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Subordinate Secretary Resources 

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Below you will find information and downloadable forms for use by Subordinate Grange Secretaries.  Scroll down the page to view all sections.

 

Grange Forms and Information 

  • Quarterly Reports
  • Membership Recognitions
  • Jewels
  • Membership Applications (new and reinstatement)
  • Roll of Officers Form
  • Opportunity Grant Application
  • Farmer's Market Application
  • Secretary's Order to Treasurer
  • Treasurer's Receipts

 

Other Information 

  • State Grange Constitution and Bylaws, National Grange Digest
  • Secretary and Treasurer's Records
  • Checks to State Grange
  • Communications
  • Resolutions
  • Annual Word
  • Directory and Mailing List
  • Supplies
  • Incorporation Information

Quarterly Reports 

All Quarterly Reports are due at the close of each quarter (September 30, December 31, March 31 and June 30). 

Subordinate Grange Secretary Quarterly Report to State - The white copy is sent to the State Secretary and the Subordinate Secretary retains the yellow copy for the Grange records.  This report and check made payable to the "Massachusetts State Grange" must be forwarded to the State Secretary no later than 5 days following the close of the quarter.  The Grange Master or next ranking officer, as well as the Grange Secretary, must sign the report.  The Grange seal must be affixed to the report. 

Download an electronic copy of the document that can be filled in using Microsoft Excel.

Download a copy of the document that can be printed and filled in on paper.

Download a copy of the instructions for this form

Subordinate Grange Executive Committee Quarterly Report - The white copy is sent to the State Master and the Subordinate Secretary retains the yellow copy for the Grange records.  This report must be sent no later than 5 days following the close of the quarter.  The Grange Executive Committee must sign the report.  The Grange seal must be affixed to the report.

Download a copy of the document that can be printed and filled in on paper.

Download a copy of the instructions for this form.

Subordinate Grange Secretary Quarterly Report to Pomona - The white copy of the Pomona Quarterly Report is sent to the Pomona Secretary and the Subordinate Secretary retains the yellow copy for the Grange records.  The Grange Secretary must sign the report.

Download an electronic copy of the document that can be filled in using Microsoft Excel. Download a copy of the document that can be printed and filled in on paper.

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Membership Recognition 

Subordinate Secretaries should review their membership records at least twice a year and applications for membership recognition should be sent to the State Secretary. 

The National Grange will not issue certificates more than 90 days ahead of the anniversary date.  The only exceptions are illness or relocation, and requests for early issuance must be made in writing and attached to Form M or O.

Golden Sheaf (50 years), Diamond Certificate (75 years), and 80 and 85 year letters:

  • Use form M (click the link to download the form, click here to download the instructions)

  • Complete all required information, affix the Grange seal, sign and send to the State Secretary.  The "mail membership recognition to" address is the Subordinate Secretary.

  • For Golden Sheaf applicants only, a check payable to the National Grange for $10.00 must accompany each Golden Sheaf application.

  • The State Secretary will sign, date and record the information and then forward the application(s) to National Grange.  The State Secretary faxes a copy of the application to the State Master.

  • National Grange sends the certificates and letters to the Subordinate Secretary.

  • Subordinate Secretary should allow a minimum of four weeks for processing.

Silver Star Certificates (25 years) and 55, 60, 65 or 70 year seals:

  • Use form O (click the link to download the form, click here to download the instructions)

  • Complete all required information, affix the Grange seal, sign and send to the State Secretary.  The State Secretary faxes a copy of the application to the State Master.

  • Subordinate Secretary should allow a minimum of four weeks for processing.

  • Silver Star Certificates are processed and sent from the State Secretary to the Subordinate Secretary.  Seals are sent from the State Master to the Subordinate Secretary.

Non-Consecutive Membership Certificate (25 years or more):

  • Use the tan form (click the link to download the form)

  • Complete all required information, affix the Grange seal, sign and send to the State Secretary.

  • Subordinate Secretary should allow a minimum of four weeks for processing.

  • Non-Consecutive Membership Certificates are processed and sent from the State Secretary to the Subordinate Secretary.

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Jewels

National Grange carries jewels for 25, 50 and 60 year membership.  Write to the National Grange for a price list:  1616 H Street NW, Washington, DC  20006-4999, or visit the National Grange website.

Veteran's Jewel (50 years continuous Massachusetts Grange membership):

  • Use blue form (click the link to download the form)

  • Complete all required information, affix the Grange seal, sign and send to the State Secretary.

  • Send a check made payable to the Massachusetts State Grange for $15.00 for each jewel application.

  • The Veteran's Jewel is meant to accompany the Golden Sheaf Certificate.  Send both applications at the same time to the State Secretary.

  • Subordinate Secretary should allow a minimum of four weeks for processing.

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Membership Applications 

Click here to download subordinate membership application forms.

Click here to download subordinate member reinstatement forms.

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Roll of Officers Form 

Click here to download roll of officer forms.

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Opportunity Grant Application 

Click here to download Opportunity Grant application forms.                                                                                                                                                             Back to top ^

 




Farmer's Market Grant Application 

Click here to download Farmer's Market Grant application forms.

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     Secretary's Order to the Treasurer

 

Click here to download Secretary's Order to the Treasurer in PDF format

Click here to download Secretary's Order to the Treasurer in Excel format

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   Treasurer's Receipts

Click here to download Treasurer's Receipts in PDF format

Click here to download Treasurer Receipts in Excel format


 

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State Grange Constitution and Bylaws, National Grange Digest 

Click here to download a copy of the Massachusetts State Grange Constitution and Bylaws, including the changes from the 2006 Annual Session.

To download and print a copy of the National Grange Digest of Laws, click here to access the document from their website.

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Secretary and Treasurer's Records 

Records of the meetings are permanent and must be recorded in a suitable record book.  Treasurer's records are also permanent and must be kept in a suitable book.  Secretary and Treasurer books are available from the National Grange or any office supply/stationery store.  Please note that notepads or spiral-bound notebooks are not permanent.  If the records are typed or computer generated, accumulate several years and then bind the pages.  Always use permanent black ink.  Whenever possible, it is best not to use any glue, tape, staples or paper clips as this will damage the records over time.

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Checks to State Grange 

All checks sent to the State Grange must be made payable to the "Massachusetts State Grange" and earmarked to where the donation or payment is to be credited.  Send all checks to the state Secretary except your Grange's donation to the Massachusetts State Grange Educational Aid Fund.  All donations to the Educational Aid Fund must be sent directly to the Secretary of the Educational Aid Fund.

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Communications

Open all letters and envelopes when received and advise the Grange Master or appropriate committee if immediate action is needed between meetings.  When requests for information or questionnaires are received from the State or National Grange, please complete and return the information immediately, thus enabling the State and National Grange to operate in an efficient manner.

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Resolutions

Resolutions are due on or before August 1st.  Please use one sheet of paper per resolution and title each resolution.  Send the resolution to the State Secretary either as an e-mail attachment or by sending a disk (Word format).  Any Secretary who does not have access to a computer may still send a paper copy of the resolution to the State Secretary.

For more information about writing Grange resolutions, visit the National Grange's Legislative Department webpage.

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Annual Word 

The key and cipher for the Annual Word will be send to each Subordinate Secretary upon receipt of the December quarterly report and dues, plus any outstanding quarters.

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Directory and Mailing List 

The Massachusetts State Grange Directory is the property of the State Grange, subsequently no one may use the directory for solicitation purposes, financial, or political use without express permission of the State Grange Executive Committee.  Directory update forms are mailed in June and must be returned by July 15.  The Massachusetts State Grange maintains a mailing list of all members and will annually send a list to each Subordinate Grange.  Subordinate Secretaries should update the mailing list and promptly return it to the State Secretary.  Address and name changes can be submitted at any time to the State Secretary.  Please complete and immediately return all directory/mailing list updates for your Grange.  All State Grange News address updates should be sent to the State Secretary.

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Supplies

All Secretary materials are distributed at State Session in October and are given to your delegate or your deputy if a delegate is not present at session.  If you do not receive the packet within a month of the State Session, contact either your delegate or your deputy.  Manuals, digests, record books, and other supplies are available from National Grange.  Annual Membership Cards can also be purchased by Subordinate Secretaries for their members in good standing.  The cards provide proof of membership.  Contact the National Grange, 1616 H Street NW, Washington, DC  20006-4999, or call 888-447-2643, or visit their website for a price list and to order supplies. 

Some supplies are available through the State Secretary's office.  An order form is included in the packet from State Session, or can be downloaded by clicking here.

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Incorporation Information 

For information about incorporations, visit the Secretary of the Commonwealth's homepage.  The links below will take you to specific parts of this page:

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