Delayed Notice

With all the preparations that I have had to work on the last couple of weeks for my business trip, the lodge notice kept getting pushed back further and further toward the time of departure. Of course, all of the car and insurance calls the past few weeks haven’t helped with my productivity either. However, while I was definitely cutting it close, the lodge notice will get done and sent out some time this week…. It may be really close to the time of my departure this weekend but they will be sent out.

So far, the main issue that I am having is the sheer volume of information that needs to be included on the two pages inside. Please note that adding pages is not something that can simply be done on a whim. There are new petitions, a transfer, two degrees, grand lodge communications, a busy calendar, and two deaths that need to me included on what is the equivalent of a single sheet of paper (one side). Add on top of this the attendance and membership tables as well as two messages from the Worshipful Master and myself, respectively, and there is an issue finding the space on the limited canvass.

As has been the case in previous months, it is a matter of finding the time to write, formatting, and making sure I have all the pieces of information necessary to complete the project. It has been a piecemeal effort thus far with a few minutes squirreled away here and there. Not the most efficient way to get it done but it is getting done nevertheless. Even with pouring so many hours into my annual business trip, I can see how this notice needs to be put together and sometimes that is the most difficult part of the process.

I know it is going to be long and there will be numerous complaints about the small font size but, in the end, I will gladly accept those small critiques knowing that the brethren are fully informed of all that is going on at the lodge. In the end, that is what really matters. There is always going to be something going on in life as you try to get projects done and the notice is no different. The important thing is that all of the information is in there, it is sent out in enough time, and it looks at least halfway decent. The situation in getting the notice done is rarely ideal but it will be done before my plane leaves this weekend!

Membership Audit

For the past two weeks I have going through the lodge membership line by line, name by name, birthday by birthday. My thought was that since we had just completed the financial audit of the lodge, why not put some effort into a membership audit. This is an important project that I have been meaning to start ever since I decided to take on the office of Secretary as there were too many instances, even a few since I took office, when it was discovered that a brother had either passed earlier within the year or, sometimes, even years ago.

This whole thing goes back to a blog I posted last week about the difficulties of keeping I touch but, in this instance, the job is ten if not one hundred times harder. We have so many brothers coming in and out and officers rotating around the lodge that sometimes we can lose sight of the people that are not around us every month. We also find that brothers move out of the area and nature gradually takes a toll on their bodies as well.

Unfortunately, we have not had a process in place for the families of individual brothers to inform the lodge of our passing. It has always been something that was conveyed by word of mouth with documentation rarely available. In recent years the communications have slowly deteriorated, Masonic funeral services becoming less and less frequent, and now here we stand trying to catch up and find all those brothers that have been called off from labor. This issue is particularly prevalent among those brothers who have been a member of the fraternity for over 50 years as they no longer pay dues and therefore our communication with them is limited even further.

However, this year we seem to have hit a turning point as we have put greater emphasis on keeping in touch with our distant and elderly brethren. While no system is perfect and I am sure that there will be the occasional oversight here and there, we are at least refocusing our efforts to ensure that those we may not see on a monthly basis are not forgotten. This may seem like an obvious thing to do but think about how many people you have lost touch with in your life and imagine having to do that for an entire lodge, even those people you have never personally met previously before.

So, with the conclusion of the audit the sad news stands that nine brothers were called off from labor in the last few years that were never reported to us. Even though the passing of these brothers was months and years ago, we will still be sure to remember them during lodge and make sure we reflect on the contributions they made to the fraternity. And every time, every month that we pause to remember, I am glad that I have my letter filled out already and ready for my wife to mail just in case anything should happen to me. You never know. I just don’t want to create more work for a future Secretary.