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Secretary

Per the By-Laws it shall be the duties of the Secretary of the Lodge:

  1. To record the proceedings of the Lodge, under the directions of the presiding officer.
  2. To receive all monies paid into the Lodge and pay the same to the Treasurer.
  3. To keep a register of the members of the Lodge with a permanent number affixed to each name corresponding with the return for registry required by Grand Lodge.
  4. To register alphabetically, in a suitable book, all expulsions, suspensions, and rejections.
  5. To report immediately, to the Grand Secretary, the name, age (date of birth), occupation, nativity, and residence of every rejected candidate for initiation, with the date of each rejection.
  6. To make a full and correct return to the Grand Lodge annually of all Entered Apprentices, Fellow Crafts, and Master Masons made during the year for which the return is rendered, with the Lodge number, date of birth, occupation, nativity, residence, and dates of receiving such degrees: also of all affiliates during the year, with the Lodge number, age, occupation, nativity, date of affiliation, and name, number, and jurisdiction of the Lodge from which demitted, together with full information as to all changes that occurred in the membership of the Lodge during the year, which return shall be made upon blanks furnished by the Grand Lodge, be certified by the Secretary, approved by the Master, and transmitted to the Grand Secretary before the date specified by Grand Lodge.
  7. To transmit, immediately after each election, a certificate of the names and residences of the officers elected, to the Grand Secretary, and to the District Deputy Grand Master of the District in which the Lodge is located.
  8. To make a full and correct return annually to the District Deputy Grand Master of the condition of the Lodge (on the 31st day of December), in the form prescribed by the Grand Lodge, to be transmitted on or before the date specified by Grand Lodge.
  9. To report immediately, to the Grand Secretary, the expulsion or suspension of a member, by the Lodge, stating the cause of such expulsion or suspension.
  10. To certify and affix the seal of the Lodge to all returns and certificates of election made to the Grand Lodge, and to the District Deputy Grand Master: and
  11. To attest the official signature of the Master to all other Masonic documents when necessary.

Tasks of the Secretary of Record

  • Review voucher list and receipts; sign & have Master sign
  • Receive & read Petitions unless Master wants to. Make copies for committee. File.
  • If dues, record on MORI, record on dues card stub, and sign, seal & mail card.
  • To attest the official signature of the Master to all other Masonic documents when necessary.
  • To certify and affix the seal of the Lodge to all returns and certificates of election made to the Grand Lodge, and to the District Deputy Grand Master

Tasks of the Recording Secretary

  • Receive correspondence and list for minutes
  • Prepare draft/agenda minutes with input from the Master and the administrative staff
  • Distribute draft/agenda minutes to
  • Record minutes of all communications (the Assistant or Administrative Secretary shall substitute as needed)
  • Distribute recorded minutes to Master, Assistant Secretary and Administrative Secretary
  • Print & place in minute binder with correspondence and copy of vouchers and receipts.
  • Provide copy of signed vouchers to treasurer.

Tasks of the Administrative Secretary

  • Send notifications via mail and/or email as appropriate
  • Compile and send trestleboard and newsletters with the assistance of the Deacons. Copy the webmaster for posting .
  • MORI: Enter new EA. update after each degree. Candidate response time limit 3 years. This keeps a register of the members of the Lodge with a permanent number affixed for Grand Lodge.
  • To register alphabetically, in a suitable book, all expulsions, suspensions, and rejections.
  • To report immediately, to the Grand Secretary, the name, age (date of birth), occupation, nativity, and residence of every rejected candidate for initiation, with the date of each rejection.
  • To make a full and correct return to the Grand Lodge annually of all Entered Apprentices, Fellow Crafts, and Master Masons made during the year for which the return is rendered, with the Lodge number, date of birth, occupation, nativity, residence, and dates of receiving such degrees: also of all affiliates during the year, with the Lodge number, age, occupation, nativity, date of affiliation, and name, number, and jurisdiction of the Lodge from which demitted, together with full information as to all changes that occurred in the membership of the Lodge during the year, which return shall be made upon blanks furnished by the Grand Lodge, be certified by the Secretary, approved by the Master, and transmitted to the Grand Secretary before the date specified by Grand Lodge.
  • To transmit, immediately after each election, a certificate of the names and residences of the officers elected, to the Grand Secretary, and to the District Deputy Grand Master of the District in which the Lodge is located.
  • To make a full and correct return annually to the District Deputy Grand Master of the condition of the Lodge (on the 31st day of December), in the form prescribed by the Grand Lodge, to be transmitted on or before the date specified by Grand Lodge.
  • To report immediately, to the Grand Secretary, the expulsion or suspension of a member, by the Lodge, stating the cause of such expulsion or suspension.

Tasks of the Assistant Secretary

  • Log & categorize all monies received in KMyMoney and receipt book
  • Deposit in Comm Bank account
  • Receive all bills, record in KMyMoney, and print voucher list and attach receipts for signature by the Secretary of Record and the Master and filing by.
  • Maintain and enter KMyMoney Scheduled Transactions.
  • Perform or assign webmaster duties.
  • Maintain document storage system whereby they are copied & versioned to an off-site server & synced to secretary's computer, lodge room computer, secretary's home computer, etc.

Tasks of the Treasurer

  • Receive copy of signed vouchers from the secretary and write and record checks.
  • Receive and file deposit receipts.
  • Mail or return checks to the corresponding secretary as appropriate.
  • Maintain accounts for general funds, PayPal, and building fund.
  • Maintain PayPal account for dues receipts and online purchases
  • Receive receipts for purchases by debit card holders (caretaker and treasurer)
  • Support the Trustees in the maintenance of the Community Bank Trust account.
  • Manage the preparation of 990 tax returns and file when complete.
  • Prepare lodge budget annually

Task Schedule

June Comm Bank signatures Treasurer
July Lodge Trifold Administrative
Aug Motel Rent COL Treasurer
Sept Arears notices Administrative
Sept Due cards prep MORI, 50 year and last 25 continuous per capita only Administrative
Sept DDGM Visit report: Books & Minutes Administrative
Nov Dues notices Administrative
Nov Dues cards arrive Secretary
Dec Box Of Remembrance Assistant
Dec Compute average age Administrative
Jan Rent bills Administrative
Jan Annual report to lodge MORI Administrative
Jan Annual Report to Grand Lodge MORI Administrative
Mar GL Sends Proxy Certificates Secretary
Mar GL scholarship. Sign & seal applications Secretary
Apr OSD scholarship. Sign & seal applications Secretary
Apr Elect proxy Recording
Apr Form 990 by Peachin Treasurer
Apr 466 Annual Summons MORI Administrative
Apr Awards Dinner prep: MORI reports: YGS, member labels, widow labels Junior Warden
Apr Mail Widow & Award Invites & program Administrative
Apr Lodge Budget - KMyMoney Treasurer
Apr Arrears notices MORI Administrative
Apr Elections Administrative
May Grand Communication Master
May Certificates of Election (MORI) submit certified report to GL Administrative
May PM Photo Assistant

Dimits

DimitForm
Any Brother in good standing, except the Worshipful Master, may request a dimit, but it must be done in writing. His request is to be read in Lodge for informational purposes only. If the Brother is in good standing you cannot refuse his request, although you may inquire of him his reason if not specified, to see if there is something the Lodge can do to get him to not dimit. If he insists then you must grant it. Attached is the official form from Grand Lodge to use for issuing a dimit. You must fill out the front and on the back you need to print the Brothers Masonic profile from MORI (shows his dates of initiation, passing & raising, plus any offices he has held and his current status. You then sign and seal it and send it to the Grand Secretary. He will sign it and affix the Grand Lodge seal and send it back to you and you will get it to the requesting Brother.


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