF LODGE

$ $ $ $ $ $ $

ACCOUNT INFORMATION BANK ACCT INFORMATION:

Address____________________________________ Acct#_____________________

SAVINGS ACCT INFORMATION: Address____________________________________ Acct#_____________________ CD (1) ACCT INFORMATION:

Address____________________________________ Acct#_____________________

CD (2) ACCT INFORMATION:

Address____________________________________ Acct#_____________________

MORTGAGE LOAN INFO:

Address____________________________________ Acct#_____________________

PRESIDENT FINANCIAL SECRETARY Back to Table of Contents


RITUAL AND BYLAWS

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Ritual General Instructions Regular Meetings. Each Local Lodge shall arrange for a definite date, time and location for regular meetings to be held at least quarterly (four times per year). Once established, it is the duty of the officers of the Lodge to see that proper meetings are held in accordance with the statutes of the Laws of Hermann Sons Life and the Local Lodge Bylaws. Meeting Location Layout. During all regular meetings, the President and Secretaries shall be placed in the most prominent and practical position within the meeting location. All other elected and appointed officers, members and guests may sit wherever is practical for meeting involvement. Lodge Equipment. When the Local Lodge is not in session, all Lodge equipment shall be kept in a safe place, accessible to the officers in charge. It is the duty of the elected and appointed officers in charge to see that the meeting location is set up properly. Proper provision should be made to display the United States flag and the flag of the State of Texas. Important Documents. Important Lodge documents and supplies such as the Charter, Ritual, Bylaws, minutes, financial statements, regalia, and any other records, when not in use, shall be kept in a place of safekeeping by the respective officers responsible for the same. Current versions of these documents must be readily available during all regular and special Lodge meetings. Meeting Requirements. At the opening of each regular meeting, the President shall take his/her station and sound the gavel for order. A complete record of all members in attendance shall be kept. It is the duty of the President to ascertain that a quorum of not less than five (5) members in good standing are present for the purpose of conducting Lodge business and that the Lodge meeting starts promptly as designated by the Lodge. Honor Our Flag. Generally, the flags of the United States of America and the State of Texas should be brought into the regular meeting location before the opening of the meeting. However, a Local Lodge may choose to hold a special flag presentation at any regular meeting, special meeting or event they see fit. Page 1 Back to Table of Contents


MEETING AGENDA Calling the lodge to order (President gives one rap of gavel to call members to order.) President: Officers and Members, please come to order and be seated. (President gives two raps of the gavel two times for the membership to rise.) Pledge of Allegiance to the Flag President: Face the flag and repeat with me the PLEDGE OF ALLEGIANCE: "I pledge allegiance to the flag of the United States of America, and to the Republic for which it stands; One Nation under God, indivisible, with Liberty and Justice for all." OPTIONAL President: Please join me in the PLEDGE TO THE TEXAS FLAG: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." (The President gives one rap of the gavel for the membership to be seated.) President: Officers and Members, let us now proceed with the transaction of business, having in mind only the best interest of this Lodge and Hermann Sons Life. I now declare this meeting opened. Roll call of officers Introduction of Hermann Sons Life officers and guests Reading of the previous meeting minutes by the Corresponding Secretary (Ask for corrections. Ask for motion to accept as read or with corrections. After second is made, call for vote.) Financial report given by the Financial Secretary (Ask for corrections. Ask for motion to accept as read or with corrections. After second is made, call for vote.) Announcement of new members and transfers President: Are there any new members to be introduced? (Ask new members to stand as the Lodge Secretary reads their names.) Report of Agents (Call on local agent to give report on membership drives, product changes and educational workshops.) Membership Coordinator Report and Expressions of Condolence (President gives two raps of the gavel for the membership to rise.) President: Please rise and observe a moment of silence in honor of our sick and departed members. (President gives one rap of the gavel for the membership to be seated.) Committee Reports Reading of Correspondence Unfinished Business Page 2 Back to Table of Contents


New Business Election of Officers (November or December) Installation of Officers (First meeting of the year; see Installation of Officers Ceremony) Birthdays Anniversaries Attendance Awards Adjournment President: Members, in closing this meeting, may I remind you that we should always be of assistance to members of Hermann Sons Life whereever and whenever possible. Furthermore, we should always show a spirit of benevolence toward everyone, using as a guide our Motto - FRIENDSHIP, LOVE AND LOYALTY. I now declare this meeting duly adjourned.

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Guidance for Motions The following information is provided in an effort to assist Local Lodge Presidents. It outlines the proper way to make a motion, discussion the motion and take a vote on the motion. Note: No discussion can be had without a motion and a second. Process for Motions during meetings: 1. A member makes a motion “I move that (or to)…” 2. Another member must second that motion before discussion can begin. 3. The President/Chair states the motion: “A motion is on the floor by (member name) to …. And it has been seconded by (member name who seconded).” 4. The President/Chair asks if there is any discussion on the motion 5. Once discussion has been completed the President/Chair calls for the question. If no one objects, the vote is taken. 6. All in favor say Aye, all opposed respond Nay. 7. President/Chair proceeds to announce the result of the vote. a. The Ayes have it, the motion carries. b. The Nays have it, the motion fails. To Amend a Motion: If someone wants to change some of the wording to the motion that is being discussed. (This amendment will need to be seconded in order for discussion to follow.) 1. “I move the motion be amended by adding the following words ___” 2. “I move the motion be amended by striking out the following words ___” 3. “I move that the motion be amended by striking out the following words_________, and adding in their place the following words _________.” You will then vote on the amendment. If approved, you will vote on the motion as amended.

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Installation of Officers Ceremony To be conducted by the 2022 President at the first regular meeting of the year. Will all elected and appointed officers please stand, if you are able. My Brothers and Sisters, you have been elected and appointed by your Lodge to the office in which you are about to be installed. Do you accept the position to which you have been elected and appointed and are you willing to take the solemn obligation required of you as an officer? If so, answer “Yes.” Then please place your right hand over your heart and repeat after me the following pledge: I promise that I will faithfully perform the duties / which the laws of the Order / and the bylaws of my own Lodge demand, / that I will carefully guard and keep / all documents and property entrusted to me, / that I will uphold all the laws / of the Grand Lodge / and the bylaws of my own Lodge, / that are now in force and affect / or that may hereafter be adopted. / For the faithful performance of which, / I herewith give my word of honor. (One rap - Sit) Brother and Sister Officers, by virtue of the authority vested in me by the President and CEO of Hermann Sons Life, I now declare you legally installed elective and appointive officers of this Lodge. Your installation has conferred upon you a distinctive honor. I charge you to show your appreciation of this honor by prompt and regular attendance at our Lodge meetings, efficient and dignified performance of your duties, and passing on the history and traditions of Hermann Sons Life to the next generation of leaders. The officers and directors of Hermann Sons Life have asked me to thank you for accepting a leadership role in your lodge. As ambassadors of our organization it is your voice that keeps Hermann Sons Life vibrant in communities across Texas. We would not be able to serve our members and provide community outreach without you. Each of you now having been duly installed in office may begin the duties of your office. May you always be governed and guided by the principles of our Order of FRIENDSHIP, LOVE AND LOYALTY.

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LOCAL LODGE BYLAWS ARTICLE I (Name) This Lodge is chartered and shall be known as Hermann Sons Life ___________________________ under the jurisdiction of Hermann Sons Life (2017 Laws of HSL, Art. 5.) ARTICLE II (Purpose) This Lodge, Hermann Sons Life ___________________________________, is formed for the purpose of operating as a fraternal subordinate lodge of Hermann Sons Life. As a subordinate lodge, it adopts the purpose of the organization to strengthen communities through its member involvement in charitable and community work. ARTICLE III (Meetings) Section 1. Regular Meetings. Regular meetings of this Lodge shall be held on ___________________________________ at ______ o’clock at _________________, Texas. Meetings shall be conducted in accordance with the Order of Business as found in the current Hermann Sons Life Ritual as adopted and provided to the Local Lodge, which shall contain complete instructions for operation. (2017 Laws of HSL, Art. 81.) Lodges are required to hold regular meetings at least once each calendar quarter; however, monthly meetings or events are encouraged. In cases of extreme circumstances, the Bylaws of Local Lodges Committee may temporarily amend or waive the requirement of one regular meeting per quarter. Section 2. Meetings - Quorum. Five (5) members of the Local Lodge in good standing shall constitute a quorum for the transaction of business by the Local Lodge, in accordance with the Local Lodge Bylaws. Section 3. Special Meetings. The Local Lodge President may call a special meeting when it is deemed for the best interest of Hermann Sons Life or the Local Lodge, provided the purpose for which such special meeting is called is specifically stated. The Local Lodge President may call in-person, virtual and telephonic special meetings at the location of their choice, or by conference call or video through the vendor of their choice, provided they adhere to the following criteria: Page 1 Back to Table of Contents


1. Notification of the special meeting date, time, thorough instructions regarding location or join-in method and detailed agenda must be sent to all members at least 10 business days in advance of the meeting. The Lodge’s Hermann Son Life newspaper article, letters and post cards mailed to all members are acceptable examples of special meeting notifications. 2. Special meetings must meet quorum requirements as defined in the Local Lodge Bylaws for any business to be conducted. Attendance must be recorded along with the minutes of the meeting. 3. Special meetings should follow the criteria detailed in the Local Lodge Bylaws, Article V (Order of Business). Examples of the types of business that are permissible to be conducted during a special meeting include discussion and approval of bills, discussion and approval of community service projects to include reasonable monetary donations and discussion and approval of future meeting dates, meals and activities that the Lodge would like to participate in. Examples of the types of business that CANNOT be conducted during a special meeting include any Bylaws or Special Provision changes to be submitted to the Bylaws of Local Lodges Committee as defined in Article VII (Special Laws), Section 1. Local Lodge Bylaws. This includes, but is not limited to, the regular meeting schedule and lodge dues requirements. Other items that are prohibited from being discussed or approved during a special meeting include the purchase or sale of Lodge-owned real estate and the election of officers. Upon receipt of written request of seven (7) members in good standing, specifically stating the purpose, the Local Lodge President must call a special meeting of the Local Lodge. Section 4. Public Meetings. Local Lodges shall hold public meetings only upon special occasions. On all occasions of public meetings, the regular order of business shall be dispensed with and omitted from the session. ARTICLE IV (Officers) Section 1. Local Lodge Elective Officers. The elective officers of each Local Lodge shall be a President, Vice President, Corresponding Secretary, Financial Secretary and Treasurer (which may be grouped into one or two offices as the Local Lodge Bylaws provide), and three Trustees and three members of the Finance Committee (which may be combined to form a three-member Board of Financial Trustees). Section 2. Local Lodge Officer - Qualifications. Any adult Lodge member whose membership is in good standing (premiums and Lodge dues paid current) is eligible to serve as a Local Lodge Officer. However, lodges may require background checks on officers as long as they do so with consent and without discrimination. Depending on results or consent refusal, a member may be declined officer eligibility. A Local Lodge Officer, elected or appointed, if possible, should not hold more than one office in the Local Lodge at the same time. It is one of the duties of each Local Lodge Officer to keep premiums and dues paid and should a Local Lodge Officer not be in good standing because of non-payment of Page 2 Back to Table of Contents


premiums and/or dues, the Local Lodge shall have the right to declare that such Officer has failed to carry out the duties of office without good cause and the office vacant. Section 3. Local Lodge Appointive Officers. The Local Lodge President will appoint Community, Membership, Communications and Youth Coordinators; and any other positions deemed necessary for the successful operation of the Lodge. Coordinators may appoint others to assist in the completion of their duties. Section 4. Local Lodge Past President. The immediate retiring Local Lodge President shall serve in the capacity of Past President, provided that in the instance where there is no immediate retiring President, then the office and chair of Past President may be filled by election in the same manner as any other elective officer. Section 5. Elective Officers-Nomination - Election. At the first meeting either in the month of November or December of each year, each Local Lodge shall nominate and elect all elective officers for the ensuing year. Each Local Lodge shall have the right, through its Bylaws or vote of such Lodge prior to nomination of officers, to decide whether a candidate to be voted on must be present in person at such meeting or may be excused for cause acceptable to the Local Lodge. Section 6. Elective Officers - Terms. The President, Vice President and Past President (if elected) shall be elected for a term of one (1) year. The Secretary, Secretaries and/or Treasurer may be elected to three (3) year terms if provided for in these Bylaws under Article VIII Special Provisions, otherwise to one (1) year terms. All vacancies, voluntary or involuntary, that occur in elective offices shall be governed by the laws hereinafter set out and provided. Section 7. Local Lodge Trustees - Election. The Board of Local Lodge Trustees shall consist of three (3) members to be elected in the same manner and at the same time all other elective officers are elected, provided that at the first election in a new Local Lodge such Trustees shall be elected for terms of one (1), two (2) and three (3) years, respectively, and thereafter one Trustee shall be elected each year to serve for a term of three (3) years and until a successor is elected and installed. Immediately following each such election, the Local Lodge shall select, by nomination and voice vote, the Trustee to serve as Chair of the Board of Trustees for the ensuing year. Section 8. Local Lodge Finance Committee - Election. Local Lodge Finance Committee members shall be elected in the same manner and at the same time all other elective officers are elected, provided, at the first election in any new Local Lodge, such committee members shall be elected for terms of one (1), two (2) and three (3) years, respectively, and thereafter one committee member shall be elected each year to serve for a term of three (3) years and until a successor is elected and installed. Page 3 Back to Table of Contents


Immediately following each such election, the Local Lodge shall select, by nomination and voice vote, the Committee member to serve as Chair of the Finance Committee for the ensuing year. Section 9. Local Lodge Financial Trustee Committee - Election. Local Lodge Financial Trustee Committee members (when Local Lodges choose to combine the Trustees and Finance Committee) shall be elected in the same manner and at the same time all other elective officers are elected, provided, at the first election in any new Local Lodge, such committee members shall be elected for terms of one (1), two (2) and three (3) years, respectively, and thereafter one committee member shall be elected each year to serve for a term of three (3) years and until a successor is elected and installed. Immediately following each such election, the Local Lodge shall select, by nomination and voice vote, the Committee member to serve as Chair of the Financial Trustees Committee for the ensuing year. Section 10. Local Lodge Elections. All contested elections of Local Lodge offices shall be held by written ballot. The Local Lodge must resolve before nominations are declared whether the result shall be determined by plurality or majority. If by majority and no candidate receives a majority on the first ballot, then the lowest nominee shall be dropped and a second ballot shall be required. If there is no majority, then the lowest nominee shall be dropped and a third ballot shall be required, at which time the recipient of the largest number of votes shall be elected. Section 11. Election Committee. When there is more than one nomination for the same office, an Election Committee consisting of either three (3) or five (5) members shall be appointed (a majority thereof to be appointed by the President and a minority by the Vice President). This Committee shall distribute, collect, read and count the ballots. A record of the count shall be kept by the Secretary as reported to the President, who shall in turn declare the successful candidate elected and have official record of said election included in the minutes of the meeting. Section 12. Installation of Local Lodge Officers. Each elective and appointive Local Lodge Officer shall be installed at the first meeting in the month of January each year, or at such time and place as the President and CEO of Hermann Sons Life may direct. Section 13. Vacancy in Local Lodge Office. A Local Lodge elective or appointive office shall become vacant upon the happening of any of the following occurrences: death, resignation, removal or expulsion of the person holding such office or the transfer of such person to another Local Lodge. Declaration of the Local Lodge, by majority vote, that the person holding such office has failed to carry out the duties of the office without good cause; inability of the person holding such office to attend to the duties thereof for a period of thirty (30) consecutive days, without first being excused therefrom by the President or by the majority vote of the Local Lodge, shall create a vacancy. In the event of a vacancy in an elective office, except that of President, who shall be succeeded by the Vice President, an election shall be held at the next regular Page 4 Back to Table of Contents


meeting to fill the same. In the event of an excusable absence or failure with good cause to carry out the duties of such office not constituting a vacancy, the President shall have the right to temporarily fill such office by appointing a member to serve until such officer resumes the duties of the office. No vacancy shall be created by declaration of the Local Lodge that the office holder has failed to carry out the duties of office without good cause unless the same is voted on at a regular Lodge meeting after the office holder has been given, in person or by mail, written notice by the Lodge at least ten (10) days prior to the meeting, setting forth therein the matters complained of. Section 14. Local Lodge Past President - Duties. The Local Lodge Past President shall perform such duties as may be provided for in these Bylaws, or that may be requested by the President. Section 15. Local Lodge President - Qualifications. No member shall be elected President of a Local Lodge unless such member has previously held an elective office in such Local Lodge; except in instances of emergency, that is, where there is no available Local Lodge member who has previously held an elective office in such Local Lodge who will accept nomination for election as President of the Lodge. Section 16. Local Lodge President - Duties. The Local Lodge President shall preside at all meetings of the Local Lodge; keep order and strictly and impartially conduct all proceedings of the meeting according to parliamentary rules; take no part in debates, but explain matters under discussion; with the Secretary, sign all minutes, documents, and vouchers drawn on the Treasury; call special meetings; see that all laws of the Order are enforced and that all officers perform duties of office; appoint a majority of all committees; request and examine the books and records of the Secretary (whether one or more) and Treasurer; and perform other such duties of office that may be required as provided in the Laws of Hermann Sons Life or the Local Lodge Bylaws. Section 17. Local Lodge Vice President - Duties. The Vice President shall assist the President when requested; preside at meetings in the absence of the President; fill the office of President by succession, until the next regular election, should a vacancy occur; and appoint a minority number of all committees of the Local Lodge. Section 18. Corresponding Secretary - Duties. The Corresponding Secretary shall keep, in writing, all minutes of the Local Lodge meetings; keep record of the members in attendance; handle all correspondence; give all notices required by the Bylaws and the Local Lodge; present and read to the Local Lodge all official letters and reports from the Home Office; report annually to the appropriate Hermann Sons Life officer on Local Lodge meetings, upon forms prescribed by the Home Office; deliver all papers, records and books to the successor in office; and perform other such duties as the Local Lodge Bylaws may prescribe. Section 19. Financial Secretary - Duties. The Financial Secretary shall perform such duties that may be assigned by the Lodge; receipt for all money collected and handled by the Lodge and immediately deliver the same to the Treasurer; Page 5 Back to Table of Contents


report at each regular meeting of the lodge the financial status of the lodge and the amount of money on hand in custody of the Treasurer; furnish such bond as may be required by the Lodge; report the amount of money collected at each regular meeting before such meeting is closed and deliver the same to the Treasurer; deliver all books and records to the successor in office; and perform such other duties as the Lodge Bylaws may prescribe. Section 20. Treasurer - Duties. The Treasurer shall upon receipt immediately deposit all money in a bank selected by the lodge, said deposits to be in the name and under the control and supervision of the Local Lodge; furnish bond as may be required by the Lodge; make monthly reports of all funds on hand available to the Financial Secretary; pay bills upon approval of the Lodge; retain bank books, check books and instruments pertaining to deposits and expenditures by the Lodge; deliver all books, records and instruments to the successor in office; and perform such other duties as the Lodge Bylaws may prescribe. All checks issued by the Lodge must be signed by the President, or, in the absence or inability of the President, by the Vice President and countersigned by the Treasurer, or by such other officer as the Bylaws may provide. Section 21. Secretaries, Treasurer - Combined Offices. The Lodge may combine the office of Corresponding Secretary and Financial Secretary into one office, or have but one office of Secretary-Treasurer. Section 22. Trustees - Duties. The Board of Trustees shall work and operate at all times under the direction and advice of the Lodge. In conjunction with the Lodge President, who is an ex-officio member of the Board, the Trustees shall designate a bank or banks as depositories for Lodge funds, and transfer money from one fund to another when necessary and invest Lodge funds in accordance with the laws of the State of Texas governing fraternal benefit societies. No part of the Lodge funds shall be invested or loaned unless agreed upon by a majority vote of the Lodge members present at a regular meeting. The Board of Trustees shall approve or reject all Fidelity or Surety Bonds required by the Lodge; supervise and manage all Lodge property; with the consent of a majority vote of the Lodge members present at a regular meeting of the Lodge, they may authorize the sale and conveyance of Lodge property for such consideration and under such terms and conditions as the Lodge prescribes; do any and all actions necessary for the investment and collection of Lodge funds; check all investments, payments, collections and general conditions of any and all assets of the Lodge every six (6) months; and perform such other duties as the Lodge Bylaws may prescribe. Section 23. Finance Committee - Duties. The Finance Committee shall work and operate under the direction and advice of the Lodge. In conjunction with the Lodge President, who is an ex-officio member of the Committee, the Finance Committee shall examine all collections and distributions by the Lodge, all Lodge books, financial records and bank accounts at least once every ninety (90) days and make a report, in writing, Page 6 Back to Table of Contents


of its findings at the next regular Lodge meeting; make a written report upon forms prescribed by the Home Office, to the Vice President of Member Benefits on the first of January and July of each year; in the event of vacancy in the office of Lodge Financial Secretary, Treasurer, or Secretary/Treasurer, at the request of the Lodge President, examine all books and records of the vacant office and make a report of such findings to the Lodge before a newly elected officer shall take charge; and perform such other duties as the Lodge Bylaws may prescribe. Section 24. Trustees, Finance Committee - Combined Offices. The Lodge may, by proper amendment to its Bylaws, approved by the Home Office, combine the Trustees and Finance Committee to form a board of Financial Trustees, whose duties will include all duties of the Trustees and Finance Committee combined. Section 25. Community Coordinator. It is the duty of the Community Coordinator, under the direction and supervision of the Lodge, to lead and organize the implementation of charitable community volunteer activities of the Lodge and to be a community awareness advocate for the Lodge. Join Hands Day, Make a Difference Day, Flag Day, Grief Support Services and other community events are the primary areas of responsibility. Section 26. Membership Coordinator. The Membership Coordinator shall control the entrance of the Local Lodge meeting and shall permit only qualified persons to enter; assist in the introduction of new members and guests; and under the direction and supervision of the Lodge coordinate meeting extras like food and social activities for each meeting and special events. The Membership Coordinator shall also remember the ill, bereaved, and shut-ins with cards, telephone calls or personal visits; and make every effort to engage members in Lodge activities. Section 27. Communications Coordinator. It is the duty of the Communications Coordinator to communicate the activities of the Lodge to its members through the Hermann Sons Life newspaper, local media, social media or website, and special contact initiatives including phone committees and direct mail. The Communications Coordinator is also responsible for the collection and preservation of pictures, articles and other items allowing for a historical record for future generations. Section 28. Youth Coordinator. The Youth Coordinator, under the direction and supervision of the Lodge, shall initiate, promote, carry on and supervise any programs or movements pertaining to youth activities sponsored by the Lodge and at all times be an advocate for the Lodge’s youth. The Youth Coordinator shall work directly with the Community Coordinator to promote outstanding young leaders working within communities. Section 29. Coordinator Assistants. Lodge Coordinators may appoint assistants to help carry out their assigned duties.

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Section 30. Compensation of Lodge Officers. If any Lodge Officer is to be compensated for the performance of duties, then such compensation shall be in accordance with the provisions of the Lodge Bylaws, and if said Bylaws do not specifically provide for the payment of a definite sum or amount, then in accordance with the annual resolution adopted by the Lodge providing for such compensation, such resolution shall be adopted prior to the election of the said Officer. Section 31. Local Lodge Committees. No member shall be placed upon more than two (2) Special Committees at the same time. Special Committees may be appointed when deemed advisable by the President, provided such appointments are made in accordance with the Laws of Hermann Sons Life and the Lodge Bylaws. Unless otherwise provided, the first member appointed shall serve as chair of the Committee. Committees shall be discharged only when their particular work has been completed. ARTICLE V (Order of Business) Section 1. Regular Order of Business. The Lodge may conduct its regular Lodge meetings according to the following suggested order of business as found in the Hermann Sons Life Ritual: 1. CALLING THE LODGE TO ORDER 2. PLEDGE OF ALLEGIANCE TO THE FLAG 3. ROLL CALL OF OFFICERS 4. INTRODUCTION OF HERMANN SONS LIFE OFFICERS AND GUESTS 5. READING OF THE PREVIOUS MEETING MINUTES 6. FINANCIAL REPORT 7. ANNOUNCEMENT OF NEW MEMBERS AND TRANSFERS 8. REPORT OF AGENTS 9. MEMBERSHIP COORDINATOR REPORT AND EXPRESSIONS OF CONDOLENCE 10. COMMITTEE REPORTS 11. READING OF CORRESPONDENCE 12. UNFINISHED BUSINESS 13. NEW BUSINESS 14. ELECTION OF OFFICERS (NOVEMBER OR DECEMBER MEETING ONLY) 15. INSTALLATION OF OFFICERS (FIRST MEETING OF THE YEAR) 16. ATTENDANCE AWARDS 17. ADJOURNMENT Section 2. Special Arrangement for Order of Business. The regular order of business may be changed or varied to fit the particular occasion, at the discretion of the Lodge President.

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ARTICLE VI (Membership) Section 1. Membership. After an application has been certified acceptable by the Home Office Underwriter, notice of the new member will be sent to the Secretary of the Lodge for which membership was applied. Section 2. Junior Member - Attaining Adult Membership. When a junior member has reached the age of eighteen (18) years, which is the age of eligibility for adult membership in Hermann Sons Life, and the certificate is then in full force and effect, the member shall automatically be converted to adult membership in the Lodge and shall pay the Lodge dues required of an adult member as prescribed in these Bylaws. After such conversion, the member shall attain all the rights and privileges of an adult member. Section 3. Social Members. An adult member of any Local Lodge may, upon written application, request to become a Social Member of another Lodge. If accepted, they will be required to pay an admission fee in the amount of __________ and/or dues in the amount of __________ per month. Social members are not eligible to vote on any matter or be elected or appointed to any office or committee other than a committee having to do with entertainment or social activities. They are, however, permitted to attend lodge meetings and social functions and may participate in discussions. The Lodge may terminate a person’s social membership at any regular meeting by a majority vote of the members present or by default of payment of social member Lodge dues. Section 4. Honorary Membership. Upon a majority vote at any regular Lodge meeting, Honorary Membership may be extended to a member of a Local Lodge who has rendered distinguished service to the United States, the State of Texas, or this organization. An Honorary Member shall be accorded all of the rights and privileges of a social member, but is exempt from the payment of any admission fee or Lodge dues unless a Lodge extends Honorary Membership to one of its own members, such member shall continue to pay Lodge dues and shall not lose any rights of regular membership. Section 5. Transfer of Lodge Membership. A Lodge member may transfer to another Lodge with the approval of the President and CEO or Vice President of Operations and COO. No transfer shall be issued or allowed by Hermann Sons Life unless the member is in good standing and has complied with the Laws of Hermann Sons Life and Local Lodge Bylaws in every respect. Hermann Sons Life shall process the transfer of lodge dues paid in advance. Section 6. Local Lodge Dues - Adult. All adult members shall pay Local Lodge dues in an amount of __________ per month. Local Lodge dues must be paid by the Lodge member in order to maintain good standing in Hermann Sons Life Page 9 Back to Table of Contents


and keep the benefit certificate in full force and effect. Section 7. Local Lodge Dues - Junior. The Lodge may require the payment of Local Lodge dues, in the amount of __________ per month, for each junior member. Section 8. Paid-up Fraternal Benefit Certificate Dues to Local Lodge. All fraternal benefit certificates, regardless of the type or amount, are founded upon membership in the Local Lodge, and the good standing of the member in the Local Lodge is the basis of a valid fraternal benefit certificate. No member shall be relieved or discharged from the obligation of payment of Local Lodge dues by virtue of the fact that the fraternal benefit certificate becomes paid-up. (2017 Laws of HSL, Art. 59.) ARTICLE VII (Special Laws) Section 1. Local Lodge Bylaws. Each Local Lodge shall adopt Bylaws governing its operations and activities. Any amendments or Special Provisions must be adopted by the Local Lodge, certified to by the Lodge President and Secretary and must be furnished to the Home Office for submission to the Bylaws of Local Lodges Committee. (2017 Laws of HSL, Art. 52.) The operative and effective date of amendments and Special Provisions correspond to the date of approval by the Bylaws of Local Lodges Committee. In the event of a conflict, the Laws of Hermann Sons Life take precedence over Local Lodge Bylaws. The Bylaws of Local Lodges Committee, prior to its approval of any submitted bylaw or amendment, may make whatever alterations it deems necessary in order to avoid a conflict with the Laws of Hermann Sons Life. It shall not be necessary to submit any such alterations to the Local Lodge for adoption. No bylaws of a Local Lodge, or any amendment or Special Provision thereof, shall be submitted to the Bylaws of Local Lodges Committee until the same have been adopted by a two-thirds (2/3) majority vote of the members present and voting after the same have been read at three (3) successive regular meetings of the Local Lodge. Section 2. Delegates and Alternates to Grand Lodge Convention - Election. The following is a recommended procedure and serves as a guide for the election of delegates and alternates to the Grand Lodge Convention. The name of each member eligible for election as a delegate to the Grand Lodge Convention shall appear upon the ballot to be voted at the meeting at which delegates are to be elected. Any members whose names appear upon the ballot shall have the right to have their names withdrawn therefrom, by a request therefor made at such meeting. Any member whose name appears on the ballot and who is not present at such meeting shall, unless excused by a majority vote of the members in attendance, not be eligible for election as a delegate or alternate. It shall be the duty of each voting member in attendance to vote for as many delegates as the Lodge is entitled to by making a check mark opposite the names of those voted for, and any ballot whereon the member votes for less than a majority of the number of delegates to which the Lodge is entitled or more than the number of delegates to which Page 10 Back to Table of Contents


the Lodge is entitled, shall be void and not counted. The member receiving the highest vote shall be the first delegate elected and the member receiving the same or next highest vote shall be the next delegate elected and so on until the required number has been selected, but in the event of a tie vote for the last delegate position, the same shall be filled by the tying members drawing lot therefor. After the required number of delegates has been selected, the member receiving the same or next highest vote to that of the last delegate elected shall be the first alternate elected, and the member receiving the same or next highest vote to that of the first alternate shall be the second alternate elected and so on until the required number have been selected, and in the event of a tie for the last alternate position, the same shall be filled by the tying members drawing lot therefor. Section 3. Lodge Meeting Excused Absences. Any member and spouse who are unable to attend a meeting of the Lodge due to the performance of duties assigned by Hermann Sons Life shall, for the purpose of determining eligibility for election as a Grand Lodge delegate, be considered in attendance at such meetings. The President and CEO or the Vice President of Operations and COO may be contacted for verification of such assignments. Section 4. Local Lodge Complaints or Controversies. Any complaint, dispute or controversy between members of the Lodge, or between a Lodge member and the Lodge itself, concerning the violation of any of the Laws of Hermann Sons Life or Local Lodge Bylaws, shall be made in writing, contain all specific charges and be directed to the President of the Lodge. Upon receipt of such written complaint the Lodge President may: 1) Opt to appoint a Lodge Complaint Committee, consisting of five (5) members, who shall investigate and adjust all possible difficulties and report the recommendation of the Committee back to the Lodge 2) Take the dispute directly to the Local Lodge for settlement, or 3) Take the charges directly to the President and CEO or the Chair of the Board of Directors of Hermann Sons Life. If the Lodge President appoints a Complaint Committee, this Committee shall receive the written complaint, arrive at a decision by majority vote, fix the penalty, if any, and report back to the Lodge, in writing, the findings and decision of the Committee for acceptance or rejection by the Lodge. This action of the Lodge shall be certified by the Lodge President and reported to the Complainant. Any Lodge member affected by the decision of a Lodge Complaint Committee or pertaining to a complaint, dispute or controversy covered by the foregoing Bylaws, shall have a right to appeal such decision by filling a transcript, in writing, with the President and CEO or Chair of the Board of Directors of Hermann Sons Life within sixty (60) days from the date of the Lodge decision. The Executive Committee may be a part of the decision process. Any Lodge member affected by the decision of the Hermann Sons Life Officers pertaining to a dispute or complaint which had its origin in a Lodge may petition the Appeals Committee. The Appeals Committee shall handle and make its recommendation in writing to the President and CEO or Chair of the Board of Directors of Hermann Sons Life and will communicate the results to all involved parties. Page 11 Back to Table of Contents


Section 5. Complaints Against A Local Lodge. Complaints against Local Lodges shall be instigated in the same way as any other complaint. The President and CEO, when the surrounding facts warrant it, may permit, allow, recommend or institute a complaint against a Local Lodge directly with Hermann Sons Life. Upon hearing of same, the President and CEO may mete out a penalty against such Local Lodge in keeping with such complaint as may be proper in the premises, to the extent of suspension of charter of the Local Lodge for a definite period, denial or representation before Hermann Sons Life, or complete revocation of the Local Lodge Charter. Section 6. Local Lodge - Complaint Charges Pending. No Hermann Sons Life membership card shall be issued to any Local Lodge member where there is a complaint pending before Hermann Sons Life against said Local Lodge with which said member is affiliated. Section 7. Local Lodge Member Penalties. Any penalty meted out to a Local Lodge member by the Local Lodge or the President thereof shall be certified in writing to the Home Office. All penalties imposed shall be for the purpose of correcting the particular infraction of the Laws. Section 8. Dissolution Clause. No part of the net earnings of the subordinate lodge shall inure to the benefit of any officer, appointive officer, or member of the lodge (except that reasonable compensation may be paid for services rendered to or for the lodge affecting one or more of its purposes), and no elected officer, trustee or member shall be entitled to share in the distribution of any of the lodge assets upon dissolution of the lodge. Upon dissolution, the officers of the lodge shall distribute any assets remaining, after paying or providing for any legal liabilities of the lodge, to the Grand Lodge, to any Hermann Sons Life subordinate lodge or entity under our group exemption, to another tax exempt organization, or as may be required or permitted, to any exempt organization under Section 501(c)(3) of the Internal Revenue Code, as amended.

ARTICLE VIII (Special Provisions)

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