How To Close A Grand Lodge

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1 PROVINCE OF CHESHIRE - CLOSURE OF A LODGE / CHAPTER APGM / APGP informs Provincial Office to put Lodge / Chapter on the At Risk Register. Form a Working group to discuss the way forward. This group will eventually become the Trustees, who will be responsible for the Closure. Usually WM / 1 st Principal; Sec / Scribe E; Treasurer and a Senior member The Provincial Office will give advice when necessary. Frequently asked questions Appendix I Points to note Appendix II Records updated in Provincial Office After decision taken to Close a time matrix will be constructed. Agree timing of final meeting. (Care should be taken to avoid having to pay additional Dues to UGLE / SGC and Province) Notice of Motion This should be given at the earliest possible meeting See Notice of Motion Appendix III Records updated in Provincial Office Write to Provincial Grand Secretary / Scribe E See suggested letter Appendix IV Records updated in Provincial Office Provincial Grand Secretary / Scribe E R W Provincial Grand Master / M E Grand Superintendent At the next meeting:- A vote is taken on the Proposition Appoint Trustees Write to Provincial Grand Secretary / Scribe E Final Meeting Warrant / Charter handed over to APGM / APGP Clearance Certificates Items to be included on the Summons Appendix V Duties of the Trustees Appendix VI See Check List Appendix VII Agenda for Final Meeting Appendix VII See suggested format Appendix IX United Grand Lodge / Supreme Grand Chapter Items to be handed over the APGM / APGP together with the Final letter to the Provincial Grand Secretary / Scribe E See the suggested draft Appendix X See Items Lists Appendix XI (a) and (b)

2 Appendix I FREQUENTLY ASKED QUESTIONS 1. My Lodge/Chapter is in difficulty due to falling numbers, who do we notify? Answer The initial enquiry and request should be made from the Lodge / Chapter to the APGM / APGP and, at the same time the Provincial Secretariat. 2. What happens to a Brother / Companion who is put forward by his Lodge / Chapter to receive a Provincial appointment and the Lodge / Chapter closes before the Provincial Meeting? Answer He must retain his membership of Craft or Royal Arch (as a subscribing member of the Province of Cheshire) to be eligible to receive a First Appointment or Promotion at a Provincial Meeting. [i.e. he must join another Lodge / Chapter within Cheshire before the Annual Meeting/Convocation]. 3. What happens about future recommendations for Provincial Honours? Answer This is a theoretical problem; a member of any Lodge / Chapter can be put forward to receive an appointment or promotion provided they meet the requirements of the Province at the time. 4. For Brethren / Companions joining a Lodge / Chapter from a closing Lodge / Chapter when does his membership of the receiving Lodge / Chapter commence and that of the closing Lodge / Chapter end? Answer Membership of the Lodge / Chapter he joins begins from the meeting in which he is elected as a Joining member and his membership of the closing Lodge / Chapter ceases on the last day of the Lodge / Chapter financial year (usually the last day of the month prior to the month of Installation). NB:- An unattached Brother / Companion can attend any number of Lodges / Chapters, but only any Lodge/Chapter on one occasion, (whilst he is unattached). 5. What happens to Honorary Members? Answer As the Lodge / Chapter will cease to exist from the date of the closure meeting so Honorary membership of that Lodge / Chapter also ceases.

3 6. What is the status of a Worshipful Master / First Principal if a Lodge / Chapter closes or amalgamates whilst he is in Office? Answer If it is the first time the Worshipful Master / First Principal is in Office they will not have served in that position from one Installation until the next. They cannot be classed as Past and cannot wear a Past Collar but are entitled to wear the Apron. The will have to serve again in those positions BEFORE they can be considered for Provincial Honours. 7. What is the status of Wardens, Scribes or Sojourners? Answer This is similar to 6 above. Those in qualifying Offices for the first time will have to serve in those Offices again before they can progress.

4 Appendix II POINTS TO NOTE The APGM / APGP and the Provincial Secretariat should be kept involved and informed throughout the Closure Procedure. At the final meeting, which the members may wish to make as memorable as possible by the invitation of guests etc., the Lodge Warrant / Chapter Charter should be formally handed over to the APGM / APGP. The Secretary / Scribe E should give to each member a Clearance Certificate which he will need when joining another Lodge / Chapter. A single copy of the Clearance Certificate on which is stated the names of those to whom it was issued, and identifying those, if any, who were still indebted to the Lodge / Chapter should be attached to the final Minutes. Widows and Dependents must be looked after. The members of the Lodge / Chapter must take care to dispose of their monies with this in mind. Where appropriate agreement should be reached with the Division for them to arrange for another Lodge / Chapter to look after Widows and dependents by informing them of a contact address in case of need or emergency, sending a small gift at Christmas. To enable them so to do the Division will require as much detail as possible about the Widows / dependents. The Lodge / Chapter Almoner should inform the Widows / dependents as to what is happening. With the surrender of the Warrant / Charter to the APGM / APGP, the Lodge / Chapter is effectively closed. The APGM / APGP will hand the Warrant / Charter to the Provincial Grand Secretary / Scribe E. who will, after the RW Provincial Grand Master / ME Grand Superintendent has given his authority, liaise with London regarding its return. A ny surplus artefacts, regalia etc. not required by other Lodges / Chapters should be lodged with the Provincial Office. Lodge / Chapter books (see Appendix II) transferred to the Provincial Grand Secretary / Scribe E who will forward the books to United Grand Lodge / Supreme Grand Chapter (Book of Constitutions Rule 190). The Province will require the Lodge / Chapter to make a contribution toward the cost of transferring the Books, Warrant or Charter to UGLE / SGC. The amount will be determined annually by the Province. Artefacts and regalia, will be available for subsequent issue to other Lodges / Chapters in need. FINANCIAL RETURNS Grand and Provincial Dues are paid annually in arrears according to the Annual Return. This includes current members, joining members, excluded members, and members who have ceased membership under Book of Constitutions Rule 148 during the year, i.e. all members included on the final Annual Returns. (i.e. If at the commencement of the subscription year the Lodge / Chapter had, say fifteen members and during the year two members died, three resigned and one was excluded and, in addition two joined and one was Initiated / Exalted, the Dues payable would be in respect of fifteen members plus two joining members and one Initiate / Exaltee giving eighteen Dues payable). The Lodge / Chapter must discharge all debts and liabilities before closure will be permitted. This includes any debts to Masonic Halls. Please contact the Provincial Secretary/Scribe E as soon as possible to clarify the Dues required by Grand Lodge / Supreme Grand Chapter and Provincial Grand Lodge / Chapter. You will then be in a position to quantify the financial liability before the final closure of the Accounts.

5 POINTS OF INTEREST The following points of interest should be noted carefully:- Before the final closure the Lodge Secretary / Chapter Scribe E should contact the Provincial Grand Secretary / Scribe E to ascertain whether or not closing Annual Returns for United Grand Lodge / Supreme Grand Chapter are required. This will depend upon the timing of the closure and whether any arrears of dues will be payable. Where a Lodge / Chapter has a beneficiary from the Grand Charity or other Charities, this Brother / Dependent will normally continue to be looked after by the nominated Case Almoner. If this is not appropriate, advice must be sought from the Provincial Grand Almoner. If the Worshipful Master / First Principal of the Lodge / Chapter has not served a full year beware of short service - (see Book of Constitutions Rule 105) similarly if the Second and Third Principals of a Chapter have not served a full year, their eligibility for election to First or Second Principal may be affected (Book of Constitutions Rule 105a). Hall Stone Jewel Lodges must send that Jewel to the Provincial Office who will arrange for it to be returned to the Grand Master. These notes are intended as guidance but are not exhaustive. Queries or difficulties not covered should be referred to the Provincial Grand Secretary / Scribe E for further clarification. RULE 188 BoC - Lodge with less than five members Whenever the number of subscribing members of any Lodge, as shown on the last return to Grand Lodge, shall be fewer than five, the Lodge shall cease to meet, and the Warrant, books and papers shall be delivered up to the Grand Master, who may, nevertheless, if he thinks proper, grant a dispensation to enable the members to meet, subject to such conditions as he may deem expedient, until he has finally decided whether the Lodge shall be continued or erased. RULE 190 BoC - Surrender of Warrant Upon the dissolution of a Lodge, the Warrant, together with all the books and papers relating to the affairs of the Lodge, must be delivered up to the Grand Master. Its other property shall be disposed of as the Lodge / Chapter may, prior to its dissolution, have resolved, or in default of or subject to any such resolution, as the Grand Master may direct. A Warrant cannot in any circumstances be transferred. This can be interpreted as meaning that if a Lodge / Chapter does not make a specific donation (or resolution) the artefacts pass to the Grand Master, via the Provincial Grand Secretary / Scribe E.

6 Appendix III NOTICE OF MOTION If there is general agreement to close the Lodge / Chapter or a substantial majority is in favour, a decision should be taken as to the most suitable date for the Closure meeting. Notice of Motion must be made at a Regular meeting, and voted on at the next Regular meeting. BEFORE a Notice of Motion is given care should be taken to ensure that:- a) an additional year s Grand Lodge / Supreme Grand Chapter and Provincial Grand Lodge / Chapter dues are avoided. b) time is available for the Secretary / Scribe E and Treasurer to complete any formalities required before the closure meeting. Recommended wording for the verbal Notice of Motion. (It is suggested that this should be given by the WM / First Principal or a senior member of the Lodge / Chapter) At the next Regular meeting I,. (here quote the name of Brother / Companion) will propose that due to diminished membership, lack of prospects this Lodge / Chapter has ceased to be viable. Accordingly the meeting to be held on. (here quote the date, month and year) be considered as the last and that the affairs of the Lodge / Chapter will be finally wound up and that a recommendation is made to the RW Provincial Grand Master / ME Grand Superintendent [via the Provincial Grand Secretary / Scribe E] to return the Warrant / Charter to the MW Bro the Grand Master / ME First Grand Principal. Immediately after this Notice of Motion has been given, and BEFORE the subsequent vote on the proposition, the Provincial Secretary / Scribe E should be notified in writing of the Lodge s / Chapter s intentions. The Summons for the following meeting MUST contain the wording of the Notice of Motion in full including the members name in the appropriate place. The proposition MUST be voted on and requires a simply majority - AND providing that not less that five Members vote in favour. The Provincial Grand Secretary should be advised (in writing) of the result of the vote:- i.e. X number voted for, Y against and Z abstained.

7 Appendix IV First Letter to Provincial Grand Secretary / Scribe E informing him of the intention to close the Lodge / Chapter The Provincial Grand Secretary / Scribe E Ashcroft House 36 Clay Lane Timperley Altrincham Cheshire WA15 7AB Dear Provincial Grand Secretary / Scribe E Lodge / Chapter Name & No. Area.. This Lodge/Chapter has been in difficulty for some time with falling membership and all the problems that stem there from. Our current strength is of which. are actually active. Accordingly the members, having considered carefully the current position, will at the meeting to be held on. will be voting on a proposition to close the Lodge / Chapter and return the Warrant / Charter. We request that you inform the Right Worshipful Provincial Grand Master / Most Excellent Grand Superintendent of our intention. Yours sincerely and fraternally Name Lodge Secretary / Chapter Scribe E cc. (APGM / APGP) NB:- This letter should be sent on Lodge / Chapter headed paper but can be ed to enquiries@cheshiremasons.co.uk

8 Appendix V ITEMS TO BE INCLUDED ON THE SUMMONS (This is for the meeting when the vote to Close the Lodge / Chapter is taken) 1. Pursuant to Notice of Motion given at the Regular Meeting held on. (quote the date of the meeting) Bro. / Comp.. (here quote the name of the Brother / Companion) will propose that due to diminished membership and lack of prospects this Lodge / Chapter has ceased to be viable. Accordingly the meeting to be held on (here quote the date, month and year) be considered the last and that the affairs of the Lodge / Chapter will be finally wound up and that a recommendation is made to the RW Provincial Grand Master / ME Grand Superintendent [via the Provincial Grand Secretary / Scribe E] to return the Warrant / Charter to the MW Bro the Grand Master / First Grand First Grand Principal. 2. To elect Four Trustees to oversee the Closure Procedure [NB. A suggestions is that the Trustees be:- WM / First Principal; Secretary / Scribe E; Treasurer and a Senior member of the Lodge / Chapter]. NB. The Lodge Warrant/Chapter Charter will be taken by the APGM / APGP on the night of the final meeting, and he will ensure that this is passed to the Provincial Office within a week of the meeting. PLEASE NOTE that if the proposition to close the Lodge / Chapter proves in favour, the following items should appear on the business of a subsequent Summons. This is to ensure that the decisions can be recorded in the Lodge / Chapter Minutes. A Having decided that the Lodge / Chapter will close and return its Warrant / Charter approval is now required for the following items. (Alternatively if the next meeting after the above meeting is the final one the following wording can be used:- Having decided that this is the final meeting of the Lodge / Chapter, approval is now required for the following items.) a) The artefacts of the Lodge / Chapter be disposed of as directed by the Closure Committee, with any remaining items submitted to the Province for re-allocation as appropriate. b) A list of items agreed to be handed over to Province for inclusion in any future displays of Lodge / Chapter memorabilia. c) All monies remaining in the Lodge / Chapter accounts to be consolidated and used to settle all outstanding debts and Dues, pay the Joining fees of the members into their new Lodges / Chapters, (Charity Funds must not be used for this purpose) Make donations to the following Charities [specify the names of the Charities, whether Masonic or non-masonic, and the amounts. You are respectfully reminded of the need to support the Cheshire Provincial Fund of Benevolence and the 2016 Festival for the Masonic Samaritan Fund],

9 make provision through the Division for the future care of the Lodge Widows. make provision through the Provincial Grand Almoner for the future care of dependents and beneficiaries pay any remaining funds to (here specify to whom). d) that all Lodge / Chapter records, Registers, Minute Books and Account Books be finalised and passed to the Provincial Grand Secretary / Scribe E. for safekeeping, before being passed to United Grand Lodge / Supreme Grand Chapter at the appropriate time. These should be in cardboard Archive Boxes (available from any stationery suppliers) and an inventory included inside each box, one on the outside of the box and two copies in an envelope handed to the Provincial Office (these boxes should not be sealed). e) To pass to the Provincial Grand Secretary / Scribe E a list of the Lodge / Chapter Widows a list of members at the time of closure and showing the Lodges / Chapter to which they have joined and reasons why if not joined another Lodge / Chapter. details of the Masonic Record of each member at the time of closure. A copy of this record should also be given to the Brother along with his Clearance Certificate for onward transmission to the Lodge he is joining or is already a member of. See Appendix X If the above items of business are to be decided at the Final Meeting they should be placed after Item 2. (i.e. Minutes of the previous meeting). See Appendix VIII (Agenda for Final meeting)

10 Appendix VI DUTIES OF TRUSTEES The first and overriding duty of a Trustee is to see that the Lodge / Chapter Closure procedures are carried out correctly so that the Lodge / Chapter can be closed with dignity. They should work closely with the APGM / APGP and the Provincial Secretariat (who will provide guidance and answer any questions the Trustees may have). Set in motion the procedure for:- Future care of Lodge / Chapter Widows (transferred to other Lodges / Chapter or Division). Disposal of funds after ensuring that all debts have be cleared. Disposal of any Lodge / Chapter equipment, regalia etc (i.e. donated to other Lodges / Chapters). After this it is suggested that the Lodge / Chapter donate any remaining items to the Province for use by any Lodge / Chapter which makes a request. Handing over to the Provincial Office of all UGLE / SGC and PGL / PGC requirements for a Lodge / Chapter closure.

11 Appendix VII CHECK LIST Once a firm decision has been taken to close the Lodge / Chapter and a suitable timetable agreed for the Notice of Motion and proposition to be made the following steps should be made. The Secretary / Scribe E should write to the Division with a list of Widows and Dependents that the Lodge / Chapter require to be looked after. The Secretary / Scribe E and Treasurer, assisted by other such Brethren / Companions as they may call upon, should start the following check list. Ensure that all outstanding debts are paid (it is accepted that there may to one or two expenses incurred for the final meeting). The Final Accounts should be produced, and audited, as soon as possible after the Closure meeting. (Note: there will be a fee payable to Provincial Grand Lodge / Provincial Grand Chapter to cover some of the costs involved in the closure and transfer of the Books etc to UGLE / SGC). Agreement with the Brethren / Companions that provision be made for the disposal of all surplus funds to charity, or as otherwise decided by the Brethren / Companions [Note: it is suggested that Joining Fees to new Lodges / Chapters may be paid out of the Lodge / Chapter funds but not charitable funds]. An inventory of all artefacts be brought up to date and provision made for their disposal. The Lodge / Chapter record books are brought up to date. A list of all members together with the name of the Lodges / Chapters joined. The reason why any other Brother / Companion does not join another Lodge / Chapter should be included. details of the Masonic Record of each member at the time of closure. A copy of this record should also be given to the Brother along with his clearance certificate for onward transmission to the Lodge he is joining or is already a member of. See Appendix IX A copy of the Final Annual Return to UGLE / SGC and PGL / PGC. Note:- With the closure of a Lodge / Chapter it is expected that few (if any) Brethren or Companions will be lost to Freemasonry. Every effort should therefore be made to ensure that they go to alternative Lodges / Chapters, either within or outside the Province. In some cases, particularly where the members homes are widespread, the Brethren / Companions may opt to be dispersed; perhaps to join more local and hence convenient, Lodge / Chapter. A more desirable alternative, however, may be to remain together (and thus retain friendship) by moving en bloc to another Lodge / Chapter, thus considerably strengthening it. Such a process is greatly aided by prior twinning, i.e. visiting each others Lodges / Chapters on a regular basis before closure.

12 Appendix VIII AGENDA FOR FINAL MEETING The following is a suggested outline for the agenda of the Final Summons to the last meeting of a Closing Lodge / Chapter 1. To open the Lodge / Chapter. 2. To read and if approved, confirm the Minutes of the previous regular meeting held on... date of previous meeting to be inserted here). 3. To collect Alms. 4. To receive a brief address on the history of the Lodge / Chapter delivered by W. Bro. / Ex. Comp. 5. The APGM / APGP receives the Warrant / Charter from the Worshipful Master / First Principal. 6. Response by the APGM / APGP. 7. To finally Close the Lodge / Chapter. NOTE:- If the following decisions HAVE NOT been taken at an earlier meeting (see Appendix V) then they SHOULD appear on the Business for this meeting after Item 2 and before Item 3. a) Having decided that this is the final meeting of the Lodge / Chapter, approval is now required for the following items. b) The artefacts of the Lodge / Chapter be disposed of as directed by the Closure Committee, with any remaining items submitted to the Province for re-allocation as appropriate. c) A list of items agreed to be handed over to Province for inclusion in future displays of Lodge / Chapter memorabilia. d) All monies remaining in the Lodge / Chapter accounts to be consolidated and used to settle all outstanding debts and dues, pay the Joining fees of the members into their new Lodges / Chapters (Charity Funds must not be used for this purpose), make donations to the following Charities [specify the names of the Charities, whether Masonic or non-masonic, and the amounts Lodges / Chapters are respectfully reminded of the need to support the Cheshire Provincial Fund of Benevolence and the 2016 Festival for the Masonic Samaritan fund], make provision to pay for the display case (if appropriate), make provision through the Division for the future care of the Lodge Widows. pay any remaining funds to (here specify to whom).

13 e) All Lodge / Chapter Records, Registers, Minute Books and Account Books be finalised and passed to the Provincial Grand Secretary / Scribe E. for safekeeping, before being passed to United Grand Lodge / Supreme Grand Chapter at the appropriate time. These should be in cardboard Archive Boxes (available from any stationery suppliers) and an inventory included inside each box, one on the outside of the box and two copies in an envelope handed to the Provincial Office (these boxes should not be sealed) (See Appendix XII).. f) To pass to the Provincial Grand Secretary / Scribe E, a list of the Lodge / Chapter Widows with the request that henceforth they be cared for under the arrangements made with the Divisional Committee a list of members at the time of closure and showing the Lodges / Chapter to which they have joined and reasons why if not joined another Lodge / Chapter together with a copy of the Masonic Record of each member at the time of closure.

14 Appendix IX CLEARANCE CERTIFICATE NOTE:- Every member of a Lodge / Chapter is entitled, free of charge, to a letter of Good Standing (as per Rule 175 in the Book of Constitutions and Rule 70 of Royal Arch Regulations). Should a Brother / Companion still be indebted to the Lodge / Chapter this must be stated on the Certificate at the time of issue. A personal copy to be given to every member at the Closure meeting of a Lodge / Chapter. Suggested format for a certificate of Good Standing (Clearance Certificate). (This should be printed on Lodge / Chapter headed paper) We the undersigned Worshipful Master / First Principal, Secretary / Scribe E and Treasurer of the above named Lodge / Chapter, [insert the name of the Lodge / Chapter here if not on headed paper] do hereby certify that W. Bro. / Bro. / E. Comp. / Comp. previous to the closure of the Lodge / Chapter * has paid all Dues, satisfied the demands against him and that he is up to this date in the full enjoyment of every Masonic privilege. [OR if the Brother is indebted to the Lodge insert after * was indebted to the Lodge in the sum of...and then do not include the wording thereafter] Given under our hands this day [insert the date here] Worshipful Master / First Principal Secretary / Scribe E Treasurer NB:- A SIGNED copy of the Clearance Certificate with the name of the Brother / Companion left blank should be given to the Provincial Office with the Final Letter to the Provincial Grand Secretary / Scribe E. Together with a list of those to whom it was issued and identifying those there were in debt, and by how much.

15 MASONIC RECORD OF MEMBER Lodge Name. No: DETAILS OF BROTHER: (Please Print) Surname: Forenames: Address: Address: Home Tel No: Business Tel No: Mobile Tel No: Date of Birth: Age: Date Initiated Lodge Province: Date First Installed as Master RA Chapter and Province: Date Exalted in RA RA Rank Outside Cheshire: Province: Date: Lodge Meetings Rehearsals Committee Meetings WORK WITHIN THE LODGE Has the Brother served the Lodge in any of the under mentioned Offices? (Yes / No - if yes give details below) Office From DD/MM/YY To DD/MM/YY Comments Secretary Treasurer Dir. of Ceremonies Almoner Charity Steward Mentor

16 Has the Brother worked or demonstrated any of the under mentioned ceremonies / lectures? (Yes / No - if yes give details below) WORK PERFORMED YES NO NUMBER Initiation Passing Raising Installation Lectures (state which) Tracing Boards Traditional History Charges COMMENTS [state whether actual or demonstration] WORK WITHIN THE PROVINCE Has the Brother served the Province in any of the under mentioned roles? (Yes / No - if yes give details below) Role Volunteer in Prov. Office Advisor to Province Assisted at Provincial Meetings Assisted at Provincial Annual Dinners Assisted at Provincial Craft Special Events Assisted at Provincial Special Events e.g. Shows etc. Comments WORK WITHIN THE DIVISION Has the Brother served the Division in any roles? (Yes / No - if yes give details below) Role From DD/MM/YY To DD/MM/YY Comments WORK WITHIN THE MASONIC HALL Has the Brother served the Hall in any role? (Yes / No - if yes give details below) Role From DD/MM/YY To DD/MM/YY Comments I certify that the information contain in this form is correct Signature of Secretary. Signature of Member. Dated: On the closure of Lodge:-...No:-... a copy of this form should be (a) given to the member for him to give to the Secretary of the Lodge he is joining or his primary Lodge if he is already a member of a more than one Lodge and (b) the Provincial Secretariat

17 Appendix X Suggested draft of the Final letter for the Secretary/Scribe E of a closed Lodge / Chapter to write to the Provincial Grand Secretary / Scribe E. The Provincial Grand Secretary/Scribe E Ashcroft House, 36 Clay Lane, Timperley, Altrincham, Cheshire WA15 7AB Dear Provincial Grand Secretary/Scribe E [Lodge / Chapter name & number] Further to the letter dated informing you of the intention to close the Lodge / Chapter due to the reasons stated a proposal was made at the meeting held on.. that the final meeting of this Lodge / Chapter would be held on.. A vote was taken the result of which was for and.. against. Accordingly, arrangements were made to formally hand over the Warrant / Charter at the final meeting. From that date the Lodge / Chapter ceased to operate as a working entity. I would, therefore, request you make the necessary arrangements for the RW Provincial Grand Master / ME Grand Superintendent to be informed and for the Warrant / Charter and other appropriate items to be returned to United Grand Lodge / Supreme Grand Chapter. After due consultation with our APGM / APGP W. Bro. / E. Comp.. the required formalities have been observed: All outstanding Dues and debts have been paid or settled and the accounts brought up to date, audited and closed. Provision made for the disposal of all surplus funds to Charity or as otherwise decided by the members (see Appendix A). The Lodge / Chapter Records have been completed. Provision made for the disposal or storage of the Lodge / Chapter equipment and artefacts (see Appendix B). Alternative Lodges / Chapters have been approached and the Brethren / Companions either joined or accepted to join, according to each individuals choice (see Appendix C). The appropriate actions have been taken to ensure that adequate provision has been made for our Widows and Dependents. (see Appendix D). A copy of the Certificate of Good Standing given to all the members is attached (see Appendix E). A Masonic Record for each Brother has been completed a copy given to him and copies are attached (see Appendix F)

18 The Lodge / Chapter Minute Books, Declaration Registers and Accounts have been placed in archive boxes. and An inventory of the contents thereof has been placed inside that box, a copy pasted to the lid and also two copies delivered to the Provincial Office and the box has not been sealed. Having completed the above arrangements I would therefore request that you make the necessary arrangements for the RW Provincial Grand Master / ME Grand Superintendent to be informed and for the Warrant / Charter and other appropriate items to be returned to United Grand Lodge / Supreme Grand Chapter. Though deeply regretting that this course of action has become necessary, we are grateful for your kind co-operation and assistance. Yours sincerely and fraternally Lodge Secretary / Chapter Scribe E. Appendix A Lists the names and addresses of all the Charities and the sums donated. Shows where joining fees have been paid for the members. Appendix B Lists all the items and the Lodges / Chapters to which they have been donated. Lists all the items that are to be transferred to Province for storage before being donated to Lodges / Chapters in need. Appendix C Lists all the members showing which Lodge / Chapter they have joined. Lists members who have not joined another Lodge / Chapter and the reason(s) why. (Perhaps advancing age or infinity etc.). Appendix D Gives the names addresses, telephone, etc. ages, birthdays and any other important details (where known) of Widows and Dependents. Included should be information as to whether another Lodge / Chapter or Division has agreed to accept responsibility. Appendix E A signed copy of the Clearance Certificate with the name of the Brother / Companion left blank should be given to the Provincial Office with the Final Letter to the Provincial Grand Secretary / Scribe E. Together with a list of those to whom it was issued and identifying those in debt and the amount. Appendix F A Masonic Record for each Brother should be completed. NB. This letter should be sent on Lodge / Chapter headed paper but can be ed to enquires@cheshiremasons.co.uk

19 Appendix XI LODGE / CHAPTER CLOSURE CHECK SHEET LODGE / CHAPTER NAME & No: Detail The Lodge Warrant / Chapter Charter [and any other Warrants / Charters as applicable] have, within seven days of the Final Lodge / Chapter meeting, been delivered and receipted at the Provincial Office. A list of the details (i.e. names, addresses, and other relevant information) of Lodge / Chapter Widows and any other dependents who are to be transferred to the care of Division. Payment of the fee due for the processing and transportation of items to UGLE / SGC. [Payment to be made to PGL / PGC]. (This payment should be made as soon as possible after the final meeting). All outstanding Dues and debts have been paid or settled. Final Balance Sheets for each account are required. Plus a statement from the Bank indicating that all accounts are closed. Copy of Annual Return showing payment of final Dues to UGLE / SGC. Copy of Annual Return showing payment of final Dues to PGL / PGC. Provision made for the disposal of all surplus funds to the Cheshire Provincial Fund of Benevolence, or as decided by the members. A list of Lodge / Chapter equipment and artefacts showing the items and where donated. The balance of the equipment and artefacts to be ceded and handed over to Province for dispersal/distribution. A list of members to whom a Clearance Certificate has been issued stating whether in good standing or not, and if not showing the amount of indebtedness. Confirmation is given that the Minute Books and other books and records belonging to the Lodge / Chapter (including Attendance Registers) are enclosed, and that the Minute Books run consecutively from consecration to the final meeting. If not the missing dates are indicated. Date to Province Signed off by Province I certify that all the items listed above in the Details column and signed off are enclosed Signed:- PGL / PGC

20 Simplified List of Items required (Aide memoir for the Lodge Secretary / Chapter Scribe E) LODGE WARRANT ALL BOOKS Lodge Minute Books Attendance Registers Committee Meeting Books Past Master s Meeting Books Declaration Books Dates of any missing books. Hall Stone Jewel (if applicable) INVENTORY List of Items donated and to whom List of Items donated to the Provincial Library List of Items donated to the Provincial Museum List of items remaining and ceded to Province ANNUAL RETURNS Copy of the final return to UGLE / SGC Copy of the final return to PGL. LODGE WIDOWS List of all Lodge Widows to be transferred to the care of the Division Alternatively the name of the Lodge who will care for Widows in future FINANCE The Final years Accounts Final bank statement for each account showing account closed, or a letter from the Bank to the same effect List of donations made in the final year All outstanding debts have been paid MEMBERS List of Lodges joined List of members who have not joined another Lodge and reason(s) why Copy of signed Clearance Certificate with name of recipient left blank MISCELLANEOUS Register of members Any Miscellaneous members Record Books Any correspondence except that from UGLE or PGL. All these items should be passed to the Provincial Office

21 Appendix XII Lodge / Chapter No: Library and Museum of Freemasonry: Erased Lodge or Chapter check list 'Upon the dissolution of a Lodge, the Warrant, together with all the Books and papers relating to the affairs of the Lodge, must be delivered up to the Grand Master. Its other property shall be disposed of as the Lodge may, prior to its dissolution, have resolved, or in default of or subject to any such resolution, as the Grand Master may direct. A Warrant cannot in any circumstances be transferred.'' `Whenever a Lodge of Instruction ceases to exist, the Books, papers, and other documents become the property of, and must be handed over to, the Lodge under whose sanction it worked, or to the Grand Secretary on behalf of the Grand Master. The other property of the Lodge of Instruction shall be disposed of in such a manner as its members shall properly determine. The above provisions also apply to Chapters according to the Supreme Grand Chapter Regulations 73 & 74. The checklist accompanying these notes will guide you through the process of returning Warrants, Charters and other records of erased Lodges and Chapters. Hall Stone Jewel Hall Stone Jewels must be returned to the Grand Master via the Provincial Office and the Grand Secretary's Office. Library Whilst many active Lodges and Chapters already send the Library publications / leaflets / brochures relating to their origin or general Masonic history / practice, this course of action is especially important for those approaching erasure in order to avoid the loss of unique material. Please search our on-line catalogue to see if we already have a copy at: - click on Search the collections, this takes you to the start page. Then click on simple search under search types. This takes you to a page where you can enter a keyword or phrase (eg 'Keystone Lodge' and 'history') in the search box. If a copy is listed among your search results, please donate such items to your Provincial Library instead, as we do not collect duplicate material. As an apparent exception to this, the Library does welcome the donation of different editions of a publication, if such items are not in our catalogue. The Library prefers not to receive: 20 th Century UGLE Year Books & Books of Constitutions; Information for the Guidance of Members of the Craft; and 20 th Century Craft and Royal Arch standard published rituals. Lodges and Chapters should consider the secure disposal of unwanted publications such as yearbooks and ritual manuals. If you have any questions or need to check if any publications are duplicates please telephone Martin Cherry, the Librarian or Peter Aitkenhead, the Assistant Librarian on or libmus@freemasonry.london.museum

22 Museum If a Lodge or Chapter becomes erased, the Museum will consider for donation items related to the Lodge / Chapter (or a photographic inventory), such as jewels, regalia, working tools or presentation items. Even if such items are disposed of to another Craft or Royal Arch body, the Museum would appreciate a an explanation about the design of any Lodge specific Jewels, working tools or regalia with a basic outline history of the Lodge or Chapter. If you have any questions please contact Mark Dennis, the Curator, or any member of Museum staff, on or Iibmus freemasonry.london.museum

23 Name of Lodge / Chapter*: Please fill out date details for every volume / file you are sending to the Provincial Office, using the reverse of this form or additional sheets if necessary. Have the following items, if applicable, been returned to the Provincial Office? *Please indicate whether Lodge / Chapter or Warrant / Charter Document Date Received Document Date Received Warrant / Charter * Hall Stone Jewel Warrant / Charter of Confirmation * Certificate of Amalgamation Centenary Warrant / Charter * Cancelled Warrant / Charter * Bi-Centenary Warrant / Charter * Subsidiary Warrants / Charters * Type of Record Minute Books: No of Volumes / Files Covering dates for each Volume / File: From - To (eg. 24 Sept May 1964) (Please provide year coverage where exact dates are unknown) Signature Books / Attendance Registers: Declaration Books:

24 Record Books / Membership Registers: Lodge Committee Minute Books: Account books (eg Cash Books; Subscription Registers etc): Other accounting / financial records: Correspondence files: Annual Returns: Miscellaneous ephemera (please provide details eg Summonses/ Ladies Night Programmes etc): Photographs / Photograph Albums: Lodge of Instruction Minute Books: Lodge of Instruction Account Books / Other Records etc: List compiled by: Date:

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