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Annual grand lodge returns |
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Under Rule 146(i) an Annual Return of Membership is to be sent to the Grand Lodge immediately after the close of the 'subscription year'. The term subscription year is not specifically defined. But it is generally understood as the period of twelve months reckoned for the purpose of collecting the Lodge subscriptions. Usually the Grand Secretary sends the appropriate forms to the District Grand Secretaries for distribution to the Lodge Secretaries, before the end of every year. The Form is in Computer Print and is made in self copying triplicate set. The form is sent to the Lodges with the information, to the extent available with Grand Lodge, obtained through the Registration Form A, and all that the Secretary has to do is to supply the missing information. If a Brother has been initiated after the submission of the previous Annual Return and the particulars have not reached the Grand Lodge, details regarding the particular member(s) can now be given. The following may be specially noted:
1. The names or particulars of any member on the given list should not be erased or otherwise mutilated. If there is a misprint the wrong entry should be neatly scored out and the correct one entered (preferably with a ball pen) in capitals after or above it. If the error has persisted for many years it would be better to inform the Grand Secretary (through District Grand Secretary) and ask for correction. If it is in respect of the order of names and surnames etc. copy of the original Form A should be consulted before any correction is suggested. Names of honorary members shall not appear on the list of members in the years following election to honorary membership unless the Brother concerned has once again become a subscribing member. 2. Additional entries may be made at the bottom of the page or on a separate sheet, similarly ruled. A reproducible specimen is given in the printable forms folder. 3. Where any member has died, resigned, elected to Honorary membership or has been excluded the date of such occurrence must be entered in the REMARKS column of the form. 4. In the case of exclusion under Rule 181, the date of the meeting at which the Resolution excluding the member was adopted, should be indicated. Automatic cessation under Rule 148 does not permit any exception for whatever reason. 5. In the case of election to Honorary Membership the date of the Meeting where ballot was taken for such election should be indicated. 6. The Form should be signed by the Master and the Secretary of the Lodge, with date. 7. The Form should be accompanied by payment in respect of the Grand Lodge dues for every person who had been a member of the Lodge during the year. Dues must be paid even if one was a member for part of the year only. If he had been on the rolls on any day of the year, the dues are payable for the whole year. 8. The dues become payable whether or not the Lodge has received the subscription for the member or whether it will ever receive it or not. (Rule 147 read with Rule 269) 9. If a member is in arrears of subscription, the date upto which he is clear in the books of the Lodge should be indicated on the form in the appropriate column. 10. The Constitutions permit one month's time for the Lodges in England and three months for those overseas, after the date the Return is made up to, for making the remittance. The amounts thus payable is deemed the property of the Grand Lodge. Any Lodge delaying the remittance of the dues may be liable to such penalties as the Board of General Purposes may determine. 11. Neglect to make the return and to pay up the dues for a period of six months will make the Lodge liable to erasure or to a lesser penalty of suspension as may be determined by the Board of General Purposes, which would disqualify the Master, Wardens and Past Masters from attending the Grand Lodge and District Grand Lodge Meetings or meetings of the Board or Committees. 12. The penalty may also be imposed on the persons responsible for the delay or omission.
DISTRICT GRAND LODGE RETURNS A similar return shall be sent to the District Grand Lodge annually, and more often if so required under the District Bylaws. The per capita dues payable to the District for the Report period should accompany the return. Under the Bylaws of the District Grand Lodge of Madras membership returns are made every half year (January to June and July to December) and dues are paid for the half year concerned in which the name of a member of the Lodge appears. The Form contains detailed instructions on how to fill the Form. It is in two parts and both should be filled up. Part I contains instructions and a proforma for information about the members of the Lodge. Part II has three sections. The first one provides for making a summarized statement of membership and dues payable to the District Grand Lodge for the half year. In the second section WM should certify the correctness of the information given in the Return and also that the verification process in respect of joining members has been carried out. In the third section information on all the changes in the status of members that has taken place during the half must be given. Changes to be reported in this section include, initiations, passing, raising, installations, death, resignations, cessation, exclusions etc. Abstracts of Register of Members and copies of Report of Alterations should also be attached if not sent earlier. A Report of Alterations to Membership should be sent immediately after any of the events as in the previous paragraph occur. It is used to advise the Grand Lodge about changes in Members’ particulars in order that the aforementioned computer generated statement is prepared correctly and the database maintained updated. The abstract or copy of the Register of Members serves the purpose of creating a replica of the Lodge Register of Members at the District Grand Lodge Office, which is updated with the information provided through the Report of Alterations. This register is of immense use in the District Grand Lodge Office in providing information about members Masonic Career without recourse to the Lodges, and determination of various issues concerning members, one such being the appointments to District Grand and higher offices. The Secretary should therefore give prompt attention to the submission of these Reports. |
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THE SECRETARY’S CHECKLIST |
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MAKES GOOD SECRETARY BETTER |
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membership |