Lodge Secretary Training Officer Duties Resources 1 Secretary

Lodge Secretary Training Officer Duties & Resources 1

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 Officer Training Officer Duties & Resources 2

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 Officer Training Officer Duties & Resources 3

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 Officer Training Officer Duties & Resources 4

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 Officer Training Officer Duties & Resources 5

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 6 Officer Training Officer Duties & Resources

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 Officer Training Officer Duties & Resources 7

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 Officer Training Officer Duties & Resources 8

Access your records as well as manuals, order supplies and read Grand Lodge communications Officer Training Officer Duties & Resources 9

USE YOUR TESA ID TO ACCESS MEMBER RESOURCES Officer Training Officer Duties & Resources 10

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 Officer Training Officer Duties & Resources 11

• 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 Officer Training Officer Duties & Resources 12

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. Officer Training Officer Duties & Resources 13

Contact Carrol Alexander with any questions or problems…. secretary@bpoe 2485. org He’s only a keystroke away! Officer Training Officer Duties & Resources 14