David P. Owen Grand Secretary 1 Secretary Workshop 2015/2016

David P. OwenGrand Secretary

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Secretary Workshop

2015/2016


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Secretary Qualifications

Capable and willing to attend meetings on a regular basis

Willing to dedicate several hours a month to lodge business

Good understanding of the Washington Masonic Code Possess some computer knowledge and have access

to a computer if his lodge does not provide one Able to speak loudly and clearly enough for all

brothers to hear and understand Keep good records including payments of dues,

ordering and tracking supplies etc Desire this office, not seeking it as a status symbol Be a Past Master ?????


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What Does a Lodge Secretary Need

Required: A willingness to work and both follow and lead Minutes & Records Book Membership Register

Bylaw Alphabetical Order

Attendance Register/Tyler register Account Book

Each member Receipts Payment to Treasurer

Washington Masonic Code (WMC)


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What Does a Lodge Secretary Need

Essential: Assistant Computer with internet access Directory of Lodges and GL Officers List of Lodges, current


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SECRETARY’s DUTIES AND RESPONSIBILITIES

“Each Lodge Secretary is always on a relentless quest to achieve excellence at every opportunity. It is when you feel you have all the answers that opportunity slips away” dpo


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Secretaries’ Duties and Responsibilities

Duties: Everything the Master or the Officers are

unwilling to do. Which is everything.

Responsibilities: Many-see WMC


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DUTIESSection 15.20 Secretary’s Duties. It shall be the duty of the Secretary to: Record, under the direction of the Master, all proceedings of the Lodge proper to be written at each

communication and submit the same to the Lodge as provided in Sec. 14.07 B.L., Receive all monies paid into the Lodge and promptly pay the same to the Treasurer, Attest the signature of the Master to all Masonic documents, when necessary, Report to the Grand Secretary on the monthly report all suspensions and expulsions, and their causes

and all information pertaining to plural members being elected, granted dimits, suspended, expelled or dropped N.P.D.,

Prepare and send to the Grand Secretary: A monthly return showing the dates of those elected, initiated, passed, raised, and enrolled new Masons,

affiliations, reinstatements, and those dropped by death, expulsion, suspension and by N.P.D., A monthly return containing such other matters as may be required by the Grand Secretary; and A year end return on a form provided by the Grand Lodge,

Transmit to the Grand Secretary, immediately after every election, a certificate of the names and addresses of the officers to be installed,

Certify and affix the seal of the Lodge to all returns and the certificates of election made to the Grand Lodge,

Purchase from the Grand Secretary the requisite blank forms for petitions, dimits, certificates and diplomas; and

Act as Secretary of a Lodge Trial Committee. [Rev. 2003]


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ResponsibilitiesSec. 15.22 B.L. Secretary's Books and Accounts. The Secretary shall keep the following books: Minute and record books, A Membership Register which shall contain the By-Laws and in which:

Each member shall sign his name, in the order of his admittance, The Secretary shall record in alphabetical order, for each member of the Lodge:

Full name or names, Present post office address, Birthplace and Date of Birth, Dates of initiation, passing, raising, and Master Mason proficiency, or the date of affiliation together with the

name, number and location of Lodge of previous enrollment, Age and occupation when received, Name, number and location of any other Lodge or Lodges in which a member may also hold membership, Dates of withdrawal, dropping from the roll, expulsion, suspension, restoration or death, The full names of those expelled, suspended or restored; and Member’s identification number of Grand Lodge and Endowed Life Membership certificate.

An attendance Register, to be kept in the Tyler’s Room, in which all members shall record their names, and all visitors shall record their names along with the names, numbers and locations of their respective Lodges, before entering the Lodge,

Account books as may be necessary to present clearly: The account of each member of the Lodge, The receipts of the Secretary, The Secretary's payments to the Treasurer, An updated copy of the Washington Masonic Code; and All Proceedings of the Annual Communications of the Grand Lodge.


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Treasurer’s DutiesSec. 15.20 B.L. Treasurer’s Duties. It shall be the duty of the Treasurer

to: Receive from the Secretary all monies paid into the

Lodge, Keep just and regular accounts thereof, Pay them out by order of the Master and consent of

the Lodge; and Submit a financial report annually to the Lodge and

transmit a copy thereof to the Grand Lodge, when requested and on such forms and in such manner as prescribed by the Grand Secretary.


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Secretary/Treasurer Duties

Sec. 15.22 B.L.Secretary-Treasurer's Duties. When a

Secretary-Treasurer is elected, it shall be his duty to perform all the duties of the Treasurer (Sec. 15.20 B.L.) and the Secretary (Sec. 15.21 B.L.).


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Trends/Issues Late Reporting

Monthly, Annual and Bill to GL Complete the documents 990 filing-IRS and GL Building Corporation-business Insurance Money in Temple Board New Form 28 and 28A Lodge Audits


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Grand Lodge Staff Lynne

Membership data Supplies Reports Masonic Literature word processing/updating Membership data Website/Technology

Kathleen Book Keeper Reports to State Life Membership


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Grand Lodge Staff Jane

Intra/Inter Jurisdictional correspondence General correspondence Assist with coordinating external events

Chantal Data Base Registration LLR and Annual Website Forms Proceeding Resolutions


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Grand Lodge Staff VWB Don

Building Corporations Masonic Program (MRC) Coordinate and move Grand Lodge to/from Annual

Communication


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Grand Lodge Timeline of Events

Monthly Returns X 12 Due date

End of Year (Annual Report, WMC 14.08 B.L.) Mail January 1st Return February 1st

Bill by March 20 & Payment by April 15 990


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Membership Update Report (MUR) Mail July/August w/Return September 1st

Input Dues Cards Correspondence

Dues Card Order Notices and Cards August/September Notice September/October Lodges mail Cards October-December (But never

in January)


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Election Mail September Election completed by December 14

(WMC 15.07) Installation not later than January 31 (WMC

15.08) Roster of Lodges Wardens Seminar Correspondence


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Life Membership (Calendar Year) Mail October/November Distribution of Income

Annual Communication Mail Info April Second Friday June (WMC 9.01)


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Reports and Dues Statement/Cards

Goodtime Report Number of years of membership

Life Membership Report Name, date issued, payment by Lodge or Brother, active or

deceased

Membership Roster Name, date of birth

Maintenance Report Membership record changes

Grand Lodge Officer Position Who in the Lodge has serve as a GL Officer

Reports and Dues Statement/Cards

Service Award Eligibility Next years recipients

Membership Update Report (MUR) Name address and member number

Every Member Report Individual historical record

Permanently Waived (part of End-of-Year) 50 yr/remitted

All Members Status Report active/inactive, since 1986

Dues Statement/Cards


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Grand Lodge Websitewww.freemason-wa.orghttp://glwash.myvnc.com (Secretary Db)

http://www.freemason-wa.org/

http://glwash.myvnc.com/


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Good Stuff New Judicial Section of the WMC Revenue vs Assessments Secretary Expenses/Employees of the Lodge Corresponding with Foreign Jurisdictions Solicitation Property tax Exemption Ownership of Lodge Membership New Dues Card New GL Web Site Washington Masonic Charities

GL Website Lodge Secretary Db

GL website:

www.freemason-wa.org

SEC Db http://lsi.freemason-wa.org


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http://www.freemason-wa.org/

Documents

David P. Owen Grand Secretary 1 Secretary Workshop 2015/2016