Consolidation

Suggested Draft of the final letter from the Secretary of a closing Lodge to the Provincial Grand Secretary

The Provincial Grand Secretary
Freemasons’ Hall
Bridge Street
Manchester
M3 3BT                                                                                  


Dear Provincial Grand Secretary

[LODGE NAME AND NUMBER:
DISTRICT]:

As you are aware this Lodge 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 Lodge and to return the Warrant. After due consultation with our APGM, WBro  ……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 and closed.
  • The Lodge 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 Lodges have been approached and Brethren have either joined, or applied to join, according to their choice (see Appendix CC).
  • Provision has been made / was unable to be made for our Widows and dependants who are listed under Appendix CD. [Confirmation should be given that the Lodge 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 Lodge]

Having completed the above, arrangements were made to formally hand over to WBro …..[APGM], the Lodge’s Warrant on (date). From that date the Lodge ceases to operate as a working entity.  I would, therefore, request you to make the necessary arrangements for the RW Provincial Grand Master to be informed and for the Warrant and other appropriate items to be returned to United Grand Lodge.
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,

 

Secretary
Lodge [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 Brethren.

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

Appendix CC  Lists all Brethren and shows new lodges.
Lists any Brethren 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 has agreed to be responsible, or whether the Provincial Grand Almoner / ELMC has agreed to accept responsibility.

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

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

 

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