Lodge Handbook Publicati~ v7 1 at 02 Dec 2010

7/30/2019 Lodge Handbook Publicati~ v7 1 at 02 Dec 2010

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METROPOLITAN GRANDLODGE OF LONDON

LONDON

LODGE

HANDBOOKNovember 2010

PUBLICATION V7.1 at 02 Dec 2010


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CONTENTS

1

FOREWORD BY THE METROPOLITAN GRAND MASTER AND THE DEPUTYMETROPOLITAN GRAND MASTER

USING THIS HANDBOOK

PART 1: METROPOLITAN GRAND LODGE

PART 2: RESPONSIBILITIES OF A LODGE AND ITS OFFICERSThe MasterThe WardensThe SecretaryThe TreasurerThe Director of CeremoniesOther Officers

PART 3: LODGE MEETINGS

IntroductionThe SummonsSalutations and the Retiring ProcessionThe RisingsAfter-proceedingsProcedure for Official Visits

PART 4: LODGE MEMBERSHIPThe R3M Initiative - Recruitment, Retention,Rejuvenation & MentoringPossible Strategies to arrest/reverse decline

PART 5: ADMINISTRATIVE PROCEDURESIntroduction

Annual and Installation ReturnsSummonsesDispensationsLong Service CertificatesGrand Lodge CertificatesSurrendering the Warrant of a LodgeLodge of InstructionCessation of membershipCandidate from outside LondonBanners and Banner DedicationsUnattached MemberHonorary MemberLodge Committee

Lodge By-LawsLodge Records, Data Protection requirementsMasonic Discipline, Investigations and TribunalExternal Relations

PART 6: HONOURS

PART 7: THE VISITING OFFICER SCHEME

PART 8: THE ROYAL ARCH

PART 9: PORCHWAY

PART 10: PROTOCOL


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FOREWORD

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OUR VISION

To ensure that all London Masons enjoy being members of a worthwhile

movement by building a strong, innovative and vibrant organisation thathas a clear and positive identity.

This new version of the London Lodge Handbook is a welcome addition to theinformation now available to London masons, replacing the Handbook for LondonLodges and Chapters prepared by London Management in 2002.

I trust that London masons will find this handbook helpful and informative andwhilst it is principally for Brethren either in office or heading towards office, Ihope that other Brethren will find it adds to their Masonic knowledge.

It embraces the technology now available to us. It is an electronic document, withlinks to live documents on Porchway and the facility to return quickly to the maintext in the Handbook. A hard copy can be downloaded from Porchway.

I am most grateful to Stuart Henderson, the Metropolitan Grand Secretary, for his

work with the team under Stewart Nardi to resuscitate this project and to bring itto completion in a matter of months.

Their work is not yet done, as they will now move on to create a parallel LondonChapter Handbook for our Companions in the Royal Arch.

Russell J. Race DL Michael WardMetropolitan Grand Master Deputy Metropolitan Grand Master

September 2010


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USING THIS HANDBOOK

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1. The London Lodge Handbook is a resource of first resort for all members ofLondon Lodges. It is published on Porchway in instantly-accessible form andmay be downloaded as required, either in whole or in part.

2. It is comprehensive so that it can be used as a ready reference by Lodge Masters,Secretaries, Treasurers and other officers, but easy to read for all those with an

interest in furthering their knowledge of the procedures by which the Craft ismanaged.

3. It is hoped that this publication will be of value to all involved in Freemasonry inLondon by providing clear and accessible information. It could also help to easethe calls upon staff and volunteers in the MetGL office.

4. Where there is a reference in the text to either a Rule in the Book of Constitutions,to a By-Law of MetGL, or to a specific topic, this is shown as a link such as [RuleXX] or [topic 123]. The reference can be accessed directly by clicking on the link,which will then display the Rule or By-Law or item. To return to the Handbook

click the Back button.

5. This has been done to reduce the amount of additional text in the Handbook whenonly a simple reference is required, and to reduce the need for updating as thelinked documents will be updated as necessary.

6. Please address any queries and suggestions regarding the Handbook to theMetropolitan Grand Secretary [email protected].

ACKNOWLEDGEMENTSMany thanks to those who have assisted in the production of this new London LodgeHandbook to replace the London Management Handbook.

Stewart Nardi PAGStBMichael Kushin PPAGDC [Essex]Peter Lewin PSGDRiki Samuel PAGDCClive Temple-Court SLGRDavid Wilkinson PDepGSuptWks

Particular thanks to John Churly PAGDC for acting as supervising editor and to John Wood,DepMetGSecPAGSwdB for his invaluable input.

The support of the Rulers of Metropolitan Grand Lodge is also very much appreciated.

Stuart Henderson PAGDCMetropolitan Grand Secretary

September 2010
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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1: METROPOLITAN GRAND LODGE

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UGLE1.1 Freemasons Hall in Great Queen Street, London, is the world headquarters of the

United Grand Lodge of Ancient Free and Accepted Masons of England. This isusually abbreviated to UGLE or to Grand Lodge. It is also the home of theMetropolitan Grand Lodge of London (MetGL), which oversees more than 1500Lodges, with some 44,000 members. There are also about 600 Royal Arch Chapters

administered by the same staff.

1.2 UGLE, under the leadership of the Most Worshipful The Grand Master, HRH theDuke of Kent, is the supreme Masonic authority for all Lodges under the EnglishConstitution, both in the UK and in Districts and Territories overseas. In Englandand Wales, most of these Lodges are administered by the Provincial Grand Lodge ofthe area in which they are located. London is a Metropolitan area and not aProvince, and is much larger in purely numerical terms, but administratively itshares many of the same characteristics. Metropolitan Grand Lodge is governed bythe Right Worshipful Metropolitan Grand Master, appointed by the Grand Master.

Metropolitan Grand Lodge1.3 Metropolitan Grand Lodge was inaugurated by the Grand Master on 1 October 2003

in an Inauguration ceremony at the Royal Albert Hall. Prior to that date,Freemasonry in London had been administered by London Management, which wasa semi-autonomous body within UGLE.

1.4 Because it is so much larger than even the largest Province, the structure of MetGLis necessarily somewhat more complex.

1.5 At its head is the Metropolitan Grand Master. He is assisted by the DeputyMetropolitan Grand Master and six Assistant Metropolitan Grand Masters, three ofwhom have direct responsibility for the Craft Lodges. Under them are 15

Metropolitan Grand Inspectors for the Craft, each of whom has a team of SeniorVisiting Officers (SVOs). Each SVO is responsible for a number of Visiting Officers(VOs).

1.6 The Metropolitan Executive comprises the Metropolitan Grand Master, the DeputyMetropolitan Grand Master, the Assistant Metropolitan Grand Masters, theMetropolitan Grand Treasurer, the Metropolitan Grand Registrar and theMetropolitan Grand Secretary. The Metropolitan Grand Charity Steward and theMetropolitan Grand Almoner are ex officio members of the Executive.

1.7 The London Visiting Scheme has developed over a number of years, to ensure thatevery Lodge has a clear line of communication to MetGL. Every VO is expected to

maintain close liaison with the Master, Secretary, and members of each Lodge inhis care, and to act as friend and adviser. [Part 7: The Visiting Officer Scheme]

1.8 There are important structural differences between MetGL and a Province. Forexample, the office of Metropolitan Grand Inspector, each of whom isresponsible for about 100 Lodges. These appointments are unique to London.

London Honours1.9 There are three London honours. These are Senior London Grand Rank, London

Grand Rank and London Rank. London Grand honours are awarded to Past Masters,but London Rank honours are for Brethren who have not been through the Chair.The Metropolitan Grand Master also appoints active Metropolitan Officers annuallyto assist him in running MetGL. These are active offices, not ranks, and they areheld by the appointee only for the period of the appointment. They do, however,


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carry with them an automatic appointment to either LGR or SLGR, which thenbecomes the Masonic rank of the individual concerned.

1.10 There are no Past Metropolitan Grand Ranks, except the Past Metropolitan GrandMaster, which is a Grand Rank. In the Provinces, however, there are past ranks,such as Past Provincial Grand Registrar.

Generally1.11 Any organisation as large as MetGL must rely on an essential element of uniformity,

but it is also accepted that each Lodge is a private entity, albeit operating underthe authority of Grand Lodge. The ultimate objective is for each and every memberto derive the maximum enjoyment and personal satisfaction from his Freemasonry,and this publication is designed to assist in that endeavour.


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2: RESPONSIBILITIES OF A LODGE AND ITS OFFICERS

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The Warrant2.1 Lodges under the United Grand Lodge of England (UGLE) are constituted by the

granting of a Warrant of Constitution by the Most Worshipful the Grand Master.Without such a Warrant, no Lodge can be considered regular.

2.2 The safekeeping of the Warrant is the responsibility of the Master of the Lodge. Nomeeting of the Lodge can be held without it being produced.[Rule 101]The GrandMaster can, in certain circumstances, demand the surrender of a Lodges Warrant.

2.3 At the same time as granting powers to make, pass and raise Freemasons, theWarrant imposes several important obligations on a Lodge:

2.4 To act at all times in accordance with the Book of Constitutions.

2.5 To construct a set of By-Laws for the conduct of its internal and administrativeaffairs. These By-Laws must conform exactly to the UGLE model and be submittedto MetGL for approval.

2.6 To keep a record of all meetings of the Lodge in a Minute Book kept specifically forthat purpose, as well as a record of all those Brethren attending.

2.7 To submit all such Returns and payment of dues as may be required by UGLE andMetGL, in the manner specified, without delay.

Regular Officers2.8 The Regular Officers of a Lodge are the Master, Senior Warden, Junior Warden,

Treasurer, Secretary, Senior Deacon, Junior Deacon, Inner Guard, and Tyler.

2.9 The Master and the Treasurer must be elected by ballot, or be declared elected inthe approved manner [Rule 105]or [Rule 112]at the annual election meeting ofthe Lodge. The Tyler must also be elected by show of hands at the same meeting,unless the Lodge resolves by show of hands to empower the Master to appoint amember of the Lodge as Tyler without emolument.[Rule 113]

2.10 The Master must appoint as Additional Officers an Almoner and a Charity Steward,and also may appoint as Additional Officers a Chaplain, Director of Ceremonies,Assistant Director of Ceremonies, Organist, Assistant Secretary and Steward/s. NoBrother can hold more than one Regular Office in the Lodge at the same time, butthe Master may appoint a Brother who is holding a Regular Office to one AdditionalOffice also. [Rule 104(a)]

2.11 In addition, the Lodge is encouraged by MetGL to appoint a Lodge MentoringOfficer and a Royal Arch Representative.

2.12 The order of precedence of the Officers of a Lodge is asRule 104(d).

The Master2.13 The Master for the time being holds authority over the Lodge and all its

committees and sub-committees, and bears ultimate responsibility for ensuringthat the Lodge complies with all its obligations under the Book of Constitutions.The Master must therefore make himself familiar with the principal duties of hisregular officers, in order to ensure that those obligations are being met.

2.14 The Master is solely responsible for appointing all those officers of the Lodge whoare not required to be elected by the members, but prudence will suggest that he
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take advice from other senior members of the Lodge. He should especially haveregard for the progression of those more junior Brethren who have not yet reachedthe Chair, as well as ensuring that the skills available amongst the Past Masters areemployed to their, and the Lodges, best advantage.

2.15 The Warrant of the Lodge is delivered into the Masters special keeping duringthe Installation ceremony, and it remains his responsibility to take care of it untilhe hands it to his successor.

2.16 Wherever the Warrant is kept, such as with the other items in the Lodges securelocker, the Master remains responsible for it at all times.

The Wardens2.17 The two Wardens are the assistants to the Master in the Lodge, and their duty is to

assist the Master in the ruling of the Lodge.

2.18 The Master and the Wardens have the right and responsibility of attending the

Quarterly Communications of Grand Lodge, which are held at Freemasons Hall,and they should be provided with the relevant papers by the Secretary.

2.19 Having served a full year as Warden of any regular Lodge, a Past Warden is entitledto stand for election to the Mastership of any Lodge of which he is a member,regardless of whether or not he is currently a Warden of that Lodge.

2.20 The Wardens should be aware that they may soon be elected Master, and shouldprepare themselves accordingly in all matters, including being as proficient aspossible in the ritual of the Lodge.

2.21 Should the Master be unable to attend, the Senior Warden might, in certain

circumstances, be required to convene the Lodge meeting, but the work from theChair may only be done by an Installed Master or Past Master.

2.22 The Junior Warden is responsible for ensuring that any unknown Visitor to theLodge is properly entitled to visit, and this he should do by proving the Visitor, andchecking his Grand Lodge Certificate. If the Visitor is from abroad, the JuniorWarden must check that the Visitors Lodge meets under a Grand Lodge recognisedby UGLE. In these matters, he is well-advised to liaise with the DC and theSecretary.

The Secretary

2.23 In practice, the Secretary will usually be the main point of contact in any Lodge.[Part 5: Admin Procedures]. He is responsible for the day-to-day administrativefunctions, including, but not restricted to:-

2.24 Assisting and advising the Master on Lodge matters, such as committees.

2.25 Issuing the Summons for each meeting of the Lodge.

2.26 Keeping the Minute Book and attendance records.

2.27 Completing all Returns and other information as may be required by MetGLand /or UGLE, such as returns for existing members, joining members and

initiates.

2.28 Liaising with other officers in the performance of their respective duties.


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2.29 Dealing with all propositions / applications for membership, and ensuringthat they are handled in conformity with the Book of Constitutions.

2.30 Maintaining contact with the Lodges Visiting Officer and assisting him in hisendeavours on behalf of the Lodge.

2.31 Ensuring that all general information distributed by MetGL / UGLE is communicatedto all members of the Lodge. [Risings]

2.32 Routine communications with MetGL, which will normally be by e-mail. MetGL hasa website for London Masonswww.porchway.orgwhich is accessible by allregistered members. This provides much improved speed and reliability, and savesa great deal of time and expense. If a Lodge Secretary does not have access to theinternet, it is essential that another member be nominated to receive e-mails onbehalf of the Secretary. Masters are encouraged to appoint as Secretary someonewho is net-enabled, with an operational e-mail address.

Planning for the Meeting2.33 The process of planning for a meeting will often begin at a meeting of the Lodge

committee. It is a good idea for the Secretary and the Master to work together toensure that committee meetings are as efficient as possible. The Master may quiteproperly defer to the Secretary on matters of procedure. For example, whenexplaining the interview and balloting procedure to a candidate at interview, butthe Master remains the overall authority at all times.

2.34 It is obviously essential to maintain close liaison between the Master and the DCprior to a meeting. Absentees create the need for personnel changes, often at thelast minute, and co-operation between the various members of the team is vital.

Summonses2.35 Once the format of the forthcoming meeting has been agreed, the Secretary will

prepare the Summons. There is no stipulated format for Lodge Summonses, butthe wording of their content is laid down in specific circumstances. This wordingmust be strictly adhered to where so required. [Part 5: Administration]

2.36 Proof-reading is an item that seems to be too often neglected. It gives a very poorimpression of a Lodge if its Summons has errors in spelling and grammar. A fewextra minutes spent checking is well worth the effort.

2.37 Electronic transmission of Summonses is to be encouraged. A Brother can agree by

e-mail that all Summonses can be sent to him by this method. It is no longerrequired that he confirm this by letter, nor that he confirm this annually. Everymember who has not asked for Summonses to be sent by e-mail must continue toreceive them by post. An occasional reminder to keep the Secretary informed ofchanges in personal details is always useful.

2.38 Summonses should be sent out in good time. Three to four weeks in advance of themeeting is generally found to be appropriate for most London Lodges, the majorityof whom meet only about three or four times a year. A minimum of ten days isrequired when a ballot for a candidate for initiation or for a joining member is totake place.[Rule 164(b)]

2.39 A copy of every Summons must be sent to the Metropolitan Office [By-law 13] atthe same time as the mailing to the members, unless agreement has been given by
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MetGL for MetGL to receive them by e-mail. It is MetGL policy to agree to this.[By-law 14]. Every Secretary must keep a hard-copy of each Summons.

2.40 The Summons for the annual election meeting is especially important. There arenow two permitted methods by which the Master and Treasurer may be elected:either by Ballot or by Declaration. If only one candidate has been nominated foreither office, it may be stated on the Summons that the Master will declare thatcandidate elected unless any member shall have previously called for a ballot. Ifthis alternative procedure is not adopted a full ballot must be conducted, but inany case Secretaries are recommended to consult the guidance notes in Part 3.

Candidates2.41 There is a specific sequence of events for proposition of a candidate for Initiation.

A candidate must only be proposed and seconded at a regular meeting. He must beballoted for at the next regular meeting. If the ballot is not taken, the proposallapses. In addition, Secretaries should always ensure that they do not allow, forinstance, a proposition to be read in open Lodge before the candidate has been

properly interviewed and approved[Rule 159]. Other procedures, such asRule 158enquiries, may be required in the case of candidates, who neither live nor work inLondon.

2.42 A candidate for Initiation will require formal written instructions from theSecretary as to how and when to present himself on the day. The Secretarysletter should also invite a telephone call in case of any query or difficulty.

2.43 If there is to be a candidate for a degree ceremony, it should be impressed uponhim that non-attendance would cause a great deal of inconvenience all round. It isa good idea for the Secretary to keep in touch with the candidates Proposer /Mentor, just to be sure on this matter. After the initiation, the Secretary must send

in the Registration form to MetGL with the correct fees.

The Risings2.44 It is an important part of the Secretarys duties at a Lodge meeting to

communicate all necessary information to the members and Brethren present.This will be done under the Risings.[3.11-3.13]

2.45 The First Rising relates to matters concerning Grand Lodge.[3.11]

2.46 The Second Rising is for MetGL matters and propositions.[3.12]

2.47 The Third Risingis for the Lodges domestic business.[3.13]

2.49 If the Secretary has to report the resignation of a member under the Third Rising,[R183] he must ensure that the VO is made aware of this, as he needs to report itto the Contact Officer. The Secretary should notify his VO of any notice ofresignation within 72 hours of receipt.[4.12]

Minutes2.50 The Secretary will find it essential to keep a precise record of the proceedings for

later transcription in the form of the Minutes, which are a requirement. [Rule 144]It is advisable that these are written promptly after the meeting, whilst they arestill fresh in the memory, and that any administrative matters arising are dealt

with.
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Post-meeting administration2.51 If a Brother has been raised to the Third Degree, the Secretary must complete and

despatch LP & A5 to apply for a Grand Lodge Certificate. The certificate will besent to the Secretary. He will then need to ensure that he brings the Certificate to

the next meeting for presentation and includes an appropriate item on theSummons. Certificates are normally presented by a Grand Officer, an SVO/ VO,or a senior member of the Lodge.

2.52 There are other important administrative matters which the Secretary should besure to attend to without delay. First amongst these will be the InstallationReturnand theAnnual Return. These are sent to the Secretary at the appropriatetime of each year, and it is essential that he deals with them promptly. TheAnnual Return also constitutes a statement of the annual dues payable by theLodge to Grand Lodge and MetGL, and after checking by the Secretary it should beforwarded to the Lodge Treasurer for him to attach a cheque for the amount dueand submit it to MetGL office. There are penalties which may be applied to anyLodge which fails to meet its obligations.

2.53 The Secretary is responsible for the communication of matters advised underExternal Relations [5.70]

The Treasurer2.54 The Treasurer is elected annually in Open Lodge. This is an indication of the

importance of his office. It carries great responsibility and requires the confidenceof the members. In addition to keeping all the necessary financial records, hemust:-

2.55 Oversee all bank accounts held by the Lodge, and ensure that they are operatedcorrectly.

2.56 Collect subscriptions, dining fees, and any other sums due from the members, andensure timely payment of invoices etc from suppliers of goods and services.

2.57 Pay promptly all dues and fees required by MetGL and / or UGLE.

2.58 Liaise with the Lodge Charity Steward with regard to any charity collections, theLodge Relief Chest account, if any, and charitable disbursements.

2.59 Maintain close attention to the overall financial position of the Lodge. The noticeof motion to adjust subscriptions is to be given at a regular meeting and to be put

on the summons for the next meeting.

2.60 Prepare a full statement of account annually, showing the financial position oLodgeand all its accounts, income and expenditure, and submit those accounts to anAudit Committee, to be elected annually in Open Lodge, in good time forsubmission to the Lodge for approval, as required by the Lodge By-Laws and theBook of Constitutions. [R153]. The Auditors must not propose or second thatadoption of the accounts [The Lodge Treasurer- a booklet by Michael Birkett, aformer Met Grand Treasurer]

The Director of Ceremonies2.61 As the title suggests, the Director of Ceremonies is expected to oversee the

ceremonial aspects of the Lodges meetings, especially where a degree ceremonyor an Installation is being conducted. He will be appointed for his experience
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and knowledge of the ritual, but he must also be able to enthuse, guide andmotivate the Brethren without being overbearing.

2.62 If the Lodge has a Lodge of Instruction, it often falls to the DC to act as itsPreceptor, encouraging members to take part in the activities of the Lodge and toprepare themselves for higher office where appropriate.

2.63 On occasions when the Lodge is to be honoured with a visit by an official Guest ofHonour, who will usually be accompanied by an Escorting Officer, there should beliaison in good time before the meeting between the Escorting Officer and the DCto ensure that the correct protocol is observed.[Part 10: Protocol]

2.64 This will normally involve ensuring that the Lodges officers are present earlyenough to have a briefing and rehearsal.

2.65 The Director of Ceremonies should be consulted by the Master and the Secretary atthe planning stage of any meeting, as his input will always be important to its

smooth running.

2.66 Whenever there is some uncertainty as to how to proceed during a meeting, theDirector of Ceremonies is most often the officer who is expected to give a lead.This should be done as discreetly and decisively as possible, so as to minimise delayand embarrassment.

2.67 The Director of Ceremonies sets the tone for the entire meeting. If the DC isauthoritative and competent there is a good chance that everybody else willrespond in like manner. The contrary is also true. He should not be openly criticalor ill-tempered when things go wrong, but should not hesitate to take a firm butfriendly hold on matters when circumstances require it. The DCs demeanour is

absolutely crucial to the efficient and enjoyable conduct of the proceedings. Closeco-operation with the Master and the Secretary at the planning stage of anymeeting is essential.

2.68 It is self-evident that the DC must be familiar with the ritual and procedures,and on special occasions he will need to ensure that he and all the otherparticipants have prepared everything as thoroughly as possible, and that nothinghas been left to chance. The DC should pay particular attention to the layout ofthe Lodge room to ensure that all elements, including Books of Constitutions andBy-Laws are available as required. Whilst the Tyler is responsible for laying out theLodge Room, it is the responsibility of the DC to make sure that all is present and

correct.

2.69 Salutations to Grand Officers can cause confusion. There is a good deal of latitudein the way this can be handled, and it is the DCs responsibility to ensure that heknows the correct procedure for any given situation, but he should also take advicefrom a visiting official DC when appropriate.[Part 3.15]

The Almoner2.70 The complexity of the Almoners job is often under-estimated by the Brethren, and

the full extent and importance of the duties attached to the appointment are notalways properly understood. In the past, the Almoner was seen largely as afigurehead, a representative of a fraternity that cares for its members and their

dependants during times of need. The position was, and often still is, perceived asmainly reactive, but in reality it is much more important than that.


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2.71 The core role of the Almoner is to be the eyes and ears of the Lodge and the jobcan often be very demanding.

2.72 A good Almoner needs to maintain contact with Lodge members, including those whoare not regular attendees, and with widows and dependants of former members. Heshould be alert to problems they may face, and aware of the range of support thatcan be called upon. At the same time, confidentiality and discretion are of primaryimportance, so that Brethren may not fully appreciate the work that goes on unseen.

2.73 People are now living longer, with a consequent increase in the medical and financial

problems of old age, so that the demands on Almoners can be even greater.This makes it especially important that the Almoner should be familiar with theappropriate support resources that are available. The first point of contact for advice,help or training should be the Metropolitan Grand Almoners team. [MetGAlmoner]

2.74 In addition, a good Almoner will make himself aware of happier events, such asbirthdays, births and special wedding anniversaries, so that the Lodge can send

appropriate greetings.

2.75 To perform his role the Almoner will need to possess considerable tact, courtesy,discretion, patience and humour, together with a sympathetic disposition, acommitment to helping people, and time and energy to devote to the benefit ofLodge members and their dependants. Poverty is not an easy thing to admit to.Health worries are often kept hidden. It is often painful to admit to others whatmay seem to be a failure and an inability to cope. Confidentiality and a caringapproach can be the key to relieving those worries.

2.76 The office is one that benefits from continuity and it is suggested that a term offive years is generally appropriate.

The Charity Steward2.77 Charity is one of the main pillars of Masonry. The raising of funds through

charitable donations is the principal means by which the Craft is enabled to helpmembers and others.

2.78 The Lodge Charity Stewards office is a very important one. Detailed guidance andcontact with the Metropolitan Grand Charity Stewards team are available.[MetGCharity Steward]

2.79 Each Charity Steward should consider the use of the Relief Chest Scheme, which ismanaged by UGLE. There is no charge for using the Relief Chest. The Lodgeaccount is credited with the tax received from HM Treasury through the Gift Aidscheme. The Lodge controls which causes it wishes to support. However, underthe requirements of the Gift Aid scheme, payments from the Lodges ReliefChest account may only be made to registered charities. [Gift Aid]

2.80 From time to time Metropolitan Grand Lodge supports a specific Appeal, launchedby the MetGM. This may be either for a Masonic or non-Masonic cause.

2.81 The Charity Steward is well advised to access regularly the Charity section onPorchway. This will keep him up to date with current activities. There are alsocontact details for the Met Grand Charity Steward and his team. A member of the

team is assigned to each Lodge.
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2.82 It is not essential for the Charity Steward to be a Past Master, although it iscustomary. If possible, the office should not be held for more than five years.

2.83 The Charity Steward is should liaise with the Secretary of the Lodge and ensurethat there is appropriate communication with the External Relations Team [2.53and5.70]

2.84 There are severalMasonic charities: The Metropolitan Masonic Charity, the RoyalMasonic Benevolent Institution, the Masonic Samaritan Fund, the Grand Charity,the Royal Masonic Trust for Girls and Boys, and the Masonic Housing Association.

The Lodge Mentoring Officer2.85 The importance of mentoring to the personal development of any Mason, and not

only new members to Freemasonry, has been recognised by the creation of a newadditional office which MetGL would like to see included in the Lodge team.

2.86 The Lodge Mentoring Officer is expected to ensure that all members of the Lodgeare made to feel welcome and valued throughout their Masonic career, and to

oversee the provision of appropriate support and guidance at all times. All Lodgesare encouraged to make sure that a knowledgeable brother accompanies an EA, FCor MM when he is required to leave the Lodge for certain parts of a ceremony, tobe with him and to explain the procedure.

2.87 Strenuous efforts are being made throughout the Craft to retain and increasemembership, and mentoring is a vital part of that work. A full description of theduties of a Mentor is inPart 4.

The Royal Arch Representative2.88 An indissoluble link exists in English Freemasonry between the Craft and the Royal

Arch. It is evidenced by Companions wearing their Royal Arch jewel at all Craft

meetings. They are also able to wear the Royal Arch tie at most Lodge meetings,should they so wish.[Ties 10.6]

2.89 Each Lodge has been requested to appoint a Royal Arch Representative responsiblefor promoting the Royal Arch and encouraging all Craft Masons to complete theirjourney through Pure, Antient Masonry by progressing from Initiation to Exaltation.

2.90 The Royal Arch Representative should work closely with the Lodge MentoringOfficer, so that comprehensive guidance may be given to members of a Lodge inplanning the development of their Masonic careers. This will ensure they areprovided with timely and relevant information about the Royal Arch and, when

appropriate, introduced to a Chapter that suits their personal circumstances,which may not necessarily be the Chapter linked to their Lodge.
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Introduction3.1 This part is intended to provide both Lodge Officers [2.8 -2.12] with essential

information about the conduct of Lodge meetings. It is hoped that this will help toensure a successful meeting. However, individual Officers, especially theSecretary and the Director of Ceremonies, should consult the relevant sections ofthis Handbook regarding specific topics.

3.2 Secretaries are strongly recommended to familiarise themselves with the relevantparts of theBook of Constitutions, especially those relating to Private Lodges andthe conduct of meetings.

3.3 Many Lodges have established local customs, and provided they are not contrary toor in conflict with the landmarks of the Order, the Book of Constitutions or otherguidance they ought to be respected.

The Summons3.4 The Summons is a calling notice which informs members of the details of a

forthcoming meeting, such as place, date, time, and the business to be transacted.There is no specified format for a Summons, which may be a single sheet of paperor a full-colour booklet, according to the custom of the Lodge.

3.5 A copy of every Summons must be sent to the Metropolitan Office [By-law 13]MetGL does not seek to impose any standard format. However, the Book ofConstitutions stipulates certain requirements with regard to the conduct of Lodgemeetings, and these must be reflected in the wording of the relevant items on theSummons.

3.6 MetGL staff check all Lodge Summonses as received, to ensure that they conformto the BofC, and it is strongly recommended that every Lodge Secretary takes great

care when compiling them. Detailed guidance about the structure and content ofsummonses is available on Porchway, [Summons Guidance]. Itwill save a great dealof time and effort if this is used regularly as a reference.

3.7 In addition to the mandatory items referred to above, a variety of optionalinformation may be included, such as members contact details, arrangements fordining, Lodge of Instruction, whom to contact about joining the Royal Arch, andcoming events.

3.8 Lodge Secretaries should be aware that there may be sensitivities regarding thepublication of members contact details on the Summons. Precisely how these are

to be communicated between the members is a matter for the Lodge.

3.9 It is expected that the date of the Annual Meeting of Metropolitan Grand Lodge andthe name of the Lodges Visiting Officer, preferably with contact details, should be shown on the Summons. In addition, the Lodge may, and is encouraged to, includeLodge honorifics such as RMBIPatron or Founder Lodge of Metropolitan GrandLodge.

3.10 Lodges are urged to include on the Summons, at least once each year, a noteregarding visits by Brethren from other Grand Lodges, and attendance by Brethrenat Lodges overseas. Brethren should be reminded that they must not associateMasonically with members of unrecognised constitutions, and that they should not

attempt to make any Masonic contact overseas without having first checked(preferably in writing) with the Grand Secretarys office, via MetGL, that there is
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recognised Freemasonry in the country concerned and, if so, whether there is anyparticular point which should be watched. This should also be emphasised duringpresentation of Grand Lodge Certificates.

The Risings3.11 Matters which are properly brought forward under the three Risings [2.44] in a

London Lodge are:-

First Rising - Grand Lodge matters only3.12 Official communications received from UGLE may be read at this time. Salutations

[3.15]may be given to Grand Officers at this point, if it is not the usual custom ofthe Lodge to do this at another stage in the programme. The VO may speak, butbriefly, on this rising, but only if he needs to address matters concerning GrandLodge, which have not been covered by the Secretary.

Second Rising - Metropolitan Grand Lodge matters and Propositions3.13 MetGL sends out an e-mail to all Secretaries with the headlines of the Second

Rising at intervals during the year. This is also copied to SVOs and VOs. It isexpected that each Secretary will communicate these headlines to members at themeeting and forward the e-mail to all members. These headlines enable thereader to access the full story on Porchway. There is a Second Rising button onPorchway. The VO may also speak briefly on this Rising if he wishes to add anymore immediate information. Propositions for Initiation or Joining will normally bemade under the Second Rising, although they may be given their own item on theSummons if that is the Lodges usual practice. A proposition may be read by theSecretary, or given personally by the Proposer and /or Seconder.

Third Rising - The Lodges Domestic Business3.14 This will include correspondence from members or from other Lodges, apologies for

absence, news about any forthcoming Lodge events, the Lodge of Instruction, andany items of general interest referred back from the Lodge Committee. It may alsoinclude any relevant news about the Masonic Charities, if not already covered inthe Charity Stewards report. General correspondence and other administrativematters can be dealt with and discussed briefly under this heading, and anyapologies for absence noted.

3.15 The Secretary should always be invited to speak first on each of the three Risings.After the Secretary, any other Brother is entitled to speak, provided that hiscontribution is relevant to the matter under consideration. All remarks should beaddressed to the Master, rather than to another person present.

Salutations and the Retiring Procession3.16 The giving of a salutation is a courtesy and recognition of the individuals rank in

the Craft. There is no correct time for the giving of salutations, which variesfrom Lodge to Lodge, according to custom. Points in the proceedings at whichsalutations might be given are:-

Immediately after the confirmation of the Minutes

Immediately before the Risings

During the Risings 1st Rising: Grand Officers

2nd

Rising: Holders of London Honours and Provincial& District Grand Officers.


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3.17 The number of salutes to be given is:

Most Worshipful Brethren 11

Deputy & Assistant Grand Masters (Present and Past) 9

Other Right Worshipful Brethren 7

Very Worshipful Brethren 5

Met Grand Inspectors and other Grand Officers 3

Holders of London Honours and Provincial Officers 3

Note that the Visiting Officer is not saluted separately, and only responds in thecategory of the salutation, Grand officers, who are visitors and below the rank of aMetGInspector, are not saluted separately.

3.18 It is common practice that, following closing of the Lodge, the Master and hisWardens will leave in procession. The composition of this procession shouldnormally follow Lodge customs, subject to any specific requirements as aconsequence of an official visit.

Procedure for Official Visits by Visiting Officers3.19 When making an official visit, the VO is the representative of the Metropolitan

Grand Master, and he will sit on the immediate right of the Master of the Lodge[Rule 124] [Part 7: Visiting Officer Scheme][Part 10: Protocol.]

3.20 The VO will not make a formal entry into the Lodge, and will not be offered the

gavel.

3.21 If it is the practice of the Lodge to salute Grand Officers and holders of LondonRank this should be done. The VO will receive the salutation appropriate to hisrank. He will not be saluted separately.

3.22 The VO, on an official visit, will take his place immediately behind the SeniorWarden in any outgoing procession.

3.23 The VO has discretion as to when he will address the Brethren. He would normallyaddress the Lodge on the Second Rising. If he wishes to speak on Grand Lodge

matters, such as to refer to items raised at the Quarterly Communications, it isappropriate for him to do so on the First Rising. It is however, primarily theresponsibility of the Lodge Secretary, who must be asked to speak first.

3.24 The VO may, however, wish to address the Brethren on matters concerningMetropolitan Grand Lodge, in which case he should do so on theSecond Rising. Itis suggested that he should limit his remarks to three minutes. The Secretaryshould be again asked to speak first.

3.25 To avoid any confusion, it is recommended that the VO should agree with theMaster and the Secretary regarding the format to be adopted before the start ofthe meeting. Any comments he may make in Open Lodge will be recorded in the

Minutes, whereas this may not be the case if he reserves his remarks for the
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Festive Board, and he should bear this in mind when deciding when to address theBrethren.

3.26 In addition to any comments he may offer during the Lodge meeting itself, the VOshould also be invited to respond to the toast to MetGL at the Festive Board.[3.42]

After-proceedings - the Festive Board3.27 The after-proceedings are not part of the Lodge meeting, and there is no

mandatory requirement to hold such a function, but, if arranged, it can takeseveral forms, ranging from an informal buffet or other meal in a suitablerestaurant to the traditional and formal Festive Board.

3.28 If the meal is held in an area open to the public, there must be no Masonic fire, butwhere it is possible for the room to be kept private at the appropriate times, theDirector of Ceremonies should satisfy himself that this is the case beforepermitting proceedings to continue. The notes which follow refer specifically tothose occasions where the necessary privacy can be maintained.

3.29 The after-proceedings are under the control of the Director of Ceremonies.

3.30 In most Lodges, after the Brethren have taken their places at the table, the DC willask them to stand to receive the WM, accompanied, if appropriate, by the BrotherInitiate, who will sit on the right of the Master.

3.31 If the VO is present on an official visit, he should be seated to the right of theMaster (or the Initiate), and should take his place before the Master enters. [Forother situations.[Part 10: Protocol.]

3.32 The Hall Stone Collarette and Jewel, held by a Hall Stone Lodge, is worn by the

Master on all Masonic occasions during his term of office, when Craft regalia isbeing worn. It must not be worn at the Festive Board, unless it is the Lodgescustom to dine in Masonic regalia.

3.33 The use of the gavel is the prerogative of the Master. It is not to be used by the DCor the IPM at the Festive Board, except for the toast to the Master.

3.34 Brethren should not leave the room, except for reasons of essential personalcomfort, until after the toast to The MW The Grand Master.

3.35 Most Lodges follow the custom of wine-taking, although this not obligatory. An

excessive number of wine takings is not encouraged as they can disrupt the flow ofconversation.

3.36 The usual format is for the Master to gavel, and for the DC or IPM to announcethat: The Worshipful Master will be pleased to take wine with .

3.37 The following list may be taken as a guide from which to select as required:

1. His Wardens

2. All the Brethren (who may remain seated)

3. The Grand Officers


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4. The officers of Metropolitan Grand Lodge, holders of Metropolitan ranksand Provincial & District Grand officers

5. The Officers and Past Masters of (and in) the Lodge

6. The Initiate (if applicable)

7. The Joining Member (if applicable)

8. The Installing Master (at Installation only, announced by the DC)

9. Members of the Lodge of Instruction

10.The Visitors

11.Members of the Royal Arch.

3.38 Depending upon individual circumstances, it may be appropriate to include others

in the above list at certain times, such as the founders of the Lodge, the Masterelect, or Brethren who have performed particular duties.

3.39 The Toast List is available for downloading from Porchway. It should howeveralways be checked, preferably immediately before any meeting, for changes.Masonic Fire is given to all toasts, including that to The Queen and the Craft.

3.40 Immediately following Grace, which may be sung, the Brethren should sit. The firsttoast will always be proposed by the Master and the correct preface is The firsttoast I have the honour to propose is to the Queen and the Craft.

3.41 This will be followed by the toasts to the Grand Master and the other names shown

on the Toast List. It should be noted that the honorifics, such as KG, must alwaysbe omitted when proposing these toasts.

3.42 When the VO is present on an official visit, he should be invited to respond to thetoast to MetGL. It should be remembered that on these occasions he is therepresentative of the Metropolitan Grand Master. [3.26 Procedure for OfficialVisits]

White Table Meetings3.43 It is perfectly acceptable for Lodges to invite non-Masonic guests to attend certain

meetings. These are commonly termed White Table meetings, and they enable

the Masonic fraternity to cement good relationships with friends and familymembers who are not Masons but who have shown an interest in knowing moreabout the reality rather than the myth. They can often prove extremely helpfulaid to recruitment.

3.44 Wives, families and friends of members may be invited to a White Table Meeting.The Lodge is opened, conducts its business, and is closed in the usual manner.Non-Masonic guests may be entertained outside the Lodge meeting, and they willthen join the members for a non-Masonic Festive Board. For the avoidance ofdoubt, non-Masonic guests may not attend a Lodge meeting, but the Master mayinvite them into the Lodge room when the Lodge is not engaged in Masonicbusiness.
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3.45 A less common variation of the above procedure has been found to be helpful inattracting potential recruits. This is sometimes called a Blue Table Meeting. Non-Masonic guests are invited, and, again, they are entertained outside the Lodgeroom whilst the Lodge is opened. However, the Lodge is Called Off at someconvenient point, at which time the non-Masons are welcomed and given a talk onsome relevant aspect of Freemasonry. There may be a question-and-answersession.

3.46 The non-Masonic guests then leave with their hosts, the Lodge is Called On andcontinues with its business. Once again, a non-Masonic Festive Board may be heldafterwards.

3.47 The format of White Table and Blue Table Meetings is extremely flexible. It offersan opportunity for guests to ask questions and to meet informally. If formal toastsare to be given, these must be limited to The Queen and The Grand Master, HisRoyal Highness the Duke of Kent, but Masonic Fire must not be given.

Attendance at a Lodge under the English Constitution by Brethren from OtherGrand Lodges

3.48 A Brother from a different Grand Lodge wishing to attend a meeting held underthe English Constitution, must provide proof that he is in good standing within hisConstitution, and establish his Masonic identity with such as his Grand Lodgecertificate or other Masonic documents that the T.G.A.O.T.U is a landmark inthat Constitution. It is the Masters responsibility to ensure that [Rule 125(b)] isadhered to.Attending a Lodge Overseas

3.49 A Brother must have confirmation, preferably in writing, from the GrandSecretary that the Constitution which he wishes to attend is recognised by UGLE.

This request must be submitted through the MetGSec. No Brother should attemptto make contact with UGLE or the Overseas Constitution directly. [QC Sept 2010] Installed Masters Work

3.50 The Board of General Purposes has issued guidance [QC Sept 2010] about the

work which must be carried out by a Past Master.

1. Opening and Closing the Lodge

2. Administration of the Obligations and the communication of secrets.

3. The Ceremony of Initiation to the end of the entrustment of thecandidate with the secrets of the degree

4. The Ceremony of Passing, including the test questions and the subsequententrustment, to the end of the entrustment of the candidate with thesecrets of the degree

5. The Ceremony of Raising, including the test questions and the subsequententrustment, to the end of the main part of the Ceremony, the TraditionalHistory, but not the explanation of the Tracing Board, and the communicationof the full secrets

6. The whole Ceremony of Installation, including the three Addresses, butexcluding the Working Tools.
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R3M Recruitment, Retention, Rejuvenation and Mentoring4.1 These are key initiatives in the drive to achieve our Vision to ensure that all

London Masons enjoy being members of a worthwhile movement, by building astrong, innovative and vibrant organisation, which has a clear and positiveidentity.[Key Initiatives]

4.2 Much has been achieved in the relatively short time that these programmes havebeen established. It is up to Lodges to make the best use of the tools that areavailable from the individual project teams, as well as employing the wealth ofmaterial that is available on Porchway.

Recruitment4.3 Recruitment is the responsibility of every London Mason. Current figures indicate

that numbers are stabilising, but it is extremely important that everyone acceptshis own share of this responsibility and actively seeks to introduce qualitycandidates to assure the future of Freemasonry. [Stating the Obvious])

4.4 Even Lodges with no apparent recruitment problem cannot afford to becomplacent. The Recruitment Team has been set up to provide advice andassistance to Lodges keen to ensure their own future recruitment and growth.

4.5 Two booklets are available: A Recruitment Guide and An Interview Guide.

4.6 The Recruitment Guide is designed to give essential, practical information andadvice on the easiest ways to start a successful recruitment programme;

4.7 TheInterview Guideis about the preliminary process, leading to an interview andthe steps to be taken to move a prospective candidate to successful Initiation andlong-term membership.

4.8 The Recruitment Team is also available to help with arranging Group Seminars,Cluster Meetings, and individual Active Workshops. Contact details and scheduledmeetings will be found on Porchway.

4.9 The Seminars, for small teams of Brethren from a number of Lodges, are organisedregularly, and details of these are also published on Porchway.

4.10 Cluster Meetings will be arranged through MetGInsps, to encompass a number ofLodges in their care. These meetings will normally be organised through one Lodgeacting as host, ideally when that Lodge does not have ceremonial work scheduled.

4.11 The Interactive Workshop is designed to be presented to an individual Lodge that isactively involved in an ongoing recruitment programme, to assist its members indeveloping its strategy and building further ideas. [Recruitment]

Retention4.12 A Retention process, incorporating Recovery and Support, has been developed to

address membership issues with the aim of understanding the real reason/s forresignation and seeking to persuade the Brother to withdraw the resignation.

4.13 The Secretary should notify his VO of any notice of resignation within 72 hoursof receipt. [He would normally address the Lodge on the Second Rising.
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The Visiting Officer Exit Form] is downloadable from Porchway.) This proceduremust be followed in order to enable the real, often unstated, reasons for theresignation to be established.

4.14 The Retention Team will make contact with every member who resigns, andconduct a sympathetic and completely confidential exit interview. A resignationmay well be a somewhat emotional event for the brother concerned, andexperience has shown that any avoidable delay will almost certainly render himirretrievable and an unnecessary loss to the Craft.

4.15 It is the VOs responsibility to forward the completed form to the Senior ContactOfficer at MetGL (whose name will be shown on the form) and to ensure that asmuch relevant information as possible has been given. This must be doneimmediately.

4.16 The Retention initiative has achieved remarkable success - around one in threecases have been resolved with a positive result for Freemasonry and for the

member concerned. Brethren have, for example, withdrawn resignations and / orjoined another Lodge.

4.17 Clearly, there will be occasions when the brother concerned feels that he mustresign due to age or infirmity, but such cases must not be ignored or classed asinevitable. It can often be that a Brother who has not attended his Lodge for sometime will really appreciate having a friendly call to thank him for his contributionover the years - and, of course, to assure him that the benefits of membership(such as those accessible through the Almoner Service) are still available to him.

4.18 If financial difficulties have given rise to the resignation, this needs to be handledextremely delicately, and the Contact Officer will make sure that the brother

knows that the door is always open for him to return to active Freemasonry as andwhen circumstances permit.

4.19 The Retention Programme continues to enhance and benefit the membership.Saving the Mason is every London Masons responsibility.[Retention]

Rejuvenation4.20 Rejuvenation (literally: to make young again) in the Masonic sense, is another

essential element of R3M. It is the process by which London Masons who may beinvolved with declining or failing Lodges can be encouraged to revitalise theirLodges and impart a fresh vitality to their Masonic experience.

4.21 The aim is to assist in retaining the membership of London Masonry by creating anenjoyable environment and build a firm basis for future development.

4.22 The Rejuvenation Team is keen to work with Lodges to help identify the causes ofreductions in membership and to encourage growth, and, on the rare occasionswhen closure of a Lodge becomes inevitable, to assist members to find a suitablenew Masonic home. [Members of the Rejuvenation team]

The Lodge Health-Check4.23 Any Lodge which has concerns about its membership numbers and, perhaps, its

future viability as a unit, should undertake an assessment of its current situation,

in much the same way as a commercial organisation might conduct a SWOTanalysis, focusing on Strengths, Weaknesses, Opportunities and Threats.
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4.24 It is worthwhile even for a healthy Lodge to undertake this exercise, as it may notonly highlight potential problems, but also help to identify creative strategies forthe future. [Lodge & Chapter Health Assessment] [Rejuvenation team paper:Numbers Getting Dangerously Low.]

Mentoring4.25 The Mentoring programme in London is in many ways different from that

introduced by many Provincial and District Grand Masters following publication ofthe Rulers Forum report to UGLE in late 2007. London has a large Masonicmembership with great diversity. It is therefore impractical to adopt a one sizefits all approach.

4.26 The MetGMentor is responsible for arranging learning Workshops and resources toassist the Lodge Mentoring Officer to address the specific needs of his Lodge. AMetGL Mentoring Liaison Officer is appointed by the MetGMentor to work with eachLondon Lodge. [MetGMentor]

4.27 A mentor is an inexperienced persons advisor [Oxford Dictionary]. This sums upthe aim of the Mentoring programme, which provides advice and instruction for theinexperienced newcomer to the Craft as well as assisting more experiencedmembers. The candidate's sponsors may often become his Mentor. However, it canbe advantageous for a third party to be involved, to focus on the new Brother forthe first two or three years of his membership of the Craftand oversee his Masoniceducation. It must be stressed that the aim of this programme is to complement,rather than replace, any existing Lodge procedures by providing guidelines on thisimportant issue.

4.28 Some Initiates take their three Degrees and then drop out, either by terminating

their membership or by not attending Lodge meetings, and proper mentoring canprevent this by identifying potential problems before they become insoluble.

4.29 Similarly, many Past Masters who have worked very hard to reach to the Chairoccasionally lose a sense of purpose after completing their IPM year. It is importantfor Lodges to ensure that they make the best possible use of every memberstalents.

4.30 A Mentor should work with the Brethren to ensure that their Masonic progressionenables them to continue to enjoy their Freemasonry to the full.

4.31 Every London Lodge should send a suitable candidate to a Mentoring Workshop, oncompletion of which he will be presented with his Mentors lapel badge. HisCertificate of Attendance will be posted to his Lodge, for presentation by the VO,SVO, or Metropolitan Grand Inspector on their next visit.

4.32 Attendance at a Mentoring Workshop is highly recommended, and places are easilybooked viawww.porchway.org

4.33 Feedback and questions are also welcomed, and should be addressed to theMetropolitan Grand [email protected]

Strategies to arrest / reverse decline

4.34 These have been devised as part of a toolkit to address issues which have alreadybeen identified.
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Inter-Visiting4.35 This option involves the Master, during his year in the Chair, being invited to, and

expected to attend, the Installation meetings of other Lodges. If this becomesaccepted practice, it generally leads to stronger links between those Lodges aswell as creating opportunities for lasting friendships between the members.

4.36 Such arrangements need not be limited to Masters, or even to Installations. It can,within the rules, extend to Initiations, without restriction on attendance. The pointof inter-visiting is that everybody should be made to feel welcome, and for theprocess to grow from there.

Conjoint Meetings4.37 A conjoint meeting is when two Lodges, which would normally meet separately on

the same day, agree to hold their meetings together in the same Lodge room,followed by a joint Festive Board, with the members of one Lodge being the guestsof the other. Each Lodge must open and close its own meeting.

4.38 This arrangement is particularly suitable in cases where:-

Both Lodges meet at the same venueBoth Lodges have a common meeting dateOne Lodge has a ceremony (either a degree or Installation) and the otherdoes not.

4.39 Possible benefits of a conjoint meeting might include:

Greater attendance at both LodgesUse of one Lodge room rather than two, leading to cost savingUse of one Tyler / one organist etc., also leading to cost saving

Ability to fill offices vacant due to absenceBuilding a mutually supportive relationship between Lodges, andconsequent building of more Masonic friendships.

4.40 For full details of procedures and administrative requirements are available bydownloadingForging Links with other Lodges/Chapters.

Exploring the Lodges Family Tree4.41 The best starting point from which to establish any Lodges Masonic Family is by

visiting www.freemasonry.london.museum. This will provide much of theinformation about the Lodges antecedents and history, which will help in exploring

the potential for inter-visiting or conjoint meetings.

Surrendering the Warrant of the Lodge4.42 If all possible strategies for reversing a Lodges decline in membership have been

exhausted, and all avenues for obtaining assistance have been explored, it may bethat closure will become inevitable. In such a case, the following guidance notesare available.Surrendering the Warrant of the Lodge 5.21sets out the procedurewhich must be followed for closure.

4.43 The Visiting Officers Checklistand Guidance Notes for the Closure of a Lodgeis anaide-memoire for the VO, to enable him to ensure that the required procedureshave been followed, and that every member of the closing Lodge is afforded the

opportunity of joining another Lodge, preferably in London. [See Retention.]
http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143661http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143661http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143661http://www.freemasonry.london.museum/http://www.freemasonry.london.museum/http://www.porchway.org/craft/official-visiting/http://www.porchway.org/craft/official-visiting/http://www.porchway.org/craft/official-visiting/http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143660http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143660http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143660http://www.porchway.org/craft/official-visiting/http://www.freemasonry.london.museum/http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143661


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4.44 Before any formal proceedings, such as Notices of Motion, it is vital to ensure thatall members have been properly consulted on the proposal to close. This shouldnormally take the form of a Committee Meeting to which all members are invited,or a Regular Lodge Meeting

4.45 It is also essential for the VO to attend this meeting, to explain that he mustoversee the closure process.

4.46 To ensure that all members of a closing Lodge are given all possible support andassistance in finding a suitable alternative Lodge, the VO will be required to submitthe relevant details on a form provided for that purpose with the Guidance Notesreferred to above.

Amalgamation4.47 CertainMetGL criteriamust be satisfied before an amalgamation is considered.

4.48 At least one of the units must be a strong, healthy and vibrant Lodge in its own

right.

4.49 If an agreement in principle is reached to amalgamate, an Amalgamation Officerwill be appointed to manage the entire process from that point onwards. [Theamalgamation Process]
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Introduction5.1 Whilst the Book of Constitutions requires all Lodges to make certain returns and

requests to the Grand Secretary, all communications, returns and requests fromLondon Lodges and individual London Masons must be addressed to theMetropolitan Grand Secretary.

5.2 Direct communication should not be made with UGLE.

Annual Return5.3 In accordance withRules 146 and 149Lodges are required to submit, through their

Secretaries, an Annual Return of members on Form AR1, which is sent to theLodge Secretary at the appropriate time. This must be completed and signedaccording to the instructions given, and submitted within one month of the end ofthe Lodges subscription year.

5.4 Cheques for dues payable are to be submitted with the Annual Return. In the caseof London Lodges, two separate cheques will be required. One for Metropolitan

Grand Lodge dues, payable to MetGL and a separate cheque for United GrandLodge dues payable to UGLE. Both of these cheques and returns should be sent tothe MetGL office.

5.5 Secretaries are reminded of the provisions ofRule 152which renders a Lodge liableto erasure or other penalties if dues are not paid promptly.

Installation Return5.6 Rule 151 requires Lodges, through their Secretaries, to submit an Installation

Return annually, immediately after the Installation meeting of the Lodge, showingdetails of the Master, Wardens and Past Masters of the Lodge. Failure to submitthis return may render the Lodges officers and/or Past Masters unable to gain

admission to meetings of Grand Lodge or other meetings.

Summonses5.7 The Lodge Secretary must issue a Summons to every member of the Lodge a

minimum of ten days before the date of each meeting of the Lodge. Secretariesare recommended to consult and, where possible to use, the standard wording forthe agenda items to be included on such Summonses. [Part 2 & Summons Guidance]

5.8 By-Law 13 of the Metropolitan Grand Lodge of London requires a copy of everySummons for a Regular or Emergency Meeting to be submitted to MetGL at thesame time as it is circulated to the members of the Lodge.

5.9 Final responsibility remains with the individual Lodge to ensure that its Summonsescomply in all respects with the Book of Constitutions, but, as part of its service toLondon Lodges, all Summonses are scrutinised by MetGL. Secretaries aretherefore requested to make sure they are received by the MetGL office atleast two or three weeks before the meeting. This will give time for the scrutinyby MetGL and ensure that no amendments are needed before despatch to theBrethren. Summonses may be sent electronically by prior agreement.[2.39]

5.10 It is particularly important that the Summons has agenda items for elections ofofficers and the presentation of the Lodge accounts at the correct meetingseach year in accordance with the By-Laws of the Lodge.
http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/getresource.axd?AssetID=135874&servicetype=Attachmenthttp://www.porchway.org/EasysiteWeb/getresource.axd?AssetID=135874&servicetype=Attachmenthttp://www.porchway.org/EasysiteWeb/getresource.axd?AssetID=135874&servicetype=Attachmenthttp://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577


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Dispensations5.11 All Dispensations are issued by the Grand Master, but in many instances he has

devolved authority to the Metropolitan Grand Master.

5.12 Dispensations can only be issued in accordance with the Book of Constitutions. Ifthe Book of Constitutions does not expressly permit the issue of a Dispensation,then it cannot be granted.

5.13 All requests for Dispensations are to be made through the Metropolitan GrandSecretary.

5.14 Detailed guidance on applying for Dispensations is available on Porchway,[Dispensation Forms] but Secretaries are recommended to consult MetropolitanGrand Lodge office [email protected] by telephone) for general adviceregarding applications.

5.15 Applications for Dispensations made via the website may qualify for a discountedrate, provided that no additional communication is required from the MetGL officeto resolve an issue.

Long Service Certificates5.16 Framed Long Service Certificates, signed by the Metropolitan Grand Master or his

Deputy, are available for presentation to Brethren who have completed 50 years ormore in the Craft. Application should be made using theform on Porchway,well inadvance of the meeting at which it is required.

Grand Lodge Certificates5.17 A Brother is entitled to receive a Grand Lodge Certificate as soon as he has been

Raised to the Third Degree, and application for his Certificate should be made bythe Secretary of his Mother Lodge to the Grand Secretary. There is a pre-printedapplication form on Porchway. Hard copies are normally sent to Secretaries atregular intervals.

5.18 A Brothers Grand Lodge Certificate should be presented to him in Open Lodge, andthe fact recorded in the Lodge Minutes. If, for reasons beyond the Lodges control(for example if the Brother has relocated to somewhere from which it is notpossible for him to attend the Lodge), his Certificate should be sent to him byRegistered Post, and the fact reported and recorded by the Secretary.[Rule 174]

5.19 A Brother must sign his Grand Lodge Certificate in the space provided for thatpurpose, usually at the Secretarys desk, upon receiving it.

5.20 In the case of a Grand Lodge Certificate being lost or destroyed, this must bereported to the Grand Secretary via the MetGSec, who may arrange for the issue ofa duplicate, for which a fee is payable, as prescribed inRule 270. [Rules 174 & 175]

Surrendering the Warrant of a Lodge5.21 If, after all possible options have been explored [4.42] it is determined that a

Lodge is no longer a viable unit, closure may become unavoidable.

5.22 At the penultimate meeting of the Lodge it is recommended that the agenda should

include two Notices of Motion. The first to surrender the Warrant of the Lodge andthe second to dispose of the assets of the Lodge, such as regalia, furniture, money
http://www.porchway.org/craft/forms-for-secretaries/dispensations/http://www.porchway.org/craft/forms-for-secretaries/dispensations/http://www.porchway.org/craft/forms-for-secretaries/dispensations/mailto:[email protected]:[email protected]://www.porchway.org/craft/forms-for-secretaries/long-service-certificate/?locale=enhttp://www.porchway.org/craft/forms-for-secretaries/long-service-certificate/?locale=enhttp://www.porchway.org/craft/forms-for-secretaries/grand-lodge-certificate/?locale=enhttp://www.porchway.org/craft/forms-for-secretaries/grand-lodge-certificate/?locale=enhttp://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/EasysiteWeb/gatewaylink.aspx?AlID=143577http://www.porchway.org/craft/forms-for-secretaries/grand-lodge-certificate/?locale=enhttp://www.porchway.org/craft/forms-for-secretaries/long-service-certificate/?locale=enmailto:[email protected]://www.porchway.org/craft/forms-for-secretaries/dispensations/


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held in bank and / or the Relief Chest, if any, accounts. This is not a requirementof the BofC, but is advised as best practice.[Guidance on the disposal of assets isat 5.9]

5.23 The following wording is recommended for these Notices of Motion.

Notice of Motion is given that a proposition will be made that, due to [set outreasons, such as lack of members, no prospect of candidates for membership],this,[.] No.[]has ceased to be viable. Accordingly, themeeting to be held at [place] on [date] will be considered to be the lastmeeting of this Lodge, and thereafter the affairs of the Lodge will be finallywound up, and the Warrant of the Lodge and any such documents and records asare required will be returned to the Most Worshipful The Grand Master, inaccordance withRule 190, Book of Constitutions.

Notice of Motion is given that, subject to the proposal to surrender the Warrantof the Lodge being carried, a proposition will be made to dispose of the assets of

the Lodge as follows: [.]

The Officers of the Lodge remain responsible for the affairs of the Lodge until thereturn of the Warrant is accepted by UGLE and the Lodge ceases to exist. Someresidual duties rest with the Secretary, such as the issue of Clearance Certificates.

5.24 These propositions should be brought before the Lodge, pursuant to the Notices ofMotion, at the next Regular Meeting, and voted upon.

5.25 If either of the Regular Meetings referred to above is the normal Election ofOfficers meeting, and ifthe second of those meetings is the Installation Meeting,the agenda must include those items as usual, but with the proviso that they are

subject to the motion for closure not proceeding.)

5.26 Once the Notices of Motion have been brought forward and carried, the Secretarymust write to the Metropolitan Grand Secretary informing him of:-

The reasons for requesting erasure of the Lodge

The actual voting figures

The Lodges which the remaining members have joined or already belong to

How the Lodges funds and other assets are to be disposed of

The name of any brother who is the subject of a current recommendationfor honours.

5.27 A copy of this letter should be sent to the Lodges Visiting Officer.

5.28 On receipt of the letter mentioned above, the Metropolitan Grand Secretary willsend to the Lodge Secretary a Closing Return, which must be completed andreturned with the relevant dues payable. In completing this return, the amountof dues outstanding from any Brother in arrears must be stated. Any otheradministrative matters such as Installation Returns, Registration Forms and

Requests for Grand Lodge Certificates must also be brought up to date.
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5.29 In addition to the Closing Return, the following items will need to be brought up todate and delivered to the Metropolitan Grand Secretary at a meeting arranged byappointment:-

The Warrant of the LodgeThe Minute BooksThe Hallstone Jewel (if there is one)The Attendance BooksThe Membership RecordsAny outstanding Annual Returns or Installation Returns.

5.30 The following will need to be cancelled:

Temple bookingsLodge of Instruction bookingsHire of lockers/boxes, and keys to be returnedFestive Board bookings

Tyler and/or Organist bookings.

5.31 All outstanding rents, fees and accounts payable for any of the above items mustbe settled before closure.

5.32 Other formalities which will need to be attended to include:-

Notifying the Grand Charity, London Grand Rank Association, and any of theother institutions, if they are involved in making payments to or forBrethren of the Lodge or their dependants;

Notifying the appropriate Metropolitan Assistant Grand Almoner, of the

names and contact details of all the widows and dependants of theLodge.

Notifying the widows and dependants of the closure of the Lodge, andinforming them that their details have been passed to the MetropolitanGrand Secretary.

Clearing all outstanding debts, and producing a final set of Lodge accounts,which must be circulated to all members of the Lodge

5.33 When considering disposal of the Lodges assets, care must be taken to ensure that

no limitations are imposed by, for example, trust deeds.

5.34 It is suggested that an inventory of such assets be made at an early stage, in orderto facilitate consideration of the most appropriate disposal.

5.35 Any monies or other assets which have been donated or purchased for charitablepurposes must be disposed of accordingly for charitable purposes. All other moniesand assets are the property of the members of the Lodge, and they may bedisposed of as they legally see fit, having cleared all debts. For example:-

Donating (or selling) Lodge regalia and equipment to other Lodges, Lodgesof Instruction and Masonic Centres.
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Some assets may be of particular interest to the Library & Museum ofFreemasonry

Using a cash surplus in the general fund to pay the joining fees of memberswishing to join another Lodge;

Holding a memorable final Festive Board;

Making special charitable donations.

5.36 If there is a Royal Arch Chapter attached to a Lodge which is surrendering itsWarrant, the Scribe E of that Chapter should be informed as early as possible, toenable the Chapter to make arrangements to transfer its attachment to anotherLodge, underRoyal Arch Regulation 45.

Lodge of Instruction5.37 No Lodge of Instruction may be held except under the sanction of a Regular Lodge,

or by special permission of the Metropolitan Grand Master [Rule 132], andevery Lodge of Instruction is required to be conducted in accordance with the ruleslaid down inRules 132 135.

Termination of Membership5.38 A Brothers membership of a Lodge may be terminated in a number of ways, and it

is important for Lodge Secretaries to understand the distinctions between them.A brother may also be suspended or expelled from the Craft. [5.66]

Resignation5.39 A member wishing to terminate his membership must either inform the

Lodge Secretary in writing, or tender his re

Lodge Handbook Publicati~ v7 1 at 02 Dec 2010

Documents

Transcript of Lodge Handbook Publicati~ v7 1 at 02 Dec 2010