22-1 Assistant Secretarys Section Overview

Secretary’s How to Guide

Assistant Secretary’s Templates: Overview

The secretary cannot always attend meetings and there should be an easy way for a Brother to step in to record all information, and then pass it on to the Secretary. If the Secretary does most of his work on a computer, it cannot be expected that a Secretary pro tem can step up to using the computer on short notice. Therefore, this section provides and outline of what to have prepared prior to a Stated Communication and templates for the Secretary pro tem to accept payments on meeting nights as well as to record receipts/invoices that need to be paid.

Page 22-2 is a Table of Contents which proves helpful when planning for a meeting. Most of these items are included in the agenda used by the Worshipful Master. If everything is prepared prior to the meeting, then time is not wasted by waiting for the Secretary to find items. There is nothing worse than the Craft having to sit idly while waiting on the Secretary. All the items in the Table of Content are self explanatory.

Page 22-3 is a checklist of information that should be recorded by the Secretary pro tem if a members wishes to pay his dues before or after a meeting. All the pertinent information should be included in the Deposit Report prepared by the Secretary pro tem. Copies can be made of the form rather than having use Excel to complete the information entry.

Page 22-4 is a template that can be copied and used by the Secretary pro tem to record all pertinent transaction information. This form is given to the Secretary who will enter the information in Quickbooks, if that is how he prepares Deposit Reports for the Treasurer.

Page 22-5 is a template that can be copied and used by the Secretary pro tem to record the receipt of all bills and invoices. It is also helpful to complete the Income Expense Envelope on page 15Q of the Financial Duties and Guidelines in Section 15. A copy is in the section for easy retrieval. This form and the Income Expense Envelope is given to the Secretary who will enter the information in Quickbooks, if that is how he prepares Warrants for the Treasurer.

It should be noted that as with all the content of the Guide, each Secretary will have his method of executing his responsibilities. Additional forms and helpful hints should be added to the Guide prepared by the Secretary of each Lodge. The Assistant Secretary’s position is a great relief to the Secretary in knowing that he has help. It is also important to share and pass on to others in the Lodge important information about the Secretary’s duties and responsibilities as well as help others know where files and important documents are located in the Secretary’s Office.