DUTIES OF THE SECRETARY
At the installation of a Secretary, he is instructed as to his duties, which are as follows:
"It is your duty to observe the will and pleasure of the Worshipful Master in recording the proceedings of this Lodge; transmit a copy thereof to the Grand Lodge when requested; to receive all monies paid into the Lodge and pay them over to the Treasurer, taking his receipt therefore. Your good inclination to Masonry and this Lodge, will induce you to discharge the duties of your office with fidelity, and by so doing, you will merit the esteem and applause of your Brethren."
These are the instructions that are given to the Secretary at the time of being installed into office. If this was the total extent of the duties of a Secretary, that office would be one of very little work and never-ending pleasure, but such is not the case. The new Secretary soon discovers that to merit the esteem and applause of his Brethren, it is necessary that he devote himself to a seemingly never-ending list of duties. Some of the general duties, which pertain to all Lodges, are listed herein. There are, however, differences in Lodges and, as a result, different duties for the Secretary. This Handbook will not try to list any of the special duties of each Lodge, for to do so would be an endless listing.
THE DUTIES
- Attend all regular and special communications of the Lodge.
- Record the proceedings of each communication and report the same to the Lodge on order of the Worshipful Master. Transmit a copy to the Grand Lodge when requested.
- Receive all monies paid into the Lodge and pay them over to the Treasurer, taking his receipt therefore.
- Establish an accounting system, which will account for, in detail, all the monies received by, or paid out by the Lodge. This does not include any monies in the hands of the Trustees.
- Receive, answer and originate all correspondence of the Lodge and any correspondence received by the Worshipful Master and turned over to the Secretary for action.
- Assist the Worshipful Master in preparing an agenda for stated communications.
- Prepare a personal file (folder) for each member and/or petitioner. Maintain these files to include all the Masonic history of the member from petition to transfer, resignation or death. Send the pink slip and/or Detailed Member Report sheets to Grand Lodge promptly.
- Send out annual dues and assessment notices to all members. This should be done as soon as possible after receipt of the dues notices from the Grand Lodge office, in order to enable each member to pay his dues in advance, on or before the first day of January of the following year.
- Keep the Worshipful Master informed of those members who are in arrears with their dues.
- On October 15th, and before November 1st, all members in arrears should be notified of their indebtedness to the Lodge, and of the possible suspension for non-payment of dues. A form letter for this purpose is found in another section of this handbook, and is also included in the B.L.I.S. software.
- Prepare and present to the Worshipful Master at the first communication in
December a list of all members who are in arrears and for pecuniary reasons are unable to pay their dues. This will be for action by the Relief Committee. - Prepare and present to the Worshipful Master at the first communication in December, a list of all members who are in arrears and who have been notified prior to this date, in order that the same may be taken up with the Lodge for the proper action.
- Maintain an adequate supply of all necessary forms shown in this Handbook, which are supplied by the Grand Lodge. Complete and send them to the Grand Lodge in a timely manner.
- Maintain an adequate supply of all necessary forms, which are similar to those shown in this Handbook, but are peculiar to your Lodge, and therefore differ from one Lodge to the next.
- When the Lodge has received a Petition and an Interviewing Committee has been appointed by the Worshipful Master, it is the duty of the Secretary to send out interviewing forms to the committee members with instructions to interview the petitioner.
- Provide the Interviewing Committee with forms and instructions.
- Notify the Master's Committee to meet, to consider the petition at hand.
- Notify the petitioner to appear before the Master's Committee
- Prepare a folder for the Master's Committee, which contains the petition, the reports of their Interviewing Committee, and one copy of the Master's Committee questions and report.
- Present folder of Master's Committee with petition, report of the Interviewing Committee and the Master's Committee Report, to the Worshipful Master.
- Notify petitioner of his election or rejection, and if elected, when to appear for Initiation.
- Notify Candidates when to appear for Degrees.
NOTE: If your lodge does not have a Master's Committee, begin at step "e" with the Interviewing Committee.
- Keep proper records of the Candidate's progress in his personal file and report the same to the Worshipful Master in order that he may be able to arrange his Trestle Board.
- Maintain all computer records for your Lodge. It is very important that these records be kept up-to-date on a monthly basis. If there is any change of address, the member's Masonic Journal will not reach him at his new address unless you have kept his record current. Most important, your annual summary will not be accurate, unless records are constantly updated.
- Verify or prepare the Annual Report for the Grand Lodge. Prepare a per capita tax voucher for the Treasurer in order that he may issue a check to the Grand Lodge in the amount of the per capita tax due the Grand Lodge. Mail the recapitulation copy of the annual report and the per capita tax check together, to the Grand Lodge on or before the required date.
- Prepare a quarterly and annual financial statement to be read at proper stated communications.
- Attend meetings arranged by the Grand Secretary for training, updating and conferring for mutual benefit.
- Become familiar with the Wisconsin Masonic Handbook (Green Handbook). Utilize the forms contained in the appendix.
A Monthly Reminder List for the Lodge Secretary
NOTE: Additions, changes and corrections in membership records should be sent to the Grand Lodge office on a monthly basis, using pink slips for new members or Detailed Member Reports. (See pages 1, 2 & 3 of this Handbook for detailed instructions)
JANUARY
Close the books for the past year. Prepare the Annual Financial Statement you received from the Grand Lodge, for the year just ended. Mail it to the Grand Secretary prior to February 15th (see Regulations for Lodges 52.03)
FEBRUARY
Reconcile the Annual Report Membership Listing and Recapitulation of the Lodge with your records. Remit to the Grand Lodge, on or before March 1st, all Per Capita Tax, as computed on your Recapitulation, Special Assessments, Fees any other indebtedness. (See Laws of Grand Lodge 31.03). See Page 7 of this Handbook for more detailed instructions.
Prepare, for the 3 principal officers of the Lodge, a list of all the delinquent members (delinquent members are defined as those who have failed to pay, up to that date, their dues in advance). Present this list on or before February 28. (See Regulations for Lodges, 81.08).
MARCH
Send notices of delinquent dues to all members who were on the list prepared in February.
File with the Grand Secretary any and all Resolutions which the Lodge wishes to present to the Grand Lodge at the Annual Communication in June. (See Laws of the Grand Lodge 38.01 (c)). Deadline for resolutions is 75 days prior to the start of Annual Communication.
APRIL
Deadline for Scholarship money is April 1st !
Report to the Worshipful Master and Chairman of the Sick and Visitation Committee, the illness of any member which may be reported to you.
If Lodge dues are to be increased, it should be done prior to the summer recess.
MAY
Give the three principal Officers of the Lodge the proxy forms for the Annual Communication of the Grand Lodge, together with any information relative to the Annual Communication. Urge each Officer to attend Grand Lodge. Be sure that if one of the principal Officers is not able to attend Grand Lodge, that a proxy be appointed to attend, to prevent the payment of a fine for non-attendance at Grand Lodge. (See Regulations for Lodges, 52.04).
JUNE
Attend Grand Lodge with the three principal officers. Urge all members who are able, to attend Grand Lodge. A Secretary will derive great benefits by attending Grand Lodge. Present a resolution permitting the Secretary, Master and Treasurer to pay all bills during the summer recess. Have a good vacation; keep in touch with the Worshipful Master and the Chairman of the Sick and Visitation Committee. Report any illness or distress of any member to them.
AUGUST
Get everything ready for the start of Lodge meetings in September. Prepare a list of delinquent members, those who will be two years delinquent on December 31st and send the list to the Grand Lodge office, so that the Grand Master's letter may be sent to them.
WATCH FOR DATES OF UP-COMING SECRETARY'S SEMINARS AND PLAN TO ATTEND. THESE ARE OF UTMOST IMPORTANCE AND VERY HELPFUL TO YOU .
SEPTEMBER
Send dues notices for the ensuing year to all members, as soon as you receive them from the Grand Lodge Office.
OCTOBER
Send out Sixty Day Notice of Delinquency in Payment of Dues, after Oct. 15th and before Nov. 1st. These notices are to go to those who will be two years delinquent on December 31, and for which a list was prepared in August.
Send dues cards to members as they remit their dues, in advance, for the ensuing year. Notify all members who have not remitted their dues for the current year, that if dues are not paid on or before the first Stated Communication in December that action by the Lodge must be taken. (See Regulations for Lodges, 81.06, 81.07, 81.08 and 81.09).
Applications for Perpetual Membership for the current year must be sent in to the Grand Lodge Office prior to December 31st.
NOVEMBER
Notify all members of the election of Officers and of the Installation of those officers, which must be held on or before the Festival of St. John the Evangelist, December 27th. (See Regulations for Lodges, 549.03). The Secretary should confer with the newly elected Worshipful Master in regard to the date.
Reconcile the preliminary Annual Membership Report and the Recapitulation Report of your lodge that is sent from the Grand Lodge office. You will have approximately six weeks to make any additions or corrections. All changes must be made by December 31st. The final Recapitulation Report will be mailed to you in the beginning of January.
DECEMBER
G.M.A.A. Applications are due by December 31st. Send it to your District Deputy.
Installation of Officers for the ensuing year must be held on or before the Festival of St. John the Evangelist December 27th (see Regulations for Lodges, 59.03).
Complete and return the form sent by the Grand Lodge Office for reporting principal officers as soon as they are elected . This is used to prepare the new Lodge Directory.
If you have questions do not hesitate to call me at 800.686.0070
Sincerely & Fraternally,
Michael A. DeWolf, PGM
Grand Secretary