Consolidation

Suggested Draft of the final letter for the scribe E of a closing Chapter to write to the Provincial Grand Scribe E.

 

The Provincial Grand Scribe E
Freemasons Hall
Bridge Street
Manchester
M3 3BT                                                                                  


Dear Provincial Grand Scribe E

[CHAPTER NAME AND NUMBER:
AREA]:

As you are aware this 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, have resolved to close the Chapter and to return the Charter. 
After due consultation with our Assistant to the Provincial G. Principals, E.Com  ……the required formalities have been observed, i.e.

  • All outstanding dues and debts have been paid or settled and the accounts brought up to date audited and closed.
  • The Chapter records have been completed.
  • Provision made for the disposal of all surplus funds to charity or as otherwise decided by the members (see Appendix CA).
  • Provision made for the disposal / storage of our equipment and artefacts              (see Appendix CB).
  • Alternative Chapters have been approached and the Companions either joined or applied to join, according to each individual’s choice (see Appendix CC).
  • Provision has been made / was unable to be made for our widows and dependants who are listed under Appendix CD. [Where the Chapter is to close and not attach to another Lodge, confirmation should be given that the Chapter Almoner has been in contact with the Provincial Grand Almoner [and through him ELMC], and that the appropriate actions have been taken to ensure that adequate provision has been made for the widows and dependants of the Chapter.

Having completed the above, arrangements were made to formally hand over to E.Com     [APGP], the Chapter’s Charter on (date). From that date the Chapter ceased to operate as a working entity.  I would, therefore, request you to make the necessary arrangements for the M.E.Grand Superintendent to be informed and for the Warrant and other appropriate items to be returned to Supreme Grand Chapter.
The accounts and records books [including those indicated at Appendix CE and CF] will be returned to the Province on [date].

 

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,

 

 

Scribe E
Chapter [Name and Number]

 
Notes

Appendix CA Lists the names and addresses of the Charities and sums given.
Shows where Joining Fees have been paid for Companions.

Appendix CB  Lists items and to whom they have been transferred.
List unallocated items required for storage by Province.

Appendix CC  Lists all Companions and shows new Chapters.
Lists any Companions who may not be transferring and the reasons. (Perhaps advanced age or infirmity etc.).

Appendix CD Gives names, addresses and ages, birthdays and other important details (where known) of widows and dependants.  Included should be advice regarding whether another lodge/Chapter has agreed to be responsible, or whether the Provincial Grand Almoner / ELMBI has agreed to accept responsibility.

Appendix CE  Photocopy of the Annual Return showing the payment of the dues to Grand Chapter.

Appendix CF  Photocopy of the Annual Return showing the payment of the dues to Provincial Grand Chapter.

 

 

 

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