District 3 Secretary’s Letter

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March/ April 2021

I hope everyone is doing well. First, I would like to welcome all new Lodge Secretaries who have generously volunteered to take on the duty. You will do a great job, I am sure, just like the experienced Secretaries.  Please meet with your lodge’s past Secretary to get their insight on specifics in your lodge, and, if you have any other questions, let me know.

As spring and summer approach, it looks like there is hope that our lodges will be able to meet in-person very soon.  If your lodge members are not able to do so, Zoom is a great alternative. District Fraternal Funds can help pay for the Zoom contract (see below).

The District Secretary of District 5 compiled a terrific Playlist of how-to -videos from Sons of Norway that may help you. Also, take a look at the lists of forms on the Sons of Norway and Third District websites, so you are familiar where to go.

I would also like to thank all Lodge Secretaries who completed the D-63 Officer Update Form by the Dec. 31, 2020 deadline. Each year, immediately after you file the form, I receive a copy from Sons of Norway. These papers are what I use to create the annual Third District Directory. I urge all Secretaries to contact all lodge officers before submitting the form, in order to have correct contact information.   

Thank you very much for your work!

Sincerely,

Jeanne Addison, District Three Secretary, 1574 Rosewood Lane, York, PA 17403,  JLAnorge@aol.com, 717-793-7428

 

Location of Forms

Sons of Norway website www.sofn.com

Log In/ Member Resources/ Lodge Leadership Resources/ Administratie Resources/ Lodge Forms or Governance

Third District website www.3dsofn.org

Go to “Forms and Documents”

Deadlines

March 15, 2021 • Extended Deadline for Lodge Achievement (LA), Family Lodge of the Year (FLOY), and American Fraternal Alliance (AFA) Reporting forms to be submitted to Sons of Norway (See explanation below on these forms.)

March 15, 2021 • D17 financial form is due from the lodges to Sons of Norway Headquarters. • D18 property association financial form is due from the lodges that own property to Sons of Norway Headquarters. Both are completed by Lodge Treasurers

May 15, 2021 • Deadline for Lodge Treasurers (with information from Secretaries) to submit Fraternal Funds Report to Sons of Norway Headquarters, to submit IRS tax form 990, and to notify Sons of Norway Headquarters when the 990 has been submitted.

Anniversaries

Nordkap’s 100th Celebration –   October 2, 2021, noon – 4 PM, Martins Valley Mansion, 529 Cranbrook Road, Cockeysville, Maryland  21030

Other anniversaries in 2021 –

Bla Fjell (25), Faerder (110), Gulfstream (50), Hudson Valley (75), Noreg (65),

Restauration  (45), Scandinavian Heritage Society (75), Tampa Bay (50)

Third District Directory

There are still 15 directories available for sale at $7.00 each. First come, first serve. If you would like to purchase more for your officers, contact Jeanne Addison, JLAnorge@aol.com , 1574 Rosewood Lane, York, PA 17403 and make a check payable to “Sons of Norway District 3” with “directories” printed in the memo area.

Lodge Achievement, Family Lodge of the Year, and American Fraternal Alliance Report Forms

Complete the  Lodge Achievement (LA), Family Lodge of the Year (FLOY), and American Fraternal Alliance (AFA) Report Forms that are due to Membership Services at fraternal@sofn.com. These forms will come from Sons of Norway and are also on the Sons of Norway website.

The AFA Report Form is only necessary if your lodge is NOT tracking volunteer hours on www.fraternalsgive.org. The American Fraternal Alliance requires that non-profit fraternal benefit societies keep track of hours, and this is used to lobby on behalf of fraternal benefit societies. To get started on fraternalsgive.org, contact Sons of Norway Membership Director Sherry Gorse at 800-945-8851 x643 or fraternal@sofn.org. She will register you and your lodge.

Fantastic Playlist of How-to-Videos Made by Sons of Norway and District 5 Secretary, Darlene Arnesen

Many thanks to Darlene!!! I hope this helps all District 3 Lodge Secretaries. Click on the link or copy and paste.

https://www.youtube.com/playlist?list=PLevR2Moina2oJqv8mUoXoFky-Hp8LApKz

Fraternal Funds

Think about whether your Lodge would like to apply for Fraternal Funds. These funds are given for lodge cultural activities that have already occurred and are voted upon at the Fall and Spring Third District Board Meetings.  The next time the Board will vote on requests is October 2021.  The Fraternal Funds form is located on www.3dsofn.org under Forms and Documents .  Receipts must accompany the form.  Any lodge cultural expense, even the cost of a Zoom contract, can be reimbursed partially or fully by Fraternal Funds.

Lodge Bylaws

Check with your Lodge officers that your Lodge Bylaws are up-to-date. Sons of Norway is requesting that lodges periodically check their Bylaws. This is a good time to do it, during Covid. There is a Bylaws Change Form on the Sons of Norway website. Go to this first because a template and new official wording is available. Your lodge should add a provision for voting and doing lodge business by electronic means.

2022 District Lodge Meeting and Convention

Mark your calendars. The date has been set, and conventions are always fun and a great way to meet other Sons of Norway members! Each lodge may send a certain number of delegates to the meeting, and non-delegates can attend the Convention. Here is a welcome letter and update from the convention committee:

 

UPDATED INFO

2022 District 3 Convention

June 10 -13, 2022*

(Friday – Monday)

The members and leadership of the award-winning Gateway to Florida Lodge in Jacksonville, FL, are pleased to host the 2022 District 3 Convention.  We are no strangers to planning and implementing conventions, having successfully hosted the 2014 International Convention, only the second time for a Florida lodge to do so in Sons of Norway history.  We have a strong and diverse membership and have been recognized several times as the District 3 Large Lodge of the Year. We are consistent performers in membership growth and retention and have achieved SON recognition in many membership campaigns.  We also have a very active Viking boat program participating in the long-running Florida Regattas and in many annual Light Parades held in north Florida, which have given both our lodge and Sons of Norway exceptional visibility and name recognition.

Since the 2020 district and international conventions were suspended until 2022 because of the world-wide pandemic which necessitated extensive lockdowns of businesses, we met with the hotel in the fall of 2020 to revisit plans for 2022. We continued frequent communications with District President Kathy Dollymore and our committees and key volunteers are in place.  We have re-selected the Doubletree by Hilton Jacksonville Riverfront situated on the banks of the St. Johns River in downtown Jacksonville.  As stated in previous communications, the hotel has 293 well-appointed rooms with walkout balconies, including 33 suites; 100 percent non-smoking; wireless high-speed internet access available throughout the hotel; 40 inch flat panel television in each room; Crabtree & Evelyn bath products; 24-hour fitness studio; outdoor riverfront pool; several dining options including Ruth Chris Steakhouse; a lobby lounge and many other amenities.  Bellmen, valet and self-parking are available. The hotel does not have a shuttle, so those flying into the Jacksonville Airport will have to use Super Shuttle or another car service.

Room rates remain the same: standard, $124; riverfront, $144; Jr. Suite $164.  The current tax rate is 13 percent.

Parking: The daily self-parking rate of $12 has been waived to zero; daily valet parking is $20 plus 7 percent tax.

Tentative Schedule

Thursday, June 9: District Board arrives

Committees may arrive

Friday, June 10: Delegates arrive

District Board meets Friday morning

Golfing provided either Thursday or Friday morning depending on interest

Memorial Service at 5 p.m. (hotel)

President’s Welcome Reception/Evening 6:30-10 p.m. (hotel/poolside)

Sat., June 11: Business session from 8:30 a.m. – 4:30 p.m.

AM & PM coffee breaks with Scandinavian goodies

Lunch in Ruth Chris steakhouse (included in registration)

Lodge event

Viking Auction

Sunday, June 12: Business session continues, 8:30 a.m. – until business is concluded.

AM coffee break with Scandinavian goodies

Lunch –on your own

Installation 5 p.m.

Reception (cash bar) 6 p.m.

Grand Banquet 7 p.m.

Monday, June 13: Delegates depart

District board meets

Convention concluded

Other Planning Items:

Hotel food costs will increase at least 3 percent

Number of registrants for planning (75-80)

Final AV costs must be determined (hotel is changing companies)

Theme may be changed since we are past our 125th anniversary

Break-out sessions Sunday following close of business to be determined by President/District board

We will have a convention journal with advertising opportunities

Convention merchandise will be limited.

Other details to be discussed/considered as we move forward

Delegate and non-delegate pricing; individual pricing for Friday evening, Saturday lunch, Sat. lodge event and Sunday banquet

The location of the Friday evening welcome reception has changed because the area is being redeveloped.

*Note: this is the second weekend in June compared to the 2020 date of the first weekend in June.

 

! 1) According to Sons of Norway, all lodge officers must have paid their current membership dues in order to continue being an officer.

! 2) On printed paper lodge membership applications, there is a section requesting a credit card number.  Cross that section out on your forms. It is no longer to be used.  The only way that new members can pay their membership dues by credit card is by going to the Sons of Norway website and registering online. This change is being done for credit card security reasons. If a new member or renewing member wants to use a paper application, they must write a check payable to “Sons of Norway”.