Secretary's Guide

00 Cover Spine Table of Contents

00 README
0A Table of Contents
0B Cover Sheet
0C Binder Spine Template

01 Foreword Purpose Overview

01A Foreword
01B Purpose
01C Overview

02 Secretary_s WM_s SW_s Calendars

02A Secretary_s Calendar Overview
02B Secretary_s Calendar
02C WM_s & SW_s Calendar Overview
02D WM_s & SW_s Calendar
02E Worshipful Master elect Planning Guide

03 Investigation & Petition Committees

03A Petition Committee Suggestions - Overview
03B Petition Comm Appointment Letter mail Merge
03C Investigation Committee Suggestions - Overview
03D Investigation Comm Appointment Letter mail Merge

04 Petition for the Three Degrees Progress Checklists & Candidate Invitation Letters

04A Secretary_s Candidate Progress Checklists Overview
04B Instructions attached to blank Petitions & Background Waiver forms
04D Candidate Invitation Letter Overview
04E EA Invite Form Letter Merge
04H FC Invite Letter Mail Merge
04J MM Invite Letter Mail Merge
04K Petition REJECTION letter

05 Apron Flap Inserts

05A Apron Flap Insert Template Master

06 Degree Team Planning

06A Degree Team Sign-up Sheet Overview
06B Degree Team Sign-up Sheet

07 Affiliation by Transfer from OUTSIDE Florida

07A Petition for Affiliation from OUTSIDE Florida OVERVIEW
07C Petition for Affiliation by Transfer of Membership letter to requester
07D Letter to Grand Secretary requesting Certificate of Good Standing
07E Letter to Investigation Comm Appintment Transfer of Membership
07F Letter to Grand Secretary notifying of election with Petition stub
07G Welcome letter to new member - merge for Window Envelope

08 Affiliation by Transfer from Florida Lodge

08A Petition for Affiliation from Lodge WITHIN Florida OVERVIEW
08B Letter to Requester from Florida Lodge
08D Transfer Certificate Request to Florida Lodge Secretary Letter Template
08E Letter to Investigation Comm Appointment Transfer of Membership
08F Letter to Grand Secretary notifying of election from within Fl Petition stub
08F Letter to Grand Secretary notifying of election from within Florida Petition stub
08G Welcome letter to new member - merge for Window Envelope

09 Affiliation for Dual Membership

09A Petition for DUAL Membership OVERVIEW
09B Letter of Instructions to requesting Brother - Petition for Dual Membership
09D Letter to Grand Secretary Requesting Certificate of Good Standing for Dual Membership
09E Letter to Investigation Comm Dual Membership Petition
09F Letter to Grand Secretary notifying of election to Dual Membership
09G Welcome letter to new DUAL member - merge for Window Envelope

10 Affiliation for Plural Membership

10A Petition for PLURAL Membership OVERVIEW
10B Letter of Instructions to requesting Brother - Petition for Plural Membership
10D Letter to Particular Florida Lodge Secretary Requesting Certificate of Good Standing
10E Letter to Investigation Comm Plural Membership Petition
10F Letter to Grand Secretary notifying of election to Plural Membership
10G Welcome letter to new PLURAL member - merge for Window Envelope

11 Affiliation by Dimit from OUTSIDE Florida

11A Petition by Dimit from OUTSIDE Florida OVERVIEW
11B Letter of Instructions to requesting Brother - Petition for Affiliation by Dimit
11D Letter to Grand Secretary Requesting authenticity of Dimit
11E Letter to Investigation Comm Affiliation by Dimit OUTSIDE Florida
11F Welcome letter to new member - merge for Window Envelope

12 Affiliation by Dimit from Florida Lodge

12A Petition by DIMIT from Florida Lodge OVERVIEW
12B Letter of Instructions to requesting Brother - Petition for Affiliation by Dimit
12D Letter to Secretary of Florida Lodge Requesting authenticity of Dimit
12E Letter to Investigation Comm Membership Petition by Dimit
12F Letter to Grand Secretary notifying of election with copy of Dimit
12G Welcome letter to new member - merge for Window Envelope

12-1 Petition for Reinstatement GL605

12-1a Petition for Reinstatement letter to requester

13 Petition Status Tracking

13A Petition Status Tracking Summary OVERVIEW

14 Membership Records

14A Lodge Membership Information Overview
14B Getting Started Lodge Membership Spreadsheet
14D Exhibit of Work Overview

15 Financial Duties & Guidelines

15 WARNING - READ before opening QUICKBOOKS Sample Lodge file
15A Secretarys Financial Duties - OVERVIEW
15B Secretarys Financial Duties CHECKLIST
15C Treasurers Duties CHECKLIST
15C Treasurers Duties
15F Secretarys Financial Duties - GETTING STARTED
15G-1 Secretarys Financial Duties - QuickBooks Checkbook Data Entry
15G-2 Sample Checkbook Register
15G-3 Secretary_s Report Checklist
15H-1 Creating a QuickBooks Deposit or Expense Report
15H-4 Instructions for Sec Deposit Report to Treasurer
15I-1 Instructions for Sec Expense Warrant Report to Treasurer
15J-1 How to Create the Treasurers Report for Stated Communication
15L Creating a QuickBooks Budget and Budget to Actual Report
15P How to Create pre-printed RECEIPT-EXPENSE number 10 envelopes
15Q Income Expense Envelope Template

16 Dues Processing letters & Checklists

16-01 Dues Notices and Dues Cards Overview
16-02 Dues Cards Getting Started
16-05-01 Emeritus Member Annual Certification Information Sheet Template
16-05-02 Emeritus Status Annual Certification Merger Letter
16-06 Emeritus CERTIFIED and Dues Card mailed letter template
16-07 Exempt 50 Year Member Dues Card mailing Template
16-08 Perpetual Member Dues Card mailing template
16-09 Perpetual and Exempt Member donation thank you merge letter
16-10 PayPal Dues Renewal Option
16-12-01 1st Notice Delinquent Dues Letter Template SAMPLE 1
16-12-02 1st Notice Delinquent Dues Letter Sample 2
16-12-03 1st Notice Delinquent Dues Letter Template SAMPLE 3
16-12-04 1st Dues Notice Reminder SAMPLE 4
16-12-05 Dues Invoice Template address merge
16-13-01 2nd Notice Delinquent Dues Letter Template SAMPLE 1
16-13-02 2nd and FINAL Notice Delinquent Dues Letter SAMPLE 2
16-13-03 2nd Delinquent Dues Notice SAMPLE 3
16-14 Member requests Dues Invoice Letter merge Template
16-15-01 Delinquent and Renewal Dues Invoice Template address merge
16-15-02 Dues Invoice Template address merge
16-16 Guidelines for CALLERS to Dues Delinquent members
16-17 Delinquent Member Information Sheet TEMPLATE
16-18-01 Final Notice of pending suspension
16-18-02 Dues Delinquent Member Information Sheet Template
16-18-03 Final Suspension Notice Sample 1
16-18-04 Final Suspension Notice SAMPLE 2
16-20 Notice of NPD suspensions to neighboring Lodges

17 Florida Department of Revenue

17A Florida State Sales Tax Payment - OVERVIEW

18 Agenda-Minutes Approval-Minutes Templates-Voting Instructions

18A Agena Minutes Voting Instructions Overview
18B Suggested Agenda
18C APPROVAL OF MINUTES
18D EA Degree Called Communication Template
18E FC Degree Called Communication TEMPLATE
18F MM Degree Called Communication Template
18G Voting Instructions
18H First Stated in December SAMPLE
18J First Stated in January SAMPLE

19 Phone Committee Templates & Guidelines

19A Phone Committee Chairmans Checklist
19B Guidelines for CALLERS
19C Member Information and Feedback Sheets_

20 Postage Due Account

20A Postage Dues Account - OVERVIEW

21 Letters - SAMPLES

21-1 SEC letterhead mail merge Lodge Emblem
21-10 Booster renewal letter
21-11 Notice of NPD suspensions to neighboring Lodges
21-12 Trestleboard Advertisement renewal reminder
21-2 Letterhead merge for Window Envelope MASTER
21-24 Committee Chairmen Members thank you for serving
21-25 Emeritus Member information letter
21-26 Emeritus Status Annual Inquiry
21-27 Exempt & Perpetual Member donation merge thank you
21-28 Avery Label Templates
21-3Candidate REJECTION
21-4 Request for Certificate of Good Standing to GL of Florida
21-5 Request for Dimit to GL of Florida
21-6 New Member Wecome merge template
21-7 Memorial Donation Thank You letter
21-8 40 Year Award to be mailed
21-9 50 Year Award to be mailed

21-28 Avery Label Templates.doc

5160 Template list mail merge
Address Labels single -5105
Avery 2160
Avery 5105 Address Labels
Avery 5105 Template Address Merge Label
Avery 5105 Template
Avery 5125 Label
Avery 5147 Template
Avery 5160 Address List Merge Template
Avery 5160 Template
Avery 5202 Master Template
Avery 5444 Template
Office Depot 916-732 postcard forms

22 Assistant Secretary Templates

22-1 Assistant Secretarys Section Overview
22-15Q Income Expense Envelope Template
22-2 Table of Contents of Assistant Secretary_s section
22-3 Assistant Secretarys Dues payment checklist

23 First Time Visitor Guidelines

23-1 Examining a First Time Visiting Brother

24 Masonic Education Tracking Template

24-1 New Mason Education Plan Progress Chart OVERVIEW
24-2 New Mason Education Plan PROGRESS CHART

25 Miscellaneous

25 Miscellaneous Overview
25-1 Event Planning Suggestions OVERVIEW
25-2 Event Planning Discussion
25-3 Event Planning Checklist
25-4 Awards to be presented Overview
25-5 Forty or Fifty Year Award to be mailed
25-7 AWARDS to be presented - Member Information Sheet TEMPLATE
25-8a GL PDDGM DI
25-8b Worshipful Masters
25-8c Appendant Orders
25-8d Guests
25-8f Bible Presentation Fl Lodge of Research
25-8g The Holy Bible
25-8i Past Masters Calling Information Sheet Template
25-8j Voting Instructions

25-8e Officer Election BALLOTS

25-8e JUNIOR WARDEN
25-8e SECRETARY
25-8e SENIOR WARDEN
25-8e TREASURER
25-8e WORSHIPFUL MASTER

0C Binder Spine Template

Cut to fit 3-ring binder spine

C:\Secretary’s How to Guide\0 Cover Spine Table of Contents\0C Binder Spine Template.doc