02B Secretary_s Calendar
Secretary’s Calendar
Revised: 1/11/2013
January
Notify all Members who were suspended for non-payment of dues on December 27th.
Send list of NPD’s and other losses to all appendant orders.
On or before January 5th, certify to Grand Secretary, on form provided, that all membership changes since last Annual Return have been reported through December 27th.
The “Annual Return” of the Lodge, received from Grand Lodge by January 25th, must be adjusted and completed by Secretary as soon as possible, and returned to Grand Lodge not later than February 15th.
Remit check and 4th Quarter LYPMGC report to Grand Lodge on or before January 15th
Provide Worshipful Master and Officers the dates of the Annual Communications as soon as notice is received from Grand Lodge
Reconcile year-end finances
Journal prior year’s liabilities (prepaid dues, etc) to January beginning receipts
Update signature cards at bank (need minutes authorizing new signers and deleting former signers)
Include the following in Minutes of first Stated Communication:
Approve budget
Authorization for Secretary and Treasurer to pay approved, Budgeted bills
Approve dispensing of reading Minutes until next Stated Communication
Notify Lodges in District of membership losses for previous year
Update Masonic Anniversary master lists by month for use in the Trestleboard
Update Rental Agreements, Insurance Binder and Grand Lodge Release, hold harmless & waiver of Liability agreement
Update Emergency Phone Numbers posted by entrance door
Save prior year-end Excel membership file and Quickbooks file
File Exhibit of Work in desk file draw
Pay Second Half of previous year’s Sales Tax, $50 penalty after the 15th
Update alarm system access codes and key list
Update Grand Lodge United Parcel Service Address and Monthly Mail Address for the ensuing year
Provide yearend Quickbooks file to accountant/bookkeeper to file IRS 990
February
Remittance of Grand Lodge fees and dues must be paid no later than February 15th, to avoid a penalty fee.
File required Ad Valorem Tax Returns for exemption of Lodge Property and copy Grand Lodge
Grand Lodge will bill Lodges for Florida Corporate Compliance forms
Finance Committee conduct Audit for previous year books with Secretary and Treasurer
File Minutes, and Secretary’s/Treasurer’s Reports from previous year
Renew Brevard County Fire Inspection Certificate
Pay Liability & Property Insurance
File IRS 990 on or before April 15th. Send copy to Grand Lodge upon completion and file for DDGM’s inspection
March
Lodge Officers should be reminded of the Annual Grand Lodge Communication and arrange for proxies as needed according to Grand Lodge guidelines.
Provide list of Losses to Scottish Rite, Shrine, York Rite, and OES
Certify status of Emeritus members, file results for DDGM’s inspection
When invoiced by Grand Lodge, pay Annual Corporation Filing fee to Grand Lodge
April
Remit check for 1st Quarter LYPMGC report to Grand Lodge on or before April 15th.
Remit check for Masonic Home Endowment Fund for collections received through March 31st.
May
Investigate status of Lodge members on non-Resident Relief
Schedule Brevard Hood Protection & Safety Inspection
June
Notify Grand Secretary if Lodge votes to recess during months of July, August, and September
July
Provide calling list to Worshipful Master for committee to call all dues delinquent members
On July 1st, send notices of dues to all delinquent members, after phone calls have been completed
Remit check for 2nd Quarter LYPMGC report to Grand Lodge on or before July 15th.
Dues Cards and Dues notices order forms are mailed from Grand Lodge. Return as soon as possible
Check Trestleboard Ad & Booster renewals
Pay First half year’s Sales Tax, $50 penalty after the 15th
August
Order Past Master’s Apron
Order Dues Cards and Notices from Grand Lodge
September
Provide Emeritus List to Worshipful Master for his investigation and review
Provide Senior Warden with officer and committee appointments worksheet
Provide Senior Warden with ideas of Lodge tradition for installation program
Test & Inspect Security System
October
Provide calling list and information sheets to Worshipful Master for committee to call all dues delinquent members
On October 1st, send notices of dues to all delinquent members, after phone calls have been completed
Remit check for 3rd Quarter LYPMGC report to Grand Lodge on or before October 15th.
November
Mail Dues Notices for ensuing year to membership
Investigate status of Lodge members on non-Resident Relief
Send follow up letters of Final Notice sent to each dues delinquent member on October 1st.
Prepare Election ballots
Order 24x48 Wall Calendar
Schedule Brevard Hood Protection & Safety Inspection
Pay Brevard County non-Ad Valorem Assessment
December
First Stated Communication, Election of Officers
Prepare Installation Program
Certify membership updates for Grand Lodge Annual Return
Vote on suspension of delinquent Members at first Stated Communication
Send names, addresses, phone numbers, and Email addresses of all Officers to Grand Secretary
Provide Officer, Committee Chairmen, Committee member lists to Worshipful Master-elect
Include Names, phone numbers, and Email addresses
Review Fair Share Agreements and request new Insurance Binders
Installation of Officers on or as soon after St. Johns Day, December 27th, as is practical
Prepare Deceased List for closing Funeral Lodge
Order Officers’ name tags
Fill in and post the following information on the Lodge wall calendar for ensuing year and include:
Lodge events
OES and other rental dates
A/C filter replacement dates
Stove Hood inspection date
Fire Extinguisher inspection dates
Lodge insect extermination treatment dates
Work Party dates
Interior Cleaning dates
Submit GL705 for suspended members
Notify suspended member
C:\Secretarys How to Guide\02Secretary’s WM’s JW’s Calendars\02B Secretarys Calendar.doc