Some Meetings Sneak Up On You

As last week came to an end I finally got around to looking at the calendar for the following month. After filling in a few other plans I surveyed my schedule which is when I realized how quickly the next stated meeting was approaching… I really don’t like it when the stated meeting is on the first of the month. So, after a long summer respite, I found myself behind on preparations for the lodge. To say that I kicked things into overdrive would be an understatement as the notice was yet to be completed, the minutes were in shambles, and the bill summaries had yet to be completed.

Fortunately or unfortunately, I have been in this situation many times before and getting some of these things done quickly has become a somewhat regular occurrence. So, first thing on the list was to get the notice done. I know where to look for all of the information and the messages are pretty cut and dry so this was completed quickly.

Since there was little time to spare I had to forego my usual submission to Staples so the printer at the office was working overtime. Address labels were next which just take time even when working at a fast pace. Stuffing everything made for a long night but it was finally done. Of course, the completion of the notice also coincided with updating both online databases. Yes, we are still dealing with this issue.

The minutes and bill summaries are simply a matter of recording all of the notifications and occurrences which are then put into a specific format. While it takes a little time making sure that everything is done correctly, it is a rather painless process that can be accomplished quickly. By the time the weekend had descended upon us, all of the necessary items were either completed or updated. Last night, a few more updates were made and a call-em-all was scheduled. All caught up… for now.

Now it is simply a matter of pulling together the other materials that I need for the meeting and making sure that everything is ready and in order for when I have to speak to the brethren. All the petitions, communications, and various other pieces of paper are ready to go. All that remains is to reconnect with many of the brethren tomorrow night and beginning planning for the October stated meeting. After all, I don’t want to find myself in the same position next month!

Transitioning To The New System

Now that things seemed to have settled down at least a little bit, I have been circling back to try and figure out the new website launched by Grand Lodge late last year. While there are many quirks to the old system it is something that I had gotten used to and knew exactly where to go if I needed anything. This new site is something completely different and I am finding that it is taking much longer than I anticipated to find the information and functions that I need. It isn’t that there is anything wrong with it, it is simply new and unfamiliar which takes time to figure out.

However, there are a few things that I have noticed that are both incredibly helpful and also lacking in comparison to the legacy system. While I enjoy having access to the names and lodges of brothers from across the commonwealth, I don’t need that information all of the time. In fact, 99% of the time I just want to see the members of my own lodge, read and respond to emails, and update and input records when needed. That is the bulk of the work that I do on the website and all of these other things just seem like unnecessary bells and whistles to me right now. Of course, that could change over time but that is what I am finding at the moment.

And this speaks to the larger issue at hand… simplicity. I make my living distilling and simplifying complicated concepts into easily digestible text and quotes… it is a necessity of the industry in which I work and partly why companies pay for my services. However, this should not be something that is needed when trying to update records and input data. There is an overly complicated nature to the new process that will undoubtedly keep some brothers from serving as Secretaries in the future… especially those brothers who may be a few years older than the rest.

But the main issue that I have had with the new system is that I didn’t start using it earlier. After all, this could all simply be a matter of unfamiliarity. Because I continued to use the legacy system for so long I am finding myself having to reenter the same information again into the new system… I could have avoided this extra work. Like many things in life, sometimes the biggest obstacle lies in the person sitting at the computer. This is something that we all learn in our lives and especially during our time in the fraternity. The biggest hurdle to get something done can sometimes be in the individual(s). In the end, in order to keep moving forward and moving this fraternity forward, we can’t be afraid to point the finger at ourselves. It really is that simple.

Sunday Search: Local Resources

One of the first resources, beyond that of family members, pictures, and documents, which we all use when we begin our genealogical journey consists of numerous memberships to various websites. Websites like Ancestry.com are great resources and powerful tools to build the basic framework of your family tree but they are by no means the only resource out there and, in fact, there will be numerous holes still remaining once those databases are exhausted. Where the real work begins is when there are still questions to be answered. This is when the local and offline digging begins.

Too often, local resources are overlooked in recreating the lives of ancestors. It may seem obvious to many of us that have been researching for years but these museums, schools, societies, groups, associations, libraries, and local records offices are frequently forgotten by many. It is a sad reality of the current state of genealogical research as most people starting out and many that have been working on their families for some time often fall into the trap of marketing and instant gratification. This is particularly astounding when you consider the fact that these local resources were once the foundation of countless family histories.

And I must admit that there are many times when I too have overlooked these tremendous resources. Sometimes the most obvious places are overlooked, sometimes they are places that we frequent every week or every month. A great example of this is my local masonic lodge where I have access to all of the records. Knowing that my family has at least a little history with this building and fraternity has made it possible to find some supplementary information that added to the lives of many in my tree. Taking the search to grand lodge widened that group of ancestors even further.

When my family and I traveled to Virginia last summer some of the stops we made we to these local places unavailable online. And, of course, sometime just being in the places, the communities, where my family lived proved valuable to offer perspective to the stories that have been passed down and in adding dimension to the lives of ancestors. Sometimes local depositories are also the only place where the information will be found as has been the case for me with some of the cemetery records near me.

The other important factor is that sometimes when I business closes or moves out of the area, much of the company history is left with the local government, library, or historical society. If you know that an ancestor spent their life working for that company it is certainly worth the time to talk to those local resources. However, the most important aspects to all of this are the simple truths that local resources have local experts who are usually willing to assist you with your research without the exorbitant costs that can sometimes be charged by general sites and/or firms and this research can serve to strengthen your ties with that community whether or not it is the place you call home. After all, those communities are also part of your family history.

Catching Up On Correspondences

My lodge email has been rather active lately with correspondences not only from brothers from the lodge and the district but from Grand Lodge and potential candidates as well. This is in addition to what has become an abnormally busy beginning to the year more so than the previous two years. While I do my best to keep current with all inbound communications it has gotten to the point that there are moments when I find myself a few days behind and having to sit in front of the computer at night drafting email after email in the hope that I will be caught up by morning. Keep in mind that this is in addition to the calls and texts that I receive. 

However, given the nature of the letters and notes that I have received, I can’t really complain about the work that needs to be done on a regular basis. I wouldn’t be sifting through the digital pages were we not growing and increasing our activity. These are great signs for the future and speaks volumes of the present group of brothers that are active in the fraternity. With that in mind, keep the emails coming.

On the other hand, I know that many of the emails that I receive wouldn’t have even been sent if I were able to make it to the lodge every week so some of the clutter is completely on me. I simply can’t be two places at once and this is what I need to do to keep things going. Actually, come to think of it, I get more frustrated with the lack of communication from some people every now and again. This adds significantly to the work that I need to get done and the emails that need to be sent out as it is no longer a means of replying but reminding, starting, or restarting a conversation.

And the work continues to pile up on my virtual desk as there are a few other tasks that need to be completed this spring including various audits the biggest of which, for me, are going to be the membership and records audits ensuring that our numbers are accurate and all our information has been correctly migrated to the new site. This could possibly be the task that I am least looking forward to but I know that it has to be done by the spring. I expect many corrections, correspondences, and long nights to stem from this endeavor as well. But, right now, I am going to focus on projects that need to be taken care of before the meeting next week.

Sunday Search: Revolutionary Resources

As I have peered through the leaves in my family tree and followed branches out to their blooming tips I have come across a numbers of lines that can be traced back to the time of the American Revolution. Whenever I discover and ancestor that lived in the United States during this time period there are a few resources that I turn to in order to find out if there is any record of their participation in the war. While these resources don’t guarantee an answer (there are a lot of documents that have not been digitally archived at this point), it does offer a convenient starting place.

The first site that browse it the one where I keep my tree, ancestry.com, which has added a number of relevant documents lately. I first look to find any source material that may be available with particular attention paid to the SAR applications that come up in searches. Whether I find something or not I next browse the trees of other members to see if they either have the information that I couldn’t previously find or if they have any additional information that adds to the developing story. While there have been occasions when the family history has already begun to unfold, there have been many instances when nothing has come about from this primary search.

Whether I am already working with results or not, I next turn to another favorite source, the DAR patriot database. This site offers another layer of research as by inputting the name of the ancestor in question, you can find all applications that have been submitted using that ancestor as their proof of ties to the American Revolution. There have been a few occasions when nothing has come up on ancestry.com but numerous applications appeared in the DAR database.

If you find a match here you can request a copy of the application which provides additional information including the sources used to verify each generation and the patriotic service. While it does cost $10 per record, it is a wealth of information that can save you a lot of time. Also worth noting is that SAR and DAR applications can be referenced in your own application to these respective organizations… this reduces the burden of proof down to that of the generations needed in order to trace back to an overlapping ancestor on an existing application of a member.

The last place that I search for information is on fold3.com. While this can be utilized early on I have found that without a membership there can be too many frustrations that prevent me from verifying or disproving service. However, there are occasions when access is free to certain collections (last month was the Civil War while this month is WWII). When access to Revolutionary War documents is free for a certain period, this is a tool that I will employ earlier in the process either prior to or after an ancestry.com search. Once I finish this stage of the process there is a fairly certain answer resulting from my efforts as to whether an ancestor participated in the Revolution. Surprisingly, more often than not, I have been able to find the sources to confirm their participation.

Of course, there are other sources that sometimes provide additional insights. There have been a few instances when the obituaries found on geneaologybank.com have led to the discovery of revolutionary ancestors. This has also been a resource to confirm based on newspaper articles. However, keep in mind that this is just one process for one period in history. It is the method that has worked best for me and has proven to be the most efficient means to finding the answers that I am looking for. It may not work for everyone but it may be useful for some of you. Let me know and, of course, feel free to share your tips and processes below.

A Day In Elizabethtown

Normally I would be sleeping in on the weekend especially with a busy week ahead of me. However, this morning I found myself having very bitter thoughts toward my alarm clock as it repeatedly refused to shut up at 6:30 this morning. My wife wasn’t pleased either.

I was up and on the road by about 7:15 with at least an hour and a half drive ahead of me. It was time to head to the Secretary Seminar in Elizabethtown. I have been to this particular Masonic Village before so I knew which way I needed to go and, more importantly, which way not to go. I arrived about 10 minutes before the session was about to start, wove in-between the brothers rushing to a meeting of the Academy of Masonic Knowledge, and immediately found a seat in the back and pulled out my computer to fill in the repetitive moments with a few items that I needed to take care of for the week ahead.

Overall, mush of the information that was covered comprised of things that I have picked up along the way but there were a few moments when things were clarified and I was finally able to move forward with projects that have persistently been pushed back. The most important aspects included the digitization of lodge records which we can now proceed unhindered in our goal of making our records more accessible, compact, and efficient. In addition to this back office knowledge, I learned more about the efforts to shorten the lodge meetings and, therefore, making my job during stated meetings a heck of a lot easier. It is nothing that is difficult to begin with but now there is a lot less time involved.

The upgrading of the online database and email was the most prominent topic of presentation and discussion throughout the day. While there are many changes coming that are designed to make things more efficient, I am going to hold off on forming an opinion until the beta test which I signed up for. There were many good and dedicated men in the room and I had the pleasure of getting to know a few of them.

One of the most dedicated men that I was fortunate to meet during my time in Lancaster County was not present at the seminar. After the meeting concluded, I stopped by to visit with a three times Past Master of my lodge to pay my respects. His wife of 59 years had passed away during the week and I wanted to make a point to let him know that we, his brothers, are there for him should he need us for anything. It was a difficult visit but one that made the trip worth the effort and made me glad that I chose this day to attend the seminar over all others. After all, we are more than a fraternity, we are brothers, we are family.