NOTES. Secretary/Treasurer Helpful Hints
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- Angelina Elaine Dickerson
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1 NOTES Secretary/Treasurer Helpful Hints
2 The Code of Laws explains a second method for purchasing an EM. Stamps are available in $10 increments. An EM stamp book (purchased for $1) will hold 50 of the $10 stamps. Any combination of stamps and payment totaling $500, may be submitted for the EM purchase. (3) Benefits and Limitation, p. 149 (a) After May 31st of the year purchased, member will pay no further dues. Subordinate Chapters will be responsible for payment of Per Capita Tax... Interest is paid on EMs each year to the chapter associated to the membership. Membership Certificates include the purchase date and the year interest payments begin. New EM will not earn an interest payment until after May 31 of the first year after purchased. (Hint: Purchase EMs by May 31 in order to receive an interest payment the following year.) The Transfers of EM form and $3 are submitted through the Grand Secretary s Office. It is submitted by the chapter secretary to show membership in good standing and ownership was not held by the chapter.
3 Endowed Membership The Constitution and Laws of the Grand Chapter of Texas includes complete details on Endowed Membership. This is located in Chapter 4, Affiliation, section E, 1 7, pages An Endowed Membership (EM) may be purchased by an individual member or chapter for a person in good standing. Consider purchasing one for yourself, for another member, or for a member who has given long and distinguished service to our Order. A membership can also be a memorial for a member who was in good standing at the time of death. The Chapter will continue to benefit from an Endowed Membership long after a member is gone, since interest income will be received as long as the Chapter maintains a charter. To purchase an EM, complete the application (Form 143-S) located on the Grand Chapter of Texas website. Include a check for $500.00, payable to the Grand Chapter of Texas, O.E.S. No other payments are to be included on the check. Mail the form and payment to the Grand Chapter of Texas office, attention Endowed Membership. To All Secretaries & Treasurers: (Past and Present) Of The Grand Chapter of Texas, Order of the Eastern Star: Thank you so much for serving in your important positions. Our Chapters could not operate without the commitment and dedication of our Secretaries and Treasurers. This booklet is to be used as a guide only. Your Chapter should have a current Ritual, an updated Constitution and a copy of the current Worthy Grand Matron s Interpretations at every meeting for reference. A copy of the Historical Highlights is also a wonderful asset for your Chapter. Please know how much the Grand Chapter Office appreciates you. We are here to help you any way we can. Do not hesitate to call! Fraternally, Ellen Pickrell Ellen Pickrell Grand Secretary
4 Secretaries and Treasurers Association The Secretaries and Treasurers Association of the Grand Chapter of Texas is your Association. Only the present and past Secretaries and Treasurers of Subordinate Chapters may become members. The dues are $1.00 per year. Dues Cards will print whatever is in the First and Last name boxes. In some cases there are two to five names entered in those two boxes and it is not necessary to have them all printed on the Dues Card. The cards are printed near the end of March. Please make sure all corrections have been made on your Interface prior to that time. Cards can only be run as a batch. Cards for any member who is not on the Database must be run by the Chapter Secretary. Remember to check that the cards are marked with a PM or PP if appropriate and mark Endowed on the card if applicable. 28. Since Grand Chapter is printing the Dues Cards, do we still have to pay for the Dues Cards with our Annual Report? Yes, the Chapters still have to order and pay for their Dues Cards. Grand Chapter will send the printed cards and enough extra cards to complete the number of sheets paid for with your Annual Report. 29. What is the Questionnaire for Affiliates form that is in the Secretary Packet and when do I return it? Officers for President: Ellen Pickrell Vice President: Secretary: Donna Perkins Treasurer: Sarah Coursey Chaplain: Peggy Stewart This form 990 is to be filled out after May 31st and mailed back to Grand Chapter by October 1st. The Grand Chapter will file your Chapter s Form 990 with the IRS and we need this information to complete that form. 30. Can my Chapter hold a raffle as a fundraiser? Raffles - Article 8, Section 5. Entertainment All raffles shall be for a specified charity, only two raffles a year shall be held and the ticket must follow what is written on page 47 of your Constitution.
5 24. What is the procedure for Consolidation? The procedure for Consolidation is on page 183 of the Code of Laws. Read carefully and follow all actions listed. Correspondence to the Chapter members of both the Consolidating and Receiving Chapter shall be forwarded to the Grand Secretary. You should also inform your Deputy Grand Matron of your actions. Another vote is held to consider consolidation all assets and memberships are frozen. 25. Do 50-year Members have to pay dues? Members who were issued 50 Year Certificates from Grand Chapter before October 31, 1991, are exempt from dues to the Chapter and the Chapter is exempt from paying per capita to Grand Chapter. Those Members who were issued 50 Year Certificates after October 31, 1991, are required to pay dues to the Chapter unless the Chapter waives these dues by vote of the majority of Members present. Regardless of whatever the Chapter decides, per capita for that Member must be paid to Grand Chapter. 26. Why is there a need to send more than one check to Grand Chapter when making transactions? When you send money in to Grand Chapter, separate checks must be written for supplies, Bulletin announcements and Bulletin subscriptions. It is very important that a separate check be written for Endowed Memberships and Endowed Membership Stamps. Also, when you send your yearly check in with your Annual Report, do not include anything additional in that check. 27. Will Grand Chapter continue to print Dues Cards? GRAND CHAPTER OFFICE The office of the Grand Secretary is located at: 8101 Valcasi Drive, Suite 101 Arlington, Texas Telephone: (817) Fax: (817) Website: grandchapteroftexasoes.org Mrs. Ellen Pickrell Grand Secretary grandsecretarytx@ grandchapteroftexasoes.org Mrs. Greta B. Spradling Grand Treasurer Mrs. Jane Pyle Bookkeeper/Legal Research Analyst admin04@grandchapteroftexasoes.org Mrs. Betty Hancock Membership/Database/Annual Reports admin01tx@grandchapteroftexasoes.org Ms. Konnie Harrell Supplies/Printing/Bulletin Subscriptions admin03tx@grandchapteroftexasoes.org Bulletin Submissions oesbulletin@gmail.com Yes, Grand Chapter will be printing the Dues Cards for the Chapters. Remember, we can only print what shows in the database on the cards. Make sure that your members names are entered correctly. The
6 MONTHLY REMINDERS AUGUST The Worthy Matron s Grand Chapter report is to be given the month immediately following Grand Chapter, if possible. A program honoring Rob Morris must be presented. MARCH Make sure all member files are updated before Dues Cards are printed in the Grand Chapter office. APRIL Election of Officers, Dues Notices and Notice of Dues in Arrears should be sent out. A Petition for Transfer of Membership cannot be read in April. This does not apply to a member affiliating with a Chapter by Demit. This applies only to Petitions for Transfer from one Texas Chapter to another Texas Chapter. MAY Names of members who will be suspended on May 31st for non-payment of dues MUST be read at the last Stated Meeting prior to May 31st (Article 267g (1), (2), (3) and (4), Code of Laws Chapter 12). If the names are not read, those members CANNOT be suspended. A Memorial program should be presented, however, the Worthy Matron may choose to do at another time during the year. JUNE Installation of Officers held June 1 through June 23. Open Installations require approval of your Chapter. All Installations held after June 23 must have a Special Dispensation (Article XI, Section 1 a, b.). Your Chapter Annual Report and Dues Card request must be postmarked before June 8th and the forms are available on the Grand Chapter Website. Those Secretaries who do not have computer access must request a copy of the Annual Report from the Grand Chapter office. Audit Committee with the audit as well as keeps the Chapter informed of their yearly income and expenses. This is also a great tool for the incoming Worthy Matron to have to plan her year. 21. How do I log on to the Secretary Interface? All Secretaries should use the Secretary Interface. It is a wonderful tool to keep track of all your members. To get set up on the database, a new Secretary needs to call the Grand Chapter Office to be given a new User Name and Password. This will get you into your Chapter records. You will be able to enter new members, keep track of years of service, create a roster of your members and their contact information. Any information that you enter/update on the Secretary Interface will not have to be submitted to the Grand Secretary s office on Monthly Change Forms. 22. On the database, how do you enter members who plural with your Chapter? You must have the ID number from the member s Dues Card, their date of birth and you must have their name exactly like it is on the database. Secretaries, remember that the Dues Cards must have the ID number and their name should always be typed EXACTLY as it shows on the Grand Chapter records. 23. What is the procedure for a Chapter to demise? The procedure for Demise of your Chapter is addressed starting on page 136, Articles 185, 186 and 187 of the Code of Laws. Once again, read it all very carefully. All assets are frozen. Address any questions or concerns to your Deputy Grand Matron. She is to be involved in the return of all properties, monies, etc. to the Grand Chapter Office. The Grand Secretary should also be informed and sent copies of all letters sent out to the Chapter members.
7 After the money is deposited in the bank, we attach the deposit receipt to this form. I m sure your Chapter could create something as well. 18. When is the Notice of Dues sent to members? You should mail out all Dues Notices in April. Per Article 267 g(1) you must read the names of any members who will go suspended at midnight on May 31st. If you fail to read these names, these Members cannot be suspended. The Chapter does have the right to vote to suspend these members at a later date. You should also post payment of dues in your Cash Book and include the member s name, as well as on each member s Ledger Sheet. No member may be installed as a Chapter officer until their dues are paid for the year. It is the responsibility of the Secretary to notify the Installing Officer that those being installed have paid their Chapter dues. You will issue Dues Cards for Life Members, Endowed Members and Members residing in the Texas Masonic Retirement Center. You must write Endowed on the dues cards of your Endowed Mem bers. A Brother is required to establish that he is in good standing with his Lodge. He may present his receipt from his Lodge or he may complete Form 121-S, Statement Relating to Masonic Standing. 19. What can the Treasurer do to make the Chapter Audit easier? The Treasurer should make appropriate entries in his/her ledger and include all receipts and disbursements. The Treasurer should also consult with the Secretary monthly to make sure their totals agree. 20. Should the Treasurer make a year-end report? The Treasurer should make a final report of the year by itemizing all income and expenses. This helps the JUNE, CONT. Your Chapter audit should be conducted after May 31 and before your first stated meeting. The Audit Committee report should be read at June or July meeting. The Junior Past Matron report should be given. The names of those who actually went suspended should be reported by the Secretary at the first state meeting after May 31 (see Code of Laws, page 182(g)(3). 1. What should you take to each Chapter meeting? - Minute Book - Membership and Visitor Register - Ritual, Constitution & Code of Laws - Chapter Seal - Secretary s Cash Book - The Official Bulletin (available in full on the Secretary Interface) - Petitions (all categories) - Chapter correspondence - By-Laws Book - Dues Cards 2. What preparations should be made prior to your Chapter meeting? A. Talk with your Worthy Matron and review the business to come before your Chapter. Make an agenda to help the meeting flow smoothly B. Review the Petitions to be presented (the Worthy Matron should select those to be placed on the investigating committee before the meeting). Make sure the Report of the Investigating Committee is signed and that a Brother is one of the signers. C. Check the correspondence received and make sure it has not expired (i.e., an invitation to an event that is already past its date)
8 D. Review all bills to be approved for payment the minutes and by at least a two-thirds vote of the members present. (Article 258) 3. Does the Worthy Matron decide the Order of Business? No. The Worthy Matron must follow the Order of Business set out in the Chapter Bylaws. This order may be suspended only after the reading of the minutes and by at least a two-thirds vote of the members present (Article 258). 4. Is it necessary to include in the Minutes all names and titles of Grand Officers, names of protem officers, number of Past Matrons and Past Patrons, visitors and members? All names and titles of Grand Officers should be recorded, if possible. Names and stations of protem officers must be included in the Minutes. Number of Past Matrons and Past Patrons, members and visitors should be recorded. This is your Chapter s history. 5. On what do you affix the Official Seal? Dues Cards, official Chapter correspondence, Requests for Special Dispensations, Annual Reports, Certificates issued by the Chapter, Proxy of the Worthy Matron for Grand Chapter. You might want to take your Chapter Seal to Grand Chapter with you as well as extra Dues Cards as your Members may forget their Dues Cards and you can reissue a new one for them. 16. How is the Chapter Ledger to be kept? A Ledger sheet for each member is required. One should be completed for each Petitioner even in the event of a rejection as this is an official record. The Ledger sheets must be ordered from the Grand Secretary s Office. All data on the sheet is important and should be completely filled out. Your Ledger sheets should be kept in alphabetical order and the name is to be recorded exactly as it appears on the Petition. All Ledger sheets must be retained in the permanent record file. You may wish to have separate files for active, inactive and rejections. 17. What is a good method of transferring money from the Secretary to the Treasurer? It is always a good idea to earmark where the money collected at each meeting is to be dispersed. In our Chapter, we use the Form below so we have a record of our money: Secretary s Report to Treasurer DATE COLLECTED: DUES: FEES: SILVER DRILL: GC SUPPLIES: DONATIONS: _ 6. How long must receipts be kept? A minimum of five (5) years and longer for any major purchases. REFUNDS: FUNDRAISERS: OTHER: TOTAL:
9 12. How do you determine if a Petition is ready to be Read in your Chapter? It must be presented on the proper form, recommended by two (2) members of the Chapter, be accompanied by the appropriate fee and read only at a Stated Meeting. The petitioner must be at least 18 years of age. The male petitioner must be a Master Mason in good standing at his Lodge. Female petitioners must be qualified for membership as per our Ritual. 13. Can the Worthy Matron or another Chapter Member inform the Petitioner that they have been accepted or rejected as a candidate? No. Only the Secretary may inform the Petitioner of the results of the ballot. This should be done as timely as possible after the ballot. You will then complete Form 110-S or 111-S, whichever applies. 14. Do you need to read entire invitations and announcements? No. It is permissible to state the highlights of the invitation or announcement and simply state that the item is on the Secretary s desk if anyone needs further information. 15. Can the Secretary fill out Warrants before the Chapter meeting? Yes. Warrants may be filled out for usual bills such as rent, post office box rental, etc. ahead of time in order to save time at your meeting. You should wait on Warrants for Humanitarian donations as your Chapter should vote on which project they wish to support. 7. How long must dues stubs and warrant stubs be kept? A minimum of five (5) years. 8. What records should be permanently retained? - Member s individual records - Chapter minutes - Chapter Bylaws and all Amendments - Receipts for major expenditures - Chapter Annual Reports - Petitions 9. How long must you keep the Worthy Matron s Annual Report? Not less than five (5) years. A copy should be made a permanent part of the Chapter Minute Book. 10. Determination of being 100% in Humanitarian. One dollar ($1.00) per member, based on the present membership shown on line 15 of the Annual Report (Recapitulation page). This amount must be paid to the Humanitarian Chairman annually. You may choose any project of the current Worthy Grand Matron for your donation. Your total Chapter membership is shown in the Directory to the right of your Chapter name and number. The number in parentheses (2) is how many plural members you currently have and is included in your total membership number. The number to the right of this is your membership as of May 31. The Form with your Humanitarian Chairman s address is found on the Grand Chapter Website and is to be attached to your donation. 11. How long should Committee reports be retained? Reports of Investigating Committees are permanent Records of the Chapter and must be kept always. Other reports shall be kept two (2) years.
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