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Provincial Registrar Operation

and Procedures


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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