Province of East Kent
THE LODGE SECRETARY HANDBOOK
Website: www.eastkentfreemasons.org East Kent Office Secretaries Portal: www.yourprovince.org Email: office@eastkentfreemasons.org Tel: 01227 272804
2017
CONTENTS 1. INTRODUCTION AND WELCOME …………………………………………………………...
Page 5
2. USE OF COMPUTERS …………………………………………………………………………
6
3. SOFTWARE APPLICATIONS …………………………………………………………………
6
4. THE SECRETARY’S BIBLES AND MORE:
7
Book of Constitutions …………………………………………………… Information for the Guidance of Members of the Craft ……………. Province of East Kent Website ………………………………………… Province of East Kent ‘Just Ask’ Website …………………………… Freemasons’ Manual for East Kent …………………………………… Directory of Lodges & Chapters and Masonic Year Book …….…. Yourprovince.org Portal ………………………………………………… Provincial Facebook Group ...………………………………………….. Provincial Information Notes (“Sucking Eggs”) ….………………... 5. LODGE DOCUMENTS AND RECORDS:
7 7 7 7 7 8 8 8 8 9
The Summons …………………………………………………………….. Attendance Register …………………………………………………….. Minutes of Meetings ……………………………………………………... Lodge By-Laws …………………………………………………………… Register of Members ……………………….………………..………….. Clearance Certificates …………………………………………………… Lodge Diary ……………………………………………………………….. Archiving Lodge Records ………………………………………………. Change of Secretary ..…………………………………………………… Care of Lodge Warrants and Other Documents ……………………. 6. CANDIDATES:
9 10 10 10 10 11 12 12 12 13 14
New Candidates:
14
The Blue Form …...……………………………………………………….. The Interview …………………...…………………………………………. Registration Form P …………………...………………………………… Candidates Working Outside of the Locality of the Meeting Place of the Lodge …………………………...………………………………….. Proposing in Open Lodge ……………..……………………………….. Balloting for a New Candidate …………..…………………….………. The Candidate’s Initiation …………………..………………………….. Completion of the Ceremony of Initiation ……..……………………. Application for a Grand Lodge Certificate…………………………… Period of time between Degrees ………………..…………………….. Presentation of a Grand Lodge Certificate ……..…………………… The Definition of a Lewis ……………………………..………………… Joining and Re-joining Members:
14 14 15 15 15 16 16 17 17 17 17 18 18
Interview …………………………………………………………………… Registration Form P……………………………………………………… Balloting for a Joining or Re-joining Candidate ………………….…
18 18 18
Honorary Membership …………………………………………………………….
19
7. RESIGNATION, CESSATION AND EXCLUSION FROM A LODGE: Resignation from Lodge Membership ...……………………………… Cessation of Membership ………………………………………………. Exclusion from a Lodge ...………………………………………………. Disqualification to Visit ...……………………………………………….. Death of a Brother ………………………………………………………..
-2-
20 20 20 20 21 21
Page 22
8. CHANGE OF MEMBERS DETAILS FORM
23 9. LODGE REGULAR MEETINGS: Summons ………………………………………………………………….. Ballots ……………………………………………………………………… Dates of Meetings ………………………………...……………………… Abandoning Regular Meetings ………..………………………………. Dispensations …………………………………………………………….. Moving the Lodge to Another Venue …………………………………. Subscriptions - Notice of Motion ……………………………………… 10. RECEIVING THE REPRESENTATIVE OF THE PROVINCIAL GRAND MASTER: Ceremonial ………………………………………………………………… Festive Board ……………………………………………………………... 11. LODGE INSTALLATION MEETINGS:
23 23 23 23 24 24 24 25 26 26 27
Grand Lodge Installation Return ……………………………………… Provincial Grand Lodge Reports and Returns ……………………… Secretary’s Installation Return ………………………………………… Secretaries Installation Report ………………………………………… Information Required by Provincial Grand Lodge …………………. 12. LODGE OFFICERS:
27 27 27 27 27 28
Death, Removal or Incapacity of the Master ………………………… Immediate Past Master ………………………………………………….. Vacancy in a Lodge Office ……………………………………………… Postponement of the Installation Meeting …………………………...
28 28 28 28
13. LODGES OF INSTRUCTION
29
14. PROVINCIAL GRAND RANK (PROVINCIAL HONOURS)
30
15. GRAND LODGE & PROVINCIAL GRAND LODGE ANNUAL RETURNS:
31
Grand Lodge Return AR1 ………………………………………………. Provincial Grand Lodge Return ……………………………………….. Payment of Grand Lodge and Provincial Grand Lodge Dues …….
31 31 31
16. UNITED GRAND LODGE LETTER OF INSTRUCTION
33
17. PLANNING FOR LODGE ANNIVERSARY CELEBRATIONS:
34
Centenary Warrants and Celebrations ……………………………….. Bi-Centenary Anniversary Celebrations ……………………………... 250th Anniversary Celebrations ………………………………………... Design of Lodge Banners etc …………………………………………..
34 34 35 35
18. MASONIC DISCIPLINE
36
19. USEFUL CONTACTS & FURTHER INFORMATION
37
-3-
Page 38
APPENDICES UGLE and Provincial Forms available from Yourprovince.org: Form 1 UGLE – LP&A4 Craft Installation Return ....................................... Appendix 1 Form 2 UGLE – LP&A5 Craft Grand Lodge Certificate Application ……. Appendix 2 Form 3 Provincial Craft Secretaries Installation Return ..................,,,...... Appendix 3 Form 4 (Part A) Provincial – Lodge Secretary Installation Report ............. Appendix 4 Form 4 (Part B) Provincial – Lodge Charity Steward’s Installation Report “ Form 4 (Part C) Provincial – Lodge Almoner Installation Report …………. “ Form 4 (Part D) Provincial – Chapter Liaison Officer Installation Report .. “ Form 4 (Part E) Provincial– Lodge Mentor Installation Report …………… “ Form 5 Provincial – Change of Members Details....................................... Appendix 5
39 41 42 43 44 45 46 47 48
Model By-Laws ................................................................................................ Appendix 6 Interviewing Potential Candidates – 20 Essential Questions ..................... Appendix 7 Provincial Craft Ranks and Abbreviations ................................................... Appendix 8 Honours (First Appointment) Information Form .......................................... Appendix 9 Honours (Promotion) Information Form ..................................................... Appendix 10
49 51 53 55 57
INDEX
59
-4-
1. Introduction and Welcome Welcome to the 2017 edition of the Lodge Secretary Handbook, which is for the day-to-day information and assistance of Lodge Secretaries. Whilst it is likely to be an aide memoire for the more experienced Secretary it will be an invaluable aid to those who are newly appointed. With the increasing use of computers this edition advises how they can be applied in your duties as Lodge Secretary. When using the Handbook should you be in doubt regarding any subject please telephone or email the Provincial Office where the team will be pleased to help you. Should it not be possible to deal with your query by telephone or email an appointment can always be arranged for you to visit the Provincial Office where you can always be assured of a warm welcome. The Lodge Secretary Handbook is not a definitive answer to everything that may arise but it contains a wealth of useful information which should assist you in performing your Secretarial duties. This Handbook should be regarded as part of your Lodge records and passed to your successor.
DATA PROTECTION ACT 1998 Secretaries are particularly reminded that they have a responsibility under the Data Protection Act 1998 to ensure that personal information relating to any member is stored safely and only used for the purpose for which it has been collected. Some of the key principals to note are that: Data must be processed in a way that is transparent, and individuals must be given an appropriate privacy notice when their personal data is collected. Personal data must be accurate and kept up to date. Personal data must not be kept for any longer than is necessary to fulfil the purpose for which the data is kept. Measures must be taken to ensure that the personal data is not processed in any way that breaks the criminal or civil law, and to ensure that the personal data is not accidently lost, destroyed or damaged. The importance of the Data Protection Act cannot be overstated. Secretaries are strongly advised to seek guidance from the Provincial Office should they have any concerns whatsoever. The Information Commissioners Office website may be found by following the link https://ico.org.uk/for-organisations/guide-to-data-protection/
-5-
2. Use of Computers Computers and electronic forms of communication are now widely used in Freemasonry. Although much of the correspondence and recordkeeping required of the Lodge Secretary is still in paper and book form, increasingly there is a need to communicate by electronic messaging (email) and to download, complete and transmit documents electronically. Lodge records such as membership and address lists and other documents are also likely to be stored and accessed on computer as well as in paper format. Where records and correspondence etc. are used and stored on the Lodge Secretary’s computer it is important that adequate provision is made frequently to back-up this information securely on devices such as external hard drives, memory sticks, CD/DVDs or another computer(s). Ideally a regular copy of the Lodge’s computerised information should also be stored away from the Secretary’s home so that Lodge records are backed-up and preserved in the event of a computer failure or other problems occurring. Please do not forget the importance of keeping your computer appropriately protected with the latest operating system security updates and proprietary antivirus software, updates etc. For speed and convenience in using e-mail communications, it is suggested that the Secretary will create a mailing list of members e-mail addresses. When applying this list to bulk mailings, the Secretary should be mindful of the security implications of bulk mailings and always use the BCC (Blind Carbon Copy) function to forward mail, thus ensuring that the e-mail addresses of the recipients are hidden and protected from potential “spammers”. When acting as an intermediary in forwarding e-mails, the Secretary should also ensure that any visible e-mail address lists in the original message are deleted.
It is recommended that BCC is used for sending Lodge email messages. As advised in Information for the Guidance of Members of the Craft you will need to obtain each member’s written permission for information to be sent to them by email.
3. Software Applications Typically, but not exclusively, a Lodge Secretary may make use of the following software applications:Microsoft Office Word – A proprietary Word Processing program for writing letters, producing address labels and producing/completing forms. Microsoft Office Excel – A proprietary Spreadsheet program for recording and calculating data, useful for compiling and editing membership lists and making financial calculations. Microsoft Office PowerPoint – A proprietary program primarily used for the preparation of presentation slides which can also be used to produce and print the Lodge Summons. Adobe Acrobat Reader DC – Downloadable free from www.adobe.com this application allows the viewing and printing of pdf (Portable Document Format) files. Most, but not all, of the information documents sent electronically to Secretaries by the Provincial Office will be in this format and any computer user is able to receive and read pdf documents. Therefore it is ideal for the electronic sending of Lodge documents to members. CutePDF Writer – Downloadable from www.cutepdf.com a freeware version of this program enables Word, Excel and PowerPoint and in most instances any other type of file or documents to be easily converted into pdf format. Software applications for use with Apple and other manufacturers’ computers and operating systems are also widely available. The choice is yours.
-6-
4. The Secretary’s ‘Bibles’ and More There are a number of mandatory documents and web based information sources with which the Secretary needs to be familiar. Book of Constitutions The Book of Constitutions (the “rule book”) which is presented to every newly made Mason contains the general charges, laws and regulations for the Government of the Craft. It is recommended that the Lodge Secretary holds an up-to-date copy of the Book of Constitutions, and any subsequent amendments, for use and reference. A copy of the Book of Constitutions in pdf format is available at the United Grand Lodge of England website at www.ugle.org.uk/about/book-of-constitutions and can be downloaded and viewed on the Secretary’s computer. Using a recently downloaded version ensures the latest information is being used and also has the advantage of being able to use Adobe Reader’s features for enlarging and searching text thereby making navigation easier. Information for the Guidance of Members of the Craft It is recommended that a copy of the Information for the Guidance of Members of the Craft booklet be given to every newly made Mason and to each newly installed Master at the same time as he is presented with the Book of Constitutions. For the Secretary this booklet is an important source of additional guidance information and should be used in conjunction with the Book of Constitutions. The booklet is also available for download from:www.ugle.org.uk/images/files/Information_Booklet_-_2016_-_Website_Edition_Secured.pdf
The downloaded pdf version has the advantage of its pages being enlargeable and searchable. Province of East Kent Website The Province of East Kent Website is at www.eastkentfreemasons.org and is an important source of current information about events in the Province including the Provincial Diary. It includes information about Lodges, Membership, Charity and the Holy Royal Arch and is available to non-Masonic visitors as well as to members. Province of East Kent ‘Just Ask’ Website Linked to the Provincial Website www.justaskone.org is a one-stop guide for gentlemen who might be interested in becoming Freemasons in the Province of East Kent. The justaskone.org team will help the gentleman decide whether Freemasonry is right for him and his family by answering his questions, and hopefully dispelling some of the myths that have attached themselves to the subject over the years. Freemasons’ Manual for East Kent The Freemasons’ Manual for East Kent, also known as the ‘Blue Book’ is published annually in paper format around October time. The Manual is compiled directly from information held on Grand Lodge’s Adelphi computer system and includes a wealth of useful information about all of the Lodges and Holy Royal Arch Chapters in the Province, together with the details of Grand and Provincial Grand Officers. It is an invaluable aid to the Lodge Secretary. In June of each year the Lodge Secretary will receive a communication from the Freemasons’ Manual editor, containing a draft of the Lodge’s page in the forthcoming edition of the Manual and instructions to ensure that the page is checked carefully. Any alterations or corrections should be clearly marked, and the amended page then returned to the Provincial Office by a set date together with a Change of Members Details Form(s) detailing those changes as appropriate. The Secretary also receives an order form for the Lodge to order its copies of the new edition when published. -7-
The accuracy of the Lodge’s information in the Manual is entirely dependent on the Provincial Office being kept informed of changes that might occur during the Lodge’s year, and it is therefore very important that all changes affecting members, or their Lodge offices, are communicated to the Provincial Office in a timely manner using the Change of Members Details Form (see Form 5 at Appendix 5). Directory of Lodges & Chapters and Masonic Year Book Sent annually by Grand Lodge to Secretaries, The Directory of Lodges and Chapters lists Lodges together with their numbers on the Register of the United Grand Lodge, and dates of Warrant or Constitution. It also lists Holy Royal Arch Chapters with their numbers on the Register of the Supreme Grand Chapter, and dates of Charter or Constitution. The Masonic Year Book provides English Provincial, Grand Officers and other information relating to Grand Lodge. yourprovince.org Portal The www.yourprovince.org website Portal enables the Provincial Office to upload information that previously would have been distributed to Lodge Secretaries within the Province by way of attachments to emails. It is intended that once a Secretary has registered himself on this Portal he will visit the site regularly to check for the latest updates and information. The site contains links to various articles and information intended for the Lodge Secretary to read and, if required, to download and distribute to his members. Articles can be downloaded onto the Secretary’s computer as pdf files and then attached to emails and distributed, or printed and posted to Lodge members. The Portal also has articles relating to the various handbooks, informatives and the Forms a Lodge Secretary is expected to fill in and return both to the Provincial Office and to Grand Lodge during the course of a year. Separate instructions are available to assist Secretaries when filling in the various Forms. The Forms available for download, as at February 2017, are shown at Appendices 1 to 5. Provincial Facebook Group Facebook is a social utility that connects people with friends and others who work, study and live around them. The Province of East Kent uses the Facebook facility to provide a private discussion forum for members of Lodges and Chapters in the Province only visible to group members. To be a member of the group an individual must be a member of an East Kent Lodge or Chapter. It is for mature and thoughtful comments, observations and discussion of Masonic and Provincial matters. Members of the Provincial Craft and Chapter Executives visit this group regularly to enjoy the various discussions and to get a flavour of what members like and dislike about Freemasonry in general and our Province in particular. It is an informal forum through which Brethren can express their views, observations, thoughts and questions to other members of the Province at all levels. Although it is not a requirement for a Lodge Secretary to be a member of the Provincial Facebook Group the facility is available, subject to verification, should you wish to join. To do this you will first need to have a Facebook account at www.facebook.com. Log on to your account and in the search box type: ‘The Province of East Kent’. Click the 'Join Group' icon. There is also a Provincial Twitter feed which is @EastkentProv Provincial Information Notes (“Sucking Eggs”) On an occasional basis the Provincial Grand Secretary will publish Information Notes to Secretaries. Currently these are entitled “Sucking Eggs” and they highlight and give guidance where there is a topic of interest or concern. As well as circulating these communications by e-mail, “back numbers” are available on the yourprovince.org Portal. -8-
5. Lodge Documents and Records The Secretary is required to maintain and use a number of documents in the day-to-day running of his Lodge.
Please note that with the exception of the Lodge Summons, whenever a Rule in the Book of Constitutions requires a written notice, request or document to be given by or to a specific individual, or individuals, that document must have been received in paper form and bear an original signature in order to be effective and to be acted upon. The Summons The Lodge Summons should be posted and/or emailed to Lodge members to arrive at least 10 days prior to the meeting. A pdf copy must also be emailed to the Provincial Office at office@eastkentfreemasons.org or, if it is not emailed, three printed copies sent by post. Layout of items and the minimum information to be included in the Lodge Summons is as follows:1. Open the Lodge. 2. Read1 and confirm Minutes. 3. Perform a Ceremony. Full name of Candidate to be shown. 4. Ballot for: -
a. An Initiate. Show the full name of the Candidate Date of Birth Occupation Private Address Employer and business address Names of Proposer and Seconder Date proposed in open Lodge
Before any Ballot can take place a Proposal must have been made at the previous Lodge meeting. Once a successful Ballot has been held the Candidate must be Initiated within one year. If the Candidate is not Initiated within one year the Ballot is null and void. If the Candidate withdraws before the Ballot is taken, or is not elected, please advise the Provincial Office immediately. b. A Joining or Re-joining Member. The same particulars as for Initiates, except of age, are required, together with the name & number of the Lodge(s) of which he is, or has been, a Member. 5. Notices of Motion. 6. Collections for Alms (Not Charity Box Collections). 7. Close the Lodge. 1
The Minutes do not need to be read if previously they have been sent to members by post/email.
-9-
Attendance Register (Rule 144) At each Lodge meeting the signatures of members and visitors present must be recorded in an attendance book prior to the opening of the Lodge. Where a Lodge chooses to use loose leaf sheets rather than a book to record signatures, the sheets should be irremovably affixed to the Minutes of the meeting to which they refer. The attendance register may be required in cases of emergency and the Secretary should ensure it is completed by everyone and that the names are legible. For Health and Safety reasons the DC/ADC should ensure before starting the meeting that everyone has signed the attendance register and announced the location of the emergency exits and the muster-station in the event of an emergency. Since the DC is in control of the proceedings it is more logical for him (or the ADC) to announce this. Minutes of Meetings (Rule 144) Time can be saved at meetings by distributing the Minutes of the previous meeting to members with the Summons. The function of Minutes is to provide the formal record of the business transacted at each meeting of a Lodge, rather than a detailed description of every aspect of the ceremonies and administrative business. Rule 144 states:Every Lodge shall keep a Minute Book in which the Master or the Secretary shall regularly enter from time to time: (i)
The names of all persons initiated, passed, or raised in the Lodge, or becoming members thereof, with the dates of their proposal, initiation, passing, and raising or admission respectively, together with their ages, addresses, titles, and professions or occupations.
(ii)
The names of all members present at each meeting of the Lodge, and of all visiting Brethren with the names and numbers of their Lodges and their Masonic ranks.
(iii)
Minutes of all the proceedings of the Lodge.
The Minutes of each meeting of a Lodge shall at the regular meeting next following be read (unless an exact copy has been sent to each member of the Lodge with the Summons to the meeting) and submitted for confirmation as a true record of fact. Lodge By-Laws The Lodge By-Laws are for the Lodge’s governance. It is strongly recommended that Lodges adopt the Model By-Laws framed by Grand Lodge. Copies of the Model can be obtained from Provincial Office and should always be requested when the Lodge is considering a major revision or in cases where the existing By-Laws have been in use for a number of years. Adoption of the Model By-Laws is both beneficial to the Lodge as well as Grand Lodge and Provincial Grand Lodge. Secretaries are urged to contact the Provincial Office who will be able to advise the Lodge accordingly. A copy of the Model By-Laws can be seen at Appendix 6. Register of Members (Rule 146) All Lodges are required by Book of Constitutions Rule 146 (ii) to keep a Register of its members, both present and past together with the dates of Initiation, Passing, Raising and, where applicable, joining or re-joining. The Secretary should record their date of birth, address, titles and professions or occupations and the dates and reason for their ceasing to be a member.
- 10 -
Electronic records are acceptable as an addition to hard copy but do ensure they are regularly and securely backed up as they are a very important part of a Lodge’s history.
The Membership Register (Membership Registration Books may be purchased from Masonic Regalia suppliers).
Additionally Membership Registers may be kept electronically, and for day-to-day use some Secretaries may also wish to create an electronic list as shown below (in Excel).
In other instances the Secretary may alternatively prefer to hold a card index system to record details of each Brother’s Masonic career, such as:-
Clearance Certificates (Rule 175) A Lodge must grant a Clearance Certificate to a Brother, free of charge, whenever required by him in each of the following cases: -
On request from the member of the Lodge, a Certificate is to be issued stating that he is not indebted to the Lodge and the period of time to which he is paid up in the Lodge Books.
-
When requested, if a Brother is no longer a member of the Lodge a Certificate is issued stating if he ceased to be a member by resignation or exclusion, with specific dates, also indicating if he was at the time he ceased membership indebted to the Lodge, and if so if and when he discharged any such indebtedness.
Any Lodge that admits a joining member without a Clearance Certificate will be liable for any Dues owed by him to any other Lodge. A Clearance Certificate requires an original signature and should be sent by post and not electronically such as by email. A request for a Clearance Certificate cannot be refused. The Clearance Certificate is also known as a Certificate of Good Standing. - 11 -
Lodge Diary Secretaries might find it useful to prepare and maintain a Lodge Diary detailing the Secretary’s key activities month-by-month during the Lodge Year. This serves not only to act as an aide-mémoire but is also an important source of information should the Secretary either be indisposed or in the future as a guide for his successor. An example is shown below. Date 1st October
October 3rd Week in October November Installation
Jan – March
February End March
Task Prepare and distribute List of Members with Oct or Nov Summonses. Update Roll of Past Masters and include with Oct or Nov Summonses. Complete AR1 and forward with cheques to Province. Chase M-Elect for Installation menu. Returns – all to go to Province: Installation Return LP & A4 Provincial Installation Return GL/PGL dues Members list of addresses. Remind brethren about the Exchange visit to A N Other Lodge in March. Maintain a list and arrange numbers with A N Other Dining Steward/Secretary Check with Treasurer and write to members advising of arrears. Confirm with Treasurer if subscriptions need increasing as this will have to be declared on May and September Summonses at latest
Audience/Recipient Lodge members.
Provincial Grand Lodge. Lodge members via Installation Summons. Provincial Grand Lodge.
Lodge members. A N Other Lodge.
Members in arrears. Summonses
etc.
The content of the Diary will of course be individual to each Lodge and its activities. Archiving Lodge Records Lodges are advised to take steps for the permanent housing of Lodge records which have ceased to be of day-to-day use. So that future Office holders or historians are aware of where the records have been deposited it is recommended that a comprehensive list be placed in the current Minute book and subsequently transferred to the new Minute Book when its turn comes to be stored for safe-keeping. Change of Secretary Province Grand Lodge and Grand Lodge will be informed of a change of Secretary via the Annual Installation Returns. It is suggested the Provincial Office should be advised informally in advance of the change. Remember to update all correspondence, Summons etc. details to show the new Secretary’s details and any change in the Lodge Secretary’s email address. Arrange also to inform your Lodge’s Masonic Centre Management Committee of any change of Secretary.
- 12 -
Care of Lodge Warrants and Other Documents
The Warrant of the Lodge is the property of the Grand Master. It is a requirement that the Warrant is kept and maintained so that it is legible and can be read by Brethren. If your Lodge’s Warrant has become unreadable, possibly due to its age or other causes, it is possible that it may require replacement. Should this be the case please contact the Provincial Office for advice. If the Warrant or other important Lodge documents are on display, for example framed and hung on an external wall it is advised, by using a spacer(s), that a gap is left between the frame and the wall. This will help protect against damage to the frame/document through dampness should the wall become water saturated, such as that caused by external rainwater damage.
- 13 -
6. Candidates The attention of any Proposer and Seconder of Candidates should be directed to Book of Constitutions Rule 171 which stipulates that any member who proposes or seconds a Candidate for Initiation, or as Joining or Re-joining Members, shall be responsible to the Lodge for the fees payable under its By-Laws for such candidates.
New Candidates When members have a Candidate they wish to propose for Initiation into the Lodge they should first speak with the Secretary and before any Proposal is made in open Lodge. The Proposer and Second should provide the Secretary with the prospective Candidate’s: -
Full name Residential address Contact details (phone number and/or email address) Profession/Occupation/Trade/Rank Employer Date of Birth
The ‘Blue Form’ The Secretary should furnish the Proposer and Seconder with a copy of the Grand Lodge ‘Blue Form’ which gives essential guidance for the Candidate and themselves. The ‘Blue Form’ is not for completion as such and comprises two parts: -
Part A is guidance for the Proposer and Seconder of a prospective Candidate for Initiation including the questions they will be required to answer when the Candidate makes his formal application to become a Freemason.
-
Part B should be given by the Proposer/Seconder to the prospective Candidate. This section gives guidance on the high standards expected of a Candidate for Freemasonry together with the declaration the gentleman will be required to sign in making his formal application. If a prospective Candidate is not able to make an unqualified declaration the Proposer and Seconder should supply details to the Lodge Secretary who should seek further guidance from the Provincial Office. No further action should be taken until guidance has been obtained.
Both sections of the ‘Blue Form’ are for the retention of the potential Candidate and his Proposer/Seconder. They should not be returned to the Lodge Secretary. The Interview Once the ‘Blue Form’ has been satisfactorily considered the Secretary should arrange for the prospective Candidate to be invited for interview by the Lodge Committee. The process of interviewing a potential Candidate should be as stress free and as comfortable as possible for the interviewee. It should ensure that he is suitable to become a Freemason and that his membership will not cause any difficulties either at home or in his business life. The committee room should be arranged so that the interviewee sits next to the Worshipful Master, making him feel part of the group. The interview is not an interrogation and everything should be done to avoid it seeming to be such. A list of essential questions is given at Appendix 7 and when these have been concluded the Interviewee should be asked to retire and his Proposer or Seconder should accompany him.
- 14 -
If the Lodge Committee is in favour of accepting the interviewee as a Candidate, a Registration Form P should be issued and the Interviewee should be advised of the decision. At this stage it is also the duty of the Proposer to ascertain if the Candidate is prepared to take his obligation on the Volume of the Sacred Law or requires an alternative equivalent. If the Committee decide that he is not a suitable Candidate, he should be advised that the Secretary will contact him with the Committee's decision in a few days. His Proposer and Seconder should be informed, and the Candidate advised in writing of the reasons for the Committee's decision as soon as possible. Registration Form P Registration Form P is supplied by Grand Lodge and is to be completed by all Candidates applying for Initiation, Joining or Re-joining membership of a Lodge. The correct procedure for the completion of the Registration Form must be followed as detailed in Book of Constitutions Rule 159. Further copies of the Registration Form P and the ‘Blue Form’ can be obtained from the United Grand Lodge Registration Department. Registration Form P - Section A The Candidate should complete, sign and date pages 1 and 2. The Proposer and Seconder should then answer the questions on page 3 of the Form and sign the Certificates at Section B. The Registration Form P should then be returned to the Secretary. The Secretary should then carefully read the Form to ensure it has been fully and accurately completed. Registration Form P - Section B The Candidate having been satisfactorily interviewed and accepted by the Lodge Committee the Secretary should then get the Worshipful Master to complete and sign the Certificate of Master.
In cases where an unqualified declaration cannot be made by the proposed Candidate, the Certificate of the Grand Secretary may also have to be obtained. Please contact the Provincial Office for further guidance. Candidates Working Outside of the Locality of the Meeting Place of the Lodge Should a potential Candidate for Initiation neither live nor work in the Lodge’s area and, within the Province of East Kent, be more than 25 miles distance from the Lodge into which he wishes to be proposed, it is necessary that the Lodge Secretary informs the East Kent Provincial Office in writing. The Provincial Office will then make the necessary enquiries in the Candidate’s home area regarding his character and suitability for membership. The Provincial Office will notify the Secretary when the process has been completed satisfactorily and the normal process of Proposing, Balloting and Initiation can then take place. If the potential Candidate lives in a Province other than East Kent, the Lodge Secretary should write to the Provincial Secretary’s Office of the Province in which the Candidate resides.
The Candidate must not be proposed in open Lodge or the Ballot held until the Secretary has received authority from the relevant Provincial Office. Book of Constitutions Rule 158 applies. Proposing in Open Lodge Once all of the above stages for New Candidates have been completed the Candidate may be proposed by his Proposer/Seconder at a Regular Lodge meeting.
- 15 -
Balloting for a New Candidate Having been proposed at a Regular Lodge meeting the Ballot for the Candidate must take place at the next Regular Lodge meeting otherwise the Proposal will lapse. The Candidate’s details shall be shown on the Lodge Summons as follows:The full name of the Candidate Date of Birth Occupation Private Address Employer and business address Names of Proposer and Seconder Date proposed in open Lodge Prior to the Ballot taking place, the Certificate of Master and, if applicable, the Certificate of Grand Secretary shall be read to the Brethren. When a Candidate is not initiated on the day of his election, the date of such election shall be stated on the Summons for the meeting at which the Initiation is to take place. If a Candidate is not initiated within one year after his election, the election shall be void.
In association with the DC, the Worshipful Master is to ensure the Brethren are aware of the process of Balloting; that the white ball is ‘in favour’ of the Candidate and the black ball ‘against’ him joining the Lodge. The number of black balls required for the Candidate to be rejected will be found in the Lodge’s By-Laws. The WM and DC should be aware of this number prior to the Ballot. A Ballot for more than one Candidate may be taken collectively but if a black ball is cast the Ballot must be destroyed and a Ballot taken individually for each Candidate. If a black ball, or balls, have been cast it is also usual practice for the Worshipful Master to first enquire if any Brother may have made an error. If an error has occurred the Ballot must be destroyed and retaken. The Candidate’s Initiation Every Candidate before his Initiation must subscribe his name at full length to a declaration of the following import:To the Master, Wardens, Officers and Members of the Lodge of ...... ............ No. ......... I, ....................., being a free man, and of the full age of twenty-one years, do declare that, unbiased by the improper solicitation of friends, and uninfluenced by mercenary or other unworthy motive, I do freely and voluntarily offer myself a candidate for the mysteries of Masonry; that I am prompted by a favourable opinion conceived of the institution, and a desire of knowledge; and that I will cheerfully conform to all the ancient usages and the established customs of the Order. Witness my hand, this ......................... of................ Witness .............................................................. (Declaration Books can be obtained from Masonic Regalia suppliers).
- 16 -
The Secretary having obtained the Candidate’s signed declaration, and the necessary Initiation fees having been paid, the Ceremony of Initiation can take place. During the Ceremony the Candidate must be given: - The Book of Constitutions - A copy of the Lodge By-Laws - The Initiate’s Pack (supplied by the Provincial Office) - The questions leading to the 2nd Degree. The Candidate’s acceptance of the copy of the Book of Constitutions is deemed a declaration of his submission to its contents. Completion of the Ceremony of Initiation At the completion of the ceremony of Initiation the Secretary shall complete, sign and date the Registration Form P ‘Certificate of Secretary’ and the section entitled ‘To be completed by the Lodge Secretary’. For the last section the Secretary should also complete details of: Lodge Number, Regn. Fee., VAT, and Total Remittance. The completed Registration Form P should then be sent to the East Kent Provincial Office together with cheques payable to the ‘United Grand Lodge of England’ for the Candidate’s United Grand Lodge Registration Fee, and to the ‘Province of East Kent’ for the East Kent Provincial Grand Lodge’s Initiate fee. Prior to posting, the completed Form P should be photocopied, scanned and kept for Lodge records. Please note that it is not necessary to submit a Change of Members Details Form. The Candidate’s details should also be entered into the Lodge’s Register of Members and the Secretary’s computer database. Application for a Grand Lodge Certificate - Form LP&A5 (Rule 174) When the Candidate has taken his 3rd Degree, the Ceremony of Raising, Form ‘LP&A5’ should be completed, giving details of the dates of Initiation, Passing and Raising. As soon as the Candidate has completed his Raising, the Form should be emailed or posted to the Provincial Office who will forward it to Grand Lodge. The Certificate is usually issued within 28 days but if it is required urgently, perhaps because of a prolonged absence abroad, a separate request to expedite its issue should also be sent giving the reasons for the request. The Form LP&A5 is available at yourprovince.org as Form 2 (see Appendix 2).
The Candidate must be Raised and receive the delivery of the Traditional History at the same Lodge meeting. The Traditional History cannot be given at a later date. Period of Time Between Degrees (Rule 172) The period of time that must elapse between the conferring of Degrees on a Candidate is 4 weeks (28 days), as stated in Book of Constitutions Rule 172. Where a Lodge has built up a long waiting list of Candidates another Lodge may be asked to carry out a Ceremony of Passing or Raising; providing a written request from the Master or the Secretary of the Lodge in which he was Initiated has been sent to the Lodge carrying out the Ceremony (Book of Constitutions Rule 173). Presentation of a Grand Lodge Certificate When the Form LP&A5 has been received by Grand Lodge a Grand Lodge Certificate will be prepared and sent to the Secretary. This should be carefully checked for accuracy and the Certificate number recorded in Lodge records by the Secretary before presentation to the Candidate. The presentation of the Grand Chapter Certificate should take place at the first Lodge meeting at which it is opportune; it is usual for a Grand Officer or the senior Past Master to perform this duty. Presentation of the Certificate should not be delayed; in case of prolonged absence from the Lodge, the Certificate should be sent to the Candidate by registered post or recorded delivery. The Secretary should always ensure the Brother presenting the Certificate is in possession of the letter from the Provincial Grand Master and the Provincial explanation booklet pointing out the advantages of Royal Arch Chapter membership. Both of these should be handed to the recipient with the Certificate. Copies can be obtained from the Provincial Office. - 17 -
The Definition of a Lewis A Lewis is the uninitiated son of a Freemason. It matters not whether the son was born before or after his father became a Member. Where a Lewis is one of two Candidates being initiated on the same day he would be the senior for the purpose of the Ceremony. He cannot claim precedence over Candidates proposed or elected previously to him and he must take his place in the usual rotation on any waiting list.
Joining and Re-joining Members Interview Members wishing to propose a Joining or Re-joining member should first provide his details to the Lodge Secretary. The Lodge may then wish the Brother to attend an interview with the Lodge Committee or perhaps a delegation from the Committee. Following successful interview the Brother should be proposed at a Regular Lodge meeting. Registration Form P The Registration Form P shall be completed in the same way as for Initiate members but in this instance the ‘Blue Form’ is not used. The section entitled ‘to be filled up by Candidates for JOINING and RE-JOINING only’ must include details of all the Lodges the Candidate either currently is, or has previously been, a member. It is the duty of the Lodge Secretary to obtain all of the relevant Clearance Certificates (Certificates of Good Standing). Before the Ballot is taken the Candidate must produce to the Secretary of the Lodge his Grand Lodge Certificate. Following a successful election, the Form P should be completed, copied, scanned for Lodge records, and posted to the Provincial Office. It is not necessary to submit a Provincial Change of Members Details Form. In the case of a Joining or Re-joining Member his membership does not become effective until after his favourable Ballot and he has paid the Joining Fee and received a copy of the Lodge By-laws. Please do not send the Registration Form ‘P’ to the Provincial Office until this has been complied with. Balloting for a Joining or Re-joining Candidate A Brother desiring to become a joining or re-joining member of a Lodge must be Proposed and Seconded only at a Regular Meeting. He must be Balloted for at the next Regular Meeting. If the Ballot does not take place the Proposal shall be void. If elected, he must take up his membership within one year, and if he fails to do so the election shall be void. No Provincial or Grand Lodge fee is required for joining or re-joining Members although the Lodge may charge a fee as required in its By-Laws. Details shall be shown on the Lodge Summons as follows:The full name of the Candidate Residential Address Date of Birth Profession/Occupation/Trade/Rank Employer and business address Name and number of every Lodge of which he is or has been a member. Names of Proposer and Seconder Date proposed in open Lodge The Candidate may wish to be present at the meeting when the Ballot is taken, but retire from the Lodge for the period of the Ballot. Upon successful election the Candidate should be presented with a copy of the Lodge By-Laws.
- 18 -
Honorary Membership The tendency to elect Brethren to Honorary Membership merely because it is thought that it might be difficult for them to pay the Annual Subscription, or even Country Membership, is deprecated. They should have qualified under the terms of Book of Constitutions Rule 167 and the compliment of Honorary Membership should only be granted in recognition of long and distinguished service. It is not in order to confer Honorary Membership on the Master of the sponsoring Lodge or any other associated Lodge. There are drawbacks to Honorary Membership and the Lodge Secretary should bring these to the attention of all proposed recipients: -
He is not allowed to hold office in the Lodge or vote on any resolution. However a Past Master of the Lodge who has been rewarded with Honorary Membership for his past service is allowed to Propose or Second Candidates.
-
As only an Honorary Member, unless he is a subscribing member of another Lodge, he can only attend another Lodge once. He may however attend any number of different Lodges but again only once.
Honorary Members are not included in the list of Lodge members and no fees are payable for them to Grand Lodge or Provincial Grand Lodge. The Ballot for an Honorary Member must be taken separately from other Ballots.
- 19 -
7. Resignation, Cessation and Exclusion from a Lodge Resignation from Lodge Membership Book of Constitutions Rule 183 should be studied carefully so that the various ways in which resignations must be dealt with are properly observed and recorded. A Brother may resign from a Lodge whilst in arrears with his dues and his resignation must be accepted, being documented in the Lodge records as such. Resignation from his only Lodge does not imply a Brother has resigned from Freemasonry. In the case only of a resignation under Rule 183, communication may be in the first instance by e-mail. The notification will however, be ineffective until the Secretary receives the written notice bearing an original signature of the member and has duly reported the proposed resignation at the next regular meeting of the Lodge. The written notice should then be deemed to have been received at the moment the Secretary received the e-mail message. If the Secretary has not received the written confirmation before the next regular meeting of the Lodge, he must not report the resignation and the e-mail message will be void.
A copy of the Brother’s resignation letter with an accompanying ‘Change of Members Details’ Form 5 must be sent to the Provincial Office. Cessation of Membership Under Book of Constitutions Rule 148, a Brother's membership of a Lodge automatically ceases if he is two years in arrears with his subscription. Cessation is mandatory and nothing can be done to prevent it. Exclusion from a Lodge Under Rule 181 a Brother can only be excluded from a Lodge by Ballot for the non-payment of subscriptions using the following procedure and then only after a recorded or registered letter has been sent to him: A Notice of Motion is given at the last meeting prior to the end of the stated time as given in the Lodge By-Laws. No names are mentioned at this Notice of Motion. “The Secretary (or Treasurer) will give a Notice of Motion that those Brethren whose (year) subscription remain unpaid as at the (date) will be liable to be excluded from the Lodge under Rule 181 Book of Constitutions, and (as appropriate) Lodge By-law No …..” At the meeting held immediately after the end of the period stated in the By-laws, a Proposition appears on the Summons. “The Secretary (or Treasurer) will propose that those Members whose (year) subscription has remained unpaid be excluded from the Lodge under Rule 181 Book of Constitutions, and (appropriate) Lodge By-law No. ..”
When the Secretary or Treasurer makes this Proposition in open Lodge only then does he name the Brother or Brethren concerned. They must be named. A Ballot is then taken when at least two thirds of the Brethren of the Lodge present must vote in favour of the Proposition for it to be carried. Any Brother who is excluded must be informed of the vote and it is recorded in the Minutes of the Lodge and the exclusion is effective immediately. In the Ballot a white ball is in favour of exclusion and a black ball against exclusion. It is not in the power of the Lodge Committee or anyone else to exclude a Brother from a Lodge in any other way for non-payment of dues. - 20 -
A Brother excluded from a Lodge for not paying his dues or for any other reason is not expelled from Freemasonry. Only Grand Lodge is empowered to expel a member.
A former member who subsequently pays all of his outstanding dues to the Lodge may resume his membership by re-joining, or indeed join any other Lodge, subject to paying the appropriate fee and being accepted by Ballot. So that the records may be properly amended where a former member pays his outstanding dues, details of his payment must be communicated by the Secretary both to the Grand Lodge Registration Department and, by using Form 5, to Provincial Grand Lodge. Disqualification to Visit (Rule 127) In admitting visitors to your Lodge please be aware of and follow the requirements of Book of Constitutions Rule 127. These are:In the case of a Brother who has ceased to be a subscribing member of every Lodge of which he has at any time been a member, the following provisions shall have effect, viz.: (i)
If he comes within the provisions of this Rule by reason of his exclusion under Rule 148 or Rule 181, he shall not be permitted to attend any Lodge or Lodge of Instruction until he again becomes a subscribing member of a Lodge.
(ii)
If he comes within the provisions of this Rule by reason of his expulsion from the Craft or by reason of his resignation from the Craft under Rule 183A or Rule 277A, his right to attend any Lodge or Lodge of Instruction shall be forfeited.
(iii)
In any other case he shall not be permitted to attend any one Lodge more than once until he again becomes a subscribing member of a Lodge, and upon such one attendance he shall append the word ‘unattached’ to his signature in the attendance book, stating therein the name and number of the Lodge of which he was last a subscribing member.
Nothing in this Rule shall preclude the attendance of a Brother at any Lodge of which he is an Honorary Member. Death of a Brother Upon receipt of the notification of the death of a Lodge member the following action should be taken: -
Inform the Lodge Almoner. Communicate the news to the Lodge members at the earliest opportunity. Communicate the news to the Provincial Office and complete and send a Change of Members Details Form (Form 5 at Appendix 5). Update all Lodge records and Membership Register. Update Lodge postal and email lists. As applicable, update the Lodge Widows list. Update Lodge Summons information to include an obituary and update the Past Master or officers list as necessary.
- 21 -
8. Change of Members Details Form Previously known as a ‘Craft Members Update Form’ a Change of Members Details Form (Provincial Form 5 shown at Appendix 5) must be submitted to the Provincial Office to advise of all changes affecting Lodge Members, their membership status, or the Lodge’s Offices during the year.
- 22 -
9. Lodge Regular Meetings Summons A Summons for each Lodge meeting needs to be prepared and sent to each Lodge member and to the Provincial Office as shown under Section 5 ‘Lodge Documents and Records’. Ballots A Ballot must be held in the case of: -
Initiates, Joining and Re-joining Members.
-
Election of Honorary Members.
-
Election of Master and Treasurer - or by Declaration - Book of Constitutions R105(a) and R112(a).
If the Tyler is a member of the Lodge, he is to be appointed by the Master at the Installation Meeting and does not require a Ballot. If not a subscribing member of the Lodge, he must be elected by a vote, a show of hands, at the meeting preceding the Installation. In the event of a Ballot being required for two or more members on the same evening, the Ballot can be taken together and if the result is a clear yes, all Candidates are declared duly elected. In the event of a negative result or where dissension has been shown by the introduction of one or more black balls below the requisite number for rejection, a further Ballot should be taken for all the Candidates individually. The foregoing is compulsory in a negative vote and advisable in all cases. A Brother may be elected to Honorary Membership unless three or more Black Balls are declared. A Ballot for an Honorary Member must be conducted separately. Dates of Meetings (Rule 141) If it is desired to change the days or dates of meetings, Notice of Motion should be given at one meeting and the Proposal discussed and Balloted for at the next meeting. The Proposal must be passed by a majority of two thirds of the Brethren present and voting. It must then be acted on in accordance with Book of Constitutions Rule 141, with approval sought from the Provincial Grand Master, via the Provincial Grand Secretary, for amendment of the Lodge By-Laws. If a meeting falls on Christmas Day, Good Friday, Sunday or a Public Holiday then the meeting may be held on such alternative day being not more than seven days before nor more than seven days after the specified day in accordance with Book of Constitutions Rule 139(b). Beware - great caution should be taken to ensure that the time between Degrees, (Book of Constitutions Rule 172) is not breached i.e. there must be at least four weeks between conferring degrees on Candidates. Abandoning Regular Meetings
A Regular Meeting cannot be cancelled or postponed in advance, irrespective of circumstances, including bad weather such as heavy snow. The Book of Constitutions requires that you make an attempt to hold the meeting and abandon it if an insufficient number of Brethren can attend. The minutes must show that the meeting was “Abandoned” and not “Cancelled”.
- 23 -
If the meeting is cancelled in advance, Book of Constitution rules mean that the Lodge will risk loss of continuity of service and jeopardize future anniversary warrants. Should the meeting be in doubt it would be a prudent course of action to cancel the caterers before the Lodge becomes liable for cancellation charges. If a Lodge can then muster five suitably qualified Brethren at the meeting place including a sufficient number of Past Masters, it is in order to open, read the minutes, hold any election etc. and close. The Brethren do not have to be the existing officers or all members of that particular Lodge. If the weather conditions are such that the meeting place cannot be reached safely, the minutes must show that one or more responsible Brethren tried and failed and the meeting had to be abandoned. It is particularly important to try and hold the meeting if part of the purpose is to elect the Master etc. for the ensuing year. If it is totally impossible to hold the meeting at which the Master is to be elected then please contact the Provincial Office for further advice. Dispensations A Dispensation to vary the venue or date of a meeting or hold an emergency meeting may be applied for to the Provincial Office. Only then if the Provincial Grand Master considers that the request is justified will a Dispensation be granted. To process Candidates or celebrate a milestone in a Brother’s career would not be considered an appropriate reason for a Dispensation. When making application for a Dispensation the appropriate fee should be enclosed. The Lodge Secretary must read out the Dispensation as soon as the Lodge is opened. Moving the Lodge to Another Venue (Rule 141) If it is thought necessary to move the meeting place of a Lodge to another venue Secretaries are reminded that a strict procedure must be followed under the terms of Book of Constitutions Rule 141. Before any action is taken, Lodges are advised to discuss the Proposal with the Provincial Grand Secretary in order that the Provincial Grand Master is fully aware of the facts, and whose approval is required before any contemplated move becomes effective. Subscriptions - Notice of Motion When it is proposed to increase Lodge Subscriptions, a Notice of Motion giving the proposed new Subscription(s) must be printed in full on the Summons for the meeting at which it is to be given and again on the Summons for the meeting where the Ballot is to take place. When there is a need to increase Subscriptions, it is not in order for the Notice of Motion to be given verbally in Lodge.
- 24 -
10. Receiving the Representative of the Provincial Grand Master The Secretary will be notified if the Provincial Grand Master, his Deputy or an Assistant Provincial Grand Master are to make an official visit to your Lodge. In such cases an Escorting Director of Ceremonies from the Province will be appointed. His name will be notified to you as Secretary and he should be contacted by the Lodge DC to provide advice on matters of protocol. Except at Past Masters Lodges, a Grand or a Provincial Grand Officer will always be present at the Installation Meeting as the Official Representative of the Right Worshipful, Provincial Grand Master. The Right Worshipful Provincial Grand Master requires all visits to a Lodge by a Brother appointed to represent him to be one of encouragement and good will, and never of criticism. Many old Lodges have customs that may appear unusual to the Official Representative and the Right Worshipful Provincial Grand Master desires that such established customs continue, and that the ceremonies should not be interfered with unless they are in direct contradiction with the rules and regulations as laid down by the United Grand Lodge of England. The Official Representative should be met on his arrival by the Director of Ceremonies and be introduced to the Worshipful Master, Master Elect, and Senior Brethren as time permits. The Provincial Grand Secretary will notify the Lodge Secretary well in advance of the Installation Meeting of details of the Official Representative. All Official Representatives have to make a comprehensive report after their visit. When being notified of the official visit the Secretary should download from the yourprovince.org Portal Form 4 Parts A, B, C, D and E. These should be completed by the Secretary, Charity Steward, Lodge Almoner, Chapter Liaison Officer and Lodge Mentor and forwarded to the appointed Representative with a letter of welcome at least fourteen days before the Installation meeting. Information required will include: i.
A brief history of the working of the Lodge during the past year including the number and type of ceremonies, the ritual, social events, raffles – number, reason and proceeds, etc.
ii.
Details and a brief CV for both the present Master and Master Designate.
iii.
Charities Report - a brief report by the Charity Steward including current accumulated total and Lodge Festival target (if applicable) and details of other charitable donations both Masonic or non-Masonic.
iv.
Almoners Report - a brief report covering the widows, widowers, dependants, sick and elderly brethren and what assistance has been given at Christmas and other times during the year.
v.
Chapter Liaison Officer Report - a brief report regarding Holy Royal Arch Chapter information relating to Lodge Candidates both before and after Initiation, and aspects relating to existing Lodge members.
vi.
Lodge Mentor Report – a brief report by the Mentor on the Lodge’s mentoring activities.
vii.
A copy of the Lodge’s last approved Statement of Accounts.
viii.
Any recommendations for Provincial honours should be given to the Representative at the Installation meeting together with the reason for that recommendation.
ix.
Any other relevant information about the Lodge. - 25 -
Ceremonial The Official Representative, unless at least an Active Assistant Provincial Grand Master in the Province of East Kent, is not entitled to demand admission or be escorted into a Lodge with a deputation. The Representative should be escorted into the Lodge by the Director of Ceremonies before the Worshipful Master’s entry procession and be seated on the immediate right of the Worshipful Master. If an Officer of the Provincial Executive or Past Executive Officer of the Provincial Grand Lodge of East Kent, or a visitor of a similar Rank from another Province or District is present, they should also enter the Lodge before the Worshipful Master and be suitably seated. The Worshipful Master may formally welcome the Official Representative only after the letter of notification of his visit from the Provincial Grand Lodge Secretary is read following the Lodge Minutes. Unless he is at least an Active Assistant Provincial Grand Master in the Province the Official Representative should not be offered the gavel. If a Very Worshipful Brother or above in Rank in the United Grand Lodge of England or another Grand Lodge, District or Province is present, contact the Provincial Grand Director of Ceremonies who will be pleased to advise on the salutations, protocol and procedures. The Official Representative is saluted with other Grand or Provincial Grand Officers as appropriate to his Rank. Regardless of the Rank of others present, only he will respond on behalf of Grand Lodge if a Grand Officer, or the Province if a Provincial Grand Officer. It is customary for the Official Representative to be invited to close the V.S.L. and the Director of Ceremonies should advise him if the words ”Fidelity” are to be spoken or sung. When leaving the Lodge the Official Representative is to be positioned by the Director of Ceremonies behind the Lodge Wardens and not to the right of the Worshipful Master. Festive Board It is protocol for only the Official Representative at an Installation meeting to accompany the Worshipful Master when the Director of Ceremonies leads him to the Festive Board. The Official Representative must always be seated on the immediate right of the Worshipful Master. There will be no response to the toast to Grand Officers, which will be formal. The Official Representative is authorised to respond to the toast of Provincial Grand Lodge. The Director of Ceremonies should consult with the Lodge Secretary to ensure the Brother proposing the toast to the Provincial Grand Lodge of East Kent is provided with sufficient information concerning the Official Representative’s Masonic career so he may be introduced properly to the Brethren. It is not sufficient to read out the toast to Provincial Grand Officers and conclude with “and coupled with the name of. …………………………” At any Festive Board it contravenes protocol to propose a Toast to Absent Brethren, regardless of the time, until after Grace, the Loyal Toast and the Toast to the Grand Master.
- 26 -
11. Lodge Installation Meetings Grand Lodge Installation Return (LP&A4) The Installation Return is sent to the Secretary by Grand Lodge and should be completed by the Secretary and signed by the new Master on the night of his Installation. It is important that the completed Return is sent to the Provincial Office at the earliest possible opportunity. They will check the content and afterwards forward it to Grand Lodge on your behalf. The Installation Return provides details of the Master, Wardens and Past Masters Of and In the Lodge who are paid up subscribing members. Honorary Members and Past Masters In the Lodge from other Constitutions should not be included. Until the Return is received by Grand Lodge, Past Masters entitled to attend the Quarterly Communications of Grand Lodge will be refused admission. An example of the LP&A4 Return is shown at Appendix 1. A Form Field version of the LP&A4 Return can now be downloaded from yourprovince.org. It must be completed and printed back-to-back on one sheet of paper, signed by the Worshipful Master and Secretary, and posted to the Provincial Office. If it is not possible to print the form as one sheet ‘back to back’, and with the shading as shown, then the original LP & A4 Form sent by Grand Lodge must be used. Provincial Grand Lodge Reports and Returns Details of the Provincial Grand Masters’ Representative are sent to the Lodge Secretary prior to the Installation Meeting. The Secretaries Installation Report and Installation Return Forms should downloaded by the Secretary from the yourprovince.org Portal for completion. Secretaries Installation Return The Secretaries Installation Return provides essential details of the appointed Lodge Officers for the year. It is extremely important that this Installation Return is completed and forwarded to the Provincial Office without delay immediately after the Installation meeting to enable Provincial records to be amended where necessary and thus ensure that future correspondence is correctly directed. This particular Return is also used to revise the Lodge’s page in the Provincial Manual. The Secretaries Installation Return can be downloaded from yourprovince.org as Form 3 and is shown at Appendix 3. Secretary’s Installation Report This document is in five parts and is to be completed by the Secretary, Charity Steward, Lodge Almoner, Chapter Liaison Officer and Lodge Mentor. Upon completion it is to be sent by the Secretary to the Provincial Grand Master’s Representative at least fourteen days before the Installation meeting along with a list of the incoming Officers and a copy of the Lodge’s last approved Statement of Accounts. The document can be downloaded from yourprovince.org as ‘Form 4’ and is shown at Appendix 4. Information Required by Provincial Grand Lodge. A Lodge Secretary is required to make such returns to the Provincial Office as from time to time are required under the Book of Constitutions. When such information is requested a prompt reply is encouraged to assist in the efficient maintenance of Provincial records.
The return of the Change of Members Details Form (Form 5) must be used to report all changes of Members who are Initiated, those that Join or Re-join, Resign, Die, are Excluded, Ceased or made Honorary Members. Where there has been a change of address this Form must always be returned promptly. The Form must also be used to report any changes to the Brethren in Lodge Offices that might occur during the Lodge’s year. - 27 -
12. Lodge Officers Death, Removal or Incapacity of the Master In the above event the Senior Warden calls the meetings of the Lodge or in his absence the Junior Warden or failing both being unable to discharge the duty then the procedure as clearly laid down in Book of Constitutions Rule 119 should be followed. The chair will be occupied by the Immediate Past Master or if he is unavailable by the next Senior Past Master in the Lodge. The circumstances of the death of a Master should be communicated to the Provincial Office immediately. Immediate Past Master The position of Immediate Past Master is his by right and his Investiture has to be done in the Inner Working. If he is not present at the Installation Meeting he cannot be invested with the collar of an Immediate Past Master at a later meeting. However he is entitled to wear a Past Masters Collar. If a Master resigns before he completes his year in Office he is not entitled to wear a Past Master’s Collar or be called a Past Master. He is still however to be known as a Worshipful Brother. Vacancy in a Lodge Office If a vacancy should occur other than that of Master, it shall be immediately filled by appointment by the Worshipful Master or election as appropriate. Book of Constitutions Rule 121 deals clearly with the procedure required for filling an office that has become vacant for the remainder of the year. A Change of Members Details Form (Form 5) must be sent to the Provincial Office advising of the change. Postponement of the Installation Meeting The Master remains in office until such time as a new Master has been installed. See Book of Constitutions Rule 108(a). Any postponement should be notified as quickly as possible to Provincial Office, who will provide advice.
- 28 -
13. Lodges of Instruction A Lodge of Instruction can operate only under the sanction of the Lodge itself. The responsibility for its correct behaviour rests with the Lodge members. The Lodge of Instruction cannot make changes in its constitution and format without agreement by the Lodge. Any change of venue of a Lodge of Instruction must be approved at a Regular Lodge meeting after notification on the Summons. All meeting places for Lodges of Instruction have to be approved by the Province. Book of Constitutions Rules 132 to 135 deal with the formation and governance of Lodges of Instruction.
- 29 -
14. Provincial Grand Rank (Provincial Honours) The Provincial Grand Master is empowered to appoint a given number of Brethren to Active and Past Grand Rank. In addition, the Provincial Grand Master may appoint and promote as many Provincial Officers within the Province as he may deem appropriate. In both cases the number of appointees is laid down in the Book of Constitutions. Generally, in June of each year the Lodge Secretary will receive from the Province a Form of recommendation for the appointment of a particular Brother to Provincial Grand Rank, and often another Form or Forms to update the information recorded on certain Brethren who are already Provincial Officers. These nominations should not be discussed with the Brethren concerned. Examples of the Forms are shown at Appendices 9 and 10. When received, the Forms should be completed giving the fullest details in answer to every question and be returned at the first opportunity. Failure to do so by the specified date may result in the Brother not being considered for appointment or promotion in that year. In addition to that of the Secretary, signatures of the Master and a Senior Past Master are to be sought who may add any further information or comment they deem appropriate. It is the duty of the Secretary and the other signatories to ensure that the report is a true, accurate and full assessment. The back of the Form should be completed and signed by a Grand Officer or Senior Provincial Officer and not the Lodge Secretary. The Secretary is also charged to bring to the notice of the Provincial Secretary the name of any other Brother who he thinks may be deserving of appointment or promotion, who might otherwise have been overlooked. The letters offering appointment and promotion will usually be sent to a Brother by the end of December and the investiture will take place at the Annual Festival Meeting in April. When the Brother has provided written acceptance of the honour, the Secretary of his Lodge(s) should be notified of any, appointment or promotion, by the Brother concerned. As part of his routine record keeping, it is recommended that the Secretary keeps a note of the contributions made by all Past Masters’ in terms of Offices held. Examples of such contributions may include, ritual delivered, guidance and support to new members, support of and help in running social activities; together with details of contributions to the broader Masonic community e.g. assistance in running the local Masonic centre. The Honours report is confidential and should not be discussed with anyone other than those completing or countersigning the Form. Generally speaking, the Senior Past Master (usually the highest ranking or longest active Past Master) or Grand Officer will complete the Form. Should a co-signatory not agree with the comments, it is quite acceptable for him to be given a separate Form upon which to add comments and he can then forward to the Province under separate cover. Should this occur, attach an accompanying explanation when you send your reply to Province. Confidentiality can sometimes be problematic in as much as other senior members may feel that they should make a contribution to the report, especially if the Brother does not receive an Honour that the senior member feels he may be entitled. It is therefore important that the matter of Honours is handled discreetly.
It is important to note that no individual has a right to advancement and that appointment and promotion are always at the Provincial Grand Master’s discretion. A list of the Provincial Craft Ranks and their abbreviations is shown at Appendix 8.
- 30 -
15. Grand Lodge & Provincial Grand Lodge Annual Returns Grand Lodge Return AR1 Grand Lodge sends the AR1 Return to the Lodge Secretary in good time before the Lodge’s financial year-end. It is computer generated, is in single sheet A4 format and contains a list of all the Lodge members at the beginning of the financial year according to Grand Lodge records, plus any Initiates or Joiners etc. It also shows details of members’ registration numbers, surnames, first name(s) and date of Initiation, or joining, in chronological order of admission. There is also a column for any particular "Remarks". Instructions for the Form’s completion are also included. The Secretary should check the details of the Lodge printed at the top of the Return and make any alterations necessary. He should also check the list of members, make any alterations necessary, add the names of any members who are not shown and include dues for them in the Lodge’s total remittance. The Return includes the names of members who have been admitted to membership during the year where Grand Lodge has received the Registration Form P. The Lodge Secretary whilst being careful not to obscure the original entry must add any omissions from the Form and amend any details in ink. Members who have resigned, died, or been made Honorary, Excluded or Ceased membership during the year must be paid for with the appropriate information shown in the "Remarks" column beside the name. If this is not done members will remain on the records and Dues will again be payable for them for the next year. Finally there is a column that requires the date to be shown for Brethren in arrears of subscription and, if so, when they were last clear on the Lodge books. On the last page of the form is a computation of the dues payable to Grand Lodge which should be paid forthwith after the Return has been carefully checked for accuracy. If additional names have been added by the Secretary the printed computation of dues should be amended to include the new members. Provincial Grand Lodge Return Around the same time as the Grand Lodge AR1 Return is issued the Provincial Office will send its Provincial Return. This is in A4 format and includes a letter of Instruction. The return shows details of members’ registration numbers, surnames, first name(s) date-of-birth and date of Initiation or joining, in chronological order of admission. There is also a column for ‘Date Left/Reason’. This form should be checked for accuracy and alterations and additions made as necessary. Included with the Provincial Return is an Invoice for the dues owed to the Province. If additions have been made the total amount due should be amended to include these. Payment of Grand Lodge and Provincial Grand Lodge Dues When completed, the Annual Return (AR1) and Provincial Returns must be forwarded to the Provincial Office within one month of the end of the financial year with two separate cheques to cover the total amount due as follows: -
A cheque to be made payable to “United Grand Lodge of England” for the amount due following your computation on the AR1 Return.
-
A second cheque to be made payable to “Province of East Kent” for the amount due following your computation on the Provincial Annual Return.
- 31 -
The following is important and must be strictly adhered to: The excuse that the Lodge does not have sufficient funds is not acceptable. It is the duty of every Lodge Treasurer to ensure finances are organised in such a way that commitments can be met on the due date. It should be borne in mind that United Grand Lodge and Provincial Grand Lodge dues are paid one year in arrears and thus the Lodge Treasurer will have already collected and should have to hand, the money from its members to cover this expenditure. Before sending the Annual Return (AR1) and Provincial Return documents and cheques the Secretary should take copies/scans for retention in the Lodge’s records. All queries regarding the Annual Returns should be addressed to the Provincial Office.
- 32 -
16. United Grand Lodge Letter of Instruction In January each year the Lodge Secretary will receive a Letter of Instruction from the Grand Secretary together with a supply of the Grand Lodge Forms that he will need during the course of the following twelve months. These comprise: -
The Letter of Instruction, including references to the Annual Return of Members, details of Dues, Fees and Grand Charity Contribution for the year. The LP&A4 Return of Master, Wardens and Past Masters. The LP&A5 Application Form which is required for the issue of Grand Lodge Certificates. A letter from the Grand Secretary regarding the processing of Candidates for Freemasonry. A supply of the ‘Guidance for Proposer and Seconder of a Candidate for Initiation’ Form (the ‘Blue Form’) and a supply of the Registration Form P.
The LP&A4 (Form 1) and LP & A5 (Form 2) can also be downloaded from the yourprovince.org Portal. The LP&A4 Form 1 can be completed electronically. Section 11: ‘Grand Lodge Installation Return (LP&A4)’ of this Handbook gives further guidance regarding its completion. The LP&A5 (Form 2) can also be downloaded and completed electronically and should be emailed or posted to the Provincial office as soon as the Candidate has completed his Raising. It should not be sent directly to Grand Lodge. Section 6: ‘Candidates - Application for a Grand Lodge Certificate - Form LP&A5 (Rule 174)’ of this Handbook gives further guidance regarding the completion of the LP&A5.
The use of the above documents is mandatory. During the year the Secretary will receive other communications together with instructions to pass the document, for example, to the Lodge Treasurer. It is recommended that the Secretary also takes a copy or scans the documents for retention in Lodge records.
- 33 -
17. Planning for Lodge Anniversary Celebrations Centenary Warrants and Celebrations
Planning for a Lodge’s Centenary celebration needs to start at least 2 to 3 years in advance. The Provincial Grand Secretary must be consulted early in this period and will become actively involved in liaising with the Grand Secretary on matters such as ensuring that the necessary evidence of the Lodge’s uninterrupted existence for the 100 years (Book of Constitutions Rule 252) is available, and will give guidance regarding what else needs to be done. If all is in order the Grand Secretary will advise the exact date from which the Centenary Warrant should take effect, normally the 100th Anniversary of the Consecration, and he will also advise the appropriate time formally to petition the Most Worshipful The Grand Master. During its planning for the event the Lodge will need to decide whether the celebration is to be part of a Regular Meeting or whether an Emergency Meeting will be called. The Centenary meeting may held on or after the effective date of the Centenary. The Centenary Warrant is usually presented by the Provincial Grand Master or his representative, and therefore the Provincial Grand Secretary must be consulted before a definite date is fixed and about the arrangements for the meeting generally. The Centenary Warrant is an illuminated document on vellum. It records that the Lodge has completed 100 years of uninterrupted existence, and authorises the wearing of a Centenary Jewel. It in no way supersedes the Warrant of Constitution, which remains the sole authority under which the Lodge works. The formal notice sent by United Grand Lodge when a Centenary Warrant has been granted will advise the fee payable. The Centenary Jewel is illustrated in colour in the Centenary Warrant and in outline form in Plate 59 of the Appendix to the Book of Constitutions. It may be worn by those Master Masons who are subscribing members (or who are former subscribing members who become Honorary Members within a year of ceasing to be subscribing members) when the Centenary is reached, together with those who subsequently become subscribing members of the Lodge. The Jewel must be obtained direct from a Masonic Jeweller. Bi-Centenary Warrants and Celebrations Planning for a Lodge’s Bi-Centenary Celebration is similar to that for Centenary Celebrations and should commence at least 2 to 3 years in advance with consultation of the Provincial Grand Secretary taking place at an early stage. The Bi-Centenary Meeting may be held on or after the effective date of the Bi-Centenary and the guest of honour is normally the Most Worshipful Pro Grand Master or the Right Worshipful Assistant Grand Master. The Lodge should consider three or four dates that are convenient for the Province and the Lodge and on which the necessary accommodation is available. Fridays and Saturdays should be avoided. The Bi-Centenary Warrant is an illuminated document on vellum. It records that the Lodge has completed 200 years of uninterrupted existence, and authorises the wearing of a Centenary Bar. It in no way supersedes the Warrant of Constitution, which remains the sole authority under which the Lodge works. The formal notice sent by United Grand Lodge when a Bi-Centenary Warrant has been granted will advise the fee payable to the Board of General Purposes (Book of Constitutions Rule 270).
- 34 -
The Centenary Jewel with the Bi-Centenary Bar is illustrated in colour in the Bi-Centenary Warrant and in outline form in Plate 59 of the Appendix to the Book of Constitutions. It may be worn by those Master Masons who are subscribing members (or who are former subscribing members who become Honorary Members within a year of ceasing to be subscribing members) when the Bi-Centenary is reached, together with those who subsequently become subscribing members of the Lodge. The Jewel must be obtained direct from a Masonic Jeweller. 250th Anniversary Celebrations The 250th Anniversary is generally celebrated on or after the 50 th Anniversary of the issue of a Bi-Centenary Warrant. It is not an officially recognised landmark in the same way as a Centenary or Bi-Centenary; no provisions exist for the issue of a Warrant authorising the wearing of a commemorative Jewel. However, if desired, Grand Lodge will consider arrangements for a representative of The Most Worshipful The Grand Master to attend the celebratory meeting as a guest of honour. Design of Lodge Banners etc. Where a Lodge is approaching a significant milestone in its history, such as its Centenary etc., the Brethren may be planning the production of a Centenary Banner, or similar, designed to mark the occasion. Banners, along with the designs for Centenary Jewels, Badges, Founders’ Jewels, and Past Masters’ Jewels etc. all require the approval of The Most Worshipful The Grand Master. As the approval process can take some time it is essential that the Lodge’s planning for its Anniversary Banner be started a minimum of 2 years prior to the date of the event, and the guidance of the Provincial Grand Secretary sought at an early stage in order to establish the design criteria that must be followed. No design work or ordering should be undertaken before this guidance has been received and has been followed.
It is recommended that early consideration be given as to how the Lodge intends to fund its Anniversary Celebrations and secure the necessary finances for the purchase of the Anniversary Warrant etc. and to cover other costs associated with the Anniversary.
- 35 -
18. Masonic Discipline (Rule 179 & 179a) Book of Constitutions Rule 179 clearly states:As a citizen every Freemason has a duty not to engage in conduct which is contrary to the Law of the Land and as a Freemason he also has a duty not to engage in activity which may bring Freemasonry into disrepute.
It is therefore clearly the duty of all Brethren, the Master and the Lodge Secretary in particular, to report promptly ANY offence deemed to be offending against the Law of the Land, or ANY action that may bring Freemasonry into disrepute.
- 36 -
19. Useful Contacts & Further Information The East Kent Provincial Office The Masonic Province of East Kent 11 Boorman Way Estuary View Business Park Whitstable Kent CT5 3SE Tel: 01227 272804 Email: office@eastkentfreemasons.org Website: http://www.eastkentfreemasons.org Your Province Portal: www.yourprovince.org United Grand Lodge of England Registration Registration Department Freemason’s Hall 60 Great Queen Street London WC2B 5AZ
Tel: 020 7831 9811 Email: registration@ugle.org.uk Website: www.ugle.org.uk Further Information: United Grand Lodge of England Constitutions - (the ‘Book of Constitutions’) Information for the Guidance of Members of the Craft Both documents are available in book form and on-line at: www.ugle.org.uk
Recommended further reading is: Masonic Etiquette Today: A Modern Guide to Masonic Protocol and Practice. Author: Graham Redman Publisher: Lewis Masonic ‘This book draws together a number of different topics relating to Masonic conduct and provides a comprehensive guide to Masonic behaviour and practice. Topics covered include conduct and issues inside and outside the Lodge, such as dress, regalia, membership, voting and elections, precedence, seating, saluting, general procedures and etiquette at dinner’. The book is available from Letchworth's (Freemasons' Hall, London) Limited and other booksellers. - 37 -
Index to Appendices The following Appendices are correct as at December 2014. Please check regularly and download documents from the yourprovince.org Portal to ensure you have the most up-todate versions and associated instructions.
Appendix: 1 Form 1 ……….
UGLE LP&A4 Craft Installation Return
2 Form 2 ……….
UGLE LP&A5 Craft Grand Lodge Certificate Application
3 Form 3 ……….
Provincial Craft Secretary’s Installation Return
4 Form 4 (Part A)
Provincial Craft Secretary’s Installation Report
(Part B)
Charity Steward’s Report
(Part C)
Almoner’s Report
(Part D)
Chapter Liaison Officer Report
(Part E)
Lodge Mentor Report
5 Form 5 ……….
Provincial – Change of Members Details
6 ………………...
Lodge Model By-Laws
7 ………………...
Interviewing Potential Candidates – 20 Essential Questions
8 ………………...
Provincial Craft Ranks and Abbreviations
9 ………………...
Honours (First Appointment) Information Form
10 ………………...
Honours (Promotion) Information Form
- 38 -
Appendix 1 UGLE INSTALLATION RETURN LP&A4 (Form 1)
- 39 -
Appendix 1 (cont)
- 40 -
Appendix 2 UGLE APPLICATION FOR GRAND LODGE CERTIFICATES LP&A5 (Form 2)
- 41 -
Appendix 3 PROVINCIAL GRAND LODGE – SECRETARIES INSTALLATION RETURN (Form 3)
- 42 -
Appendix 4 LODGE SECRETARY INSTALLATION REPORT (Form 4 - Part A)
- 43 -
LODGE CHARITY STEWARD’S INSTALLATION REPORT (Form 4 - Part B)
- 44 -
Appendix 4 (cont)
Appendix 4 (cont) LODGE ALMONER INSTALLATION REPORT (Form 4 - Part C)
- 45 -
Appendix 4 (cont) CHAPTER LIAISON OFFICER INSTALLATION REPORT (Form 4 - Part D)
- 46 -
Appendix 4 (cont) LODGE MENTOR INSTALLATION REPORT (Form 4 - Part E)
- 47 -
Appendix 5 CHANGE OF MEMBERS DETAILS (Form 5)
- 48 -
Appendix 6 Model By-Laws
- 49 -
Appendix 6 (Cont) Model By-Laws - Notes
- 50 -
Appendix 7 Interviewing Potential Candidates - 20 Essential Questions The process of interviewing a potential candidate should be as stress free and as comfortable as possible for the interviewee. It should ensure that he is suitable to become a Freemason and that his membership will not cause any difficulties either at home or in his business life. The committee room should be arranged so that the interviewee sits next to the Worshipful Master, making him feel part of the group. The interview is not an interrogation and everything should be done to avoid it seeming to be such. The first need is to put the candidate at ease, the easiest way to achieve that is to get him to talk about the subject he knows best . . . himself. Q1: Can you tell us something about yourself.... for instance are you married or in a relationship? Q2: Do you have a family? Q3. What do you do for a living? Q4: Are any of your family Freemasons? Q5: Do you have any friends who are Freemasons? Q6: Are you involved in any way with Charities or your local community? Next you need to establish that membership of the Lodge is not going to cause any domestic difficulties. Q7: Have you discussed with your wife or Partner your desire to become a Freemason? Q8: How does she feel about this? Q9: Charitable giving is a central part of Freemasonry? Are you aware that you will be asked to contribute on a regular basis? Q10: Have you been advised of the cost of joining, the annual subscription, dining fees and the cost of regalia? Q11: Can you meet these costs without detriment to yourself or your family? Q12: We have regular Lodge Meetings _?_ times a year, and hold a Lodge of Instruction on a ____?_____ night between the months of ___?____ and ___?____. Would you be able to attend on a regular basis? The next series of questions are designed to ensure that he is qualified to become a member. Q13: Do you believe in a God? Q14: Why do you want to become a Freemason? Q15: What do you expect to gain from being a Freemason? Q16: What do you think you can contribute to the Lodge were you to be accepted as a member? Q17: Have you ever applied to join any other Lodge? Q18: Do you have a criminal record?
- 51 -
Appendix 7 (cont)
You now need to invite the members of the Lodge Committee to ask any supplementary questions they may have. Q19: Does any member have a question that they would like to put to Mr ________? And finally you need to invite the Candidate to ask any questions he may wish to ask. Q20: Are there any questions you would like to put to this committee or is there any other information you would like to have? At this point the Interviewee should be asked to retire and his proposer or seconder should accompany him. If the Lodge Committee are in favour of accepting the interviewee as a candidate, a Form P. should be issued and the Interviewee should be advised of the decision. If the committee decide that he is not a suitable candidate, then he should be advised that the Secretary will contact him with the committee's decision in a few days. His Proposer and Seconder should be informed, and the candidate advised in writing of the reasons for the committee's decision as soon as possible.
- 52 -
Appendix 8 Provincial Craft Ranks “Prov” indicates an active office;
ProvSGD PProvSGD PPSGD
Active officer Past Active officer Past non-Active officer
An Active Officer outranks a Past Officer of equal rank and below only Past Active and nonActive are of equal rank thus the PProv ranks are not shown here to save space Description
Abbreviation
Provincial Grand Master Pro Provincial Grand Master Past Provincial Grand Master Past Pro Provincial Grand Master Deputy Provincial Grand Master Assistant Provincial Grand Master
ProvGM ProProvGM PProvGM PProProvGM DepProvGM AsstProvGM
Provincial Senior Grand Warden Past Provincial Senior Grand Warden Provincial Junior Grand Warden Past Provincial Junior Grand Warden Provincial Grand Chaplain Past Provincial Grand Chaplain
ProvSGW PPSGW ProvJGW PPJGW ProvGChap PPGChap
Provincial Grand Treasurer Past Provincial Grand Treasurer Provincial Grand Registrar Past Provincial Grand Registrar Provincial Grand Secretary Past Provincial Grand Secretary
ProvGTreas PPGTreas ProvGReg PPGReg ProvGSec PPGSec
Provincial Grand Director of Ceremonies Past Provincial Grand Director of Ceremonies Provincial Grand Sword Bearer Past Provincial Grand Sword Bearer Provincial Grand Superintendent of Works Past Provincial Grand Superintendent of Works
ProvGDC PPGDC ProvGSwdB PPGSwdB ProvGSuptWks PPGSuptWks
Provincial Deputy Grand Chaplain Past Provincial Deputy Grand Chaplain Provincial Deputy Grand Registrar Past Provincial Deputy Grand Registrar Provincial Deputy Grand Secretary Past Provincial Deputy Grand Secretary
ProvDepGChap PPDepGChap ProvDepGReg PPDepGReg ProvDepGSec PPDepGSec
Provincial Deputy Grand Director of Ceremonies Past Provincial Deputy Grand Director of Ceremonies Provincial Deputy Grand Sword Bearer Past Provincial Deputy Grand Sword Bearer Provincial Deputy Grand Superintendent of Works Past Provincial Deputy Grand Superintendent of Works
ProvDepGDC PPDepGDC ProvDepGSwdB PPDepGSwdB ProvDepGSuptWks PPDepGSuptWks
- 53 -
Appendix 8 (cont) Provincial Craft Ranks (cont) Description
Abbreviation
Provincial Grand Almoner Past Provincial Grand Almoner Provincial Grand Charity Steward Past Provincial Grand Charity Steward Provincial Grand Mentor Past Provincial Grand Mentor
ProvGAlm PPGAlm ProvGChStwd PPGChStwd ProvGMen PProvGMen
Provincial Grand Orator Past Provincial Grand Orator Provincial Senior Grand Deacon Past Provincial Senior Grand Deacon Provincial Junior Grand Deacon Past Provincial Junior Grand Deacon
ProvGOrat PPGOrat ProvSGD PPSGD ProvJGD PPJGD
Provincial Assistant Grand Chaplain Past Provincial Assistant Grand Chaplain Provincial Assistant Grand Registrar Past Provincial Assistant Grand Registrar Provincial Assistant Grand Secretary Past Provincial Assistant Grand Secretary
ProvAGChap PPAGChap ProvAGReg PPAGReg ProvAGSec PPAGSec
Provincial Assistant Grand Director of Ceremonies Past Provincial Assistant Grand Director of Ceremonies Provincial Assistant Grand Sword Bearer Past Provincial Assistant Grand Sword Bearer Provincial Assistant Grand Superintendent of Works Past Provincial Assistant Grand Superintendent of Works
ProvAGDC PPAGDC ProvAGSwdB PPAGSwdB ProvAGSuptWks
Provincial Grand Organist Past Provincial Grand Organist Provincial Grand Standard Bearer Past Provincial Grand Standard Bearer Provincial Assistant Grand Standard Bearer Past Provincial Assistant Grand Standard Bearer
ProvGOrg PPGOrg ProvGStB PPGStB ProvAGStB PPAGStB
Provincial Deputy Grand Organist Past Provincial Deputy Grand Organist Provincial Grand Pursuivant Past Provincial Grand Pursuivant Provincial Assistant Grand Pursuivant Past Provincial Assistant Grand Pursuivant
ProvDepGOrg PPDepGOrg ProvGPurs PPGPurs ProvAGPurs PPAGPurs
Provincial Grand Steward Past Provincial Grand Steward Provincial Grand Tyler Past Provincial Grand Tyler
ProvGStwd PPGStwd ProvGTyler PPGTyler
- 54 -
PPAGSuptWks
Appendix 9 HONOURS (FIRST APPOINTMENT) INFORMATION FORM
- 55 -
Appendix 9 (cont)
- 56 -
Appendix 10 HONOURS (PROMOTION) INFORMATION FORM
- 57 -
Appendix 10 (cont)
- 58 -
INDEX Page Anniversary Celebrations (Planning for Lodge): Bi-Centenary Anniversary Celebrations Centenary Warrants and Celebrations 250th Anniversary Celebrations Design of Lodge Banners etc.
34 34 34 35 35
Abandoning Regular Meetings Annual Returns (Grand Lodge and Provincial Grand Lodge)
23 31
Appendices (Forms): Form 1 UGLE – LP&A4 Craft Installation Return Form 2 UGLE – LP&A5 Craft Grand Lodge Certificate Application Form 3 Provincial Craft Secretaries Installation Return Form 4 (Part A) Provincial – Lodge Secretary Installation Report Form 4 (Part B) Provincial – Lodge Charity Steward’s Installation Report Form 4 (Part C) Provincial – Lodge Almoner Installation Report Form 4 (Part D) Provincial – Chapter Liaison Officer Installation Report Form 4 (Part E) Provincial – Lodge Mentor Installation Report Form 5 Provincial – Change of Members Details
38 39 41 42 43 44 45 46 47 48
Appendices (Other Documents/Forms): Honours (First Appointment) Information Form Honours (Promotion) Information Form Interviewing Potential Candidates – 20 Essential Questions Model By-Laws Provincial Craft Ranks and Abbreviations
55 57 51, 52 49, 50 53, 54
Application for a Grand Lodge Certificate Archiving Lodge Records Attendance Register
17, 41 12 10
Balloting for a Joining or Re-joining Candidate Balloting for a New Candidate Ballots Blind Carbon Copy (BCC) Blue Book (The Freemasons’ Manual for East Kent) – Lodge updates Blue Form (The) Book of Constitutions (The) By-Laws
18, 23 16, 23 23 6 7 14 7 10, 49, 50
Candidates (New): Application for a Grand Lodge Certificate Balloting for a New Candidate Blue Form (The) Ceremony of Initiation (Completion of the) Interview (The) Initiation Lewis (The Definition of a) Period of time between Degrees Presentation of a Grand Lodge Certificate Proposing in Open Lodge Registration Form P Candidates Working Outside of the Locality of the Meeting Place of the Lodge Care of Lodge Warrants and Other Documents Ceremonial (Receiving the Representative of the Provincial Grand Master) Ceremony of Initiation (Completion of the) Cessation of Membership Change of Members Details Change of Secretary Clearance Certificates
17 17, 41 16 14 17 14, 51, 52 16 18 17 17 15 15 15 13, 12 26 17 20 22, 27, 48 12 11
- 59 -
Page Computers: Back-up & Data Security Emailing (including using Blind Carbon Copy) Software Applications Use of Contacts (Useful)
6 6 6 6 37
Data Security & Back-up Dates of Meetings Death of a Brother Death, Removal or Incapacity of the Master Definition of a Lewis Design of Lodge Banners etc.
6 23 21 28 18 35
Diary (Lodge) Directory of Lodges & Chapters and Masonic Year Book Discipline (Masonic) Dispensations Disqualification to Visit
12 8 36 24 21
Emailing Exclusion from a Lodge
6 20
Facebook Group (Provincial) Festive Board (Receiving the Representative of the Provincial Grand Master) Freemasons’ Manual for East Kent Further Information (Useful Contacts and)
8 26 7 37
Grand Lodge – See ‘United Grand Lodge’ Honorary Membership
19
Immediate Past Master Information for the Guidance of Members of the Craft Information Notes (Provincial – “Sucking Eggs”) Information Required by Provincial Grand Lodge
28 7 8 27
Installation Meetings (Lodge): Grand Lodge Installation Return Provincial Grand Lodge Reports and Returns Secretaries Installation Return Secretary’s Installation Report
27 27, 39 27, 42-48 27 27
Interview: Joining/Re-joining Members New Candidates
18 14, 51
Initiation (Candidate)
16
Introduction & Welcome
5
Joining and Re-joining Members: Interview Registration Form P Balloting
18 18 18 18
‘Just Ask’ Website (Province of East Kent)
7
Lewis (Definition of)
18
- 60 -
Page Lodge: Anniversary Celebrations (Planning for Lodge) Archiving Lodge Records Abandoning Regular Meetings Attendance Register Ballots By-Laws (Lodge)
34 12, 13 23 10 23 10
Candidates (New) Cessation of Membership Change of Members Details Change of Secretary Clearance Certificates
14 20 22, 27, 48 12 11
Dates of Meetings Death of a Brother Diary Dispensations Disqualification to Visit Documents and Records
23 21 12 24 21 9, 13
Emailing information Exclusion from a Lodge
6 20
Honorary Membership
18
Installation Meetings
27, 28
Joining and Re-joining Members
18
Minutes of Meetings Moving the Lodge to Another Venue
10 24
Provincial Grand Lodge Reports and Returns (Installation Meetings) Register of Members Regular Meetings Resignation from Lodge Membership Subscriptions – Notice of Motion Summons (The) Warrants (Care of)
27 10 23 20 24 9, 23 13
Lodge Officers: Death, Removal or Incapacity of the Master Immediate Past Master Postponement of the Installation Meeting Vacancy in a Lodge Office
28 28 28 28 28
Lodges of Instruction
29
Masonic Yearbook Membership (Cessation) Masonic Discipline Minutes of Meetings Moving the Lodge to Another Venue
8 20 36 10 24
New Candidates
14
- 61 -
Page Payment of Grand Lodge and Provincial Grand Lodge Dues Period of time between Degrees Planning for Lodge Anniversary Celebrations Postponement of the Installation Meeting Presentation of a Grand Lodge Certificate Proposing in Open Lodge (New Candidates)
31 17 34 28 17 15
Provincial Grand Lodge of East Kent: Facebook Group Freemasons’ Manual for East Kent (the ‘Blue Book’) and Lodge Updates Information Notes (“Sucking Eggs) Reports and Returns (Lodge Installation Meetings) Websites: ‘Just Ask’ Website Province of East Kent Website Yourprovince.org – Secretaries Web Portal Payment of Provincial Grand Lodge Dues Provincial Grand Lodge Reports and Returns Provincial Grand Rank (Provincial Honours) Receiving the Representative of the Provincial Grand Master: Ceremonial Festive Board Register of Members Registration Form P Resignation, Cessation and Exclusion from a Lodge
8 7 8 27 7, 8 7 7 8 31 27, 31 30, 55, 57 25 26 26 10 15, 18 20
Secretary’s: Installation Report Installation Return Letter of Instruction (from United Grand Lodge) The Secretary’s ‘Bibles’ and More
27 27 33 7
Software Applications
6
Subscriptions – Notice of Motion “Sucking Eggs” - Provincial Information Notes Summons (The)
24 8 9, 23
United Grand Lodge: Directory of Lodges & Chapters Grand Lodge Return AR1 Grand Lodge Installation Return Payment of Grand Lodge Dues Grand Lodge Certificate (Application for a) Grand Lodge Certificate (Presentation of) Guidance for Members of the Craft (Information for the) Letter of Instruction (to Lodge Secretaries) Masonic Year Book Website
8 31 27, 39 31 17, 41 17 7 33 8 7, 37
Use of Computers Useful Contacts
6 37
Vacancy in a Lodge Office Visit (Disqualification to)
28 21
Websites
7, 8
- 62 -
Copyright ©2017 East Kent Province Office. All Rights Reserved.