Provincial Grand Lodge of East Lancashire

Amalgamation of a Lodge / Chapter

 

PROCEDURE FOR THE AMALGAMATION / CLOSURE OF LODGES

Introduction
The Province has stressed, that East Lancashire, whilst having a comparable number of Masons to several other Provinces, has had a vastly greater number of Lodges; many of which are now in difficulties due to declining membership.

The RW Provincial Grand Master has stated that he is prepared to accept the return, and hence the closure, of a Lodge Warrant to United Grand Lodge, or amalgamations of Lodges

Procedures
If a Lodge is contemplating such actions,

  • The Secretary of the Lodge(s) must contact the Assistant Provincial Grand Master for their area before any action is taken.
  • A meeting of the Lodge, which should be attended by all possible, and either the APGM (or his Representative), District Chairman and the appointed Co-ordinator, should be arranged.
  • All the options (see below) will be outlined, together with a clear idea of the work and possible timescale involved in each of them. 
  • Notes should be made of these discussions and circulated to all members, so that members unable to attend are kept informed and given the opportunity to comment. 
  • The APGM, or his representative, will keep the Provincial Grand Secretary informed.

The Lodge(s) members should then be given a period of time for reflection and discussion amongst themselves before.

  • A second, more formal meeting is called, again attended by APGM [or his representative] and by the District Chairman.
  • Members will make known their decision. Minutes of this meeting must be taken and circulated to
    • all members of the Lodge,
    • the Assistant Provincial Grand Master,
    • the District Chairman,
    • the District Deputy Chairman and the Provincial Grand Secretary. 

*Such minutes should embody clearly all resolutions taken and be approved and signed by the Worshipful Master. The APGM will subsequently discuss the outcome with the Provincial Grand Secretary.

Options
The following are the options which are open to Lodges and which should be discussed at the first meetings(s):

  • To continue in the hope of eventual improvement.
    • To discuss at some length, a revival plan ( The ‘Changing Times’ document is recomended as a template.
  • To change the time and/or place of meetings.
    If this option is to be pursued then:
    • No change of venue or timing should be contemplated without the considered agreement of :
      • APGMs concerned and
      • the Hall Company Management Boards involved. 
      • The By-Laws of the Lodge must be amended
        (the latest procedure for doing this can be obtained from the Secretariat website).

 

Procedures to be followed
If the decision is to Amalgamate is agreed then an Amalgamation Committee, of the Lodges involved, should be formed.    Press for Flow Chart and Details
  • If it is agree to close the Lodge then a Closing Committee should be formed.  This would usually consist of the Worshipful Master, Secretary, Treasurer, Almoner and a Senior Member (Mentor) of the Lodge.                     

Please note:- That there is no “short cut” in the system which over-rides the procedure. The speed of the progression of the request to amalgamate is entirely dependant upon the speed and accuracy of the written information supplied by the Lodges.

In the event of your Lodge contemplating either an amalgamation or closure, you should ensure that your Lodge follows these requirements.

IMPORTANT !
When a Lodge, to which a Chapter is attached, decides to close or to merge with another Lodge, its Secretary must inform the Chapter accordingly.  Thereafter, the Chapter must discuss its own future. Careful liaison should be maintained with both its former and prospective Lodges and advice must be sought from the APGP’s at all stages.
Note that it is now possible for a Chapter to ‘Stand Alone’ without attachment to a Craft Lodge

 

The following should be considered.

  • A Receiving Lodge, which a majority of the members of the Lodge to be closed agree, is compatible, must be found and a period of “courtship” begun.  Ideally, this should last several months and involve as much cross visiting (both in Lodge and socially) as possible. All members of both Lodges should participate as much as they can and share the work, especially ceremonies.  This process is usually facilitated when it is a Daughter Lodge falling back into a Mother Lodge.
  • Agreement for a merger must then be reached and a timetable devised.  Several important decisions must be jointly taken, (hence the importance of carefully building an amicable relationship) not the least being which Lodge is to be preserved.  Others include:
    • whether a change of name is involved in order to reflect the merger,
    • possible adjustment of meetings, dates and times
    • the future disposition of monies, artefacts etc.
  • Once general agreement is reached, specific notices of motion must be given in both Lodges and hardened into formal resolutions at the subsequent meetings.
  • Via the APGM, the Province is then notified and approval sought from the United Grand Lodge for an amalgamation to take place.  At an appropriate point the Warrants of both Lodges are sent to London.  That of the Continuing Lodge will have the name changed, if such decision has been agreed, its number (and hence its seniority) remaining unaffected.  The Surrendered Warrant, after erasure, is enfaced accordingly and returned along with the Continuing Warrant together with a Certificate of Amalgamation from United Grand Lodge.  Both Warrants and the Certificate of Amalgamation must henceforth be displayed at every meeting and handed over to each newly installed Master.
  • A ceremony of Amalgamation (unification) is held. This is conducted by the PGM or his Deputy.
  • At all stages, advice and guidance should be sought from the Province through the
    Co-ordinator, so as to avoid as much stress as possible.