Secretary's Corner


FORMS
Address Updates
Annual Report (17 pages)
Annual Report Worksheet
Auditing Committee Form
Electa's Cup Application for Aid
ESTARL Scholarship Application (8 pages)
Installation Information
Instruction and Proficiency Report
Official Visit Arrangements
Official Visit - Secretary's Report to WGM
Petition for the Degrees
Rob Morris Membership Jewel
Roster Information

FORM GRAND SECRETARY'S COMMENTS

Address Updates

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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 - then send any changes quarterly to Sheryl using her e-mail address which will be in the Roster.
 

Annual Report
(17 pages)

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Please send to the Grand Secretary by May 15, 2013, because of the earlier than usual 2013 Grand Chapter Session.

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 4" 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 fist 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.
 

Annual Report -
Chapter Membership
Changes

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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.

Auditing Committee
Form

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Form is Legal Size!
(8" x 14" long)


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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).
 

Electa's Cup
Application
for Aid

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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.
 

ESTARL Scholarship
Application

Cover Letter (1 page)

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Application Form
(7 pages)

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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.

Installation Information
(List of All Officers
Installed)

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This information sheet is to be returned immediately after the new Officers have been Installed.  (Highlighted in red.)
 

Instruction and
Proficiency
Report

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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.
 

Official Visit
Arrangements

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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.

Official Visit -
Secretary's
Report to WGM

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This form is to be completed and given to the Worthy Grand Matron at the time of her Official Visit to your Chapter.

Petition for the Degrees

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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.
 

Rob Morris
Membership
Jewel

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A Rob Morris Membership Jewel is awarded by General Grand Chapter to members who sign petitions as follows:
    100 Points - Top line signer of a petition for the Degrees.
     50 Points - Second line signer of a petition for the Degrees.
     50 Points - Reinstatement by Affiliation (Top-line or second line signer).

For 300 points a member receives a Rob Morris Membership Jewel. Then, a member can earn a triennium date bar for an additional 300 points to attach to the pin.  (Points may be carried over from the previous triennium 2009-2012.)
 

Roster
Information

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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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