Consolidation of Lodges

Statistics on Lodge erasures

Outline of the Process

The Provincial Grand Lodge of East Lancashire has continued to stress, that East Lancashire, whilst having a comparable number of individual Masons to several other Provinces, has had a vastly greater number of Lodges; many of which are now in difficulties due to severely declining membership. Too many Lodges are seeking too few recruits so that a measure of re-organisation has become necessary.

This began in 2000, when the first of the struggling Lodges decided to close its doors and, so far, over fifty have ceased to operate within the Province. Currently there are a number of others that are in the process of doing so.

The RW Provincial Grand Master has said that he is prepared to accept the return of a Lodge Warrant to United Grand Lodge. At all times he has tried to make it clear that if a Lodge is contemplating such action the Secretary of the Lodge must contact the area Assistant Provincial Grand Master before any action is taken. He will then arrange to either visit the Lodge himself or organise a visit by an appointed co-ordinator.

Once a closure has been agreed as the only viable action, an approved process needs to be followed in order for the Lodge to be closed with dignity and honour. It is regretted that there have been cases where Lodges have chosen to ignore this advice.

The RW Provincial Grand Master will not accept returned Warrants without the agreed process having been followed.

The first stage is informal discussions as to whether any form of merger or closure is necessary.  This should be attended by every member if possible (otherwise by as many as are able) and Chaired by either the APGM, District Chairman or Co-ordinator who will set out the options available and give the members a clear idea of the work and possible timescale involved in each of them.  Notes should be made of these discussions and circulated 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 members should then be given a period of time for reflection and discussion amongst themselves before a second, more formal meeting is called, again chaired by APGM [or his nominee] and attended by the District Chairman. Members will make known their decisions, minutes taken and circulated to

a]  all the members of the Lodge,

b]  the Assistant Provincial Grand Master,

c]  the District Chairman and

d]  the Provincial Grand Secretary.

Such minutes should clearly embody all resolutions taken and be approved and signed by the Worshipful Master. The APGM will subsequently discuss the outcome with the Provincial Grand Secretary and, if appropriate, the lodge will be placed on the “AT RISK” register. The RW Provincial Grand Master will be informed of the situation.

Note:   Depending upon the situation extant in the lodge it may be necessary to collapse the two meetings into one.  However, to avoid the contention and / or oversights that undue haste may induce, this should be avoided if at all possible.

The following options are open to those Lodges, which are at risk of floundering:
Option 1
To continue to “soldier on” in the hope of eventual improvement.

Option 2 
To change to a lunch time Lodge.

Option 3
To agree a revival plan:

  • To discuss at some length, a revival plan and to use the Changing Times document as a template. There are a number of recommendations encompassed in this document that can lead to strengthening the health of a Lodge.
  • Discuss what this revival plan will be and assess its feasibility.
  • Discuss at length whether the proposals would be

    a]         Attractive.
    b]         To whom would they be acceptable or otherwise.
    c]         Whether they would constitute a conflict of interest or the overlap of a function with another body that might cause problems or failure.
    d]         Whether they would involve the inclusion of a change of venue or timing.

    [Note:
    No change of venue or timing should be contemplated without the considered agreement of the APGM’s concerned and of the Hall Company Management Boards involved.  These avenues must, therefore be explored carefully before any decision is taken. Also, care must be taken to amend the By-Laws of the Lodge  (the latest procedure for doing this can be obtained from the Provincial Office) and the relevant Hall Manager must be kept fully informed].

  • Discuss whether the Lodge changes its character [i.e. become a specialist Lodge].

Option 4.       
To recommend merger of the Lodge with another Lodge within the Province.
In order to move in this direction, it is suggested that the negotiating Lodges should begin to commence the process without a merger actually taking place [i.e. an ‘engagement’ without marriage!] This can involve visiting each other’s Lodge's and sharing social occasions so that friendships are built between the members.

Consider what is involved in this option, stage by stage.

  1. A Receiving Lodge, which a majority of the members of the troubled Lodge 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 the Lodges involved 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.
  2. 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 to reflect the merger
  • Possible adjustment of meetings, dates and times
  • Future disposition of monies, artefacts etc.
  1. Once general agreement is reached, specific notices of motion must be given in both Lodges and hardened into formal resolutions at the subsequent meetings.
  2. Via the APGM, the Province is then notified and approval sought from the Grand Lodge for an amalgamation to take place.  At an appropriate point the Warrants of the Lodges involved 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(s), after erasure, is/are enfaced accordingly and returned along with the Continuing Warrant together with a Certificate of Amalgamation from United Grand Lodge.  All Warrants and the Certificate of Amalgamation must henceforth be displayed at every meeting and handed over to each newly installed Master.
  3. A ceremony of Amalgamation (unification) is held presided over by the Provincial Grand Master, his Deputy or an APGM.
  4. At all stages, advice and guidance should be sought from the Province through the APGM, District Chairman and Co-ordinator so as to avoid as much stress as possible.

The above is, of course, but a summary of the main stages.  This gives some idea of the time span and work involved. Help and advice should be sought at an early stage from the APGM, District Chairman, and Co-ordinator and a close liaison with Province maintained thereafter.

Option 5.
To recommend to the RW Provincial Grand Master to return the Lodge Warrant to United Grand Lodge and the Brethren disperse.
Handing in a Lodge Warrant is an emotive process and we do recommend that Option 5
be chosen only in extreme circumstances.

Procedure to be taken if either Option 4 or Option 5 is to be adopted

 Endeavours should be made to find a suitable “twin” lodge, preferably within the same District or Area.  The APGM and the District Chairman should take a guiding role in this process. “Twinning” is very useful for sharing work and giving mutual support. In addition, this can be used as a means of finding a compatible new “home” for the Brethren in case of merger, or in the event of closure, for those who wish to keep together and who do not already have a local or alternative lodge in mind.  Thus a period of several months may be needed. 

If Option 4 is agreed upon then an Amalgamation Committee should be formed.  This would usually consist of the Worshipful Master, Secretary, Treasurer, Almoner and a Senior Member (Mentor) of all the Lodges involved.
Press for detailed Procedure

If Option 5 is agreed upon 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.
Press for detailed Procedure

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 Lodges concerned.

In the event of your Lodge contemplating either an amalgamation or closure, you should ensure that your Lodge accedes to these requirements in order that our Province can be restructured in a consistent and correct manner.

IMPORTANT !!

When a Lodge to which a Chapter is attached decides to close or 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 sought from the APGP’s at all stages.