14A Lodge Membership Information Overview

Secretary’s How to Guide

LODGE MEMBERSHIP INFORMATION: Overview

The single most important duty of the Lodge Secretary is to maintain an accurate and up to date Membership List. The files for maintaining membership information are as follows, but not limited to:

Grand Lodge database

Lodge membership folders, ACTIVE and DORMANT member folders

Lodge membership electronic database

Grand Lodge database

All membership additions, deletions, and changes are reported to Grand Lodge via GL705. This is the paper form number and also the online form reference. Since many Lodges are connected to the internet, all references in the ‘Secretary’s How to Guide’ will be based on electronic media. When an online GL705 update is submitted to Grand Lodge, it is a good idea that the Lodge Secretary prints a copy and files it in a folder titled ‘GL705 updates not yet completed’. Upon receipt of a paper copy (or electronic copy and then printed) it should be filed in the Member’s folder and/or in a three ring binder with all current membership information sheets in alphabetical order. Now the GL705 can be removed and discarded from the file titled ‘GL705 updates not yet completed’. Since the Annual Returns are based on the Grand Lodge database, it is imperative that the Lodge Secretary submits all additions, deletions, and changes in a timely manner. This will insure that not only is the Annual Return based on up to date information, but it also avoids any change being lost due to misplacement of the information.

Lodge membership folders

Grand Lodge requires that the Lodge maintains filing cabinets for ‘Active’ and ‘Dormant’ (deceased, dimitted, EA and FC members who did not advance, members who where NPD’ed, resigned, etc.) members. Member folders contain the original Petition, associated forms and correspondence, and history information. A folder should be established immediately upon receipt of any type of Petition.

Lodge Electronic Database

This database is the most used piece of information available to the Lodge Secretary. It is extremely important that this database be current and that the Secretary customize the content to meet the needs of his Lodge. Here are some guidelines for creating and maintaining this information.

Use a standard, off the shelf product such as Microsoft’s Excel Spreadsheet. This product interfaces with Microsoft’s Word for Windows, which is handy for Mail Merge functions. This guide contains mail merge templates/examples of letters, Delinquent Member information sheets, Masonic Anniversary lists for the monthly Trestleboard, Past Master’s lists, Emeritus and Exempt member lists, Perpetual member lists, Telephone Committee Calling Lists, and much more. Once a member’s information is entered into the Lodge Member Database, the secretary will seldom have to type that member’s name, address, or phone number again, except for address changes and particular member information. Caution: If you use

Update the database for all member information changes. There is a checklist elsewhere in this Guide to ensure the Grand Lodge, Lodge database, and dues payment lists are updated. This all might sound complicated. However, with checklists, the Secretary will maintain accurate records.

Refer to the sample Excel spreadsheet for suggestions on setting up a Lodge Membership file. The enclosed file can be modified to meet the needs of any Lodge. In as much as there are many sources for learning how to use Microsoft Applications, such as Word and Excel, this Secretary’s Guide will provide only specific instructions on performing tasks related to maintaining a membership database (spreadsheet). Please note that for the sake of discussion, the words database and spreadsheet are used interchangeably. As a note, the Grand Lodge file is a database and when files are provided to a Lodge Secretary, Grand Lodge saves and sends them as Excel Spreadsheets. Thus, the data is in a database or spreadsheet, depending on the source. When entering data, or moving columns or rows around for sorting or specific Lodge requirements, a column, row, or the entire spread sheet should be highlighted to ensure that no data is lost. Always view your data prior to SAVING the file. Also, use the SAVE AS function and use a different file name, such as including the current date in the SAVE AS file name, so that the original file is not changed and can be referenced should any errors be made in the SAVE AS file content.

A section of the Membership spreadsheet should be titled EXHIBIT of Work. This will greatly ease the Secretary’s job of reconciling the Lodge annual membership changes with the Grand Lodge Annual Return.