Friday, January 20, 2023
Dear Brother
Voting re Freemasons Victoria Constitution
All Freemasons across Victoria are being invited to vote on proposals to change our Book of Constitutions. The changes include confirmation of the Masonic Council and the Commercial Council which replaced the Board of General Purposes. These Councils were created on an interim basis, after member vote in September 2021. The changes also seek the abolition of the position of Chief Executive Officer, and the consequential amendments.
Information available to every Victorian Freemason
This letter (and its accompanying package of documents) is being sent to all members who have registered an email address. This letter and accompanying package is also being mailed via Australia Post to the 911 brethren who do not have an email address listed with Grand Lodge. This aims towards every Freemason in Victoria having all the relevant information to consider in a timely way, and all members having the opportunity to vote.
A special Communication of Grand Lodge, with an agenda specifically on this vote, is scheduled to be underway at 7.30pm on Wednesday, February 8, 2023, at Freemasons Melbourne. This meeting will be live-streamed, so that all Brethren across Victoria can view. This is in line with the recommendations of the independent Constitution Transition Team, which has set down requirements for total transparency of all processes connected with this vote.
Voting by smart phone, computer, device and ordinary phone (voice)
It is proposed that voting will open early, at 11.30am on Monday, February 6, 2023. Voting can take place over three days Monday (Feb. 6), Tuesday (Feb. 7) and Wednesday (Feb. 8), with voting to close at 8.30pm onWednesday (Feb. 8)
• By smart phone, computer, electronic device, etc. As in recent votes, an email will be sent to Brethren. That email on February 6 morning will be received via the members’ email address, accessed through their computer, device, smart phone, etc. This will include a secure personalised link to which the member can click on, and cast their vote.
• By ordinary phone (voice). Members can vote by using their normal landline or mobile phone. They can dial a designated number, speak with a real human, identify themselves and cast their vote.
Independent super vision of the vote
The entire voting process has been contracted to the respected and trusted Vero Voting organisation, which is used by major entities across the world. The vote is being held strictly in accordance with proper governance requirements. At all times, voting information is managed securely, then anonymised, with the total vote numbers result communicated to Freemasons Victoria, only after the conclusion of the voting process, after 8.30pm on Wednesday, February 8, 2023. The result of the vote will be announced at the Quarterly Communication, shortly after 8.30pm, and also confirmed by email and on the Freemasons Victoria website on Thursday, February 9, 2023. No-one at Freemasons Victoria will ever know how individual members voted.
Proper consideration of all material
So that all members can properly consider the proposals, the accompanying package of material includes:
• The Notice of Motion. This is a copy of the exact motion, of which notice was given by the Grand Registrar (VWBro. Ian Upjohn, KC) at the Quarterly Communication on Wednesday, December 14, 2022. (Explanatory notes have previously been circulated.)
• The Proposed Amended Book of Constitutions. This is an 88-page booklet, with proposed changes in red, that show how the Book of Constitutions will be, if there is a ‘Yes’ vote by members. A 75 per cent majority of ‘Yes’ votes needs to be cast for these changes to take place. These documents have been previously distributed in late 2022.
Background to these proposed changes
The proposed changes to the Freemasons Victoria Book of Constitutions have been discussed in detail over at least the past three years. The proposed changes follow the recommendations of the independent Ethics Centre, which delivered a report in late 2020, identifying ways in which Freemasons Victoria could better itself.
The Ethics Centre identified that the then-Board of General Purposes was seriously flawed, and that it had a ‘1-out-of-10’ satisfaction mark from members. The Board of General Purposes immediately voted to dis-establish itself in December 2020.
For a temporary period, all powers and responsibilities of the Board were delegated to the then-Grand Master. He was advised by a Masonic Governing Council. In September 2021, members voted to appoint a Masonic Council and a Commercial Council, working alongside our existing Holding Company. These Councils were to be trialled across the 12 months of 2022.
Those interim 12 months have just expired, and it is now time for members to cast their vote on future arrangements. A ‘Yes’ vote will see a change to the Book of Constitutions, and the Councils to be established permanently from July 1, 2023. There will be nominations called for fresh Council members, and elections held. Every Freemason will be able to vote.
If there is a ‘No’ vote, the Acting Grand Master, RWBro. Anthony Bucca, has given his commitment that a Board of General Purposes will be re-established on July 1, 2023. A Selection Panel would be formed, and nominations would be called. Under this option, voting for members to serve on the Board selection panel would take place by Freemasons attending Lodge meetings prior to the end of May 2023. The Board Selection Panel would then meet in June to select from those who have nominated to serve on the Board of General Purposes.
Wide consultation across Victoria
The proposed changes have been widely discussed. Throughout 2022, a total of 22 forums were held in all Freemasons Victoria districts across the State. This included a Zoom meeting chaired by Harry Jenkins AO, former Speaker of the Australian House of Representatives. Additionally, a series of forums and workshops were held in 2021.
Every Freemason in Victoria continues to have the opportunity to be seen and heard. There has been particular emphasis on the multi-layers of safeguards that provide the checks and balances to protect our fraternity’s assets:
• Addition of external Directors to the Holding Company, to bring further expert advice and superintendence to our major deliberations.
• Appointment of external members of the Commercial Council, to bring additional expert advice to consideration of our fraternity’s commercial transactions.
• Sharp focus of all fraternity-based policy deliberations by the Masonic Council.
• Participation of the Grand Treasurer, and the members of Finance Committee, working alongside a Chief Financial Officer, to ensure ‘best practice’.
• Involvement of external advisors such as JBWere to help grow and protect our wealth, and the appointment of new expert staff for the best possible management of our properties and facilities.
• Oversight of all transactions, at all times, by external auditors.
• Conformity to the governance requirements of Corporations Law.
• Regular written quarterly reporting to all members.
Once-in-a-generation opportunity
The vote on February 6-7-8 is a once-in-a-generation opportunity for members to endorse (or vote against) proposals for Freemasons Victoria to be the best version of itself for the rest of the 21st Century.
Please vote so that your voice is heard.
Yours fraternally, RWBro. Bruce Cowie, Grand Secretary
