Consolidation

POINTS TO NOTE FOR CLOSING CHAPTER

At the final Meeting, which the Companions may wish to make as memorable as possible by the invitation of guests etc., the Chapter Charter should be formally handed over to the Assistant to the Provincial Grand Principals, along with the Chapter records and accounts books.  The “final letter” should have been constructed, along with its various attachments for submission to the M.E. Grand Superintendent, via the Provincial Grand Scribe E. 

Each remaining Companion in the closing Chapter is recommended to submit his resignation from the Chapter in writing on the night of the last meeting.  The ScribeE. should, at the same time, give to each Companion a Clearance Certificate, which he will need when joining another Chapter.  These resignations may be appended to the final minutes along with one single copy of the Clearance Certificate on which is stated the names of those to whom it was issued.

Widows and beneficiaries must be looked after. The Companions of the closing Chapter, therefore, must take care to dispose of their monies with this in mind.  Where the Companions of a closing Chapter are being dispersed, this may not be possible. However, the ELMBI [via the Provincial Grand Almoner] has agreed to maintain contact with their Widows by:-

  • Informing them of a contact address in case of need or emergency.
  • Sending birthday cards.
  • Sending a small gift at Christmas.

Companions should bear this in mind when disposing of their Charity Account funds.
With the surrender of the Charter and Books to the Assistant to the Provincial Grand Principals, the Chapter is effectively closed.  The Assistant to the Provincial Grand Principals will then hand the Charter to the Provincial Grand Scribe E. who will, after the M.E Grand Superintendent has given Authority, liaise with London regarding its return.  Similarly, books and any surplus artifacts, regalia etc. should be lodged with the Provincial Grand Scribe E., the former for transmission to Supreme  Grand Chapter [Book of Constitution Rule 190] and the latter for subsequent issue to other Chapters in need.

Financial Returns

All dues are, of course, paid annually in retrospect according to all the entries on the Annual Return. This includes current members, joining members,  excluded members and Companions who have ceased membership under B of C Rule 148 during the recorded year. [i.e. if at the commencement of the subscription year the Chapter had, say, fifteen  members and during the year two members died, three resigned, one was excluded and, in addition two joined and one was exalted, the dues payable would be in respect of fifteen members + two joining members and one exaltee, giving eighteen dues payable].
Please contact the Provincial Grand Scribe E. as soon as possible to clarify the Dues required by Grand Chapter and Provincial Grand Chapter. You will then be in a position to quantify the financial liability before the final closure of your Chapter accounts.

Points of Interest.

The following points of interest should be noted carefully:-
  • Before final closure, the Chapter Scribe E. should contact the Provincial Grand Scribe E. to ascertain whether or not closing Annual Returns for Supreme Grand Chapter and Provincial Grand Chapter are required.  This will depend upon the timing of the closure and whether any arrears of dues will be payable.
  • the Chapter Scribe E may need to inform Grand Charity or any of the other Charities if they are involved in payments to either Companions or dependants.  [Nb. Withdrawals from the “Relief Chest” can take considerable time].
  • If the First Principal of the “closing” Chapter has not served a full year, beware of short service (see B of C, Rule 9). Similarly if second and third Principals have not served a full year, their eligibility for election as First or second Principals may be affected (B of C, Rule 105a).

 

These notes are intended as guidance but are not exhaustive.   Queries or difficulties not covered should be referred to the Provincial Grand Scribe E. for further clarification.

 

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