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NOTES FOR LODGE SECRETARIES
Annual end of year returns
1. Brethren, it is proposed that the Lodge
registers will no longer be collected at the end of the year for audit. As
information is received by the Province throughout the year it seems quite
unnecessary to re-check the same information, which has to be carried out in
a very short time. The membership results are to presented to
the PGM by Jan 14th.
However the PGM is anxious that the Lodge
register is audited from time to time and it is his wish that I should
continue to do so but at a time that is more convenient to ourselves..
An Excel form will be emailed to all
secretaries very shortly that will contain all the relevant Lodge details ie
starting figure etc. Just fill in the Main form screen and it will
auto calculate to the other forms. Please note that all the auto
calculated cells are security locked. I will update the Provincial register
and write/e-mail my thanks for your co-operation, confirming that all
information is correct and asking you to print the Treasurers page and
send it to him with your Lodge cheque.
If a brother dies or resigns after you have
sent me the form, just add the details and resend, but only up to Dec 31st.
Any changes after that date must be added to next years figures.
Those who wish can still receive the form by
post and I will add the information on my computer.
2. If a brother resigns and the later re-joins,
his Lodge record should be so marked and when he re-joins he will
have a new record sheet and new lodge number. Do not carry on from his
original sheet in the Register.
3. Please note initiates pay as members and
as Initiates £5.00 + £7.00, this is for Jan2009 to Dec2009
4. The change of details forms should be sent to me
after every lodge when a change of membership occurs ie Initiation or
Raising.
5. Joining members are the most difficult
to enter on the Data Base as they require full dates (not just the year) of
ALL lodges he has been a member with full dates of resignations from any
lodge together with Provincial ranks with full dates with of course the
Province Name.
The Data Base is very “date driven” it will not accept a year only
date. The date and Ref W.M. inserts them in the correct place in the Lodge
pages of the year book and goes on to produce reports for the Provincial
Grand Master
6. Familiar names should be entered where
possible, as many Brethren prefer either a shortened or full forename ie.
Anthony or Tony.
7. If I could repeat that, as other years
your new Return form should reach
me before the end of the year. If you have no Initiation ceremony
during December, I can receive your returns before the end of December.
Any deaths, resignations or exclusions will be amended by myself
and there is no alteration to the amount payable.
When you receive confirmation of the amount on the Treasurers certificate PLEASE DO
NOT SEND THE CHEQUE TO ME. IT MUST GO DIRECT TO THE TREASURER, and
received by him on or before 14th January.
If there should be a case of illness, family illness or pressure of
work, or a technical problem, etc please let me know and I will make
arrangements to fill in the returns or I will complete them off
the data base at home and fill the forms in.
Please note this is not an open invitation to every lodge Secretary
to have their books filled in for them.
The success of the Masonic Directory is entirely due to your
efforts as Lodge Secretaries and we must work as a team to ensure a
reliable accurate reference book.
Thank you for you help through out the
year, I shall be adding more notes very shortly and I am available for help
at any time.
John Hicks
Provincial Grand Registrar
Any queries or questions
relating to any content contained on this page the please contact the
Provincial Grand Registrar for the Masonic Province of Monmouthshire
registrar@monmasons.org.uk
© Province of Monmouthshire December 5th 2009
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