16-02 Dues Cards Getting Started

Secretary’s How to Guide

DUES CARDS: Getting Started

This section will provide some specific steps that assist the Secretary in processing the entire dues paying cycle, from ordering to issuing cards. Most Secretaries are familiar with this process. However, having it documented will provide a big jump start for a new Secretary, or for a Secretary pro tem to fill in when the Secretary is out of town, or otherwise not able to perform this task.

The process used in this guide is based on utilizing the pre-printed notices and Dues cards that are available from Grand Lodge. These Grand Lodge forms have greatly simplified the process and all the forms are designed to be compatible with the use of window mailing envelopes.

The first template provided in this section is a CHECKLIST from the time Dues Cards are ordered through the mailing of the Dues Notices. As with all the content of this Guide, the CHECKLIST can be modified to conform to the specifics of each Lodge Secretary and the steps he takes to maintain records and process dues.

C:\Secretarys How to Guide\Dues Processing and Checklists\03 Dues Renewal Notices Checklist.xls

Now that the dues notices have been mailed, processing payments and following up with delinquent members is ongoing for the ensuing year. The next template is a CHECKLIST of steps to follow when processing the receipt of Dues payments.

C:\Secretarys How to Guide\Dues Processing and Checklists\04 Dues Payment Processing Checklist.xls

When processing a payment for dues, it is important that the Secretary maintain meticulous records. When delinquent Dues letters are prepared, the process is greatly simplified if accurate records are maintained in the Membership Excel database. When donations are received from Perpetual or Exempt members, and a GOLD Seal for a donation to the LYPMGC program is included, the letter in the following template can be printed using Mail Merge. (Note: The file name at the bottom of the letter can be deleted after the mail merge, and prior to printing the letter.

C:\Secretarys How to Guide\Dues Processing and Checklists\09 Perpetual and Exempt thank you letter.doc

It is the duty of the Secretary to contact Emeritus members each year to certify that he continues to meet the criteria for the Craft to approve him as an Emeritus member. Prior to mailing a dues card to an Emeritus member, the Secretary can call or write a letter to each Emeritus member. The following template can be printed for all Emeritus Members if the Lodge Excel Membership Database has a column that identifies whether a member is Emeritus.

C:\Secretarys How to Guide\Dues Processing Letters and Checklists\05 Emeritus Status Annual Certification Merge Letter.doc

Of particular note is to emphasize that the Secretary is not the ‘Lodge Collection Agency’. Yes, the Secretary mails out reminders to delinquent members. However, the Worshipful Master can appoint members to assist the Secretary in contacting delinquent members. The following templates are useful when another member is going to assist in following up with dues delinquent members.

The sample letters in this guide are used for the required reminder notices that are sent out in July, September, and November. Using the mail merge function, and if the Excel membership database has been maintained with dues paid information, will make it easy for the Secretary to prepare and mail delinquent reminder letters.