Apr 142017
 

Secretary CubicleBy Sharon Morton, MSG Secretary

April is a busy month here at State Headquarters as well as in our Subordinate Granges. My time has been busy with the finishing of the 2016 Journal of Proceedings, which will be published on the website. April is a month to celebrate our grange heritage and what a great way to do so is to have an open house, invite all to enjoy a great meal and program.

I have had the opportunity to issue these Continuous Membership Certificates which have been or will be presented to our members.  Somerset Grange #18, Gwendolyn Knight for 65 years; Farrilyn Chase for 70 years; Bernice Chase for 55 years; Norman Chase for 55 years; Elizabeth Wilder for 25 years; Alice Jones for 70 years; and Marjorie Farrand for 50 years; Manchester Grange #172, Mark L. Johnston 50 years; Brenda L. Lake for 50 years; and Edward Lincoln III for 50 years; Mousam Lake Grange #467, Sylvia Young for 70 years and Clayton Chute for 65 years; Bingham Grange #237, Terry Spencer for 40 years; Bear Mt. Grange #62, Linda Davis for 50 years; Clara Hamlin for 60 years; Prentiss Kimball for 60 years; and Glenn Chute for 60 years; Huntoon Hill #398, Sharon Leeman for 55 and 60 years; Fairview Grange #342, Marilyn Giroux for 75 years; Ellie Zarcone for 40 years and George Merry for 75 years; Hollis Grange #132, Valerie Joy for 50 years; Maple Grove Grange #148, Carol R. Brown for 50 years and Esther L. Kilborn for 80 years; Topsham Grange #37, Julia Wallace for 50 years and Merton Ricker for 70 years; Valley Grange #144, Elizabeth Herring for 70 years; Roderick Lander for 50 years and Harriet Mitchell for 70 years and White Rock Grange #380, Gloria McBee for 55 years.

Quarterly Reports:  Please remember the quarterly reports are due March 31st; June 30th; September 30th and December 31st and are due at headquarters postmarked on or before the 10th of the month following each quarter.

KEEPING MINUTES – As Secretary, your first priority is keeping a record of the meetings of your Grange.  Accuracy should be the goal, for your minutes are your Grange’s permanent record.  Remember that “Robert’s Rules of Order” advises, “They (the minutes) should contain mainly a record of what was done at a meeting, not what was said by the members unless in the form of a motion… Minutes should never reflect the Secretary’s opinion on anything said or done.”

Resolutions and motions should be included in the minutes word for word, as well as the action taken on them.  Detailed accounts of receipts and expenses should be included.  Communications read need not be included word for word, only that they were read and their general subject.  You can refer members to the communication if they wish details.

An exception might be the description of the lecturer’s programs.  If a member says something particularly worthy, or a discussion is important, including it in the minutes should be approved by the Grange.

Next time I will touch on the Secretary’s responsibility on maintaining records.

I will be updating the Roster Information Form that will be sent with your June Quarterly Report. This form will include the name and number of your Grange; physical location of your Grange Hall; contact name and phone number; name, address, phone number, and email address of your elected Master, Lecturer, Secretary and CWA Chairman.

Please contact me immediately with any address changes or any changes to the officers listed above so that our records will be correct and updated.

Happy Spring, and enjoy the nice weather.

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