Lodge Secretary Training

1. Lodge Secretary Training

2. Secretary of the Lodge • The Secretary position is one of the most important offices in the local lodge. • You must: • Work with the Exalted Ruler and the Board of Directors • Be dedicated to the Order • Should have some type of office experience • Have computer skills • Be detail oriented *Except as specified in Sect. 15.010

3. Responsibilities • Keep accurate minutes • Receive all money and pay them over to the treasurer • Prepare vouchers using Chart of Accounts for payment of bills • Maintain accounts between the members and the lodge • Keep membership records in CLMS (Chicago Lodge Membership • System) • Keep up to date the Grand Lodge Charity Book

4. A need to be ORGANIZED Prepare and file the Annual Report to Grand Lodge Assign each new member a number and issue their membership cards to them Order and receive lodge supplies from the Grand Secretary Serve as a member of the Membership Committee Attend all District and State Association meetings

5. Log of Daily Receipts Receive all money from the Lodge and the Club Reconcile deposit figures with your figures Keep an itemized log of all receipts Issue a receipt for the amount received to the proper sources List receipts by Lodge Income and Club Income

6. Voucher System The Secretary receives all bills and must catalog them by account for the Treasurer Vouchers for payment are written to ensure that money being paid out comes from the correct sources of budgeted items Vouchers need to record the correct code from the Chart of Accounts

7. TECHNOLOGY is YOUR BEST FRIEND • Maintain lodge records • Keep track of dues • Keep your minutes electronically • Keep in contact with your members • Be sure to update all email addresses as well as standard information

8. CLMS The Chicago Lodge Membership System is your online resource Contains membership data and Grand Lodge communications Data Entry of new members, reinstatements and all member information into the national database The officers and committee chairs are contained in CLMS The Lodge Charity Book is updated in CLMS Lodge supplies are ordered on this site

9. Access your records as well as manuals, order supplies and read Grand Lodge communications

10. USE YOUR TESA ID TO ACCESS MEMBER RESOURCES

11. Establish a good working relationship with the Exalted Ruler Work side by side to keep the lodge running Smoothly Keep lines of communication open Work together to keep members involved REMEMBER You are the Lodge secretary….your job is to promote and maintain the ‘good health’ of the lodge and its members

12. Be supportive of the Exalted Ruler. They are taking on the responsibility of leadership. Develop a positive rapport. Talk to each other often Include the Leading Knight when possible. Remember, they are considered the “ER in Training” Advise the ER when issues arise. Your job is to work hand in hand with the officers to maximize the effectiveness of the Lodge Remember this is a partnership – work together to promote Membership

13. Don’t stress out! The secretary’s job isn’t as hard as it seems as long as you plan and organize Take the time to get to know the other secretaries in your district, especially the ‘seasoned’ ones….They are your best resource! Take advantage of the Secretaries’ Forum in CLMS 2……secretaries around the nation help each other solve a problem.

14. Contact Carrol Alexander with any questions or problems…. secretary@bpoe2485.org He’s only a keystroke away!