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Register of members |
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One of the primary tasks of a Lodge Secretary, on being appointed to that position, is to ensure that he has a complete and up-to-date list of members of the Lodge with all the particulars required and a mailing list. Both these are to be updated as and when changes come to be known. It is mandatory to keep a Register of Members with the following particulars: (Rule 146(ii)) (Click here to see a form) Full Name of the member. Differences in the naming customs have caused difficulties in properly exhibiting the names in the Grand Lodge certificates, UGLE Annual Returns and other documents. Placing names on Registration Form A and the Register of Members needs particular caution. Where it is the local custom to distinguish between the given names and surnames or family names, that order should be followed in recording the names. Thus Humphrey Alexander Minchin will be recorded as Minchin for the surname and Humphrey Alexander for the given or Christian names. In the case of communities where such a distinction is not the custom the names may be given in the local style. For example Valiyaveettil Jacob Mathew will be recorded as such. A simple rule to apply is to write the name or title by which the candidate wishes to be known in the column for Surname. If the desired name is ‘Mathew’ then surname should be ‘Mathew’ and forenames ‘Valiyaveettil Jacob’. If on the other hand he wants to be known as ‘J.M. Valiyaveettil’, the surname has to be ‘Valiyaveettil’ and forenames will then be ’Jacob Mathew‘. Addresses, Titles, Occupations, Employer's particulars. They are to be recorded as on the date of initiation or joining or rejoining. There is no compulsion that the subsequent changes should be reported by the members to the Lodge nor that they should be recorded in the Register of Members. But it is a good practice to update them as frequently as needed and possible. The address refers to the street address of the place of abode. The professional or business address should also be recorded, in addition. If employed then particulars of the Employer must be noted. A postbag or post box number or similar impersonal references do not constitute valid addresses. Title refers to the civil or military, designations such as Dr. Capt., Lieut., etc. which are attached to the name of the individual. Full particulars of the profession or occupation, actual position held and the name of the institution or establishment with which the member is associated should be given. Grand Lodge views with disfavour the practice of noting the occupation of the member in generic terms like ‘Company Director’, ‘Business Executive’, ‘Government servant’ etc. Age Age on initiation or joining or rejoining as may be relevant at the time of signing the application form. Dates of Initiation, passing and raising; joining or rejoining as the case may be Date of initiation, joining or re-joining may be recorded immediately on initiation, when normally the page is created. The Secretary should particularly remember to insert the other dates as soon as the respective ceremonies are over. Date of cessation of membership and Reason for the cessation When a member ceases to be such the fact must be recorded in the Register forthwith. Reason for cessation should also be indicated, such as death, resignation, exclusion, election to honorary membership etc. In the case of exclusion because of arrears of subscription it will be a good idea to note the amount due from the member at the time of cessation. It will be necessary to demand this amount if the member wishes to rejoin or requests for a no-dues certificate in order to join elsewhere. If a no-due certificate has been issued its serial number and date should also be recorded. The following additional information must also be recorded in the Register of Members, viz. Offices held, with Dates, in the Lodge, District Grand Lodge and Grand Lodge. Number and Date of the Grand Lodge Certificate issued to the member and the date of the meeting at which it is presented. As the Application (Registration) Forms cannot not be preserved for very long periods, the register will serve as a permanent record of basic information about the member. Apart from the fulfilment of the statutory obligation the Register of Members serves as a reliable source for the history of the Lodge and the Masonic History of the individual member. Not surprisingly, the author has been confronted with quite a few requests from relatives and researchers for Masonic and other information about persons who were members of Lodges in South India. Occasionally the required information could not be provided as the Registers were either incomplete or illegible. |
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membership |