By District 5 Deputy Nathan Randall
About 60 Masons from across Wisconsin gathered at the Holiday Inn in Stevens Point on Saturday, April 5, for the 2025 Secretaries Conference. The event focused on improving lodge operations, understanding secretary responsibilities, navigating updated procedures, and embracing modern tools.
The conference opened with remarks from Grand Secretary Michael A. DeWolf, PGM, who welcomed attendees and highlighted the importance of the secretary’s role. Grand Master Thomas W. Stevens followed with his own comments, setting the tone for a day of education and discussion.
Evolving Role of the Lodge Secretary
Grand Secretary DeWolf elaborated on the core duties of a lodge secretary. While taking minutes is often the most visible part of the role, it is only a small fraction of the responsibilities. Secretaries also serve as mentors, manage communications, support the Worshipful Master, handle dues notices, and file reports accurately and on time.
Secretaries are often the first point of contact for both existing Brothers and prospective members, making their role essential to lodge health and public image.
Streamlining Lodge Meetings: The Consent Agenda
One of the most emphasized time-saving strategies discussed was the consent agenda. Lodges typically approve minutes and reports either by reading them aloud or using a consent agenda, which allows routine items to be approved collectively without discussion—unless someone requests further review.
The consent agenda can reduce meeting time significantly. A standard meeting might spend over 10 minutes on minutes and reports without it, but with the consent agenda, that time can be reduced to under a minute.
All reports should be shared in advance, giving members time to review them beforehand. This system helps focus meetings on essential discussions and decisions.
Updates on Form 81 and Resignations
Grand Master Stevens addressed the updated procedure for submitting suspensions for non-payment of dues, which must now go through Form 81. The form is available at wimasons.org under the “For Members” section. It is fillable online and must be submitted to the Grand Master before Dec. 1.
After submission, the Grand Secretary will process the suspension in Groupable. Lodges are no longer able to resign members directly in Groupable; all resignations must now be processed through the Grand Lodge.
Insurance Rates and Building Appraisals
Brother Jesse Furrer, insurance liaison for Wisconsin Freemasonry, explained the rising insurance premiums. The primary factor is the increasing cost to replace property. As building values and construction costs climb, premiums naturally rise. Spectrum Insurance has been conducting appraisals at lodges to reassess building values. Some lodges have seen premium increases, while others have decreased based on updated values.
Brother Furrer emphasized that lodge insurance also covers events, and certificates of liability can be requested when needed. He explained the basics of insurance underwriting and how risk assessments and replacement costs affect premiums.
In 2021, the average rate per $100 of building value was 21 cents. That rate has risen to 35 cents in 2025. Contributing factors include a sharp rise in claims from natural disasters, even if those disasters haven’t directly impacted Wisconsin lodges.
Nationwide, insurers paid out $41 billion in claims in 2019. By 2024, that figure had more than doubled to $100 billion. Lodges are indirectly affected, as the insurance carriers also insure properties across the country.
Wisconsin Freemasonry owns approximately 160 properties. Of those, 60 are more than 75 years old, 40 are more than 100 years old, and 15 were built before 1900. Collectively, those properties are valued at an estimated $100 million.
Online Petition System Modernizes Membership Process
Membership Chair Jacob Schultz presented the new online petition process, which aims to eliminate common issues with paper petitions, such as missing paperwork, incorrect forms, and poor-quality scans.
Background checks will now be completed by a third-party service, at a cost of $40 to the petitioner. This offers a more comprehensive, nationwide screening than previous methods like CCAP.
The updated petition system begins with a card that includes the petitioner’s name, email, and phone number. Two sponsoring Masons—one from the lodge being petitioned and another in good standing from any Wisconsin lodge—must also sign the card and include their membership numbers.
Once the petition is submitted, the background check is completed, and if approved, a MORI number is generated. This process only applies to new petitions. Paper petitions will still be accepted but will also require the $40 background check.
Financial Reporting: Key Deadlines and CommonErrors
Grand Treasurer Paul T. Tourville, PGM, reviewed the annual financial report process and its importance for preserving a lodge’s 501(c)(10) and 501(c)(3) tax-exempt status. The report is due each year by Feb. 15.
Grand Treasurer Tourville identified common filing errors, particularly regarding investment income, which lodges often fail to report correctly. Other major sources of lodge income include dues and programs, along with dividends from investments.
As of the conference, 45 lodges had reported a net negative income, and 37 of those own their buildings. Statewide, the combined reported loss was about $215,000.
Seven lodges are still awaiting updates to their tax-exempt status. Reinstating status for 44 lodges that lost it in previous years has cost approximately $90,000.
Selling a Lodge Building: Procedure and Code
Brother Kyle Grahn explained the correct procedures for selling lodge property. According to Masonic Code 52.11, a lodge cannot buy, sell, lease, mortgage, remodel, or build property without prior approval from the Grand Master.
Not only must lodges obtain permission to pursue a sale, but all offers must also be approved, and the final closing coordinated with the Grand Lodge. The deed must be signed by lodge trustees and the Chairman of Grand Trustees.
Several common questions were addressed:
• Does Grand Lodge receive sale proceeds? No, the funds remain with the lodge.
• How long does sale approval take? Typically one day.
• Who receives sale documents? The Grand Secretary.
Matching Grants Available for Lodges
Erica Miller from the Grand Lodge office provided an overview of matching grants. Each lodge may apply for up to $3,000 in matching funds. Up to $2,000 may be used for medical-related needs like AEDs and FSTs, while $1,000 may be used for charitable purposes, such as scholarships or donations to 501(c)(3) organizations.
Applications require a completed Acts of Kindness form and a copy of a check made out to the recipient organization. Once the Grand Lodge issues the matching check, it should be delivered promptly to the recipient.
Technology Tools: Groupable, Stripe, and Connect
Mark Menard closed the day with a presentation on the Groupable/MORI system. He reminded secretaries that they can set up Stripe to accept online dues payments, though this feature is limited to dues only for now.
Menard also introduced “Connect,” a lodge social networking app available for download on smartphones and tablets. Groupable offers video tutorials to help lodge officers navigate the system and its many features.
