1

3
 Operational Plan for the Future
Resolutions for Society Special Movable Conference
June 2008

1. That the Operational Plan for the Future of the Order set out as Appendix “A” be approved
and that the Board be authorised to proceed with all the necessary actions to implement
the proposals detailed in the Operational Plan for the consolidation of all Lodges and
Districts on Society.

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

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

4. That Lodges and Districts will make all necessary decisions and make all arrangements
with Society and take all actions required to complete the consolidation of their assets and
liabilities on Society by or before 28 February 2009 in accordance with the details set out
in the Operational Plan including the completion of “ring fencing” arrangements and any
regulations to be registered under proposed Rule GR56. With the approval of the Board
of Directors a Lodge or District may defer the completion of the consolidation process until
31 May 2009.

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

EXPLANATION

(a) The 2006 SC carried the following resolution:

“The Board recommends that this Conference supports the principles of the report entitled
“The Future of our Organisation – 2006” and authorises the Board to take the necessary
steps to draw up a master plan to be submitted to the 2007 Movable Conference with the
intention of implementation in the 2008 year.”

(b) The Board fulfilled its obligations and submitted a plan to MC 2007. MC approved a 3 part
resolution of which the third part read “that the Board submits an operational plan together
with the required rule changes for approval at a Special Conference to be held in May/June
2008”.

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

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

4
5
 Operational Plan for the Future
Index

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

Introduction PAGE

1 The Future of our Organisation 9

2 Manchester Unity New Zealand (MUNZ) 9
3 Allocation of Wealth of Lodge and District Funds to Members 9
4 Consolidation 9

Investments
5 National Investment Team 9
6 UFS 10
7 Land and Buildings (Properties) 11
8 Shares 12
9 Fixed Interest Investments 13
10 Mortgages 14
11 Cash at Bank and Society Deposits 14
12 Fixed Assets 14

Lodges – Data Processing & Accounting After Consolidation with MUNZ

13 New Members 14
14 Payment of Benefits 15
15 Death of a Member 15
16 Members Share Funds 15
17 Sick Pay 15
18 Sick Pay (Permanent) 15
19 Members Other Financial Entitlements 15
20 Dues Notices 16
21 Overdue Accounts 16
22 Dues Payments 16
23 Payments from MU Credit Union Accounts 16
24 Payment of Expenses 17
25 Lodge Annual Returns 17
26 Management Fees 17
27 Payments by Members for Special Funds (Charitable) 17

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

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Section Two: Rejuvenating Fraternal Guardianship

Fraternal Council PAGE

1 Introduction 19
2 Composition of the Fraternal Council 19
3 Appointments 19
4 Member Voting 20
5 Fees and Expenses 20
6 Council Meetings 20
7 The Business of the Council 20

Fraternal Manager Position Description

1 Introduction 23
2 Primary Responsibility 23
3 Ceremonial Duties 23
4 Fraternal Managers Council Responsibilities 23
5 Fraternal Administrator Relationships 24
6 Annual Lodge Fraternal Activity Plans 25
7 Other Duties 25
8 Other Responsibilities not Included in This Position Description 26

Fraternal Administrator Position Description

1 Introduction 27
2 Primary Responsibility 27
3 Membership 27
4 Member Welfare 28
5 Meetings 28
6 Office or Agency 29
7 Lodge Fraternal Activity Plans 29
8 Lodge Bank Account 30
9 Reporting 30
10 Other Duties 30
11 Other Responsibilities not Included in This Position Description 31

Section Three: Concentrated Membership Drive - Attracting New Members

PAGE
1 Introduction 32
2 New Strategy 32
3 Achievements 32
4 The Future 33
5 Logging and Reporting New Members 33

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

1. The Future of Our Organisation

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

2. Manchester Unity New Zealand (MUNZ)

2.1 The proposed trading name will be Manchester Unity New Zealand. This is nothing
really new as many of our members already refer to Manchester Unity now and
others also know us by this name. New Zealand is added to give more of a
corporate name comparable to other competing financial institutions.

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

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

3.1 The Society presently has funds of $77m and the combined funds of the Districts
and Lodges is approximately $26m. There is more than $8m or so at District and
Lodge level that has been held as reserves and not allocated to individual member
funds. There are also a number of District and Lodge properties that have not been
re-valued and a portion of the unrealised gain allocated to individual member funds.

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

4. Consolidation

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

Investments

5. National Investment Team

5.1 An investment team shall be formed to manage the total investment portfolio of
MUNZ. The Board shall appoint the Investment Team which shall comprise up to
three members supplemented by advice from external advisors. All investments
shall be approved by the Board and shall be held in the name of the Trustees.

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

6. UFS

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

• Each UFS pharmacy is owned by a number of kindred friendly societies and is

controlled by a Board of Management (BOM).

• The Districts and Lodges will retain the existing protocol for fraternal
appointments including the method of election of the representatives to the UFS
BOM.

6.2 The Lodge UFS investment consists of either:

• A Lodge investment in the UFS property and pharmacy

• A Lodge investment in UFS property only, as the pharmacy has either been
closed or sold

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

6.4 It was originally envisaged by the Future Committee that the investments in the UFS
pharmacies would be “ring fenced” and managed by MUNZ in trust for the members
of the Lodges concerned. However after further deliberations and feedback from
certain Lodges, the following procedures will apply:

• The existing $ investments as shown in the Lodge accounts will be recorded in

the MUNZ accounts.

• The annual distributions (dividends, interest, or special distributions) or in the

case of UFS property investment only, distribution of net rental income, will be
banked direct to the Fraternal Bank account by the Fraternal Administrator.

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

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

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

6.6 We believe that the procedures outlined above will address the concern expressed
by a number of Lodges as to how MUNZ ensure the member’s benefits would be
protected.

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7. Land and Buildings (Properties)

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

For clarification the property position is as follows:

There are three types of property ownership:

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

Some Lodges operate out of rented properties:

• Rented Lodge premises

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

Some Lodge Secretaries operate from their private residences.

Decision Process

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

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

• The Board shall enter into a contract with DTZ, a Registered Property Valuer, to
visit and provide independent market valuations for all properties owned by the
Districts and Lodges
• DTZ would provide or obtain suitably qualified personnel to provide a report on
the deferred maintenance necessary on each of the properties. It may be
necessary to obtain structural reports for the properties held.
• DTZ would review the rental agreements and compare them with market rentals
for similar types of buildings in the property locations
• DTZ would be asked to provide their written assessment as to whether the
property should be held as an investment or sold
• Professional fees shall be paid by the Society

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

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

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

11
 “ring fence” the property and hold it in trust for the benefit of the Lodge members
concerned.

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

• Lodge property member share funds - The opening balance shall represent 65%
of the market value of the property at consolidation date
• Lodge property revaluation fund – The opening balance shall represent 35% of
the market value of the property at consolidation date

7.8 The financial transactions are treated as follows:

• Annually the property will be valued and the unrealised gains/losses will be
transferred to the Lodge property revaluation fund
• All expenses incurred relating to the running of the property will be debited to the
Lodge member share funds
• Rental and other property income will be credited to the Lodge member share
funds

7.9 The yearly appropriation set by the Directors will only apply to the Lodge member
share funds and will take into account the cash transactions described above.
There will be no appropriation to either the Lodge property member share funds
or the Lodge property revaluation fund.

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

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

7.12 The Lodge property member share fund together with the Lodge members
share fund will be paid out on death, or as otherwise prescribed in the Lodge
Rules.

7.13 Lodge member’s benefits are not locked in at the date of consolidation onto MUNZ.

8. Shares

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

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

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

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

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

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

Alternative Method

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

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

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

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

• Lodge equities member share funds - The opening balance shall represent 75%
of the market value of the shares at consolidation date
• Lodge equities revaluation fund – The opening balance shall represent 25% of
the market value of the shares at consolidation date

8.11 The financial transactions are treated as follows:

• Monthly the portfolio will be valued and the unrealised gains/losses will be
transferred to the Lodge equities revaluation fund
• All expenses incurred relating to the running of the portfolio will be debited to the
Lodge member share funds
• Dividends and capital distributions will be credited to the Lodge member share
funds

8.12 The yearly appropriation set by the Directors will only apply to the Lodge member
share funds and will take into account the cash transactions described above.
There will be no appropriation to either the Lodge equities member share funds
or Lodge equities revaluation fund.

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

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

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

8.16 Lodge member’s benefits are not locked in at the date of consolidation onto MUNZ.

9. Fixed Interest Investments

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

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

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10. Mortgages

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

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

11. Cash at Bank and Society Deposits

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

12. Fixed Assets

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

Lodges – Data Processing and Accounting after Consolidation with MUNZ

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

13. New Members

13.1 New members will come from two main sources:

• Fraternal Administrator (FA)

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

• Business/Marketing
New members will also be introduced via the business/marketing side of MUNZ.
These members will have purchased MUNZ products but may have little
knowledge of the fraternal aspect of the order.

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

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

14. Payment of Benefits

(Share Funds, Sick Pay incl. Annuities and Funeral)

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

15. Death of a Member

15.1 On the death of a member, once the correct documentation is received, all
payments due to the member’s estate will be made directly by MUNZ to the estate’s
administrator.

16. Members Share Funds

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

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

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

17. Sick Pay

17.1 Where a Lodge holds sick pay funds that have not been converted to
member share funds, the liability for these funds will be transferred to MUNZ.
MUNZ will continue to receive the contributions and will undertake the future
administration of the fund in accordance with any existing rules relating to their
payment. Appropriations shall be allocated to these funds at a rate determined
annually by the Board of Directors.

18. Sick Pay (Permanent)

18.1 MUNZ will make the payments when they fall due.

19. Members Other Financial Entitlements

19.1 Where a Lodge holds a funeral fund and/or special funds in addition to any
Funeral Assistance Benefit that a member has contributed to, the liability for these
funds shall be transferred to MUNZ. MUNZ will undertake the future administration
of them in accordance with any existing rules relating to their payment.

15
 Appropriations shall be allocated to these funds at a rate determined annually by the
Board of Directors.

20. Dues Notices

20.1 The quarterly members’ dues notices shall be printed, electronically folded,
inserted in to envelopes together with Fraternally Yours and other Lodge/District
information and mailed from Wellington. Any Lodge/District wishing to have any
additional information sheet included will need to have this submitted in electronic
form prior to dues preparation. Overdue reports will immediately be available in
Phoenix for FA’s to review and take the appropriate action.

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

21. Overdue Accounts

21.1 The Fraternal Administrator will receive monthly a report detailing the members
name and contact details, the amount over due and the period it has been over due.
The FA will contact the member and find out if there is any reason as to why the
payment has not been made. If the member is having difficulty then they will see if
assistance is necessary and make the appropriate contacts to help the member. At
the end of each month the FA will send to the Fraternal Manager a report showing
what action they have undertaken in respect to each members arrears. (Refer
Fraternal Administrator Position Description Clause 3.5)

22. Dues Payments

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

22.2 Where members wish to pay their dues directly at lodge level they may still be able
to do so depending on the employment contracts and location of the individual
Fraternal Administrator. The FA will receipt these dues, bank them to the MUNZ
account and submit the details to MUNZ in electronic form as is now being done by
a number of Lodges. (Refer Fraternal Administrator Position Description Clause
3.3)

23. Payments from MU Credit Union Accounts.

23.1 The Fraternal Administrator or MUNZ prepare quarterly a list of members who
wish their dues to be paid from their MU Credit Union accounts where that Credit
Union processes on MUNZ Phoenix. MUNZ will undertake the transaction, process
the dues received and advise the FA’s of any member whose dues were not paid

16
 because of insufficient funds, account closed or such other reason. This system can
be used for members wanting dues paid monthly, quarterly, six monthly or annually.

24. Payment of Expenses

24.1 The Fraternal Administrator is responsible for the payment of all the administration
expenses, of the Lodge/s and any Fraternal District in their area. These payments
will be made from the bank account under their control and funded by MUNZ
quarterly. These expenses and the related documentation will be recorded in the
manner prescribed by MUNZ. A full report of the expenses paid will be made to the
MUNZ Finance Manager and the Fraternal Manager on a monthly basis. (Refer
Fraternal Administrator Position Description Clause 8)

24.2 Should the Lodge have charitable fund raising or receive funds from the UFS
then the funds received and the payments made relating to these activities will also
be recorded appropriately and reported monthly as instructed. (Refer Fraternal
Administrator Position Description Clause 9.1)

25. Lodge Annual Returns

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

25.2 The LAR will show the following as at the 31st of May each year. The bank
account balance will split into:

• Fraternal funds held at balance date

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

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

26. Management Fees

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

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

26.2 All management fees shall be paid to MUNZ as part of the member’s dues
payments. These funds will form part of the national funding of fraternal activities.

27. Payments by Members for Special Funds (Charitable)

27.1 Where members contribute to a Lodge’s Special (Charitable) Fund/s their

contributions will remain and be paid to MUNZ as part of the member’s dues
payments. At the end of each month the funds received will be paid to the Lodge’s
bank account for inclusion in the Lodge’s charitable activities.

17
Consolidation onto MUNZ of District and Lodge Assets, Share Funds and Liabilities
(Consolidation)

28. Consolidation

28.1 The Finance Manager and the accounting team are responsible for the
consolidation process.

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

• A detailed timetable, consolidation procedures and consolidation schedules will

be issued by the Finance Manager.

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

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

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

18
Section Two: Rejuvenating Fraternal Guardianship

Fraternal Council

1. Introduction

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

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

2. Composition of the Fraternal Council

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

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

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

2.4 Fraternal Council Membership is considered to be a most prestigious position within

MUNZ. Regalia will be provided for all Fraternal Council Members.

3. Appointments

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

3.2 The Executive Members will call for expressions of interest from the membership for
the positions of Fraternal Council Members. The Executive Members are
responsible for making a recommendation to Movable Conference for those
appointments having regard to the following criteria.

a) Integrity and high standing within Manchester Unity/Community

b) Proven leadership skills
c) The ability to establish rapport with others
d) Having a compassionate and caring attitude
e) Flexibility
f) Excellent communicator, verbal and written
g) Preferably experienced in strategic planning

3.3 In order to achieve a well balanced Council, it may be necessary to give

consideration to a wide geographic and demographic representation.

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

4. Member Voting

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

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

5. Fees and Expenses

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

6. Council Meetings

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

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

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

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

6.5 The Grand Master will report after each quarterly meeting to the Board of Directors
on the progress of the Fraternal Council.

6.6 The Fraternal Council shall have prepared an Annual Report for presentation at
each Special and Movable Conference, addressing the performance of the activities
under the Council’s control and direction during the previous financial year and any
other matter the Council considers appropriate.

7. The Business of the Council

7.1 Receiving the report of the Grand Master.

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

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7.3 On or before 28 February each year the Fraternal Manager will submit to the
Fraternal Council for their review and approval the Annual Lodge Fraternal Activity
Plan, the estimated financial costs of these activities and the quarterly funding
requirements.

7.4 The Council will consider for approval the funding request to be submitted to the
Board of Directors. Funding will cover the period from 1 June to 31 May.

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

7.6 The Council will receive the report from the Fraternal Manager covering the monthly
combined Lodge financial reports on the costs of the social and fraternal activities
for the period, the under or overspend of the funding and funds on hand. The
charitable activities including fund raising and grants made will be included as a
separate report.

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

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

7.9 Receiving the report of the Fraternal Manager on the membership numbers
including a report on the new members for the period and the follow up action taken
by the Fraternal Administrator.

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

7.11 Receive such other reports as the Council considers appropriate.

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

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

7.14 Co-ordinating the Grand Master’s and Council Members visits to the Lodges and
Annual General Meetings.

7.15 Promotional activities including judging the annual Educational Scholarships.

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

7.17 Recommend to Movable Conference any rule changes relating to Fraternal

activities.

7.18 At the conclusion of the Fraternal matters the Grand Master will present a brief
Board report covering the latest financial results of MUNZ. The Chief Executive will
provide a report to the Grand Master to facilitate this presentation.

21
7.19 The Council will provide an environment to identify our future leaders including the
path for progression to the supreme position of Grand Master. Based on the
recommendation of the Council, the Board of Directors will arrange funding for
external development of these members.

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

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

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Fraternal Manager Position Description

1. Introduction

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

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

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

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

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

2. Primary Responsibility

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

3. Ceremonial Duties

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

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

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

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

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

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

4. Fraternal Managers Council Responsibilities

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

4.2 It is the responsibility of the Fraternal Manager to arrange venue sites, arrange
notice of meetings, prepare the meeting agenda, arrange the minute secretary and
the distribution of the minutes to the Council Members and Board of Directors.

23
 4.3 On or before 28 February each year the Fraternal Manager will submit to the
Fraternal Council for their review and approval the Annual Lodge Fraternal Activity
Plan, the estimated financial costs of these activities, and the quarterly funding
requirements.
4.4 The Fraternal Manager will submit the approved funding request to the Board of
Directors. Funding will cover the period from 1 June to 31 May.

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

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

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

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

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

4.10 The Fraternal Manager will report on visits to the various Lodges promoting national
Fraternal and Social activities.

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

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

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

4.14 The Fraternal Manager will call for and receive nominations for the prestigious
White Star Merit Jewel and submit to the Council these nominations for
consideration.

4.15 The Fraternal Manager will call for and receive applications for the Annual
Educational Scholarships and submit to the council those applications for
consideration.

5. Fraternal Administrator Relationships

5.1 The Fraternal Manager is responsible for the supervision of the Annual Lodge
Fraternal Activity Plan. The Fraternal Administrators report directly to the FM and
are accountable for carrying out their duties in line with the Annual Lodge Fraternal
Activity Plan and the FA position description.

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 5.2 The Fraternal Manager will provide assistance, guidance and training for the newly
appointed Fraternal Administrators. Training will be an integral part of the Annual
Lodge Fraternal Activity Plan, enabling the FA’s to maintain a high performance
standard.

6. Annual Lodge Fraternal Activity Plans

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

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

7. Other Duties

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

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

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

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

7.5 Appropriately acknowledge any District or Lodge special celebrations, bereavement

or other occasions that are brought to their attention.

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

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

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

7.9 Liaison with the Registrar of Friendly Societies where necessary.

7.10 Foster close relationships with Kindred Societies.

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

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

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

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8. Other Responsibilities Not Included In This Position Description

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

26
Fraternal Administrator Position Description

1. Introduction

1.1 With the Districts and Lodges financial consolidation on to Manchester Unity New
Zealand and the data processing and accounting for all members being carried out
at Manchester Unity New Zealand level, there will no longer be a requirement for a
Lodge Financial Secretary.

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

A Fraternal Administrator may be responsible for several Lodges.

The Fraternal Administrators are employed by MUNZ and are appointed by the
Chief Executive in consultation with the Fraternal Manager and the Lodge or
Lodges.

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

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

1.5 Fraternal Administrators will exhibit the following criteria:

• Integrity and high standing within Manchester Unity/Community
• Proven leadership skills
• The ability to establish rapport with others
• Having a compassionate and caring attitude
• Flexibility
• Excellent communicator, verbal and written
• An appreciation of financial administration
• Computer literacy
• Either hold an Authorised Representative Accreditation Status or
undertake and complete the training required to qualify as an
Authorised Representative within a reasonable time

2. Primary Responsibility

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

3. Membership
The Fraternal Administrator will:

3.1 At all times maintain the confidentially of any members personal information that
may come to their attention with the exception of passing on relevant information for
a SBERF application.

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

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

3.3 Receive dues payments from members not as yet making direct payments. Receipt
these and forward them to MUNZ for processing. (Member’s to be encouraged to
make direct payments).

3.4 Maintain the lodge membership records with up-to-date addresses, contact details
and other personal records. Notify MUNZ of any member’s death or events of a
special nature.

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

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

4. Member Welfare
The Fraternal Administrator will:

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

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

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

5. Meetings
The Fraternal Administrator will:

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

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

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

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

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

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

5.7 Prepare a correspondence schedule and attend to any necessary correspondence

from the meeting promptly.

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 5.8 Ensure that the lodge has representation (where required), on any UFS council or
other such combined Friendly Society Councils. Maintain and foster relationships
with local Kindred Societies.

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

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

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

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

5.13 When the Fraternal Council is scheduled to meet in the Fraternal Administrator’s
area they will assist the Fraternal Manager in arranging a suitable venue for both
the council meeting and the combined lodge meeting afterwards.

6. Office or Agency
The Fraternal Administrator will:

6.1 Be available to members at agreed times.

6.2 Maintain appropriate levels of the current pamphlets and documents about MUNZ’s
products and member benefits.

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

7. Lodge Fraternal Activity Plans

The Fraternal Administrator will:

7.1 Work with the Lodge or Lodges to plan local Fraternal activities and have these
costed and ready for discussions with the Fraternal Manager for inclusion in the
Lodge fraternal activity plan.

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

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

7.4 At the same time prepare the annual operating budget for the coming year. This will
include (but not exclusively) such items as hall hire, postage, stationary, travel,
suppers, PO Box rental, and other items relating to the general operations of the
Lodge or Lodges under the Fraternal Administrator.

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

8. Lodge Bank Account

The Fraternal Administrator will:

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

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

9. Reporting
The Fraternal Administrator will:

9.1 One month prior to a Fraternal Council meeting prepare and submit to the Fraternal
Manager a detailed report of the Fraternal activities undertaken, their success or
otherwise and involvement of attending and non attending members along with
members perceived satisfaction. Submit to the FM a detailed report on any
charitable activities including funds raised and grants made.

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

9.3 Prepare monthly a copy of the bank account reconciliation and a detailed report of
the disbursements made. This will be submitted to the Fraternal Manager and the
MUNZ Finance Manager.

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

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

10. Other Duties

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

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

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

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

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

11. Other Responsibilities Not Included In This Position Description

11.1 The Fraternal Manager may require from time to time other responsibilities in
addition to the Fraternal duties described in this position description. These will be
undertaken after due consideration and mutual consent of both parties.

31
 Section Three: Concentrated Membership Drive - Attracting New
Members

1. Introduction

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

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

2. New Strategy

2.1 During 2005/2006 the Directors identified that to attract new members we needed to
create a new image in the market place, competing with other financial institutions
through a combination of having an attractive portfolio of benefits, the ability to
market to a younger audience and a higher profile in the marketplace. A number of
key initiatives were identified as opportunities to progress this:

• Appoint a Manager, New Business, responsible for the delivery of the national
marketing plan, sales channel performance, product development, strategic
alliances and online strategy

• Investigate our current regional offices, determining what opportunities we have for
opening a flagship agency with a focused sales team, promoting both MU Financial
services and Manchester Unity Credit Union

• Leverage the popularity and affordability of our holiday accommodation to attract

younger members

• Review the Education Support Plan (ESP), reposition and establish an appropriate
marketing strategy

3. Achievements

3.1 The Directors appointed our Manager, New Business, Steven Jandrell, in April
2007, with the responsibility of further developing the strategic plan and exploring
the initiatives that had been identified, to then create a robust marketing plan which
would deliver focused and sustainable results.

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

• We have now opened our first combined Financial Services and Credit Union
Business Agency in Christchurch, which is a flagship shop front premises. The
agency will service existing members whilst attracting new ones, the agency is
managed by our Business Agency Manager who reports directly to Steven, and is a
key force in selling MUNZ and MUCU products.

32
 • Through the establishment of Tier 1 (high population density) and Tier 2 (small to
medium population density) classification, we will be able to successfully assess the
scale and requirements of any premise and the Christchurch Agency is the first part
of a programme which will review all of our regional offices, identifying opportunities
and offering sustainable solutions.

• The Education Support Plan has been fully reviewed and re-launched under the
new brand save2learn. This is now positioned as a market leading educational
savings product in New Zealand and is supported by a driven and sustainable long
term media campaign and a dedicated sales force (save2learn specialist) which is
currently being piloted in Wellington and the exciting new website
www.save2learn.co.nz

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

• We want to be a progressive online supplier, with the adoption of an online strategy

that will continue to evolve with market demands and push the boundaries for an
online offering. With the creation of save2learn we have developed a solution which
delivers a stimulating environment that allows the customer to discover the product
and become a member in a very short timeframe. The key component to our online
strategy is www.manchesterunity.org.nz which has now been redesigned and re-
launched, this is very much a work in progress as we continue to enhance our
presence and drive business through the web.

4. The Future

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

5. Logging and Reporting New Members

5.1 The Manager, New Business, will maintain an electronic logging system for new
members. Fraternal Administrators will have remote computer access to this
information. The new member’s place of residence will dictate the lodge allocation.

It is the responsibility of the Fraternal Administrator’s to communicate with the new

members and make them aware of Fraternal activities occurring in their area.

33
Rule Changes
1. RULE 13A Delete the rule and replace with new rules:
13A FRATERNAL MANAGER

2. RULE 17A Insert new rule:

17A FRATERNAL COUNCIL

3. RULE 217A Insert new rule:

217A FRATERNAL ADMINISTRATOR

4. RULE 3 Add new definitions:

(Y) “FA” means Fraternal Administrator
(Z) “FM” means Fraternal Manager
(AA) “MUNZ” means Manchester Unity New Zealand the
trading name of the Society

5. RULE 217 Add new Subclause:

217(9) Where a FA is appointed under GR217A to a Lodge the provisions of
this rule shall cease to apply to that Lodge

6. RULE 218 Add new Subclause:

218(6) Where a FA is appointed to a Lodge under GR217A then the position
of Treasurer for the Lodge shall be held by the MUNZ Finance Manager for
the time being.

7. RULE 18A Insert new Rule:

18A NATIONAL INVESTMENT TEAM

8. RULE 56 Insert new Rule:

56. REGISTER OF REGULATIONS AND RULES FOR ADMINISTERING
FUNDS FOR LODGES AND DISTRICTS

9. RULE 17 Insert new Subclause (13):

(13) The Board of Directors shall allocate to the Fraternal Council
sufficient funds each year to ensure that the Fraternal Council, the
FM and FA’s can provide and maintain the fraternal activities that
they are responsible for under General Rules 13A, 17A and 217A.

10. Consequential Ammendments

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

35
13A FRATERNAL MANAGER

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

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

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

4. The appointment of the FM may be terminated in accordance with the provisions of

his/her employment contract.

5. His/her duties shall include:

(a) Managing the functions of the Fraternal Administrators, allocating to them their
duties, receiving and collating reports from them and providing summaries to the
Board of Directors the CEO and Fraternal Council as appropriate.

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

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

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

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

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

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

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

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

10. As a transitional provision the FM shall carry out and fulfil such duties and obligations
required of the SO where they appear in the General Rules (being duties and obligations
not being fulfilled by the CEO).

36
17A FRATERNAL COUNCIL

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

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

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

2. The Executive Members of the Council shall call for expressions of interest from the
membership for the positions of Fraternal Council Members. The Executive Members may
also consider members of their own choice. The Executive Members will recommend to
each MC the members for appointment as Council Members.

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

3. The Council shall meet not less than four (4) times each year at such times and places as it
shall decide and it shall report to the Fraternal Administrators and to the Board of Directors
following each meeting. It shall provide an Annual Report to each MC and SC.

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

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

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

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

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

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

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

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

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

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

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

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

37
 (e) Transact any other Fraternal Business that it may deem appropriate and any
business referred to it by the Board of Directors.

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

38
217A FRATERNAL ADMINISTRATOR

1. A Fraternal Administrator for each Lodge shall be appointed by the Chief Executive Officer
following consultation with the FM and the Lodge (or Lodges) concerned. He/she shall be a
member of the Society. A person may be appointed as the FA of more than one (1) Lodge.

2. The remuneration package, duties and responsibilities of each FA shall be set by the Chief
Executive Officer.

3. The FA will assume the key executive role at Lodge level and will be responsible to:

(a) Report to the FM and the Lodge.

(b) Attend all meetings of the Lodge where practical.

(c) Carry out such administrative functions as required from time to time by the FM and
ensure the efficient management and administration of the Lodge.

(d) Where required – maintain an agency for a Credit Union in accordance with the
Credit Union’s policies and procedures.

(e) Provide to MUNZ any authorities required from the Lodge to enable the payment by
MUNZ of any benefits payable to Lodge members.

4. A FA will be an employee of Society and the appointment of a FA may be terminated in

accordance with the provisions of his/her employment contract.

5. If the FA does not hold an Authorised Representative Certificate then the FA shall
immediately after appointment attend such training as required by the Chief Executive
Officer in order to obtain an Authorised Representative’s Certificate. He/she shall also
attend such training required by the Chief Executive Officer from time to time to maintain
their certification.

6. A FA who has held the position for not less than two (2) years shall, with the consent of the
FM, be entitled to receive the Purple Degree. The FM shall issue a certificate to that effect
which shall be delivered to the GM. A FA who has received the Purple Degree pursuant to
this clause shall be entitled to wear the jewel of a PG and shall hold Honorary rank as such.

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

8. As a transition provision the FA shall carry out and fulfil the duties and obligations required
of a FS where they appear in the General Rules.

39
18A NATIONAL INVESTMENT TEAM

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

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

3. The National Investment Team’s responsibilities shall include:

(a) Making recommendations to the Board of Directors on the investment of the

funds of the Society taking into account the asset allocation guidelines set
down from time to time by the Board of Directors.

(b) Taking into special consideration the requirements for investment of

assets/funds being held by the Society specifically for the benefit of a
particular District, Lodge or group of members.

(c) Fulfilling the investment responsibilities of the Trustees.

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

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

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

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

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

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

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

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