Provincial Grand Lodge of East Lancashire

Amalgamation of a Lodge / Chapter

POINTS TO NOTE FOR CLOSING LODGE

At the final meeting, which the Brethren may wish to make as memorable as possible by the invitation of guests etc., the Lodge Warrant should be formally handed over to the Assistant Provincial Grand Master, along with the Lodge records and account books.  The “final letter” should have been constructed, along with its various attachments, for submission to the RW Provincial Grand Master, via the Provincial Grand Secretary. 

The Secretary should give each Brother a Clearance Certificate, which he will need when joining another Lodge.  One master copy of the Clearance Certificate, on which is stated the names of those to whom they were issued, should be appended to the final Minutes.

Widows and dependants must be looked after.  The Brethren of the closing lodge, therefore, must take care to dispose of their monies with this in mind. Where the Brethren of a closing lodge are being dispersed the ELMC [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.

Brethren should bear this in mind when disposing of their Charity Account funds.

With the surrender of the Warrant and record books to the Assistant Provincial Grand Master, the Lodge is effectively closed.  The Assistant Provincial Grand Master will then hand the Warrant to the Provincial Grand Secretary who will, after the RW Provincial Grand Master has given Authority, liaise with United Grand Lodge regarding its return.  Similarly, record books and any surplus artefacts, regalia etc. should be lodged with the Provincial Grand Secretary, the former for transmission to United Grand Lodge [Book of Constitution Rule 190] and the latter for subsequent issue by other Lodges in need.

  •             Financial Returns

All Dues are, of course, paid annually in arrears as detailed in the Annual Return. This includes current Members, joining Members, Initiates, excluded Members and Brethren who have ceased membership under section B of C, Rule 148 during the recorded year. [i.e. if at the commencement of the subscription year the Lodge had, say, fifteen  Members and during the year two members died, three resigned, one was excluded and, in addition two joined and one was Initiated, the dues payable would be in respect of fifteen members + two joining members and one initiate, giving eighteen dues payable - that is the original 15 plus two Joining members and the Initiate].
Please contact the Provincial Grand Secretary as soon as possible to clarify the Dues required by United Grand Lodge and Provincial Grand Lodge at the time/date of closing. You will then be in a position to finally close your Lodge accounts.

Points of Interest.

The following points of interest should be noted carefully:-
  • Before final closure, the Lodge Secretary should contact the Provincial Grand Secretary to ask whether or not closing Annual Returns for United Grand Lodge and Provincial Grand Lodge are required.  This will depend upon the timing of the closure and whether any arrears of dues will be payable.
  • The Lodge Secretary may need to inform the Provincial Almoner and ELMC Welfare Office, if Grand Charity or any of the other Charities are involved in payments to either Brethren or dependants.

[Nb. Withdrawals from the “Relief Chest” can take considerable time].

  • If the closing Lodge has an attached Chapter, the Lodge Secretary should liaise with the Chapter Scribe E to advise of the situation so that the Chapter may take appropriate action to ensure their continuance. The Secretary will also need to advise the Provincial Grand Secretary/Provincial Grand Scribe E what has been resolved regarding the Chapter’s future.
  • If the Master of the “closing” Lodge is not already a Past Master, beware of short service (see section B of C, Rule 9). Similarly if Wardens have not served a full year, their eligibility for election as Master may be affected (B of C, Rule 105a).
  • If the Lodge has any outstanding degree working, Interim Grand Lodge Certificates must be issued to the candidates concerned. This will enable them to join another Lodge, and continue their Masonic career elsewhere.
  • Arrangements should be made to ensure any outstanding Grand Lodge Certificates are obtained from United Grand Lodge and presented to the Brother, preferably prior to the Lodge closure.

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

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