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Secretary's Corner |
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| FORM | GRAND SECRETARY'S COMMENTS | |||||||||||||||
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Address Updates Word PDF Return to List of Forms |
It is very important that Secretaries send up-to-date records of membership lists, deaths, new members, name changes, demits and address changes to the Address Updates Committee frequently or as soon as possible. Wrong mailings cost Grand Chapter money. Chapter Secretaries, please send a new, corrected membership list to Sheryl McGuire, P.O. Box 515, White Sulphur Springs, MT 59645, as soon after the annual returns are sent to the Grand Secretary, so changes can be made over the summer. Send any changes quarterly to Sheryl using her e-mail address which will be in the Roster. |
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Annual Report (17 pages) Word PDF Return to List of Forms |
Please send to the Grand Secretary by MAY 30. The Grand Treasurer and Grand Secretary need enough time to prepare their reports for the Finance Committee prior to Grand Chapter. They would really appreciate your timely return of this Report. PRINTING NOTE: This prints 4½" wide x 11" long on the left half of the paper. Print pages 1-8, then place the printed pages face up in the paper tray and print pages 9-17 on the back of the first 8 pages printed. This will offset the printing so you can cut the pages lengthwise between the printing and assemble them numerically by page number in booklet form. |
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Annual Report - Chapter Membership Changes Word PDF Return to List of Forms |
This is the worksheet to be kept in the front of the Secretary's Book noting changes to your membership such as names of initiates, members reinstated, affiliated, demitted, suspended, died, exempt, name changes, etc. It is used to complete the Annual Report above. |
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Auditing Committee Form LEGAL Size Form (8½" x 14" Long) Word PDF LETTER Size Form (8½" x 11" Long) Word PDF Return to List of Forms |
For use by the Auditing Committee for auditing the Chapter's Secretary's and Treasurer's books. To be done before your first meeting of the new season. Two (2) copies are needed. One copy is for your records and ONE COPY IS SENT TO THE GRAND SECRETARY FOR HER FILES. Many have NOT been sending the Grand Secretary a copy.... PLEASE do so and INCLUDE YOUR EIN (TAX ID NUMBER). |
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Electa's Cup Application for Aid Word PDF Return to List of Forms |
This form is used to apply for personal financial aid. It must be submitted through your Subordinate Chapter, signed by the Worthy Matron, Chapter Secretary and the Electa's Cup Committee members of your Chapter. It must bear the Chapter Seal. Your Chapter Secretary will forward the Application to the Grand Chapter Electa's Cup Endowment Committee Chairman. |
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ESTARL Scholarship Application Cover Letter (2 pages) Word PDF Application Form (7 pages) Word PDF Return to List of Forms |
Instructions for the Subordinate Chapter for completing and submitting the Application to the Chairman. The Application form with instructions for the Applicant. The "Word" format is designed so it can be completed on the computer, if desired. |
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Installation Information (List of All Officers Installed) Word PDF Return to List of Forms |
This information sheet is to be returned IMMEDIATELY after the new OFFICERS have been INSTALLED. (Highlighted in red.) |
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Instruction and Proficiency Report Word PDF Return to List of Forms |
This report has been revised and made simpler by the Instruction & Proficiency Committee, Jurisprudence Committee Member, PGM-Grand Secretary Emeritus Norma Berry with input by PGM Billeta Swallow and Grand Secretary Emeritus Marlene Pfaff. DUE DATE: APRIL 15 to your Unit Chairman. |
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Membership Book Cover - 1 page 1. Intro-Getting Started - 6 pages 2. Promoting Membership - 5 pages 3. Finding Members - 16 pages 4. Fundraising - 9 pages 5. Meeting Ideas - 4 pages 6. Open Meetings - 15 pages Return to List of Forms |
This is a scanned Membership Book from a 3-ring binder that WGM Carol Shell promoted at all of her Official Visits during her year, 2022-2023. It seems that a lot of the Chapters have misplaced their hard copies. You can either download the cover and individual chapters of the Membership Book to your computer, or you can print the various sections from the links on the left. All of the files are PDF. |
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Official Visit Arrangements Word PDF Return to List of Forms |
This form is to be sent to the WGM and WGP 2 weeks prior to their scheduled Official Visit. It includes motel information, luncheon and banquet plans (when & where), whether visiting shut-ins or meeting with youth groups. |
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Official Visit - Secretary's Report to WGM Word PDF Return to List of Forms |
This form is to be completed and given to the Worthy Grand Matron at the time of her Official Visit to your Chapter. |
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Order of Introductions - Protocol From Protocol Book PDF From Who's Who Book PDF Return to List of Forms |
The order from the Protocol Book gives more detailed instructions of the order of introductions within each specific group i.e. Committees introduced in alphabetical order by title of committee, and "inside" the committee - chairman first, followed by remaining committee members in alphabetical order by Jurisdiction, etc. The order from the Who's Who Book is a simplified list of the order described in the Protocol Book. |
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Petition for the Degrees Word PDF Return to List of Forms |
This blank Petition for the Degrees is 2 pages. Be sure to print page 2 on the back side of the first page. To do this, you will need to insert printed page 1 back into your paper tray with the printed side up and the form inserted so the top of the form is the leading edge to go into the printer. |
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Roster Information Word PDF Return to List of Forms |
This form is to be sent to the Grand Secretary IMMEDIATELY after your Election of Officers. The Finance Committee requested a reduction in the number of Rosters to eliminate waste. Please be accurate in your ordering. (Highlighted in Pink .) The Grand Secretary is requesting an E-MAIL address for each Chapter. Not all Secretary's do this, but please include an e-mail address where the Grand Secretary may contact you (possibly your Worthy Matron or Patron - anyone who will reliably pass on information to the Chapters). So often the Grand Secretary needs information from you - or has information to pass on to you that e-mail would speed up considerably. The Grand Secretary thanks you for your help with this. You will also need to order the number of sets of pages for the Code (Blue Book) your Chapter and members own. this is VERY IMPORTANT!! As Secretary, you need to continue to keep track of how many sets you need to order each year for your Chapter so we can print the correct amount. (Highlighted in green . ) Thanks much. |
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