HANDBOOK FOR LODGE SECRETARIES

Published by THE MOST WORSHIPFUL GRAND LODGE

OF ANCIENT FREE AND ACCEPTED MASONS OF COLORADO

March 2009

HANDBOOK FOR LODGE SECRETARIES

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Table of Contents THE OFFICE OF LODGE SECRETARY ............................................................................................................. 1 GENERAL DUTIES ........................................................................................................................................ 1 THE OUALIFICATIONS OF A LODGE SECRETARY: ........................................................................................ 2 PREPARING FOR THE MEETING: ................................................................................................................. 3 CORRESPONDENCE: .................................................................................................................................... 3 AFTER THE MEETING: ................................................................................................................................. 3 MONTHLY REPORTING: .............................................................................................................................. 3 ANNUAL LODGE DUES: ............................................................................................................................... 3 MEMBERSHIP - DEGREE WORK AFFILIATIONS, ETC. ................................................................................ 4 SUGGESTED FORMAT FOR LODGE MINUTES .............................................................................................. 4 A. Regular Order of Business .................................................................................................................. 4 B. Minutes of Regular Communication .................................................................................................. 5 Reading of Minutes ................................................................................................................................ 5 Reading of Correspondence ................................................................................................................... 5 Bills ......................................................................................................................................................... 5 Reports on Committee on Petitions ....................................................................................................... 6 Balloting .................................................................................................................................................. 6 Calling from Labor to Refreshment ........................................................................................................ 6 Calling from Refreshment to Labor ........................................................................................................ 6 Work ....................................................................................................................................................... 6 Balloting on Advancement ..................................................................................................................... 6

CHECKLIST OF MONTHLY RESPONSIBILITIES AND DUE DATES ................................................................... 8 PETITION FOR THE DEGREES ...................................................................................................................... 9 FEES ........................................................................................................................................................ 9 RECEIVING THE PETITION AND REFERRAL TO A COMMITTEE ................................................................ 9 BALLOTING ............................................................................................................................................. 9

RECORDING AND REPORTING REQUIREMENTS ....................................................................................... 10 FORM OF PETITION .............................................................................................................................. 10 NOTICE OF ELECTION TO RECEIVE THE DEGREES ................................................................................. 10 SAMPLE LETTER OF NOTIFICATION ...................................................................................................... 11

NOTIFICATION OF REJECTION OF PETITION ............................................................................................. 11 SAMPLE LETTER OF NOTIFICATION OF REJECTION ............................................................................... 11 THE NEWLY RAISED MASTER MASON .................................................................................................. 12

REOUEST TO ANOTHER LODGE TO CONFER DEGREES ............................................................................. 13 A. BETWEEN COLORADO LODGES ........................................................................................................ 13 B. BETWEEN GRAND JURISDICTIONS .................................................................................................... 13 PETITION FOR ADVANCEMENT ............................................................................................................. 13

LODGE DUES ............................................................................................................................................. 14 DELINQUENT MEMBERS ....................................................................................................................... 15 REMISSION OF DUES ............................................................................................................................ 17 REINSTATEMENT AFTER SUSPENSION .................................................................................................. 17 RETURNS AND REPORTS ....................................................................................................................... 17 MONTHLY ACTIVITY REPORTS .............................................................................................................. 17 ADDRESS CHANGES: ............................................................................................................................. 19

HANDBOOK FOR LODGE SECRETARIES

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ELECTION OF OFFICERS REPORT ............................................................................................................... 20 ANNUAL MEMBERSHIP PER-CAPITA REPORT ........................................................................................... 20 YEAR END MEMBERSHIP REPORT ............................................................................................................. 21 MONTHLY REPORT SAMPLE ................................................................................................................. 22 Annual Summary of Membership Sample ............................................................................................ 24 ANNUAL PER-CAPITA MEMBERSHIP REPORT SAMPLE ......................................................................... 25 APPLICATION FOR A FIFTY YEAR AWARD ............................................................................................. 26 REPORT OF THE AWARD SAMPLE ......................................................................................................... 27 OTHER AWARDS ................................................................................................................................... 28 CORRESPONDENCE ............................................................................................................................... 29 A LETTER TO A WIDOW OF A DECEASED BROTHER .............................................................................. 29 ANOTHER LETTER TO A WIDOW ON THE LOSS OF HER HUSBAND ....................................................... 29 ANOTHER LETTER OF CONDOLENCE TO A WIDOW .............................................................................. 30 ONE MORE LETTER TO A WIDOW ........................................................................................................ 30 TO A BROTHER ON THE DEATH OF A RELATIVE .................................................................................... 31 ANOTHER LETTER TO A BROTHER ON THE LOSS OF A LOVED ONE ...................................................... 31 TO A BROTHER ON THE DEATH OF A PARENT ...................................................................................... 31 LETTER TO A FAMILY OF A BROTHER WHO HAS PASSED AWAY ........................................................... 32 LETTER TO A BROTHER WHO IS ILL ....................................................................................................... 32 MASONIC FUNERALS ............................................................................................................................ 33 RESOLUTION OF RESPECT SAMPLE ....................................................................................................... 33 THE SCROLL IN MEMORY SAMPLE ........................................................................................................ 34 EDUCATIONAL SCHOLARSHIPS AND GRANTS ....................................................................................... 35 EDUCATIONAL GRANT AWARD ............................................................................................................ 37 EDUCATION GRANT AWARD ................................................................................................................ 38

HANDBOOK FOR LODGE SECRETARIES

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THE OFFICE OF LODGE SECRETARY Of all the officers of a Masonic Lodg