14D Exhibit of Work Overview

Secretary’s How to Guide

EXHIBIT OF WORK: Overview

Grand Lodge requires that the Lodge Secretary maintain an EXHIBIT of Work file. Prior to the advent of computers, this information took the form of filing member’s folders in a section of a file cabinet. After the Grand Lodge Annual Return was reconciled, the member folders were moved to the ACTIVE or DORMANT files, accordingly.

With a spreadsheet to maintain a Master Membership List, a separate area can be established to include information that greatly eases the reconciliation of the Annual Returns. This section of the Master Membership List can be titled EXHIBIT of WORK 2011 (current year). The sample included (titled c:\Secretary’s How To Guide\Membership Records\14C sample Master Membership List Spreadsheet.xls) with this Secretary’s How to Guide is created within the Master Membership List by following the checklist in the file titled:

c:\Secretary’s How to Guide\Membership Records\Exhibit of Work Checklist.doc

All types of GAINS and LOSSES are recorded in the Exhibit of Work. The Checklist will provide easily accessible and useful information throughout the year. The Secretary can use this information to reconcile lists such as:

Trestleboard Masonic Anniversaries

Trestleboard new member welcome inserts

Member Death notices

Degree Activity notices in Trestleboard

Data used to create a spreadsheet used by the Secretary to communicate current activity to

the Worshipful Master, refer to the Candidate Status spreadsheet included in

the Petition Notes section of this manual

Keeping track of GL-705 information submitted to Grand Lodge to reconcile any data problems

IMPORTANT: Frequently update the Master Membership List and print a paper copy to ensure that data is not lost. It is suggested that the Secretary attach an external hard drive, such as a Seagate Replica model, to his laptop or PC. This device includes software that automatically makes a copy of the entire hard drive of the laptop or PC, while working with the computer.

As noted in all the file names associated with this manual, the drive location (c:\) is followed by a folder name (Secretary’s How To Guide), followed by the particular file name (Exhibit of Work Overview). SAVING files by folder allow for an easy way to copy a large amount of unique data, such as the Secretary’s How to Guide, and all the attached folders and file.