PROVINCIAL GRAND CHAPTER OF GLOUCESTERSHIRE AND...

PROVINCIAL GRAND CHAPTER

OF

GLOUCESTERSHIRE AND HEREFORDSHIRE

GUIDANCE NOTES FOR THE SCRIBE EZRA

OF THE CHAPTER

E. Comp. R J Stacey PGStB

Provincial Grand Scribe Ezra

Issue V2:3 June 2016

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Gloucestershire & Herefordshire Scribes Manual - Issued V 2.3 - June 2016

Schedule of Updates

Issue ref Reference point and brief description of update

V2:2

February

2016

Section 3 - Updated to include sub-section on UGLE/ SGC website and Schedule of fees

Section 9 - Subsections 9.1.2 & 9.1.3 - clarification added that it is the candidates responsibility

to obtain clearance certificates.

Section 7.3 - Installation Convocation - Added. Subsection 7.2.7 renumbered 7.3.1, Subsection

7.3.2 - Appointment of Other Officers when ANY of the Principals (elect) are absent. Added.

Subsection 7.2.8 renumbered 7.3.3.

V2.3

June

2016

Section 16 - Useful Website Links. Added..

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CONTENTS

Section Subject Page 1 Preface

1.1 Introduction

1.2 Definitions used in this document

6

2 The Province Grand Chapter of Gloucestershire and Herefordshire 2.1 Governing Body

2.2 Provincial By-Laws

2.3 Communications to Province

2.4 Annual Convocation of Provincial Grand Chapter

2.5 Nomenclature for appending Ranks

2.6 Visits to your Chapter by members of the Provincial Executive

2.7 Visits to your Chapter - Seating arrangements

2.8 Visits to your Chapter - Proffering the Sceptre

2.9 Visits to your Chapter - Past Grand/Deputy Grand Superintendents

2.10 Visits to your Chapter - Letters of thanks

2.11 Apologies from the Executive

2.12 Provincial Team visits

2.13 Provincial Team visits - Festive Board

2.14 Invitations to Executive members from other Provinces

2.15 Provincial Year Book

2.16 Master Mason's pack

7

3 United Grand Lodge & Supreme Grand Chapter of England

3.1 Communications to UGLE or SGC

3.2 Access to members area of UGLE/SGC website

3.3 United Grand Lodge Masonic Year Book

3.4 SGC Reports

3.5 SGC Returns

3.6 SGC Schedule of fees

9

4 General Information

4.1 Sources of reference

4.2 Responsible officers of the Chapter

4.3 Eligibility criteria for Principals

4.4 Elected Principals - Death, disqualification or decline office

4.5 Continuing in office as First Principal

4.6 First Principal of more than one Chapter

4.7 By-Laws

4.8 Salutes

11

5 General Duties of the Chapter Scribe Ezra

5.1 Correspondence

5.2 Records

5.2.1 Register of Members Details

5.2.2 Minute book

5.2.3 Attendance or Signature Book

5.3 Rehearsal

13

6 The Summons

6.1 Items that routinely appear as part of a Summons agenda

6.2 Items that should appear on the Summons for the Convocation prior to your

Installation

6.3 Items that should appear on the Installation Summons

6.4 Other optional information included on the Summons

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7 The Convocation

7.1 Pre-Convocation

7.2 The Ceremony - Regular Convocations

7.2.1 Greeting the MEGS, Provincial Executive and Proffering the Sceptre

7.2.2 Agenda Items

7.2.3 Ballots

7.2.4 Lectures

7.2.5 Election of the Principals and Treasurer for the ensuing year

7.2.6 Appointment of other Chapter officers and other posts

7.3 The Ceremony - Installation Convocations

7.3.1 The Installation Convocation

7.3.2 The Installation Ceremony - Appointment of Other Officers when ANY of

the Principals (elect) are absent.

7.3.3 Past Zerubbabel Jewel

19

8 The After Proceedings

8.1 Role of the PGDC / PDGDC

8.2 Seating arrangements - Provincial Executive

8.3 Seating arrangements - Grand Officers

8.4 Seating arrangements - Alternatives

8.5 Toast List

8.6 Response to the MEGS/Provincial toast

8.7 Letters of thanks

23

9 Candidates for Exaltation, Joining or Re-joining - Registration Form P 9.1 Preliminary notes for the completion of Registration Form P

9.1.1 Chapter Committee considerations

9.1.2 Exaltee's - Inspection of Grand Lodge and Clearance Certificates

9.1.3 Candidates for Joining/Rejoining - must be PROVED

9.1.4 Proposing the candidate for Exaltation/Joining/Re-joining

9.2 Completing the Form P

9.3 The Completed Form P

9.4 Fees payable

9.5 Fees for Foreign Joiners

9.6 Grand Chapter Certificates

24

10 Returns

10.1 The Supreme Grand Chapter Annual Membership Return

10.1.1 When should I expect to receive it?

10.1.2 Check accuracy of data

10.1.3 Arrears to be shown on return

10.1.4 50 years certificates

10.1.5 Submitting the return

10.2 The Provincial Grand Chapter Annual Membership Return


10.2.2 Check accuracy of data

10.2.3 Arrears to be shown on return


10.3 Your Installation Return to Supreme Grand Chapter - Form LP&A4


10.3.2 Complete in block caps


10.4 Your Installation (Year Book) Return to Provincial Grand Chapter

10.4.1 Why two Installation Returns?



30

11 Resignation (Voluntary) 35

12 Cessation of Membership (Non payment of Subscriptions) 12.1 Two year rule

12.2 Reporting to the Chapter

12.3 Advising the member of the Chapter's action

12.4 Rejoining

12.5 Can he be subsequently Excluded under Rule 181?

12.6 Advising the PGSE

36

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13 Exclusions

13.1 Non-payment of subscriptions for a period of less than two years, if so provided in

the Chapter by-laws.

13.2 A complaint of un-Masonic conduct.

37

14 Miscellanea 14.1 Dispensations

14.2 Aborted meetings

14.3 Special meetings

14.4 Emergency meetings

14.5 Honorary Membership

14.6 White Table Procedures

14.7 Precedence

14.8 Provision of clearance certificates

14.9 Regalia

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15 Finance

15.1 Books

15.2 Subscriptions

15.3 Companions in arrears:

15.3.1 Actions within the Chapter:

15.3.2 Actions with regard to SGC Annual Return:

15.4 Candidates - Fees and Subscriptions

15.5 Appointment of auditors / Account examiners

15.6 Accounts

42

16 Useful Website Links 43

Appendices Appendix A - Address to the Candidate (Exaltee)

44

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Section 1 Preface

1.1 Introduction This is the second addition of the Provinces Scribes Manual (First Edition -

September 2012) and whilst it has been considerably revised its purpose remains the same, viz.,

'these notes are intended as an Aide-Memoir and reminder to experienced Chapter Scribes and a guide to

those who are new to the role. This guide is not intended to cover every eventuality and where necessary,

further information should be sought by referring to the Book of Constitutions and Supreme Grand

Chapter Regulations, and the By-Laws of Provincial Grand Chapter.'

The Scribe E is the backbone of the Chapter and it can be a very rewarding office, involving you in all

matters relating to the Chapter. In the interests of continuity it is advisable to keep the Assistant Scribe E (if

the Chapter has one) fully briefed on all Chapter business. This ensures adequate backup is available in the

unavoidable event of your absence or illness and to help groom a potential successor.

This booklet draws significantly on the BOC for its content and the intention was that you should have a

enough information in the booklet to be able to work for your respective Chapters efficiently and diligently

which in turn of course helps the PGSE.

But as in almost every activity in life there is usually an exception to the rule, therefore if the solution to a

difficulty or doubt is not mentioned in this booklet, please consult either the Royal Arch Regulations in the

Book of Constitutions or the Gloucestershire and Herefordshire Provincial Year Books, remembering that

help and advice is always available from the PGSE on administrative matters and the PGDC in respect of

ritual and procedure especially where special circumstances arise.

Please remember the Royal Arch is essentially a friendly Order, and as such, a programme of social events

also involving families has developed over the last few years. It is therefore most important that Chapter

Scribes E’s pass on information of such events to their members without delay to ensure that these are well

patronized and we maintain the ambience of our happy Royal Arch Province.

1.2 Definitions used in this document:

MEGS Most Excellent Grand Superintendent*# UGLE United Grand Lodge of England

DGS Deputy Grand Superintendent*# SGC Supreme Grand Chapter - London

2PGP 2nd

Provincial Grand Principal*# BOC Book of Constitutions & Regulations

3PGP 3rd

Provincial Grand Principal*# RAR Royal Arch Regulations

PGSE Provincial Grand Scribe Ezra*# MEZ Most Excellent Zerubbabel

PGPs Provincial Grand Principals GMCA Gloucestershire Masonic Charities Assoc.

PGTr Provincial Grand Treasurer# HMCA Herefordshire Masonic Charities Assoc.

PGDC Provincial Grand Director of Ceremonies# ADelphi - The Grand Lodge database of membership

PDGDC Prov. Deputy Grand Dir. of Ceremonies

* These five Companions constitute the Provincial Executive.

# These seven Companions constitute the Provincial Committee.

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Section 2 - The Province Grand Chapter of Gloucestershire and Herefordshire

2.1 Governing Body: The Provincial Grand Chapter of Gloucestershire and Herefordshire is the

governing body for Royal Arch Masonry in the Province of Gloucestershire and Herefordshire.

2.2 Provincial By-Laws: The Provincial Grand Chapter By-Laws have been circulated to all Scribe E’s.

Scribes should make themselves familiar with their contents especially the parts relating to a Chapter’s

administrative responsibility to the Province, viz. By-Laws 3, 5, 11, 12 and 14. Additional copies are

available from the PGSE.

2.3 Communications to Province In accordance with Provincial Grand Chapter By-Law no. 11,

all communications to the Province, MEGS, or Executive*, must be sent via the PGSE, whose address can

be found at the front of the Royal Arch section of the Provincial Year Book.

* the Provincial Executive consists of the Most Excellent Grand Superintendent. (MEGS), the Deputy

Grand Superintendant (DGS), the 2nd

and 3rd

Provincial Grand Principals and the Provincial Grand Scribe

Ezra.

2.4 Annual Convocation of Provincial Grand Chapter.

Notification of the date and venue of Provincial Grand Chapter Convocation will usually be circulated

electronically (unless otherwise previously agreed) to all Scribe E’s as early as possible from January

onwards. This is subject to receipt of all the information from the MEGS and subsequently the printers. To

ensure that every Companion is aware of the Annual Meeting and they have an opportunity to book in for a

meal, please ensure that you circulate the Summons either via email or post as soon as you receive it. The

instructions issued with the Summons will highlight the deadline date for booking a meal. Please avoid

disappointment by issuing the Summonses promptly and highlighting to your members that the dining will

be on a first come first served basis. They should book in as soon as they get the Summons to avoid

disappointment.

2.5 Nomenclature for appending Ranks When appending a rank to a Companion the order should be a)

Civil honour i.e. OBE, b) Grand Chapter Rank and finally Provincial Grand Chapter rank. When a member

finishes his Provincial Year in an Active Office, amend his rank to past Rank (e.g. ProvGSN to PPGSN).

2.6 Visits to your Chapter by members of the Provincial Executive A provincial visit list is issued at

the start of each year indicating when members of the Provincial Executive will be attending your Chapter.

You will be informed if a member of the Executive team is unable to attend on a planned visit date.

2.7 Seating Arrangements The ME Grand Superintendent is anxious that seating arrangements in

the Temple and the Dining Room should be to an agreed form and this should include proper positioning.

When the full Executive is present in the Temple, the MEGS should be seated immediately to the right of

the Principals of the Chapter, then the Second and Third Provincial Grand Principals, the Deputy Grand

Superintendent and the Provincial Grand Scribe Ezra, in that order. Officers of Supreme Grand Chapter who

are not Active Provincial Officers or members of the Executive are then seated after the Provincial Grand

Scribe Ezra.

2.8 Proffering the Sceptre Unless the Chapter has been opened by the Provincial Officers present

the MEZ, whilst welcoming the MEGS, should proffer him the Sceptre. When the DGS is deputising for the

MEGS, then he takes precedence as if he were the Grand Superintendent, seated immediately to the right of

the Principals and should be proffered the Sceptre (See also Section 7.2.1).

2.9 Past Grand or Deputy Grand Superintendents present If a Past Grand Superintendent and/or

Past Deputy Grand Superintendent is present he/they should be treated as if he/they were a member of the

Provincial Executive and given the customary welcome. He/they should not of course be offered the Chapter

Sceptre.

2.10 Letters of thanks You will not generally receive a letter from a member of the Executive after

your meeting thanking you for having received them.

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2.11 Apologies from the Executive - If the MEGS, the DGS, the 2nd

and/or 3rd

PGPs or the PGSE are

unable to attend your Convocation, please give their apologies at the Second Rising without fail.

2.12 Provincial/Team visits - It has become a custom for the 'Provincial Team' to attend about four

Chapter meetings per year. These can be initiated by either the Chapter themselves to join with them in a

special celebration, such as 50 years since Consecration, or by the PGSE who maintains a historical list of

visits and asks Chapters if they would like to host such a visit. It is not compulsory that a Chapter accepts

such requests.

For special occasions, the Provincial Grand Director of Ceremonies or his Deputy will form a procession to

escort the Official Visitor(s) in to the Temple. It is customary for the MEGS (or DGS), 2nd

& 3rd

PGPs to

open the Convocation and they will take the ceremony up to approving the minutes before handing over to

the Chapter's own Principals.

At the close of the Convocation the PGDC (or his Deputy) will form up the Recession, with the MEZ,

together with the 2nd

and 3rd

Principals, Official Visitor(s) and Grand Officers retiring from the Temple.

2.13 Provincial/Team visits - Festive Board - The Seating Order to the right of the First Principals is in

the order of seniority: the MEGS would sit on the immediate right of the Chapter Second Principal or if an

Exaltation has been conducted, on the immediate right of the Candidate. If the Deputy Grand

Superintendent is also present, he should be seated immediately on the right of the MEGS and before the

Second and Third Grand Principals and the Provincial Grand Scribe Ezra. On occasions Chapter Grand

Officers, or Grand Officers present as personal guests, may not wish to be seated at the top table.

At the Festive Board the PGDC (or his Deputy) will normally take responsibility for:

a) Their Excellencies taking wine with the Official Visitor

b) Their Excellencies taking wine with all the Companions.

c) The Official Visitor taking wine with all the Companions.

2.14 Invitations to Executive members of other Provinces.

If the Chapter or a member of the Chapter wishes to invite a MEGS and/or DGS from another Province(s) to

visit a Chapter Convocation this must be made through the offices of PGSE, so that appropriate action may

be taken for their reception by our MEGS or his Deputy.

2.15 Provincial Year book - The Provincial Year Books are compiled independently by the Craft

Provincial Secretaries of Gloucestershire and Herefordshire. Much of the information published is accessed

directly from ADelphi and therefore it is very important that the Chapter Scribe Es ensure their Chapter's

members details are up to date and that the Provincial Installation Return is submitted to the PGSE

immediately after the Installation Convocation.

2.16 Master Masons Pack - The ME Grand Superintendent has produced a “Master Masons Pack”

comprising of a letter from the MEGS and an information leaflet on the Royal Arch. Whilst the presentation

of this pack to every Master Mason should ideally be at the time of him receiving his Grand Lodge

Certificate this is not always possible, therefore a date most convenient shortly after the presentation equally

acceptable. Copies of the pack are available from the PGSE.

Where possible, each Chapter should encourage Companions to volunteer to serve as Royal Arch

Representatives in their Craft Lodge. These representatives can provide advice and guide potential new

Candidates.

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Section 3 - United Grand Lodge & Supreme Grand Chapter

3.1 Communications to UGLE or SGC. - It is most imperative that any communications to either of

these bodies are sent via the PGSE. This will ensure that members of the Executive are not placed in an

embarrassing situation of being queried on subjects that they are not aware of.

3.2 Access to the Members area of the UGLE/SGC website - all members of the Craft & Royal Arch

who are registered with Grand Lodge/Supreme Grand Chapter and have a registered a valid email address

can gain access to the members area of the UGLE/SGC website from which downloads can be made of

various communications [see Sections 3.3, 3.4 and 3.6 below].

To obtain access follow these steps:

Step 1 - Website address is:

https://members.ugle.org.uk/index.php/

and the first screen is this:

Enter your Email address and 'tick' remember

me [this will save you doing it each time]

Step 2 - Click Submit and the following screen will appear:

Enter your password and click Login.

[On the first occasion of logging in you will need to confirm your password]

Step 3 - as part of the next page this

menu will appear:

Step 4 - Under the heading Supreme Grand Chapter Papers 'click'

on the Current Papers tab and scroll down the page current papers

that are available will be listed:

Note: there is also an Archive tab which is currently not 'active' but will

eventually hold an historically record of these papers.

Step 5 - Before logging out:

On your browser screen click on

"Favourites" - [Internet Explorer] or

"Bookmark" - [Google] or that

applicable to your browser and add this

web address to your list.

This will save you having to enter the

website details on each occasion.

Step 6 - Logout:

As a Scribe E you will be emailed by SGC each time new document(s) is added to the website so that you

can login and take the appropriate action - see Sub-section 3.4 below.

Click on Logout - this will take you to the Logout screen

were you 'click' Logout

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3.3 United Grand Lodge Masonic Year Book - This is normally published each year in the autumn. A

Scribe E, who is not also a Lodge Secretary, can obtain a free copy of the Masonic Year Book on application

to the Grand Secretary. See Section 3.2 above for downloading an application form.

3.4 SGC Reports - The proceedings of SGC are published after each Regular Convocation, these

Convocations are normally on the second Wednesday in November and the Thursday following the Annual

Investiture of Grand Lodge which is held on the last Wednesday in April.

Electronic copies of the published proceedings and 'Business' papers for the next Convocation are available

on the website. See Section 3.2 above for downloading these papers. An electronic copy should be sent to

the MEZ, H & J and the Past Z's of the Chapter [as they are entitled to attend Grand Chapter] and any other

Companion who wishes to receive the information (See RA Regulation No 21).

Further important information from Supreme Grand Chapter is published regularly in the quarterly magazine

“Freemasonry Today”, and is posted on the Supreme Grand Chapter website.

3.5 SGC Returns - There are two returns that the Scribe E has to make to SGC: 1) Annual Return of

membership (this includes the invoice for annual dues to SGC) and an Installation Return. Both of these

returns are covered in detail in Section 10.

3.6 SGC Schedule of fees - In the past the Schedule of fees for the following year (Exaltation, annual

membership fees etc) were issues as a 'Letter of Instruction' which you would receive generally in mid

December, together with which you would get your SGC Installation Return (see Section 3.4 above).

This schedule of fees is now available on the SGC members website, See Section 3.2 above for downloading

the schedule.

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Section 4 General Information

4.1 Sources of Reference - The main sources of reference for Chapter Scribes Ezra are the Royal Arch

Regulations in the Book of Constitutions, the Gloucestershire and Herefordshire Provincial Grand Chapter

By-Laws, the Gloucestershire and Herefordshire Masonic Year Books and the Chapter By-Laws. Make sure

that you have the most up-to-date editions of each of these. Note also that many of the Rules in the Book of

Constitutions relating to the Craft are also relevant to the Royal Arch (RAR73).

4.2 The Responsible Officers of the Chapter - they are the Three Principals, Scribe Ezra and Director

of Ceremonies. Their duties include the reception and entertainment of distinguished visitors.

The full list of Officers of the Chapter are:

The Three Principals

The Scribes Ezra and Nehemiah

The Treasurer and

The Three Sojourners

No one person can hold more than one of these offices at any one time.

All other offices in the Chapter are optional and can be held by one of the aforementioned officers but a

Chapter should always look at the practicalities of holding such multiple offices.

4.3 Eligibility criteria for Principals:

J - to have served as Scribe N, Principal or Assistant Sojourner for a full year (RAR 49)

H - to have served as J for a full year since his election (RAR 50)

Z - to have served as H for a full year since his election (RAR 50)

If any of the candidates do not meet these criteria then you are required to apply to the PGSE for a

dispensation, detailing exactly the circumstances.

4.4 Elected Principals - Death, disqualification, incapacitated or declines office:

If, after election, a Principal Elect dies, becomes disqualified or incapacitated or declines office:

a) Less than 7 days before Installation, the outgoing Principal continues until the next regular

Convocation when a successor shall be elected and installed.

b) More than 7 days before Installation: Issue revised Summons to elect replacement for

immediate Installation

4.5 Continuing in office as First Principal:

If so elected, a First Principal may continue in office for a second year, but cannot continue for a third year

except by Dispensation. He will be Proclaimed at the Installation Convocation, but no address on the robes

or sceptre will normally be given.

4.6 First Principal of more than one Chapter:

A Dispensation is required for a Companion to serve as First Principal of two Chapters at the same time.

Note that a Dispensation is also required from Supreme Grand Chapter if the new MEZ’s existing Chapter is

in a different Province.

4.7 By-Laws - The By-Laws of a Chapter must be set out in accordance with the model By-Laws which

are available from the PGSE. The procedure by which they can be amended is set out therein. All proposals

for amendment, before being put for approval by the Chapter, should be agreed with the PGSE. With the

exception of amendments to the annual subscription they do not become effective until approved by the

MEGS and on behalf of the First Grand Principal. Three copies are required by the Province for approval

and signature, one to be returned for the Chapter records. Five copies are required if the date or venue of

meetings are changed.

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4.89 Salutes - Whilst in essence this should be the realm of the D of Cs it often falls on the Scribe E to

remind members that NO salutes are given in Chapter to any person, only to the Altar (RAR4). Thus

when you rise to conduct an agenda item a 'court' bow to the alter is all that is required of you.

THIS AREA HAS BEEN INTENTIONALLY LEFT BLANK

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Section 5 General Duties of the Chapter Scribe Ezra

Introduction:

The role of Chapter Scribe Ezra is at the hub of the Chapter and the more efficient and timely you are in

dealing with the affairs of the Chapter the more easily the job will be and this will benefit both the Chapter

and the Province.

The job is considerably varied in nature, from running the Convocation, the MEZ & DC think they do but

not so, through to quietly sitting at home doing the minutes. There is a degree of repetition but the more

familiar you get with them the easier they become.

It is hoped that the following sub-sections will be of help in managing these tasks.

5.1 Correspondence - Copies of all Supreme Grand Chapter and Provincial Grand Chapter instructions

and correspondence should be kept on file and read periodically and ultimately handed to your successor as

part of the Chapter Records. They should only be destroyed when superseded. Regarding outgoing

correspondence, note that neither a Masonic prefix nor rank should be shown on an envelope. Where rules

state registered post, receipted Recorded Delivery is acceptable.

5.2 Records - The following are compulsory records for the Chapter :

5.2.1 Register of Members Details (RAR61)

5.2.2 Minute Book (Rule 144, BOC)

5.2.3 Attendance or Signature Book, effectively an annex to the Minute Book (Rule 144 (ii),

BOC)

5.2.1 Register of Members Details (RAR61) Changes to home addresses, telephone numbers,

Email addresses, membership status, deaths & resignations etc.

The Scribe E should keep an up to date record of all members details including at least the following:

Full name

Address with postcode

Telephone number/mobile number

Email address

Date of birth

Date of Exaltation/joining or re-joining

His Grand Lodge Certificate number

His Supreme Grand Chapter Certificate number

His Grand or Provincial Rank and date of appointment - if applicable

Date of becoming a Honorary member - if applicable

If this information is held on a computer then the Scribe E must observe the Data Protection

Legislation and ensure that the information is not passed to any third party without the specific

authority of the member involved.

Changes to address, emails, deaths & resignations etc.

In order to facilitate keeping the Provincial and Supreme Grand Chapter membership database

(ADelphi) up to date Scribe Es are required to inform the PGSE of any changes to member details as

soon as they are made aware of such changes.

A ‘Membership Detail Update Form’ [see illustration on next page] is available to all Scribe Es. It

is in Microsoft Word format therefore can be completed and saved/emailed to the PGSE.

The PGSE is required to update and maintain the ADelphi computer system, so it is important that

changes are relayed accurately and promptly.

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Please note that you do not need to submit this form for exaltees, joiners or re-joiners as all the

necessary information is included on the Form P document.

Death of a member - It is important that you inform the PGSE as soon as the death of a member

becomes known using the membership Update Form. This is to enable a member of the Executive to

attend the funeral if they so wish, in addition all deaths are recorded and the names are read out at

the Annual Convocation. Nothing gives a Chapter a bad name as much as a widow receiving a letter

some time after his death. The fact that members attended the funeral or stood to order in his

memory does not update the Provincial or Grand Chapter records. An “In Memoriam” tablet should

be on the next Summons.

The Grand Scribe E will be advised of the death of a Grand Officer by the PGSE.

If the death is of a Principal or a regular officer, a replacement is required. If of the Scribe E, the

Grand Scribe E and PGSE should be advised as to whom correspondence should be sent. Usually an

Acting Scribe E is appointed immediately. If of the Treasurer, appoint a temporary officer, subject to

election in the normal way in due course. RAR 57 may apply.

Illustration of Provincial Form to update membership details.

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5.2.2 Minute Book

The Scribe E must prepare Minutes of every meeting . These must contain full details of what

transpired during a Regular, Installation or Emergency Convocation, including the names and initials

of all members and visiting companions present (see Section 5.2.3 below). The Minutes may be

copied and circulated to all members prior to the next meeting, if this is the case then there is no

requirement to read them in full in Open Chapter (Rule144, BOC).

A copy of the Summons convening the Convocation and the Minutes should be affixed in to a suitable

book and the latter signed by the MEZ following their approval by the Chapter.

5.2.3 Attendance or Signature Book

Chapters have the option of either using a dedicated Attendance/Signature Book or a loose leaf format

(Signing in sheets) to record the names members present and the names, ranks, Chapter and the name

of their host with respect to visitors.

Whilst the primary purpose is to record those present at each Convocation they have taken on another

important role of Health and Safety records should an evacuation of the premises be necessary. It is

therefore important that the Scribe E ensures all present have recorded their names in these records

before the Convocation commences.

In the case of signature books they should be kept with the Minute book for reference. In the case of

loose leaf sheets the preferred procedure is to affix them in the minute book

5.3 Rehearsal

Planning the Chapter's rehearsal dates and times can be more problematic than what at first seems a routine

job. Principals and other Chapter officers rarely all belong to the same Craft Lodge, some of them may be

members of multiple Craft Lodges, KT, Rose or Mark etc (to name but a few) so the Scribe Ezra needs to try

to plan rehearsal times around these other commitments as far as possible (particularly if they hold office in

one these other orders) always bearing in mind that you also have to tie in with the availability of the

Temple/Hall premises.

It is recommended that you try to plan your rehearsal dates for several meetings ahead and publish them on

the summons so that members are well briefed on dates they are expected to attend rehearsals.


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Section 6 The Summons

Introduction: The Summons convening the Convocation should be circulated to all Companions of the

Chapter at least two to three weeks prior to the meeting and whilst Provincial Grand Chapter By-Law No.

14, requires six copies of the Chapter Summons to be sent by post to the PGSE at the same time it is now the

accepted practice to send a copy by email to the PGSE who will distribute it to the Provincial Executive.

The layout of the Summons is at the discretion of the Chapter and follows the tradition established by the

Chapter over the years. The names of the three Principals should appear, ideally on the front page or in the

header of the summons together with an indication of their respective offices.

It is recommended that as part of the address of the meeting place the POST CODE is always included, as an

aid to visitors who use Satellite Navigation to locate the Masonic Hall.

Please ensure that the time the Convocation is to be convened is clearly stated and if this differs from your

usual start time it is brought to the attention of the Companions.

Summons fall in to one of the three categories (emergency meetings excepted) these being:

1. Convening a regular meeting

2. Convening the Convocation prior to the Installation meeting

3. Convening the Installation Convocation

In each there is a common thread of agenda items but Summons under ii. and iii. do require special attention

so that the necessary regulations are adhered too.

As an aid-de-memoire and to ensure that no regular items are missed, it is always worth looking back at the

previous year’s corresponding Summons - this is especially useful for the summons that prior to the

Installation and the Installation itself.

Finally if you have a candidate for exaltation ensure you write to him at the earliest possible date enquiring

about his planes for sourcing regalia, advising him to bring a Master Masons apron and date and time he is

expected to attend. Send him a copy of the summons when it is available.

6.1 - Items that routinely appear as part of a Summons agenda

Note items in Purple will not appear on very summons but if they do need to be included this is the

order in which they should appear.

6.1.1 To Open the Chapter

6.1.2 To read a Dispensation - If there is a dispensation, the reading of it is to be the first item on

the agenda following the opening of the Chapter.

6.1.3 Eulogy - If there is a Eulogy to read for a deceased member, it should be read directly after

the Chapter is opened and Dispensation has been read.

6.1.4 To welcome members of Provincial Executive. For protocol See Section 2 - The

Province Grand Chapter of Gloucestershire and Herefordshire - Visits to your Chapter by

members of the Provincial Executive.

6.1.5 To read, and if approved, confirm the minutes of the last Regular/Installation

Convocation.

6.1.6 Matters arising - this may include such items as installing officers of the Chapter who were

not present at the Installation Convocation but should not include items covered later in the agenda.

If a Notice of Motion had been given at the previous Convocation then it should be detailed in full on

the summons under matters arising (unless it to be a specific agenda item). The agenda item should be

worded as follows:

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In pursuance of the Notice of Motion given at our Convocation on the .../.../...[date] E. Comp/Comp.

will propose that ........ - ..........then follows the details on the proposition.

Special note - if the Notice of Motion relates to the cessation or exclusion of a member(s) then no

name(s) is published on the summons.

6.1.7 To Exalt Brother xyz. - Exaltations should ideally be the first item on the agenda following

the Matters arising from the previous meeting (unless he is to be balloted for on the evening, in case

this item should immediately follow the ballot). This will avoid the candidate having to wait in the

ante-room longer than necessary and it will also allow him to witness the rest of the meeting.

6.1.8 To Ballots for candidates for Exaltation, joining, re-joining or Honorary Membership. For the protocol of holding a ballot See Section 7 - The Convocation.

In all cases where the ballot is for a candidate(s) for exaltation the following details must appear on

the summons (RAR 66):

• Full name of the candidate - all forenames in FULL and correctly spelt.

• His home address

• His occupation*

• The names of his Proposer and Seconder

• The name and number of every Lodge of which he is or has been a member

• The date on which he was raised

• Date of Birth (for Provincial records)

In cases where the ballot is for a candidate(s) for joining, re-joining or Honorary Membership the

following details must appear on the summons:

• Full name of the candidate - all forenames in FULL and correctly spelt.

• His home address

• His occupation*

• The names of his Proposer and Seconder

• The name and number of every Chapter of which he is or has been a member

* The description of occupation should be specific, e.g. “Company Director”, “Retired” or “Civil

Servant” is not sufficient, it should include employer, and place of work (if any).

6.1.9 The Receive the Historical/Symbolical/Mystical Lecture - optional if it is your Chapter's

tradition.

6.1.10 To Present a Supreme Grand Chapter Certificate to Companion xyz if present.

6.1.11 To receive Propositions and collect dues - optional if it is your Chapter's tradition.

6.1.12 To Receive, and if approved, adopt the Statement of Accounts and Treasurer’s report

for year ending ........../........./........ (date) - The inclusion of this item is subject to when your

Chapter's financial year ends (as specified in the Chapter By-Laws)

6.1.13 To Transact any other business for the attention of the Companions

6.1.14 The Risings

6.1.15 To Close the Chapter.

6.2 - Items that should appear on the Summons for the Convocation prior to your Installation

These items are in addition to those routinely included [see above];

6.2.1 To elect the three Principals for the ensuing year. Those nominated by the Chapter

Committee must be named on the summons. The suggested wording is: "Those nominated are: E

Comp........ as MEZ, E Comp......... as "H", and Comp.........as "J", and they shall be declared elected,

unless a ballot is requested for any other candidate."

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6.2.2 To elect the Treasurer for the ensuing year. The Companion nominated by the Chapter

Committee must be named on the summons. The suggested wording is: "The nominee is E Comp or

Comp........ and he shall be declared elected, unless a ballot is requested for any other candidate."

6.2.3 To appoint Auditors or Financial Examiners of the accounts

6.2.4 To propose in accordance with Royal Arch regulation No. 48, that the Principals Elect

be empowered to appoint the remainder of the Officers.

6.2.5 To elect two Companion(s) to serve on the Chapter Committee.

6.2.6 To elect two Companions to serve as Charity representatives on the GMCA or HMCA.

The inclusion of this item will vary between Chapters as is their custom.

6.2.7 To Appoint the Janitor for the ensuing year or To empower the Principals Elect to

appoint the Janitor for the ensuing year. Which of these options will vary between Chapters as is

their custom.

NOTE: Items 6.2.3 to 6.2.7 inclusive are Proposed and Seconded and are then passed by a show of hands.

The Treasurer CANNOT propose or second item 6.2.3.

6.3 - Items that should appear on the Installation Summons

It is the usual practice to include on the front page or header of the summons (together with the current

office holders) the names of the Companions to be installed in to the various Principals chairs with a

notation as to the office they have been elected (i.e. MEZ elect).

These items are in addition to those routinely included [see above];

6.3.1 To Install the three Principals Elect.

6.3.2 To Present a Past Zerubbabel's jewel to the Immediate Past Zerubbabel

6.3.3 To Appoint and Invest the Chapter officers for the ensuing year.

6.4 - Other optional information included on the Summons

The sections above deal with the various statutory elements that need to go on the summons throughout the

year. But it is also the practice for some Chapters to add items of an administrative nature, such as a list of

members, the names of members who are on the permanent dining list etc.

Such items are optional and follow the traditional practice within the Chapter but the Province would

recommend that the following are included [as required]:

Date and time of the Chapter rehearsal - if one is to be held.

Date and time of Chapter Committee meetings - if one is to be held.

A short calendar with the dates/times of say the next two Convocations and their respective rehearsal

arrangements.

Contact details for the Chapter almoner - if appointed.

The link to the Gloucestershire and Herefordshire website:

For useful information on what’s happening in your Province see the Gloucestershire & Herefordshire Royal Arch

website http://glosandhereroyalarch.com and if you have comments or items of interest please contact E. Comp. David

Ford on [email protected].

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Section 7 The Convocation

Introduction: As Scribe E of the Chapter your role is to aid the Principals and Director of Ceremonies in

the smooth running of each Convocation. Remember the First Principal is usually new to the job and is

often pre-occupied with the ceremonial side of the evening, he will be relying on you to keep the

proceedings 'on track' and take some of the pressure off him.

Try to arrive early on the day of the Convocation so that the signing in sheet(s)/book(s) are available as the

Companions arrive and give yourself time to 'settle in', see the Exaltee, sort out the last minute hitches etc

7.1 Pre-Convocation

The Candidate - If you have a candidate for exaltation ensure he is advised in writing in plenty of

time of the date, time, location and dress required for the Exaltation ceremony

Print off about 6 to 10 spare copies of the summons - for visitors and the MEZ, who always forgets

his copy! etc.

Prepare a 'crib list' for the MEZ of the Executive members who will be attending - a useful tip is to

put both their manes and Grand rank (if applicable) in full, the latter stops the confusion between

PGStB and PGSwdB.

If you have a candidate for exaltation:

Speak to him, together with the Treasurer, to ensure all the formalities are completed.

Introduce him to the Janitor.

Have available a copy of the Address to The Candidate (Exaltee) - if this is used in your

Chapter. See Appendix A of this booklet - also available from the PGSE in electronic

format.

Check that all of the Exaltee's regalia is easily accessible to the MEZ.

Check that the correct 'Readings' are available for both H & J.

Ensure you have copies of the Chapter and Provincial By-Laws available for the First Principal to

preset to the Exaltee at the conclusion of the ceremony. [Copies will also be needed for joining

members, honorary members - who have not been previously subscribing members of the Chapter

and the MEZ at the time of his installation].

If a Supreme Grand Chapter Certificate is to be presented;

on receipt of the Certificate [it is posted direct from SGC to the Chapter Scribe E] check that

the Exaltee's name is correctly spelt

on the evening check that the Companion is present, if so and it is the Chapter's usual practice

to ask a member of the Executive to present the certificate, check with the senior member of

the Executive present if they or their nominee would like to do the presentation and

advise the MEZ of the arrangement.

If the convocation is the meeting prior to you installation prepare 'notes' for those members who have

agreed to propose/second various items on the agenda - See Section 6 - Sub-section 6.2.

Finally just before the Chapter is opened check that all present have signed the attendance

sheet/book.

7.2 The Ceremony - Regular Convocations

The ceremonial side of the Convocation should follow the agenda as published on the summons as closely

as possible, although on the evening it may be advantageous to take some items 'out of turn' and this is quite

acceptable provided the minutes reflect this change in circumstances.

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The following points give guidance on some of the frequently asked questions about events in the ceremony:

7.2.1 Greeting the MEGS, Provincial Executive and Proffering the Sceptre - When greeting

the MEGS and the Provincial Executive after the opening of the Chapter, it is only correct that they

should be welcomed in the correct order. This is MEGS (who is proffered the Sceptre), 2nd

Provincial Grand Principal, 3rd Provincial Grand Principal, Deputy Grand Superintendent, and

Provincial Grand Scribe Ezra.

If the Deputy is representing the MEGS, then he is welcomed first and is proffered the Sceptre.

If the Past Grand Superintendent is also in attendance, then he is greeted immediately after the

MEGS but is not proffered the Sceptre.

If both the MEGS & DGS are present it is only proffered to the MEGS.

Grand Officers are then welcomed if the MEZ so desires.

On occasions when either the MEGS/DGS opens the Chapter, the MEZ does NOT need to offer it

again during his welcoming speech.

Please ensure that the MEZ is aware of these points and that he also gives the correct ranks after each

name. If necessary the MEZ can write the greetings on a piece of paper to ensure that he gets it right.

If there is any doubt as to the correct order/rank, then please contact the PGSE.

7.2.2 Agenda Items - When it comes to items on the agenda such as balloting for a candidate or

joiner you do not need to read out all their details, you are permitted to report that they are as printed

on the summons.

7.2.3 Ballots - these fall in to three types 1] the ballot box, 2] the use of ballot slips and 3] by a

show of hands.

Subject to the nature of the item to be balloted on it is important that the correct type of ballot is

undertaken. There are three types of ballot, the first two are considered "Secret Ballots" whilst the

last is an 'open' ballot.

1st type of secret ballot is "The Ballot Box" and must be used for:

(a) Exaltees

(b) Joining Members

(c) Rejoining Members

(d) Honorary Membership

(e) Exclusions under Rule 181, Book of Constitutions

(f) Removal of Chapter to a new location.

In respect of categories (a) to (d) inclusive no ballot shall take place until the requisite

information shall have appeared on the summons to the members of the Chapter (RAR 66) - See

Section 6 - Sub-section 6.1.8.

If there is more than one 'candidate' in any of these categories then it is permitted for the MEZ to

announce that the ballot for all in the same category will be taken jointly and if there is a ballot

against they will be taken individually. You CANNOT ballot jointly across these categories.

Each member is given one ball. Do not allow members to help themselves. Normally two balls

in the nay box will disqualify (subject to local By-Laws).

In respect of categories (b), (c) and (d) if the companion is present he should be asked to

withdraw until the ballot is concluded. After a successful ballot (hopefully), the newly elected

member should be readmitted, welcomed and presented with a copy of the Chapter By-laws,

together with a copy of the By-Laws of the Province of Gloucestershire and Herefordshire, if he

is from outside the Province. He is immediately liable for the Chapter Joining fee and Chapter

subscription

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SPECIAL NOTE:

Election Void - If the candidate is not exalted within ONE YEAR after his election, the

election shall be void and must be repeated if the Candidate still wishes to join the Chapter.

2nd

type secret ballot is "The use of Ballot Slips"

With the advent of the permissible proclamation for the election of the Principals and Treasurer,

where there is no other candidates and no one calls for a ballot, the use of ballot slips is now

rare. If a ballot is called for by any member then either a ballot slip with pre-listed candidates

(i.e. you know the names in advance) or a plain slip - on which the member records the name of

his choice of candidate - can be used.

3rd

type of ballot (open) is "A show of hands"

Can be used for the election of the Janitor (unless appointed by the Principals) and most

domestic matters, i.e. motions, recommendations and proposals as printed on the Summons.

7.2.4 Lectures - The first part of the Mystical lecture (Signs and an Explanation of the Top of the

Altar) must always be given at an Exaltation ceremony; the Historical, Symbolical and full Mystical

lectures are optional and therefore follow the tradition of the Chapter.

7.2.5 Election of the Principals and Treasurer for the ensuing year - These items will occur on

the summons for the convocation prior to your Installation - See Section 6, Sub-section 2 - It is now

permitted to proclaim the Principals and Treasurer as duly elected if their names have been set out in

the summons, and no other nominations have been received. The suggested wording is: "Those

nominated are: E Comp........ as MEZ, E Comp......... as "H", and Comp.........as "J", and they shall be

declared elected, unless a ballot is requested for any other candidate." and for Treasurer "The

nominee is E Comp or Comp........ and he shall be declared elected, unless a ballot is requested for

any other candidate."

7.2.6 Appointment of other Chapter officers and other posts. - These items will occur on the

summons for the convocation prior to your Installation - See Section 6, Sub-section 2 and in

particular Items 2.3 to 2.7 inclusive. These must be proposed and seconded and can be passed by a

show of hands. The Treasurer CANNOT propose or second the accounts examiners. It is suggested

that the Chapter Scribe E prepares notes for those Companions nominated to propose and second

those members for the various offices/posts, detailing the name(s) of the Companion(s) and the office

to which they are nominated. This not only helps them but also helps you in recording these items in

the minutes.

7.3 The Ceremony - Installation Convocation

7.3.1 The Installation Convocation - The Installation of the three Principals follows the tradition

adopted by your Chapter.

If it is the tradition or wish of the Chapter to have the Provincial Principals (MEGS or DGS, 2nd

PGP

and 3rd

PGP) give the addresses to Chapter Principals, Officers and Companions after installation

please advise the PGSE in good time to ensure they are prepared on the evening.

7.3.2 The Installation Ceremony - Appointment of Other Officers when ANY of the

Principals (elect) are absent. - It is unfortunate but circumstances do arise whereby one or two of

the Principals (elect) are absent from the Installation Convocation. In these circumstances it is

permissible for the Principal(s) present to appoint Other Officers provided that the appointees have

been agreed by all Principals elect prior to the meeting.

The permission arises from RA Rule 48 BOC - '....... the Three Principals who, when in Chapter

assembled are to be considered conjointly as the Master, and each severally as the Master, .....' [as

advised by SGC 16th

Feb 2016]

This rule is different to the Craft - in that in the absence of the Craft Master (elect) no officers can be

appointed.

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7.3.3 Past Zerubbabel Jewel - If it is the tradition of your Chapter to present a Past Zerubbabel

Jewel to their outgoing Z and wish a member of the Executive to perform the duty please advise

them accordingly before the commencement of the meeting.

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Section 8 The After Proceedings

Introduction: The Festive Board is the time for relaxation and good humoured repartee, but should be kept

strictly under control and not be permitted to get out of hand. The after proceedings will be under the

control of the Director of Ceremonies, and good manners will apply throughout.

Risqué or crude jokes are not acceptable, nor is raucous behaviour, Challenging and Cross Toasting.

Excessive wine taking is detrimental to good order.

The following are some guidelines:

8.1 When a member(s) of the Provincial Executive is present on an Official Visit and is accompanied by

the PGDC or the PDGDC, he may wish to take control of the proceedings at the Festive Board.

The Official Visitor(s) will normally enter before the Principals, escorted by the PGDC/PDGDC or Chapter

DC.

8.2 The Seating Order to the right of the First Principals is in the order of seniority: the MEGS would sit

on the immediate right of the Chapter Second Principal or if an Exaltation has been conducted, on the

immediate right of the Candidate. If the Deputy Grand Superintendent is also present, he should be seated

immediately on the right of the MEGS and before the Second and Third Grand Principals and the Provincial

Grand Scribe Ezra.

Special Note - If a Past Grand Superintendent is present he is senior to a Deputy Grand Superintendent

and should thus be seated immediately to the right of the MEGS.

8.3 Officers of Supreme Grand Chapter who do not hold acting Provincial Grand rank should be seated

according to Grand Rank seniority immediately after the Provincial Grand Scribe Ezra. If you have any

queries on this please ask the PGSE.

8.4 There are occasions when the active Provincial Officers/ Officers of Supreme Grand Chapter (who

do not hold acting Provincial Grand rank) may wish to sit with other members of the Chapter, an

arrangement which has merit, and in such circumstances the PGSE will advise the Chapter Scribe

accordingly so that appropriate seating arrangements are made. It is essential that these details are passed to

the Chapter DC.

8.6 An up to date version of the Toast List is issued to all Scribes and this should be available for the

Principals to use at all meetings. A great deal of trouble is taken to keep the toast list correctly updated, so

that no member of the Executive is embarrassed by wrong ranks etc. being read out by the Chapter MEZ. If

you plan to copy the Toast list onto Chapter headed paperwork, please ensure that the copy is accurate with

no errors - a copy of the current toast list is available on the Provincial website.

8.7 When the Most Excellent Grand Superintendent is present at the festive Board he should be invited

to respond to his toast. When the Most Excellent Grand Superintendent is not present, the Deputy Grand

Superintendent should be invited to respond to the toast to the Officers of Provincial Grand Chapter. It is

the Grand Superintendent’s wish that in the event of his and the Deputy’s absence, that the next senior

Executive Officer present be invited to reply on behalf of the Province.

8.8 As the Executive Officer will normally thank the Chapter for their hospitality, it is unnecessary for

them to follow this with a formal letter of thanks to the Chapter.

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Section 9 Candidates for Exaltation, Joining or Re-joining - Registration Form P

Introduction: The SGC Form P is the starting point of all of our careers in Royal Arch masonry. It is also

the form that causes the most problems! This chapter goes through each section of the form stage by stage.

Please use the following as a 'check-list' when completing the form, be it for a candidate for exaltation,

joiner or re-joiner, so that things run smoothly and we eliminate a paperwork merry-go-round when this

form is not completed correctly .

Supreme Grand Chapter generally send out a few copies to each Chapter Scribe E with the annual

notification of the level of dues for the ensuing year, the PGSE also holds a small stock. The form is

amended from time to time, so make sure that you are using the most up-to-date version otherwise the whole

application will be returned by Supreme Grand Chapter.

NOTE: If the candidate for exaltation or joining and is NOT a member of Lodge/Chapter in England

(including NI, Isle of Man and the Channel Islands) or Wales he may be considered a Foreign joiner, please

take no action until you have consulted the PGSE as to the appropriate procedure to follow.

9.1 Preliminary notes for the completion of Registration Form P

9.1.1 It is suggested that before any Form P is issued, the Chapter Committee considers the

suitability of all candidates to avoid potential embarrassment if an objection is raised at a later stage.

9.1.2 In accordance with the requirements of RAR 66 and 67, every candidate for exaltation must

produce, for inspection by the Scribe E, his Grand Lodge Certificate and Clearance Certificate from

ALL Lodges of which he is or has ever been a member. Note - it is the candidates responsibility to

obtain all the necessary clearance certificates. The Scribe E should make a note of his Grand Lodge

Certificate number - required on Form P. If a candidate is only a member of a Lodge not under the

English Constitution, a Certificate of Eligibility, issued by the Grand Scribe E in accordance with

RAR 67, must be obtained and attached to the Form P when submitted to the PGSE for registration.

Because of these special provisions for Candidates from other Constitutions you are advised to contact

the PGSE before any proposition for Exaltation or Joining Membership is formally made.

9.1.3 Candidates for joining/rejoining - must be PROVED - his Grand Chapter Certificate must

be inspected and clearance certificates obtained from EVERY CHAPTER of which he is or EVER

HAS BEEN before a Form P is issued or accepted. Note - it is the candidates responsibility to obtain

all the necessary clearance certificates. Make a note of the Royal Arch membership number. In the

case of a Candidate who is a member only of a Chapter not under the English Constitution, a

Certificate of Eligibility, issued by the Grand Scribe E is required (see above).

9.1.4 Proposing the candidate for Exaltation/Joining/Re-joining - The candidate must be duly

proposed and seconded by subscribing members of the Chapter (or Honorary members who were

previously subscribing members of the Chapter). Such proposition may take place either at a regular

Convocation or by notice in writing communicated by the Proposer to the Chapter Scribe E at least 14

days before the next Convocation. There is no requirement for the candidate to be interviewed unless it

is the normal Chapter practice. Announcement of the application is not required at the regular

Convocation before that in which the ballot is held, though it is common practice to do so.


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9.2 Completing Registration Form P

9.2.1 Front page - Header

This section should be completed by the Scribe E prior to the form being issued. The Chapter Name & No.

is straight forward. Regarding 'Meeting at' a simple statement such as 'The Masonic Hall, Gloucester' will

suffice. Regarding 'Province of' - the abbreviation 'Glou. & Herefd' will suffice.

9.2.2 Front page - Section A - Candidates details

Incorrect candidate details is the second principal cause of registration rejection - please double check

it before submission.

Please ensure that BOTH the

Surname and Forenames are

EXACTLY the same as they

appear on his Grand Lodge

Certificate

Please pay particular attention to

the requirements about

employment, a simple Retired will

get the registration rejected - See

Section 6.1.8

This should match the address

already recorded on Adelphi - if

not please advise the PGSE when

you submit the form so that it can

be updated

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9.2.3 - Front Page - Section A continued - details of Masonic membership.

See help boxes below:

GRAND LODGE CERTIFICATE NO.

Note this is ONLY required for Candidates being exalted but this can be

confusing as on SOME certificates there are two numbers:

Such as 1001134A and 6323/77

The former is his UGLE reference no., whilst the latter is his Grand

Lodge Certificate No. The /?? (77 in the illustration) is the year of

issue and should tie in with his year he was raised.

Please ensure you cross check this when you inspect his Certificate.

To be completed by ALL Exaltees

The failure by the candidate for Exaltation to list

EVERY LODGE he is OR has EVER BEEN A

MEMBER OF - even if he has resigned, is the

primary cause of his registration being rejected.

If he has any doubts with regarding completing this

section you can email his details to the PGSE who

is able to check on ADelphi a history of his

Masonic career and advise you accordingly.

Note the warning regarding the

non-production of the candidates

Grand Lodge Certificate

To be completed by ALL Joining or Re-

joining Candidates

The failure by the candidate for Joining/Re-joining

to list EVERY CHAPTER he is OR has EVER

BEEN A MEMBER OF - even if he has resigned, is

the primary cause of his registration being rejected.

If he has any doubts with regarding completing this

section you can email his details to the PGSE who

is able to check on ADelphi a history of his

Masonic career and advise you accordingly.

It is vitally important that you are aware of these

details as you must obtain clearance certificates

from EACH AND EVERY Chapter.

If you fail to do so and he has been excluded by a

Chapter for non-payment of SGC dues then your

Chapter will be liable to pay them.

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9.2.4 - Front Page - Last Section - the Candidates signature.

This section should be straight forward to complete.

9.2.5 Back Page - Section B - Certificates of Proposer and Seconder

NOTE: - An Honorary Member can ONLY Propose/Second a candidate if he was a subscribing

member of the Chapter before he was made an Honorary Member.

It would appear from its layout that this section

should be straight forward - it is therefore

surprising how many times forms are presented

that fail to indicate how long they have been

known to the Proposer/Seconder or signed by

either party.

Leave this box blank - it is used by the PGSE to

record the Pre-Registration of the

Exaltee/joiner/re-joiner before the paperwork is

dispatched to SGC

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9.2.6 Back Page - Section C - Certificates of the 1st Principal and Scribe E

This section requires BOTH the MEZ and Chapter Scribe E to sign and date the Form P after the

completion of the either the Exaltation ceremony or the Companion joining/re-joining has been

accepted by the members after a secret ballot.

Ideally this section should be completed immediately after the Convocation has closed.

9.2.7 Back Page - last Section - To be completed by the Scribe E

With regard to the note about Exaltation of a Serving Companion - RAR 68 - this very

rarely occurs and therefore should not trouble the general exaltation procedures.

Please ensure you are

using the most update

version of the Form - if

in doubt ask the PGSE

Please complete in BLOCK

CAPITALS as requested - this is

the address SGC will use to send

the SGC Certificate for Exaltees.

Details of Exaltation fees are sent to every

Chapter Scribe E in about January. Don't

forget to add VAT as applicable and include

the cheque - payable to SGC - when

submitting the form to the PGSE.

If in doubt about levels of fees ask the PGSE -

no fee is payable for joining/re-joining

members.

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7.7

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9.3 Completed Form P - When the Form P has been completed by the candidate and countersigned by

the Proposer, Seconder, MEZ and the Scribe E it should be carefully checked by the Scribe E. It is

recommended that a copy is taken for the Chapter records. All completed Form P’s should be sent to the

PGSE with the appropriate fee (see below) and NOT directly to SGC.

9.4 Fees - There are two elements to the fees payable by the Candidate (in addition to any Chapter

membership dues), they are: Exaltation Fees payable to SGC and Joining Fees payable to the Chapter.

9.4.1 Exaltation Fees payable to SGC - There is a set fee payable to SGC for every exaltee and

these fees are advised to the every Scribe E in early December each year. If in doubt as to the current

fees consult the PGSE. DO NOT FORGET TO ADD VAT and make the cheque payable to SGC

(NOT the Province).

NOTE - SGC does NOT collect any fees for joining members (see special conditions below for

foreign joiners) or honorary membership.

NOTE - The Province does NOT collect any fees for exaltees, joining members or honorary

membership.

9.4.2 Joining Fees payable to the Chapter - if it is the Chapter's policy to charge exaltees or

joining companions a joining fee then this should advised to the candidate and collected with his

membership dues.

9.5 Fees payable by Foreign Joiners - these are rare but if they do occur please contact the PGSE

before any action is taken so that he can consult with SGC as to understanding the exact procedure to follow.

9.6 Grand Chapter Certificates - The Exaltee's Grand Chapter Certificate is sent directly to the

Chapter Scribe E, arrange for this to be presented in Open Chapter as soon as possible and the fact recorded

in the Minutes. The Certificate will normally be presented by a member of the Provincial Executive, or

senior member of the Chapter.


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Section 10 - Returns

Introduction - In addition to the requirements for the return of the Registration Form P and those for

membership information updates there are four other 'annual' returns that the Chapter Scribe must complete,

they are:



10.3 Your Installation Return to Supreme Grand Chapter


Supreme Grand Chapter and Provincial Grand Chapter Returns must be made as soon as possible and no

later than one month from the date they become due. All returns should be sent directly to the PGSE

together with the appropriate fee.

Note: The Scribe E is responsible for ensuring the returns are sent. On retiring from office the outgoing

Scribe E remains responsible for completing the forms for that particular Installation Convocation.


10.1.1 About one month prior to the end of the Chapter financial year, you will be sent direct from

SGC by email (or post if they do not hols an email address for you) a computerised Return listing (see

illustration below) of all the members in your Chapter for that particular year and a request for

payment of Grand Chapter dues.

Illustration of front page of SGC annual return:

Illustration of last page of SGC annual return:

Addresses of your members in

this area of the printout

MEZ - signature

Scribe E - signature

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10.1.2 The list should be checked for accuracy; it should contain the names of all the Companions

who were, at any time during the year, subscribing members of the Chapter. Add any member not

shown on the list - usually recently Exalted or Joining Members. Note also deaths, resignations and

exclusions, and also election to Honorary Membership. Enter details in the Arrears and Remarks

columns as appropriate.

10.1.3 ARREARS to be shown on SGC annual returns - It is important that all Companions in

arrears with their subscriptions should be shown as such when making the Annual Return to Supreme

Grand Chapter and Provincial Grand Chapter. Failure to do so will result in enquiries being made by

SGC, when Companions whose arrears have not previously been reported, are excluded under BOC

rule No. 181, or cease to be members under Royal Arch regulation No. 71.

10.1.4 Check the Annual Return for any Companions who are coming up to 50 years since they

were Exalted into the Royal Arch and notify the PGSE at least six months in advance so that

arrangements can be made for the presentation of a 50 Year Certificate.

10.1.5 The Return along with the payment (adjusted accordingly for any additional members not

listed), should be sent to the PGSE as soon as possible and no later than one month from the date it

becomes due, together with a schedule any amendments required.

Cheques should be made payable to SGC.

You should keep a copy of the Return for your Chapter records. The Returns received from all

Chapters in the Province are used to collate important information for the MEGS in December each

year.


10.2.1 The Annual Provincial return (see illustration below) is sent out by the PGSE to all Chapters

by email on or about the 1st April for the membership details to be recorded up to 31st March. It

includes details of the Provincial dues to be paid. Where a Dispensation has been issued during the

year, you will receive an invoice showing the amount.

Illustration of Provincial Annual Return:

Illustration Provincial invoice - to which any dues for Dispensations must be added.

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10.2.2 The Chapter Scribe E should check all the details and make any changes before returning the

form, invoice, and dues to the PGSE by mid April at the latest. Retain a copy for Chapter records.

Once received, the Adelphi system will be updated with any changes ensuring the Chapter records are

up to date.

10.2.3 ARREARS to be shown on Provincial annual returns - It is important that all Companions

in arrears with their subscriptions should be shown as such when making the Annual Return to

Provincial Grand Chapter. Failure to do so will result in enquiries being made, when Companions

whose arrears have not previously been reported, are excluded under BOC rule No. 181, or cease to be

members under Royal Arch regulation No. 71.

10.2.4 Submitting your return The Return along with the payment (adjusted accordingly for

any additional members not listed or dispensations received), should be sent to the PGSE as soon as

possible and no later than 1st June, together with a schedule any amendments required.

Cheques should be made payable to Prov. Grand Chapter of Glou. & Herefordshire.

You should keep a copy of the Return for your Chapter records.

THIS AREA HAS INTENTIONALLY LEFT BLANK

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10.3 Your Installation Return to Supreme Grand Chapter

10.3.1 Supreme Grand Chapter will send a blank Form LP&A4, the Installation Return (see

illustration below), direct to the Chapter Scribe E at the commencement of each calendar year when

they notify you of the various level of fees for the year.

10.3.2 As these forms are used for compiling SGC records, it is essential you either type or print

clearly in CAPITALS.

10.3.3 It is recommended that the forms are completed prior to the Installation Meeting in order for

the new Chapter First Principal to sign them on the Installation evening, thus enabling them to be

posted promptly.

10.3.4 The completed SGC Installation Return should be dispatched immediately after the

Installation to the PGSE (retaining a copy for the Chapter records).


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10.4.1 Why two Installation Returns? As you will see from the above the SGC Return only covers

the Principals whereas the Provincial Return lists all the officers of the Chapter. It is from this return

that the PGSE updates ADelphi with all the officers of the Chapter and from which the Year Book is

derived.

10.4.2 The PGSE will send a blank Provincial Installation Return Form (see illustration below),

direct to the Chapter Scribe E about one month before your Installation ceremony is due.

10.4.3 The completed Provincial Installation Return should be dispatched immediately (no

signatures needed) after the Installation to the PGSE (retaining a copy for the Chapter records).


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Section 11 - Resignation (Voluntary)

Membership of a Chapter and of the Craft are completely separate entities.

A member has a right to resign from his Chapter (Rule 183). He may withdraw such resignation, either

voluntarily or on request by the Chapter. If notice has been given to him of procedure for exclusion under

Rule 181 – see below – a resignation cannot be withdrawn. A member has a similar right in respect of the

Craft, but has to surrender his Grand Lodge and Chapter Certificates (Rule 183A).

Resignation is effective from the date when given. It should be reported at the next regular Convocation

and entered in the Minutes and Register of Members.

The PGSE should be informed (using Membership Update Form) as soon as practicable so that the

appropriate records can be updated.


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Section 12 - Cessation of Membership (Non payment of Subscriptions)

12.1 Two year rule Any member over 2 years in arrears means automatic exclusion under RAR 71.

12.2 Reporting to the Chapter The cessation of membership should be reported under the Third and

Fourth Rising at the next regular Convocation and entered in the Minutes and Register of Members.

Note: No ballot is necessary.

12.3 Advising the member of the Chapter's action The Chapter Scribe E should advice the

member, in writing within 14 days of it being reported to the Chapter, that he will not be able to attend any

Chapter unless he is a subscribing member of a Chapter (Rule 127i).

Although it has to be accepted that this can be difficult to prove if he is a guest of a Chapter member.

12.4 Rejoining Having paid all outstanding dues Rule 148 makes provision enabling him to rejoin.

NOTE: A case can arise where the member has paid back dues but has not been remitted for some reason.

There is a right of redress on submission of proof of payment (Rule 150).

12.5 Can he be subsequently Excluded under Rule 181? Yes - RAR 71 notes that cessation of

membership under this rule does not prevent further action under Rule 181 (Exclusion - see Section 13).

12.6 Advising the PGSE

(a) Please advise the PGSE immediately of a member ceasing for any reason (using Membership

Update Form). It is equally important to amend the Chapter’s Register of Members.

(b) If overdue subscriptions are subsequently paid advise PGSE (Rule 181(h)) immediately.

(c) The Grand Superintendent may order reinstatement (Rule 182) if a complaint is made within three

months of the member being advised of his cessation and subsequently upheld.


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Section 13 - Exclusions

Note: That the terms Expulsion and Exclusion should not be confused.

Expulsion can only be dealt with by Supreme Grand Chapter.

Introduction

A member can be subject to Exclusion from the Chapter (Rule 181), for two possible reasons:

13.1 Non-payment of subscriptions for a period of less than two years, if so provided in the

Chapter by-laws.


13.1 Non-payment of subscriptions for a period of less than two years, if so provided in the Chapter

by-laws.

13.1.1 Royal Arch Regulation 71 and Rule 181 apply.

13.1.2 For arrears in subscriptions for a period of less than two years the following must be

complied with for exclusion to be effective.

Procedure

(a) A notice in writing to the member concerned, forwarded by Recorded Delivery or

Registered Post to his last known address.

(b) A written notice to all members, or an item on the relevant summons of the intention

to propose such a resolution.

NOTE: Summons to state “To ballot for the exclusion of a Companion under Rule 181, Book

of Constitutions” ONLY. No other detail or names. Note Rule 181(a)(ii) – may be a written

notice to all members.

(c) The Chapter Scribe E to read details of the member and his outstanding debt.

(d) The member, if present, may reply, being required to speak strictly about the reason

for non-payment with a time limit (say, ten minutes), imposed in advance, or the Chapter Scribe

E may read a statement submitted in advance.

(e) A Secret Ballot is required (Rule 181(d)) with two-thirds of the members present

voting for exclusion (181(e)). Record the numbers in the Minutes. Appoint a senior member of

the Chapter to act as scrutineer with the First Principal. The member, if present, also entitled to

scrutinise the count.

(f) The Secret Ballot is taken by the Sojourners. The Assistant Sojourner gives one ball

to each member. Do not allow members to take a ball.

(g) The Chapter First Principal announces the result. If carried the effective date of

exclusion will be the date of the meeting. and the excluded Companion leaves of his own accord.

(h) If the Companion is absent, the Scribe E to advise him in writing of the result and

that, if excluded, he cannot attend any Chapter unless he is a subscribing member of another

Chapter (Rule 127(i)). It is advisable to confirm this to an excluded member in writing even if

he was present.

(i) The Chapter Scribe E should advise the PGSE promptly in writing and he will advise

the Grand Scribe E accordingly.


Introduction

The Chapter's First Principal should act promptly to enquire into the matter and endeavour to resolve it. He

may wish to consult the PGSE, but should write stating the position clearly and objectively. It may be

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appropriate for another senior Companion to do this depending on those involved. Correspondence should

not be made with the First Grand Principal or Grand Superintendent as this in itself may be construed as a

disciplinary matter (Rule 17).

It is suggested that the Chapter's First Principal and the Scribe E familiarise themselves with the various

rules and regulations involved in advance taking any action.

Procedure:

(a) Notice in writing as detailed in Rule 181(a)(i), being careful to follow the detail.

Send by Registered Post or Recorded Delivery to last known address.

(b) Summons to state “To ballot for the exclusion of a Companion under Rule 181, Book

of Constitutions” ONLY. No other detail or names. Note Rule 181(a)(ii) – may be a written

notice to all members.

(c) In Chapter, visitors, other than an Official Visitor, may be asked to withdraw.

(d) Members to be advised of procedure (e) to (h) below. To avoid dissension, the

Chapter's First Principal will probably need to rule in advance that there will be no discussion

(see also Rule 180). He may, in some circumstances, wish to ask a senior member of the

Chapter to take the Chair for this item, especially if he may be construed as being personally

involved.

(e) Scribe E to name the Companions and read details of complaint.

(f) Member, if present, may reply, being required to speak strictly about the complaint

with a time limit (say, ten minutes), imposed in advance, or the Scribe E may read a statement

submitted in advance.

(g) A Secret Ballot is required (Rule 181(d)) with two-thirds of the members present

voting for exclusion (181(e)). Record the numbers in the Minutes. Appoint a senior member of

the Chapter to act as scrutineer with the First Principal. The member, if present, also entitled to

scrutinise the count.

(h) The Secret Ballot is taken by the Sojourners. The Assistant Sojourner gives one ball

to each member. Do not allow members to take a ball.

(i) First Principal announces the result. If carried the effective date of exclusion will be

the date of the meeting. and the excluded Companion leaves of his own accord.

(j) If the Companion is absent, the Scribe E to advise him in writing of the result and

that, if excluded, he cannot attend any Chapter unless he is a subscribing member of another

Chapter (Rule 127(i)). It is advisable to confirm this to an excluded member in writing even if

he was present.

(k) The Chapter Scribe E should advise the PGSE promptly in writing and he will advise the

Grand Scribe E accordingly.

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Section 14 - Miscellanea

14.1 Dispensations:

The circumstances which may arise for which a Dispensation is required are:

• Holding a Convocation on a different date than that provided for in the By-laws (RAR58).

• Holding a Convocation at a different venue than that provided for in the By-laws (RAR58).

Note that if the alternative venue is outside the Province two Dispensations are required, one

also from the new host Province.

• Companion to serve as First Principal of more than one Chapter at the same time (RAR52).

Note that a Dispensation is also required from Supreme Grand Chapter if the new MEZ’s

existing Chapter is in a different Province.

• Companion to continue as the same Principal for a third year (RAR51).

• Companion to serve as Principal without having served for a full year in previous chair

(RAR50).

• Permit the Exaltation of more than two Candidates on the same day (RAR65).

• Render eligible a Companion holding a regular office to serve as First Principal (RAR54).

• Election of substitute Treasurer (RAR57).

A Dispensation can normally be issued within a few days, but one month’s notice would be appreciated, to

enable any further enquiries to be made if necessary. The fee for a Dispensation is currently £5. It is

recommended that you contact the PGSE as soon as the need for a dispensation is identified. If you are in

any doubt as to whether a Dispensation is required, the PGSE will advise.

14.2 Aborted meetings:

There is no power to cancel any regular meeting (Rule 137, BOC). If for example, severe weather

conditions occur and a quorum is not present, the meeting should be abandoned. A statement is then to be

entered in the Minute Book recording the fact. Alternatively, however, given sufficient time in advance of

the prescribed date, the PGSE may be requested to issue a Dispensation for an alternative date so long as it

is within 28 days of the original date.

14.3 Special meetings:

Celebration of events such as Banner Dedications, Chapter Anniversaries and the like will call for special

arrangements to be made and early consultation with the PGSE and PGDC is essential

14.4 Emergency meetings

Royal Arch Regulation 59 provides for the Principals to call an Emergency Convocation if there is good

cause. Note that the Agenda for an Emergency Meeting must specify the business for which the meeting is

called and no other business shall be undertaken. Minutes of previous meetings will not be read and there

will be no Risings.

Keep the PGSE informed of the details and ensure copies of summons are issued in the usual way. This

facility is useful if a Chapter has a long waiting list of candidates.

14.5 Honorary Membership

14.5.1 A Chapter has the power, after notice has been placed on the summons, to elect as an

Honorary Member any Companion of good standing and worthy of such distinction by reason of his

services to Royal Arch Masonry, or to the particular Chapter, and who is, or within the previous year

has been, a subscribing member of a regular Chapter. It is often the case that the Chapter will wish to

extend this honour to member(s) of the Provincial Executive. Note that a member should not be given

Honorary Membership solely because he has difficulty in paying his subscriptions.

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14.5.2 Before the proposition is made, the Companion should be informed of the proposal and his

agreement obtained. It is essential to make sure that he is fully aware of what rights and privileges he

may lose as an Honorary Member (see Book of Constitutions, Rule 167 for details).

14.5.3 The motion for his election shall be voted on by secret ballot and declared carried unless

three or more balls appear in the nay box.

14.5.4 The PGSE should be notified (using the Membership Update Form) of the details as soon as

an Honorary Membership is conferred upon a member. Once the records are updated on Adelphi it

will ensure that the Chapter is not charged annual dues for the member in future years.

The completion of a Form P is not required for Honorary Membership.

14.5.5 The names of Honorary Members are normally set out on the Summons, and must be in the

following sequence:

• Grand Superintendent

• Provincial Executive in order of seniority

• Grand Officers in order of seniority (whether active or past)

• Past Provincial Officers in order of seniority

• Excellent Companions

• Companions

14.6 White Table Procedures

14.6.1 White Tables (where Ladies and non-Masonic guests are present) should generally be

avoided at Installation and Exaltation Convocations.

14.6.2 The following should take place in Chapter and not in the After Proceedings:

• Any address by an Official Visitor, which should be on the Second Rising.

• Charity collection.

• Any matter of Masonic business.

14.6.3 In addressing the assembled company, use “Most Excellent, Ladies, Gentlemen and

Companions”.

14.6.4 Grace is to omit Masonic references and is to be by the Third Principal. Craft Grace after the

meal may be sung, but make sure all have the words.

14.6.5 Wine taking is restricted to:

• Principals with all (to remain seated).

• Principals with Ladies (and non-Royal Arch guests). (Ladies to remain seated)

14.6.6 Toasts are restricted to:

• The Queen, by the first Principal.

• The Guests. Neither the toast, nor any reply, is to make any reference to the work in the

Temple.

Neither Masonic Fire nor the Janitor’s toast is to be given.

14.7 Precedence

A Joining Member takes precedence on the Summons after the last Exaltee. He takes precedence in Chapter

according to his rank. A Past First Principal of the Chapter on rejoining takes precedence as junior Past First

Principal from the date he rejoins. For Example: Z in 2005 rejoins 2012, takes precedence after IPZ

20010/11. Z in 2008, now Provincial Officer, takes precedence as Provincial Rank.

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14.8 Provision of clearance certificates

Any member, or former member, may request a Certificate of Good Standing without fee (RAR 70).

Remember to check first with the Treasurer that all dues have been paid. The simplest form states “Comp

X is/was a member of this Chapter and is/was not indebted to the Chapter”.

See RAR 70 if there is any situation when a clean Certificate cannot be given. The most common reason is

where a member is in arrears of subscription either currently or when ceasing membership of the Chapter.

There can also be cases where a member has been excluded, suspended or expelled.

14.9 Regalia

Royal Arch Jewel - All Companions are encouraged to wear their Royal Arch Jewel when attending Craft

meetings. It should be worn closest to the centre of the body when other Craft Jewels are also being worn.

Principals - Please ensure Principals wear the correct regalia. A Principals apron should have red tassels

and a red belt, the Principals Breast Jewel is likewise red.


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Section 15 - Finance

Introduction

General Financial Guidance - For detailed information on the financial management of the Chapter and

the duties of the Treasurer and Auditors the booklet “The Treasurer – His Role and Responsibilities”

published by Grand Lodge is highly recommended.

15.1 Books - The following are compulsory records for the Chapter :

• Account Books (Rule 153, BOC) maintained by the Treasurer

15.2 Subscriptions - Subscription should have been collected from all members as soon as practicable

after they become due.

15.3 Companions in arrears:

15.3.1 Actions within the Chapter:

The Treasurer has a duty to bring to the attention of the Chapter Committee all Companions of the

Chapter who are in arrears as defined in the Chapter By-Laws. If the arrears are for a period of less

than 2 (two) years the Committee can recommend the action to be taken is Exclusion under Royal

Arch Regulation 71 and Rule 181.

For further details See Sections 12 & 13.

15.3.2 Actions with regard to SGC Annual Return:

It is important that all Companions in arrears with their subscriptions should be shown as such when

making the Annual Return to Supreme Grand Chapter and Provincial Grand Chapter. Failure to do so

will result in enquiries being made by SGC, when Companions whose arrears have not previously

been reported, are excluded under BOC rule No. 181, or cease to be members under Royal Arch

regulation No. 71.

For further details See Section 10.1

15.4 Candidates - Fees and Subscriptions - Fees and subscription should have been collected from the

candidate by the Treasurer before the Exaltation ceremony. A cheque should be provided to the Chapter

Scribe E for the Supreme Grand Chapter Registration Fees, to accompany the Form P.

15.5 Appointment of auditors / Account examiners - Companions elected to carry out the annual audit

of Chapter accounts should be Senior Members of the Chapter who do not hold any active office involving

handling of Chapter Funds and, whenever possible, they should be persons with some knowledge of

accountancy. The principle of independence requires that no one should be an Auditor or Examiner who has

taken any part in any of the Executive decisions, directly or indirectly, affecting the finances of the Chapter.

There is no objection to a junior officer or Past Principal holding such office so long as he is not otherwise

actively engaged in an executive capacity. However, the Principals act collectively in the management of

the Chapter, and therefore its finances, and a Steward, for example, who as part of his duties has

responsibility for dining arrangements and fees is engaged in executive actions affecting finances. None of

these Companions should be an auditor or examiner. The Treasurer should not propose or second the

appointment of the Auditors.

15.6 Accounts - The Treasurer’s accounts are to be audited and presented to the Chapter at the meeting

prescribed for the purpose in the Bylaws. The accounts, balance sheet and audit committee certificate

should be printed and dispatched with the Summons for the meeting at which they are to be considered. The

auditors or account examiners are to present their report thereon, and the Chapter shall vote as to the

acceptability or otherwise of the accounts, following a proposition duly seconded. Neither the Principals, nor

the Treasurer nor the Auditors should propose or second the adoption of the accounts. The motion for the

adoption of the accounts should come from the floor of the Chapter after the Auditors have presented their

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report. The Treasurer and the Auditors should not present this motion, but the latter may commend the

accounts to the Chapter.

A copy of the Audited Annual Accounts should be submitted to the PGSE, within one month from the

date of approval of the Accounts.

Section 16 - Useful Website Links

1) United Grand Lodge - general http://www.ugle.org.uk/

2) United Grand Lodge - members area https://members.ugle.org.uk/index.php/

3) Gloucestershire Craft http://GlosMasons.org.uk

4) Herefordshire Craft http://HerefordshireMasons.org.uk/

5) Gloucestershire & Herefordshire Royal Arch http://glosandhereroyalarch.com

6) UGLE - Book of Constitutions

http://www.ugle.org.uk/about/book-of-constitutions

7) Supreme Grand Chapter - Book of Constitutions

http://www.supremegrandchapter.org.uk/about-supreme-grand-chapter/royal-arch-regulations


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Appendix A - Address to the Candidate (Exaltee)

You are about to be Exalted into the Supreme Degree of the Holy Royal

Arch. The Third Degree was conducted in darkness and concerned death

and the knowledge of yourselves. This Degree is all about light and the

Glory of the Most High.

The Ceremony of Exaltation takes place 500 years after the dedication of

King Solomon's Temple, the scene of the three Craft Ceremonies. King

Solomon has long since died. Jerusalem has been attacked by the

Babylonians, the city and its once magnificent Temple have been destroyed

and its inhabitants taken into captivity in Babylon where they remained for

70 years.

We are now at that period in history where the Babylonian Empire itself

has been attacked and defeated by Cyrus, King of Persia. Cyrus has

recently issued a decree allowing the descendents of the Hebrew exiles to

return to Jerusalem.

As the Candidate for Exaltation, you represent one of those exiles returning

to Jerusalem as a Sojourner or Journeyman builder. You discover that the

Temple and Holy City are in ruins and, with your colleagues, offer your

assistance in building a new temple when, as you will eventually see, a

discovery of very great importance is made.

PROVINCIAL GRAND CHAPTER OF GLOUCESTERSHIRE AND...

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