Lodge Support Guide
Supporting Your Lodge Chairs
Section titled “Supporting Your Lodge Chairs”As a District Chair, your primary job is helping Lodge Chairs succeed. You’re their first resource, their coach, and their advocate. This guide covers how to provide effective support to lodges at various stages of DAP activity.
Understanding Your Lodges
Section titled “Understanding Your Lodges”Lodge Assessment
Section titled “Lodge Assessment”Start by understanding where each lodge is:
| Category | Characteristics | Your Approach |
|---|---|---|
| Active & Strong | Regular activities, good reporting, engaged Chair | Celebrate, share their practices, light touch |
| Active but Struggling | Doing activities but facing challenges | Targeted support, problem-solving |
| Emerging | New Chair or restarting program | Heavy guidance, frequent check-ins |
| Inactive | No DAP activities happening | Understand barriers, recruit new Chair |
Initial Assessment Questions
Section titled “Initial Assessment Questions”When getting to know a Lodge Chair:
- “How long have you been in this role?”
- “What DAP activities has your lodge done in the past?”
- “What’s working well? What’s challenging?”
- “What support would be most helpful to you?”
- “What are your goals for DAP this year?”
Monthly Check-In Process
Section titled “Monthly Check-In Process”Making Contact
Section titled “Making Contact”Aim to touch base with each Lodge Chair at least monthly. This can be:
- Phone call (most effective for building relationship)
- Email (good for routine updates)
- Text (quick questions or reminders)
- In-person at lodge events (when possible)
Check-In Framework
Section titled “Check-In Framework”Open: “How are things going with DAP?”
Listen: Let them share what’s happening
Ask:
- “What activities have you done or have coming up?”
- “Are there any challenges I can help with?”
- “Have you logged recent activities in CLMS?”
Support: Offer specific help based on what you hear
Close: Confirm any follow-up actions and next contact
What to Listen For
Section titled “What to Listen For”| They Say | It Might Mean | Your Response |
|---|---|---|
| ”Things are going fine” | Could be great, or avoiding issues | Ask specific questions: “Tell me about your last activity" |
| "I haven’t had time” | Overwhelmed, unclear priorities | Offer to help prioritize, suggest small wins |
| ”Schools won’t return my calls” | Needs help with outreach strategy | Share School Outreach Guide, offer to help |
| ”Nobody at my lodge helps” | Volunteer recruitment challenge | Discuss recruitment strategies, offer to visit |
| ”I don’t know what I’m supposed to do” | Needs clearer guidance | Review expectations, share Getting Started |
Supporting Different Situations
Section titled “Supporting Different Situations”New Lodge Chairs
Section titled “New Lodge Chairs”First 30 Days:
- Welcome call within first week
- Share the Getting Started Checklist
- Ensure they have CLMS access
- Answer immediate questions
- Schedule first check-in for week 2
First 90 Days:
- More frequent check-ins (every 2 weeks)
- Help them identify first activities
- Connect them with successful Lodge Chairs
- Celebrate early wins, however small
Transitioning Lodge Chairs
Section titled “Transitioning Lodge Chairs”When a new Chair takes over:
- Facilitate handoff from outgoing Chair if possible
- Help recover any institutional knowledge
- Understand what was working before
- Reset expectations for the new Chair
Struggling Lodge Chairs
Section titled “Struggling Lodge Chairs”Signs of Struggling:
- Missed commitments or deadlines
- No activities logged
- Expressing frustration
- Not responding to outreach
How to Help:
- Reach out with empathy: “I noticed things have been quiet. Everything okay?”
- Listen without judgment: Understand the real barriers
- Offer concrete help: “Can I help you plan one activity?”
- Adjust expectations: Maybe they need to scale back
- Know when to escalate: Involve State Chair if needed
Inactive Lodges
Section titled “Inactive Lodges”If a lodge has no DAP activity:
- Contact the Lodge Chair - Understand the situation
- If no Chair exists - Work with lodge leadership to recruit one
- If Chair is unable - Help find a replacement
- If lodge is resistant - Document situation, discuss with State Chair
Don't Give Up
Even one conversation can restart an inactive program. Sometimes a Lodge Chair just needs to know someone cares.
Common Challenges and Solutions
Section titled “Common Challenges and Solutions””I can’t get into schools”
Section titled “”I can’t get into schools””Solutions:
- Share the School Outreach Guide
- Review their approach - are they contacting the right people?
- Suggest starting with a personal connection (teacher, parent, alumni)
- Recommend alternative venues (youth groups, libraries, community events)
- Offer to make an introductory call with them
”Nobody at my lodge helps”
Section titled “”Nobody at my lodge helps””Solutions:
- Brainstorm potential volunteers together
- Suggest presenting at a lodge meeting to recruit
- Remind them that even one helper makes a difference
- Offer to attend a lodge meeting to help recruit
- Connect them with other Lodge Chairs who’ve solved this
”I don’t have time”
Section titled “”I don’t have time””Solutions:
- Help them identify small, manageable activities
- Review their goals - are they realistic?
- Suggest delegating or partnering
- Remind them that small efforts count
- If truly overwhelmed, help find a co-chair or replacement
”I don’t have materials”
Section titled “”I don’t have materials””Solutions:
- Explain how to request materials from State Chair
- Share downloadable resources from the training site
- Check if you have extra materials to share
- Help them plan material needs for the year
”I don’t know what to do”
Section titled “”I don’t know what to do””Solutions:
- Share the Getting Started Checklist
- Help them set 1-2 specific goals
- Suggest one concrete activity to start
- Connect them with a mentor Lodge Chair
- Offer to walk through resources together
Lodge Visits
Section titled “Lodge Visits”When to Visit
Section titled “When to Visit”- When invited to events or presentations
- When a lodge is struggling and needs support
- When a new Chair wants help getting started
- To recognize success and show appreciation
- During district meetings or gatherings
Making Visits Productive
Section titled “Making Visits Productive”Before:
- Schedule in advance (don’t drop in)
- Have a purpose for the visit
- Bring any materials or resources to share
During:
- Be supportive, not evaluative
- Observe and take notes
- Offer help, not criticism
- Thank volunteers for their work
After:
- Send a thank-you note
- Follow up on any commitments you made
- Share observations with State Chair if relevant
What to Look For
Section titled “What to Look For”Positive Signs:
- Engaged volunteers
- Materials being used
- Relationships with schools/community
- Regular activities happening
- Good documentation
Concerns:
- Lodge Chair overwhelmed or disengaged
- No volunteer support
- No activities planned
- Materials sitting unused
- Poor communication with lodge leadership
Facilitating Connections
Section titled “Facilitating Connections”Peer Learning
Section titled “Peer Learning”Connect Lodge Chairs who can help each other:
| Lodge A Strength | Lodge B Need | Connection |
|---|---|---|
| Great school relationships | Struggling with schools | Introduction, advice sharing |
| Strong volunteer team | No volunteer help | Recruitment strategies |
| Successful events | Never done events | Event planning support |
Resource Sharing
Section titled “Resource Sharing”Facilitate sharing between lodges:
- Extra materials one lodge has
- Event ideas that worked
- Contact information for vendors or partners
- Templates and planning documents
Documentation and Reporting
Section titled “Documentation and Reporting”Tracking Your Lodges
Section titled “Tracking Your Lodges”Keep a simple record of each lodge:
| Lodge | Chair | Last Contact | Status | Notes | Next Action |
|---|---|---|---|---|---|
| #100 | Jane Smith | 1/5 | Active | Planning Red Ribbon | Check in 1/20 |
| #101 | Bob Jones | 12/15 | Struggling | CLMS access issues | Help with access |
| #102 | (Vacant) | 12/1 | Inactive | Need new Chair | Talk to Exalted Ruler |
Reporting to State Chair
Section titled “Reporting to State Chair”Share with your State Chair monthly:
- Which lodges are active and reporting
- Which lodges need attention
- Any concerns or escalations
- Upcoming activities in your district
- Support you need from state level
Sample Monthly Update
Section titled “Sample Monthly Update”Hi [State Chair],
Quick update on District [X]:
Active Lodges:
- Lodge #100: Strong - planning school presentations this month
- Lodge #102: Improving - first event scheduled for February
Needs Attention:
- Lodge #101: Chair struggling with time, may need co-chair
Concerns:
- Lodge #103: No Chair, working with ER to recruit
Upcoming:
- Lodge #100 hosting health fair booth 1/25
Support Needed:
- Could use extra materials for Lodge #102
Let me know if you have questions.
Escalating to State Chair
Section titled “Escalating to State Chair”When to Escalate
Section titled “When to Escalate”Contact your State Chair when:
- Lodge Chair is unresponsive after multiple attempts
- Lodge leadership is resistant to DAP
- Serious conflict or issue you can’t resolve
- Lodge needs resources beyond your ability to provide
- You need guidance on a difficult situation
- There’s a success story worth celebrating
How to Escalate
Section titled “How to Escalate”Be specific about:
- What the situation is
- What you’ve already tried
- What outcome you’re hoping for
- What support you need
Your Own Development
Section titled “Your Own Development”Improving Your Skills
Section titled “Improving Your Skills”- Attend state and national training
- Learn from other District Chairs
- Ask your State Chair for feedback
- Read and use the training resources
Taking Care of Yourself
Section titled “Taking Care of Yourself”- Set boundaries on your time
- Ask for help when you need it
- Celebrate your own wins
- Remember why you do this work
You Make the Difference
Lodge Chairs often succeed or struggle based on the support they receive. Your investment in them multiplies across every school and community they reach.