April 2025:
Managing Your Lodge's Records
Lodges accumulate a lot of stuff—we’re talking boxes on boxes on boxes of it. Some of that stuff is important, while some of it can probably be tossed out as part of a good spring cleaning.
But before you start throwing out lodge records left and right, remember to consult the “retention schedule” created by Joseph Evans, archivist and collections manager of the Henry Wilson Coil Library and Museum of Freemasonry in San Francisco. (The retention schedule is located in iMember, under the “Resources” tile, titled “Inventory and Records Retention Information.”)
There, you’ll learn that not all that stuff is created equal. Some important records should be kept forever, while others you only need to hold onto for a few years. And some of it is just good ol’ fashioned junk.
Need help managing all your stuff? Reach out to jevans@freemason.org. Evans not only works with lodges to manage their own records, but sometimes helps them transition their records to Grand Lodge’s care. This is part of an archives deposit agreement in which Grand Lodge stores your lodge records in San Francisco, where it’s available and ready for your use whenever you need it. “Ownership of the material stays with the lodges,” Evans explains. “Grand Lodge is just agreeing to manage the collection on their behalf.”
That’s what Crow Canyon No. 551 did. “Our lodge had records from eight different consolidations,” says lodge secretary Perry Kahr. “Working with the Grand Lodge was easy. They coordinated the pickup of our boxes of records and sent us a complete inventory along with an agreement to manage the archive for us.”
Managing Lodge Records: Basic Preservation Tips
Still want to hang on to your lodge’s archives? Use these basic tips to store items properly. Review the Preservation Guidelines for Objects and Paper Archives for detailed instructions.
- Keep objects out of direct sunlight
- Control for pests such as insects and rodents
- Store ledgers, scrapbooks, and paper in cardboard boxes or bins free of dust and dirt. Avoid plastic containers: They don’t allow air circulation, which can lead to mold.
- Label the boxes with the contents and date of material
- Store in a clean, dark place like a closet. Avoid basements, garages, attics, and storage sheds, which are susceptible to moisture and large fluctuations in heat and humidity
- Record the contents of the boxes and their location on your inventory
And remember, the Grand Lodge archive is available if you have questions or run into an issue—or even if you just want a tour the next time you’re in town.
Per Grand Master Salazar’s 2025 Proclamations, April 17 is a statewide day of service. See his message below:
In honor of the Masons of California’s 175th anniversary, April 17, 2025 is a statewide Day of Service for the fraternity. I am calling on all California Masons, lodges, and members of our extended fraternal family to work cooperatively to make an impact in their community. Our lodges are at their best—and strongest—when they are seen as vital and engaged members of the local community. This is not only how we make our mark on the world around us, but also how others become aware of our organization and what it stands for. In that way, community service is a vital part of ensuring the future of our fraternity.
Whether as individuals, as a lodge, or as a district, I call on California Masons to select a worthy local project and commit themselves to it by volunteering or making themselves of assistance in whatever way is most effective. Let’s make ourselves visible to those around us. Wear your Masonic shirt, hat, or pin; post photos and video on social media. Bring attention to what it is that Masons do and stand for. When the world sees us living up to our obligations, they will recognize what we as Masons have always known: That the highest aim of Freemasonry is to improve the world for everyone.
Sincerely and fraternally,
Arthur L. Salazar, Jr., Grand Master
If granted one question to ask the Divine, what profound mystery would you seek to know? Would you ask about the universe’s vastness, something personal, understanding of the suffering around you or, the nature of consciousness?
Now imagine the response to all questions were: “Look within. All you seek is already within you.”
This simple answer may shatter the external focus for many because it forces introspection. It demands we confront our own being. When were we taught that? (Perhaps never…) Another question, just as important, why not?
But it does reveal something important to you. Suddenly, your answers aren’t distant, they reside in the quiet corners of your heart. The pursuit of external validation fades, replaced by a deep pursuit for (self) revelation. We become new explorers.
Now imagine true freedom: No financial burdens, no obligations. What would you do? Would you travel, create, rest without the worry of work, speak more openly with family? After much thought, this choice would show your true nature, your deepest desires. It exposes your passions that lay dormant beneath the weight of daily life.
Ways to explore your inner self:
⬩ Quiet reflection: Dedicate time to stillness. Meditate, journal, or simply sit in silence.
⬩ Unburden expectations: Identify social or personal pressures that shape your choices. Question their validity.
⬩ Exploring your passions: Recall activities that ignite your spirit. Re-engage with them, even if in small ways.
⬩ Embrace vulnerability: Connect with others authentically. Share your thoughts and feelings without fear of judgment.
⬩ Seek inner guidance: Trust your intuition. Pay attention to the subtle nudges that guide you toward your true path.
⬩ Actionable steps: Start small. If you want to paint, paint. If you want to write, write. Each step helps you to recognize the inner self.
The question then becomes: are you brave enough to live the answers you find?
Carlos M. Diez, Jr., Grand Orator
Use this content to spread the word about resources provided by the California Masonic Foundation, the Masonic Homes of California, and more.
Masonic Health Services:
Services at MCYAF Across the Lifespan
The Pavilion at the Masonic Homes
Masonic Homes of California Resources
Masonic Philanthropy:
Stay on track of lodge business and prepare for important deadlines. Here’s your April checklist.
Executive Committee
- Prepare any proposed legislation for Annual Communication, due April 24.
- If you haven’t yet, attend or make plans to attend the 2025 Leadership Retreats. Retreats are still open for Anahiem (April 4-6), San Ramon (April 11-13), Lake Tahoe (May 9-11), and Palm Springs (May 16-18). Register now.
Senior Warden
- Begin preparing 2026 program plan.
- Begin preparing 2026 budget, remembering to set aside funds for retreat attendance.
- Begin preparing 2026 officer appointments.
- Begin preparing 2026 installation of officers.
- Review all candidates’ progress toward advancement.
Junior Warden
- Begin tracking 100 percent officer giving to the Annual Fund, with officers setting an example through gifts that represent their capability as well as their commitment to our charitable programs.
Secretary
- Continue to collect delinquent dues from members (were due on January 1).
- Send list of members with late dues to the master for the Retention Committee.
- Send any suspension notices.
- Charity Committee considers remissions.
Treasurer
- If your lodge has employees, file quarterly federal payroll tax form 941 (unless IRS has approved an annual filing of form 944, due in February, or the lodge is using the Paychex payroll system).
- If your lodge has employees, file quarterly state payroll tax form DE9/DE9C and deposit form DE88 unless the lodge is using the Paychex payroll system.
- Prepare and file annual tax returns (IRS form 990 and FTB form 199), both due by May 15, unless your lodge has previously agreed to have Grand Lodge prepare these tax forms.
- For lodges that are not using Intacct, per CMC, submit your 2022 annual financial report to Grand Lodge.
Audit Committee
- Audit lodge books, to be completed by end of month.
Hall Association
- Prepare form 200, due to Grand Lodge by May 15.
- Prepare and file annual tax returns (IRS form 990 and FTB form 199), both due by May 15 to the IRS, unless the Hall is using Intacct and opted in to the Grand Lodge preparation service.
- Prepare insurance premium payment, due in May.
- File Statement of Information with the Secretary of the State (SI-100 Form)
Questions? Contact Member Services at memberservices@freemason.org or (415) 776-7000.
Last month, we asked what type of information you’d like to receive in the Leader email. Of those who replied…
- 77% - Tips on lodge administration
- 70% - Masonic/esoteric education
- 59% - Reminders on upcoming Masonic events
- 39% - Articles on volunteer leadership
- 32% - Member/officer profiles
- 1% - Brief article for Masonic Education, messages from lodges we don't know or hear about.
