scribe e handbook (surrey province)

7/30/2019 Scribe E Handbook (Surrey Province)

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PPrroovviinncciiaall GGrraanndd CChhaapptteerr ooff SSuurrrreeyy

Scribe E Handbook


2/44Scribe E Handbook Re-issued August 2009

CONTENTS

1. RESPONSIBILITIES1.1 RESPONSIBILITY TO THE CHAPTER

1.2 RESPONSIBILITY TO THE PRINCIPALS

1.3 RESPONSIBILITY TO PROVINCIAL GRAND CHAPTER

1.4 RESPONSIBILITY TO SUPREME GRAND CHAPTER

2. PREPARATION2.1 PREPARATION FOR A REGULAR CONVOCATION

2.2 PREPARATION FOR AN INSTALLATION CONVOCATION

2.3 PREPARATION FOR EXALTATION CEREMONY

2.4 ACCOUNTS

2.5 RECORD KEEPING

3. BY-LAWS3.1 BY-LAWS OF THE PROVINCIAL GRAND CHAPTER

3.2 CHAPTER MODEL BY-LAWS

4. NOTES FOR CHAPTER OFFICERS4.1 NOTES FOR SCRIBES E

4.2 NOTES FOR TREASURERS

4.3 NOTES FOR DIRECTORS OF CEREMONIES

4.4 GENERAL NOTES

5. PROCEDURAL NOTES5.1 PROVINCIAL GRAND CHAPTER OF SURREY TOAST LIST

5.2 OPENING AND CLOSING THE CHAPTER

5.3 INSTRUCTIONS FOR ROBING OF THE THREE SOJOURNERS

5.4 AN EXAMPLE OF EXALTING TWO CANDIDATES

5.5 PROCEDURE FOR CALLING-OFF AND CALLING-ON

5.6 DECLARATION OF THE PRINCIPALS

5.7 PROCLAMATION OF A PRINCIPAL WHO IS TO CONTINUE IN OFFICEFOR A SECOND YEAR

5.8 PROCEDURE FOR ABANDONMENT OF A CONVOCATION

5.9 NOTES FOR THE GUIDANCE OF COMPANIONS TO BE INVESTED OR PROMOTED

5.10 CLOTHING FOR PROVINCIAL GRAND STEWARDS

5.11 BUSINESS CONDUCTED WITH NON-MASONS PRESENT

6. ROYAL ARCH INFORMATION6.1 GUIDANCE NOTES FOR ROYAL ARCH REPRESENTATIVES IN CRAFT LODGES

6.2 LETTER TO NEW MASTER MASONS

6.3 THE ROLE OF MENTOR

7. DOCUMENTATION7.1 GRAND CHAPTER FORM AR1

7.2 GRAND CHAPTER FORM LP&A4

7.3 PROVINCIAL ANNUAL FINANCIAL RETURN

7.4 PGCS3-INSTALLATION RETURN

7.5 GRAND CHAPTER REGISTRATION FORM P

7.6 PGCS1 CHANGE OF ADDRESS OR STATUS

7.7 PGCS2-NOTIFICATION OF RESIGNATION

8. OFFICIAL VISITS8.1 OFFICIAL VISITORS FOR THE YEAR 2009/2010

8.2 OFFICIAL VISITORS RESPONSIBILITY

8.3 RESPONSIBILITY OF SCRIBE E8.4 COMPLETION OF REPORTS

8.5 FORM OVF1



1. RESPONSIBILITIES

The Scribe E is the most important senior manager of a Chapter and as such has a number of

responsibilities. For the purposes of this pack these have been divided up as shown in the

following paragraphs. However many, if not most, of the responsibilities overlap to a greater or

lesser extent.

1.1 RESPONSIBILITY TO THE CHAPTERThe Scribe E needs to keep a finger on the pulse of the Chapter. He has obvious duties to ensure

meetings proceed smoothly and to account to both Provincial Grand Chapter and Supreme

Grand Chapter for the Chapters activities. The less obvious matters include being an

information source for the Companions, being someone who encourages the Companions and a

person who tries to ensure the harmony of the Chapter is maintained. In short the Scribe E is the

fount of all knowledge!

1.2 RESPONSIBILITY TO THE PRINCIPALS

The Principals and especially the MEZ need a high degree of support. After all, the Principals

usually occupy their offices for a year at a time whereas the Scribe E tends to be a longer-termappointment. The Principals will need to have a programme of work outlined for their year.

They will wish to receive applications for Exaltation or Joining.

They will want to know that the administrative work of the Chapter is being carried out in a

timely, efficient and accurate manner. They will also need to be assured that correct procedures

are being followed. The Scribe E has a major part to play in all of these matters although

responsibility also falls upon the Principals to assure themselves about them. Good and close

communication between the Scribe E and the Principals is therefore essential.

1.3 RESPONSIBILITY TO PROVINCIAL GRAND CHAPTER

The Scribe E of a Chapter is the main point of contact with the Province. He should

communicate directly with the Provincial Grand Scribe E. He must ensure the appropriate

returns are submitted on time, that Summonses are sent in well before each meeting and that any

matters of importance are brought to the attention of the Provincial Grand Scribe E. This is

necessary because the Province is, in turn, accountable to Supreme Grand Chapter for all the

Chapters in its area. Communication with Provincial Grand Chapter is two-way and each can

help the other. Advice can be sought from the Province and help given if required.

1.4 RESPONSIBILITY TO SUPREME GRAND CHAPTER

The responsibilities here are similar to those owed to the Province. The Scribe E is the main

point of contact with Supreme Grand Chapter mainly for the annual overall returns and thoserelating to new members of the Chapter. In almost every circumstance however,

correspondence is directed through the Provincial Grand Scribe E and not directly with

Supreme Grand Chapter.



2. PREPARATION

2.1 PREPARATION FOR A REGULAR CONVOCATION

Prepare a draft summons in consultation with MEZ and DC about six weeks before themeeting. This allows two weeks for printing and posting so that the Companions receive the

summons at least three weeks before the meeting. Use an old summons and make the

changes in black ink. The summons for Installation Convocation can show the triple tau

above names of Principals.

If there is a candidate for exaltation see Section 2.3

Prepare address labels and envelopes, including one to send a copy of the summons toProvincial Grand Chapter.

Prepare attendance slips and addressed envelopes for their return and send out with summons. Prepare attendance sheet for Treasurer. Hand to him with the cheques at the meeting. One week (or whatever period your Masonic Hall requires) before the meeting advise the chef

of your choice of menu.

Advise chef at your Masonic Hall of the number dining. Prepare table plan and place cards. At the Convocation prior to Installation you will require voting slips, or if you are to make a

declaration see section 5.6.

Prepare a folder for each risingFirst Communications from Supreme Grand Chapter

Second Communications from Provincial Grand Chapter.

Third Other matters.

Try to prcis most items except those you are instructed to read in full.

Remember to take a notebook to record notes for minutes.

At the convocation prior to Installation you will require voting slips.

After the meeting

Write up minutes Complete returns see Documentation Section 4 Write any letters Update Chapter records see Chapter Records Section 2.52.2 PREPARATION FOR AN INSTALLATION CONVOCATIONAll preparation notes in section 2.1 are applicable. In addition;-

The summons for the Installation Convocation can include the Triple Tau. Ensure J. Elect has made arrangements to change his regalia. Check with DC that he has arranged for the Companions to give the Robe addresses. MEZ to sign the Installation Return LP& A4 see section 4.2 Ensure J. is aware of his role at the festive board.



2.3 PREPARATION FOR EXALTATION CEREMONY

The Registration Form P must be completed by the Candidate, not his Proposer or another

Companion. When you receive the completed application form you must ensure that all sections

have been fully completed as well as obtaining a clearance certificate from all Lodges where the

applicant is a member and, for joining members, from all his Chapters.

Full details of the applicant must be shown on the summons. Full name, date of birth, address,

and occupation, date raised, rank and Lodge. (See General Regulations of Supreme Grand

Chapter Rule 66.)

You must see the applicants Grand Lodge Certificate and/or Grand Chapter Certificate.

Send the applicant a summons with a covering letter instructing him how and when he should

present himself, to bring his MM apron, and what dues will be required. Make sure he has

obtained the necessary regalia.

After the Exaltation send the completed Registration Form P with the registration fee to the

Provincial Grand Scribe E for onward transmission to Supreme Grand Chapter. This must be

done immediately after the Convocation in which the Candidate is Exalted. Note that any

incomplete forms will be returned to the Scribe E by Supreme Grand Chapter thereby delaying

the sending of the Supreme Grand Chapter Certificate.

2.4 ACCOUNTS

At the end of the Chapters financial year liaise with the Treasurer so that you have audited

copies of the accounts to send out with the summons for the convocation at which they are to be

presented. Once the Chapter has approved the accounts, two copies must be sent to Provincial

Grand Chapter.

2.5 RECORD KEEPING

If you do not have records for each Companion ask them to complete a form in the following

format.

Chapter Name....................................................... Chapter Number...............

Name...............................................................................

Address...........................................

........................................

........................................

Post Code........................................

Telephone No......................................

E. mail.....................................

Fax...................................

Occupation (shortly to be optional)

D.O.B......................................

Lodge..........

Date Initiated..Date Raised..

Exalted............

Offices held.................................

Year MEZ.......................................

Provincial Honours.

Honours in Craft.

Other Information



3. BY-LAWS

3.1 BY-LAWS OF THE PROVINCIAL GRAND CHAPTER

1. In addition to the Grand Superintendent, the Provincial Grand Chapter consists of theDeputy Grand Superintendent, the other Provincial Grand Officers and the Principals of all

Chapters under the Provincial Grand Chapter and also (so long as they may respectively be

both members of the Grand Chapter and subscribing members of a Chapter under the

Provincial Grand Chapter) the Past Provincial Grand Officers and the Past First Principalsof any Chapter under the Grand Chapter.

2. The Annual Convocation of the Provincial Grand Chapter shall be held on such day afterthe thirtieth day of April and at such place as the Grand Superintendent shall appoint.

Companions who are not members of the Provincial Grand Chapter may be invited by

permission of the Grand Superintendent but under no circumstances may they vote.

3. Every Companion, on his first appointment to office in the Provincial Grand Chapter shallpay a Registration Fee of 10.00

4. Each Officer shall provide himself with the collar and apron proper to his rank and noCompanion shall be invested with the clothing of any office to which he may be appointed

until the fee of that office has been paid. Every Provincial Grand Officer for the time beingshall be responsible for the safe custody of the Jewel of his office and unless otherwise

agreed shall return it to the Provincial Grand Scribe E. at least 14 days before the Annual

Convocation.

5. Any motion or proposition for the Annual Convocation shall be delivered, in writing, to theProvincial Grand Scribe E., on or before the 15

thday of March. The same to be inserted in

the Summons to Provincial Grand Chapter, if so ordered by the Grand Superintendent.

6. On or before the 31st January in each year the Scribe E. of each Chapter shall transmit to theProvincial Grand Scribe E. such returns made up to the previous 31

stDecember, as shall be

required by the Grand Superintendent together with the following fees:

For the registration of every newly Exalted Companion 1.00 For every subscribing member per annum, or part thereof, the amount announced by the

Provincial Grand Treasurer at the preceding Annual Convocation: the amount so

announced not to exceed 10 per member.

7. The following fees shall also be payable: For the registration of a new Chapter 25.00 For each dispensation 10.00 inclusive of any tax thereon.

8. The Scribe E of each Chapter shall transmit to the Provincial Grand Scribe E:- One copy of all summonses and membership lists (if not shown on the summons) toarrive at least one week prior to the relevant Convocation of the Chapter. Two copies of the annual financial accounts Annual Installation return

9. All communications, intended for submission to the Grand Superintendent or ProvincialGrand Chapter, must be made through the Provincial Grand Scribe E.



10. Every application for a dispensation shall be made in writing to the Grand Superintendent,stating clearly the object thereof and transmitted, together with the fee, through the

Provincial Grand Scribe E.

11. The Provincial Grand Treasurer shall be elected annually at the Convocation of ProvincialGrand Chapter. The names of candidates to be nominated for the office must be sent to the

Provincial Grand Scribe E., with the names of their proposer and seconder (who must be

members of the Provincial Grand Chapter), on or before the 31st

day of March in each year.

Should no candidate be nominated, the Grand Superintendent may permit any duly qualified

candidate or candidates to be proposed at the Convocation of Provincial Grand Chapter.

12. All cheques drawn on Provincial Grand Chapter funds shall bear two signatures, viz. thoseof the Provincial Grand Scribe E. or the Provincial Deputy Grand Scribe E. and Provincial

Grand Treasurer; in the absence of two, the Deputy Grand Superintendent shall sign in their

place.

13. The Provincial Grand Treasurer's accounts, made up to the 31st December, shall beexamined and audited by a Committee consisting of five First Principals or Past First

Principals to be elected by the Provincial Grand Chapter, to meet at least 28 days before the

Annual Convocation of the Provincial Grand Chapter. The audited accounts shall be

produced at that Annual Convocation for approval and a copy thereof transmitted to every

Chapter under the Province.

14. The Provincial Grand Chapter shall have power of making grants or donations at its AnnualConvocation. For any grant or donation involving a disbursement of over 500, notice shall

be given on or before the 15th

day of March to the Provincial Grand Scribe E. for insertion

in the business paper for the Convocation.

15. No alteration or addition to these By-Laws shall be valid unless made at a Convocation ofProvincial Grand Chapter (due notice having been given previously as provided for in By-

Law 5) and approved and confirmed by the ME First Grand Principal.



3.2 CHAPTER MODEL BY-LAWS ISSUED BY SUPREME GRAND CHAPTER

BY-LAWS OF THE ...CHAPTER No..

1.

2.

3.

4.

5.

6.

Place and Dates of Convocation

The Chapter shall meet at the __________________________

_________________________________________________(x)

and shall hold regular convocations on the ________________

_________________________________________________

_________________________________________________

and at such hour as the Principals shall direct.

Election and Installation Meetings

The three Principals, two Scribes, Treasurer, Principal Sojourner

and two Assistant Sojourners shall be elected by ballot at the

regular convocation in ______________________. The other

Officers permitted by Royal Arch Regulation 48 may also be

elected. The Installation of Principals elect and investiture of

Officers shall take place at the regular convocation

in _______________.

(Note:- a Chapter may, by annual resolution under Royal Arch

Regulation 48, give authority to the Principals elect to appoint

the rest of the Officers, with the exception of the Treasurer and

(subject to para. 5 of Regulation 48) the Janitor. Such authority

cannot be given by By-Law.)

Election of Janitor

Subject to the provisions of Royal Arch Regulation 48, the Janitor

shall be elected by show of hands at the regular convocation

in _______________.

Chapter Committee

The Chapter Committee shall consist of the Principals, Past

Principals of [and in] the Chapter, two Scribes, Treasurer,

Principal Sojourner and __________________Companions to be

appointed by the Chapter at the regular convocation in

________________ each year. This Committee shall consider

and report to the Chapter on all proposals for membership and on

any other matters specially referred to it by the Chapter.

_________members of the Committee shall form a quorum.

Audit Committee and Annual Accounts

The Audit Committee shall consist of _________________+

members of the Chapter who shall be elected annually by the

Chapter at the regular convocation in _____________. The

accounts shall be made up to the ____________________each

year and shall be presented to the Chapter, duly audited, at the

regular convocation in _________________++ A copy of the

accounts and of the Audit Committees certificate that all balances

have been checked and that the accounts Have been audited shall

be sent to all members with the summons convening the

convocation.

Fees and Annual Subscription

The Exaltation fee shall be __________and the joining

fee_________ re-joining fee ___________such fees to be

exclusive of subscription. In addition to these fees the candidate

shall pay to the Chapter such registration fees as are payable to

Grand Chapter and, if applicable, Metropolitan, Provincial or

District Grand Chapter, together with any tax thereon, and the

candidate shall before becoming a member be informed of the

total amount due.

The annual subscription (except for non-dining or country

membership as provided for in By-Law No. 7), due and

payable in advance on ______________* shall be of such amount

as the Chapter shall from time to time decide by resolution after

notice on the summons at the previous regular convocation. The

Scribe Es services shall be deemed equivalent to payment of

subscription.

The visitors fee at dinners shall be such amount as the Chaptershall from time to time determine by resolution after notice on the

summons at the previous regular convocation.

Any member whose subscription is unpaid for ______** months

shall be liable to be excluded from the Chapter, after due notice, in

accordance with Rule 181, Book of Constitutions.

7.

8.

9.

10.

11.

Non-dining or Country Membership

Any member who, for reasons acceptable to the Chapter, is not in a

position to enjoy the privileges of the Chapter regularly, may on

written application to the Scribe E and by resolution of the Chapter,

be considered a non-dining or country member and shall pay a

subscription annually in advance on ______# of such less amount

than that provided for in By-Law No. 6 as the Chapter shall fromtime to time decide by resolution after notice on the summons at the

previous regular convocation. When attending the Chapter and

dining such member shall pay the current visitors fee.

Admission of Candidates

The admission of candidates for exaltation and joining shall be

regulated by the provisions of Royal Arch Regulations 65 to 69.

On the ballot for a candidate for exaltation or joining ___ black

ball(s) shall exclude.

Termination of Membership

Any member desirous of terminating his membership of the Chapter

shall tender his resignation in writing to the Scribe E, or orally in

open Chapter, in accordance with Rule 183, Book of Constitutions,

and he shall be entitled to the Certificate mentioned in Royal Arch

Regulation70, stating the circumstances in which he left the

Chapter. Should he at any future time wish to rejoin, he shall be

subject to the rules relating to joining members.

Payments from Chapter Funds

Payment of any sum exceeding _____________if for other than

ordinary purposes, may be made only by resolution of the Chapter,

of which notice has been given on the summons, except in a case of

emergency, when such payment may be authorised by the First

Principal and reported to the Chapter at the next regular meeting.

Amendment of By-Laws

Except as otherwise required by Rule 141, Book of Constitutions,

amendment of these By-Laws or of any of them may be made onlyin the following manner:-

(a) Notice of Motion in writing stating the precise amendment or

amendments proposed shall be given in open Chapter at a

regular convocation.

(b) The Motion shall be set out on the summons for the next

regular convocation or for an Emergency convocation

summoned for the purpose, and shall at such convocation be

put to the Chapter.

(c) A resolution for amendment, of which notice shall have been

given as aforesaid, shall be carried if a majority of the members

voting shall vote in favour of it, but it shall not be effective

until approved* [in Metropolitan Areas, Provinces ,Districts or Groups]

by the Grand Superintendent, and if not substantially in

accordance with the model by-laws issued from time to time on

behalf of the First Grand Principal, by the First Grand Principal

also

*[in all other places] by the First Grand Principal

[*delete words in italics and which ever clause is appropriate]

Should there be any objection to the introduction of a Candidate

for Exaltation, or a Companion for Joining, it is recommended that

such objection be mentioned privately to the First Principal or

Scribe who may communicate with the proposer and give him the

opportunity of withdrawing his Candidate.

N.B. - The numbers of the Royal Arch Regulations and Rules in

the Book of Constitutions given above are as they appear in the

editions current as at 31st

July 2009.


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Scribe E Handbook Re-issued: August 2009

Notes to Model By-Laws

1. Forming a Committee is a domestic matter and, while the principal officers are obviouslynecessary, the inclusion of Past Principals of or of and in the Chapter may be omitted or

their number restricted, e.g. two of and one in. Other members should only be included

if the Chapter considers them essential. The most effective Committee is often small.

If the subscription is exclusive of dining fees the reference to non-dining should be deletedfrom clauses 6 and 7. Lines 10 to 19 should then read:- The annual subscription due and

payable in advance on 1st

_____________________________and exclusive of dining fees,

shall be of such amount as the Chapter shall from time to time decide by resolution, after

notice on the summons at the previous regular convocation. The fees for members and

visitors at dinners shall be such amounts as the Chapter shall from time to time decide by

resolution, after notice on the summons at the previous regular convocation.

2. As an alternative to the last sentence above, and if appropriate, the wording may beamended to: The fees for members and visitors for dining shall be at cost. The

members can be informed of the dining fee by a separate note included with the summons

for each convocation.

While Royal Arch Regulation 48 allows for the Scribe Es services to be equivalent to

payment of subscriptions, this is an option for the Chapter to adopt.

3. If clause 6 is amended as shown above, the last sentence of clause 7 should refer to thecurrent dining fee.

Guidelines & Notes Relating To Page 1

Para 1. (x) only a single place of meeting may be specified

Para 4. See note 1 above

Para 5. + A small number (say two or three) is strongly recommended

++ Not later than the third Convocation after the date to which the accounts are

made up.

Para 6. See note 2 above

* Subscriptions must be made payable on the 1st

day of a specified month,

e.g. 1st January and not simply in January.

** Minimum period three months maximum one year; see Rules 145 and 181,

Book of Constitutions.

Para 7. See Para note 6 above.

See Notes 2 & 3 above.


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4. NOTES FOR CHAPTER OFFICERS

4.1 NOTES FOR SCRIBES E

1. All correspondence, and in particular matters such as applications for dispensations, alterationsto By-Laws, questions relating to formation of new Chapters, etc., should be sent to the

Provincial Grand Scribe E.

2. Summonses should be sent in accordance with Provincial By-Law 8, to the ProvincialExecutive and Secretariat. For ease of distribution they should be sent to the Provincial GrandScribe E. as follows:

For all Convocations please send ONE copy of the Summons, in a single envelope.

If you issue a separate members list, please send ONE copy. When you issue your Annual

Accounts, please send TWO copies.

Full details of all Candidates for admission into a Chapter must be shown on the Summons

see Rule 66 Royal Arch Regulations.

The Triple Tau should only appear on Summons for occasions of more than usual importance,

e.g. Installation of the Principals.

Honorary Members should be listed in order of their Royal Arch Rank, although the M.E.

Grand Superintendent, followed by the current Deputy Grand Superintendent, the current

Second & Third Provincial Principals, if Honorary Members, take precedence.

3. Form PGCS1 - Change of Address or Status (excluding resignation)One copy must be sent to the Provincial Grand Scribe E.

4. Form PGCS2 Notification of Resignation (for resignation only)One copy must be sent to the Provincial Grand Scribe E immediately following resignation.

5. Form PGCS3 Installation ReturnA copy of Form PGCS3 must be sent to the Provincial Grand Scribe E. immediately after the

Installation ceremony either by email or by post. This form will be sent to Scribes prior to their

Installation meeting.

All three forms (PGCS1, PGCS2 and PGCS3) can be downloaded from the Provincial Website:

royalarchsurrey.org.uk or requested from theProvincial Office -

E-mail address:[email protected]

6. Chapter Business. If a dispensation has been granted it should be read by the Scribe E. as soonas the Chapter has been opened.

When the Minutes of two Convocations are to be read, those of the earlier Convocation should

be submitted for approval before reading those of the second. Signing should be deferred until

both have been approved.

Matters to be dealt with on the Risings:

First Report of the Proceedings of Supreme Grand Chapter

Second Communications from Provincial Grand Chapter

Third & Fourth Matters concerning the Chapter


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7. Financial Returns.Financial returns [Form PGCH3] will be sent to Scribes E. in mid December showing

information on membership of the Chapter during the year, as notified to the Provincial Grand

Scribe E, and requesting payment in accordance with the fees set out in Provincial Grand Chapter

By-Law 6. The fees relate to the year about to end and are payable in respect of a Companions

membership of the Chapter during the year for no matter how short a period. The return and fees

should be sent to the Provincial Grand Scribe E. by 31 January as required by Provincial Grand

Chapter By-Law 6.

4.2 NOTES FOR TREASURERS

1. It would be appreciated if, wherever possible Treasurers would prepare accounts in the form of aconventional income and expenditure account and balance sheet as distinct from a simple

receipts and payments account.

2. Accounts should be headed with the name and number of the Chapter and show the periodcovered by the accounts, including the year-end date. Comparative figures for the previous year

should also be shown

3. The accounts should be prepared in such a way as to make apparent the amount of subscriptionsfor the year, any arrears of subscriptions and the net excess of income over expenditure (or viceversa). It goes without saying that every effort should be made by diligent and sympathetic

enquiry to avoid the exclusion of any Companion under Royal Arch Regulation 71.

4. Accounts should be prepared and presented to the Chapter as soon as practicable after the end ofthe Chapters financial year, preferably at the Convocation immediately following the year-end.

Once approved two copies should be sent to the Provincial Grand Scribe E.

5. It is good practice to segregate Benevolent Fund monies, even if not a registered charity. Aseparate income and expenditure account and balance sheet should be prepared

6. Annual financial returns requesting payment of fees to Provincial Grand Chapter are sent toChapters in December of each year. Payment from Chapters is required by 31st January inaccordance with Provincial Grand Chapter By-Law 6

4.3 NOTES FOR DIRECTORS OF CEREMONIES

1. Prior to the opening of the Chapter, the D.C. should check the arrangement of the Chapter roomto see that all is arranged in proper order and everything required for the ceremony is

conveniently placed.

2. He should ensure that the companions enter the Temple so that the Chapter may be openedpromptly at the same time stated on the summons.

3. The First Principal must produce the Charter of the Chapter at every Convocation. (See RoyalArch Regulation 47.)

4. The First Principal should not salute the V.S.L. after J in the opening and closing of theChapter.

5. A paper entitled Notes on Closing a Royal Arch Chapter is shown in Section 5 of thishandbook.

6. In the interest of reverence and accuracy, the Prayers should be read, the Scripture Readingsrehearsed beforehand, with attention to the correct pronunciation of Proper Names. The

Passwords, Chair-words and their import should be accurately transmitted, the Greater Lights

must not be moved at any time and Principals and companions should avoid standing or kneeling

with their backs to the Altar. (This particularly applies during scripture readings.)


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7. Exaltation CeremonyWhere there are two candidates, each should be taken separately up to the time of his withdrawal

after the obligation. The Assistant Sojourner should not remove his robe but should sit on one of

the side chairs after the second candidate has retired.

The V.S.L. must be open and held on the left hand when the obligation of Candidates and

Principals is taken. Note the Candidate should not be wearing gloves.

It is desirable that the candidate be S.S. for the first part of the ceremony.

The Rs of I. should be put on outside the Temple. (see Section 5 of this handbook)

When investing the candidate the clothing should be outside the robe and the sash outside the

apron.

The Janitor should not give any Craft K's except for the 3 M.Ms.

If using the old ritual, the Mystical Lecture must be delivered in full on each occasion that an

Exaltation takes place. There is no objection to the Historical or Symbolic Lectures being

deferred.

If using the new ritual, the Explanation of the Signs must be given. There is no objection to the

Historical Symbolic or Mystical Lectures being deferred whenever the new Mystical Lecture is to

be given in preference to the traditional version.

Consideration should be given to sharing the presentation of the lectures, to encourage

participation by a greater number of companions.

Before the Symbolic Lecture is given, in order to provide a better view of the objects on the

floor, the D.C. should move the K.S. to a position immediately in front of the Sojourners. It

should be returned to its former position prior to the Mystical Lecture.

8. At the end of the Exaltation ceremony the candidate should be conducted to the First Principalto be shown the Charter of the Chapter and to receive a copy of the Royal Arch regulations, the

By-Laws of the Chapter and a copy of the current Provincial Year Book.

9. The Installation CeremonyThe Installing Principal must always do the anointing. The Greater Lights must not be removed.

It is the duty of the I.P.Z. to entrust the Charter of the Chapter to his successor prior to the

investiture of the Officers. (See Royal Arch Regulation 47.)

10. Ritual ChangesParticular attention is drawn to the recommendation of our M.E.Grand Superintendent, that the

words our mysteries to keep should be used in the Opening and Closing of the Chapter.

Supreme Grand Chapter and Provincial Grand Chapter have adopted the practice of allowing the

Companions (with the exception of the Principals in the opening) to drop the Sign of R.

immediately after the fourth agree in the opening and closing of their Convocations,. It is

therefore in order for private Chapters to follow suit should they so wish.


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11. Proclamation of a Principal who is to continue in office for a second year[This Ceremony must be conducted by a P.Z]

P.Z. Standing in the South East.

Most Excellent, (or E. Comp..) as you have been elected to continue in the office of 1st

Principal (2nd/3

rdPrincipal) for a further year, it will not be necessary for you again to be Installed

in the 1st

Principals (2nd/3

rdPrincipal) Chair of this Chapter. It will suffice, therefore, if you are

proclaimed as MEZ (H/J).

D.C. Companions, to order (Companions stand).

P.Z. I now proclaim Excellent Companion (full Titles and ranks where applicable) 1st

Principal (2nd/3

rdPrincipal) of this the .Chapter, No..on the Register of Supreme Grand

Chapter of England, for the ensuing twelve months and until a successor shall have been duly

elected and Installed in his stead.

D.C. Companions be seated.

Where Companion Proclaimed is 1st

Principal

P.Z.Most Excellent, I must remind you that at your previous Installation in the 1st

Principals

Chair of this Chapter, the Charter of this Chapter, and a copy of the Book of Constitutions were

entrusted to your special keeping. I trust that they will be transmitted to your successor pure andunsullied as you received them. You are also reminded of your duty to make a careful perusal of

the Regulations of the Order and to enforce By-Laws of this Chapter which were presented to you

at your Installation

4.4 GENERAL NOTES

1. There are no salutes to Principals or Grand Officers in the Royal Arch. (See Royal ArchRegulation 4.) It is recommended that the Sign should be given only when first entering or

leaving the Chapter and should be directed towards the Altar. It should be given in two parts; the

first part with the left hand and the second part with the right with a slight pause between each

part after which the arms are lowered without flourish. The thumbs should not be squared but

hidden.

2. The Royal Arch Jewel must be worn by all companions including Grand Officers (See RoyalArch Regulation 82). A Past Principals Jewel may be worn in second place. The Royal Arch

Jewel should also be worn by Companions in Craft Lodges.

3. White gloves should be worn by all Companions, except the Principals, unless dispensation isgiven.

4. The Royal Arch Certificate should be presented to the Companion concerned in open chapter byan experienced Companion or Official Visitor and an explanation of the symbols should always

be given.

5. Companions are urged to attend Provincial and Supreme Grand Chapter whenever possible andthe appropriate Royal Arch Regalia must be worn. (See Royal Arch Regulation 82)

6. If the Chapter does not have its own Chapter of Instruction it may be helpful to draw the newlyexalted Companions attention to the list of Chapters of Instruction at the end of the Provincial

Year Book.

7. The newly installed First Principal is encouraged to seek membership of one of the FirstPrincipals Chapters (5888, 5905, 5965, 7388 and 8321), as a means of developing knowledge and

aiding progress in the Royal Arch.


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5. PROCEDURAL NOTES

5.1 PROVINCIAL GRAND CHAPTER OF SURREY TOAST LIST

Grace

Before Banquet

Benedictus Benedicat

(May the Blessed One Bless)*****

After Banquet

Benedicto Benedicatur

(May the Blessed One be Blessed)

*****

The Commemoration (i.e. questions before toasts)

The ToastsThe Queen and Royal Arch Masonry

*****

The Most Excellent The First Grand PrincipalHis Royal Highness the Duke of Kent, KG, CGMG, GCVO, ADC*

*****

The Most Excellent Pro First Grand Principal

Peter Geoffrey Lowndes

The Most Excellent Second Grand Principal

George Pipon Francis

The Most Excellent Third Grand Principal

The Very Reverend Neil Collings

and the rest of the Grand Officers, Present and Past

*****

The M.E. Grand Superintendent

E. Comp. Eric Stuart-Bamford

*****

Deputy Grand Superintendent

E. Comp. Dr.Roger J Howland, PGSwdB

Second Provincial Grand Principal

E.Comp. David F R Lester, PAGDC

Third Provincial Grand Principal

E.Comp. David H Mingo, PGStB

and the rest of the Provincial Grand Officers, Present and Past

*****

The Principals

*****

Toast to the newly Exalted Companion(s)

*****

Toast to the Visitors

*****

Janitor's Toast

*Note: Honorifics should be omitted when proposing these toasts [May 2009]


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5.2 OPENING AND CLOSING THE CHAPTER

Although not mandatory, Chapters may wish to follow the procedures adopted at the Opening and

Closing of Supreme Grand Chapter and the Provincial Grand Chapter of Surrey.

During the Opening of the Chapter:

We three do meet and agree in peace, love and unity our mysteries to keep and never to

divulge the same unless when three such as we do meet and agree

(Z) Agree (H) Agree (J) Agree (Z) Agree *

At this point after the fourth Agree* the Companions drop the sign. (The Principals resume the

sign)

Similarly, during the Closing of the Chapter:

We all do meet and agree in peace, love and unity our mysteries to keep and never to

divulge the same unless when three or three such as we do meet and agree

(Z) Agree (H) Agree (J) Agree (Z) Agree *

At this point after the fourth Agree* All the Companions, including the Principals, drop the

sign.

The relevant part of the above forms part of the recommended (but not mandatory) procedurefor closing Chapters in Surrey. The revised procedure is as follows:-

MEZ Companions, assist me to close the Chapter Principals step down to floor of Chapter then H & J reveil* ADC (if any) passes behind Principals and takes position next to H facing South. Principals hand Sceptres to DC who places them on ADCs extended arms. SN places opened VSL on Principals left hands, which are formed in a triangle. As Principals right hands form a triangle on top of the VSL, MEZ (or DC) says To order

Companions

Principals We all do meet.. After fourth Agree Companions drop the sign. Principals salute VSL once each. SN removes VSL and replaces it. DC returns Sceptres to Principals who form them into a triangle. MEZ Companion PS, the labours.. Principals break triangle of Sceptres and give Knocks. Principals hand Sceptres to DC who places them on the ground in the form of a triangle with

the point towards the MEZ.

PS In the name of Principals show Fiducial sign. MEZ Glory.., H On earth. J Goodwill.. IPZ Nothing now.. DC places Sceptres parallel as words fidelity are spoken.

*NOTE: DC can do Reveiling should the Chapter so wish.


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5.3 INSTRUCTIONS FOR ROBING OF THE THREE SOJOURNERS

It is the M.E. Grand Superintendents suggestion and desire that the following procedures are adopted

by all Chapters in the Province of Surrey to improve the arrangements for the robing of the three

Sojourners during the Exaltation Ceremony:

After the unveiling of the A.

M.E.Z. My colleagues in office..... (to) .....Comps. E. & N. divest those worthymasons of the implements of labour that they may retire and clothe

themselves with the Rs of I. and, on their return, you Comp S.E./S.N.*

instruct them to advance hither that they may be further rewarded.

The three Sojourners (two Sojourners and Candidate) remain in their

places while Scribe E. and Scribe N. take the tools and cords and replace

them upon the floor cloth.

Scribe E. returns to his seat.

The three Sojourners then retire from the Chapter the door is closed

and Scribe N. returns to his seat.When the Sojourners are clothed the Janitor gives knocks (4)

S.N. M.E. there is a report

M.E.Z. Comp. Scribe N. see who seeks admission

S.N. (to Janitor) Whom have you there?

Janitor The three Sojourners clothed with the R.of I.

S.N. Wait while I report to the M.E. (closes door)

S.N. M.E. the three Sojourners clothed with the Rs of I.

M.E.Z. Admit them (the three Sojourners take up their previous position)

S.E./S.N.*, after closing the door, then directs the Candidate how to

advance

* Scribe E. or Scribe N. according to the ritual adopted by the Chapter

Note: After the Obligation when the P.S., A.S., and Candidate retire, it is

important that the D.C. or A.D.C. ensures that the P.S. and A.S. leave

their surplices and R.A. regalia (including officers collars) outside the

Chapter and, if necessary, to ensure that a third surplice is also outside

by handing same to the Janitor at the time the three Sojourners retire.


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5.4 AN EXAMPLE OF EXALTING TWO CANDIDATES

An occasionally asked question of the Provincial office is How do we carry out a double

exaltation? There follows one method of exalting two candidates. However, it is emphasised that

each candidate must receive due consideration and made to feel special in his own right.

One method of Exalting two Candidates

P.S. retires and entrusts the first Candidate The ceremony proceeds to You will now readetc. The first Candidate is then seated in the N.W. of the Chapter. P.S. retires and entrusts the second Candidate The ceremony proceeds to You will now readetc. The first Candidate is then conducted to the Point of Address by the 1st Assist. Soj. Who then

takes a seat in the N.W. of the Chapter.

The two Candidates and the P.S. stand in line at the POA. P.S. to the right of the first Candidatewho stands between the P.S. and the second Candidate.

The ceremony proceeds as for a single Candidate At the point where the P.S., Scribes E. and N. retire to share the Name the 1st Assist. Soj. Will

take charge of the two Candidates, who remain at the POA facing East.

After being divested of the implements of labour the P.S. and both Candidates will retire andclothe themselves with the Rs of I. and on their return Comp Scribe E.* will instruct them to

advance hither that they may be further rewarded.

The P.S. conducts the first Candidate to the East by the prescribed steps. The 1st Assist. Soj. Then conducts the second Candidate to the East in a similar manner. The 1st Assist. Soj. Remains in the East to hand the Jewel, Ribbon and Badge to the MEZ and the

DC The Ceremony proceeds with the MEZ addressing the two Candidates simultaneously The

robes etc.

At the time the MEZ invests the first Candidate, the DC invests the second Candidate. When entrusting the Candidates with the Staff of Office it is held by the MEZ and both

Candidates, first Candidate with the left hand and the second Candidate with the right hand.

During the sharing of the Name it is not necessary for H to assist the MEZ. The thirdCandidate forms the third point of the Triangle.(The P.S. and 1

stAssist. Soj. Prompt the

candidates as needed)

The Candidates, P.S. and 1st

Assist. Soj. Return to the POA. The 1st Assist. Soj. Then takes a seat in the NW of the Chapter. The Ceremony proceeds with the P.S. standing between the Candidates. At the point ofBe seated the P.S. sits on the right of the Candidates.During the Mystical Lecture the P.S. and 1

stAssist. Soj. Conduct the two Candidates to the South of

the Altar and stand with the Candidates in the centre.

* or Scribe N. as appropriate


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5.5 PROCEDURE FOR CALLING-OFF AND CALLING-ON

Arising from various discussions and meetings, it has been apparent that few rituals cater for the

calling-off and calling-on of a Chapter. The following is that suggested by the Aldersgate Chapter of

Improvement, although it does not form part of the ritual.

CALLING-OFF

M.E.Z. (Ks. 4. The Principals rise) Comp. Scribe N., what is the hour?

Scribe N. (Rises) It is the hour of meridian splendour, M.E.

M.E.Z. Summon the Companions from the vault for rest and refreshment.

Scribe N. Companions, it is the command of the M.E. that you leave the vault for rest and

refreshment. (H. and J. approach the Al , reveil the plate of gold and then return in line with

M.E.Z.; P.S. closes large V.S.L. The Principals place their scpts on their chairs *and all may retire)

*Alternatively

D.C. Companions will you please remain in your places until the Principals (and MEGSupt etc.have retired). The Comps. May then retire behind the Principals.

CALLING-ON

(The Companions resume their places. D.C. closes and locks the door)

M.E.Z. (Ks. 4. The Principals rise) Comp. Scribe N., what is the hour?

Scribe N. (Rises) Past the hour of meridian splendour, M.E.

M.E.Z. Summon the Companions from rest and refreshment [for a further explanation of their

important discoveries].

Scribe N. Companions, it is the command of the M.E. that you return from rest and refreshment.

(H. and J. unveil the AlP.S. opens large V.S.L. H. and J. return in line with M.E.Z. and the

Principals sit.)

Note: It is suggested that the words in square brackets be omitted in the Installation Ceremony


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5.6 DECLARATION OF THE PRINCIPALS

WORDING ON SUMMONS FOR DECLARED ELECTIONS

The wording needed is as follows:

In accordance with Royal Arch Regulation 48, unless a ballot is called for, the following

Companions be declared elected to the following offices:

MEZ E. Comp. xxxxx

H E. Comp. xxxxx

J (E) Comp. xxxxx

Treasurer (E) Comp. xxxxx

The declaration is made by the current MEZ.

Note: The above wording can apply to all or any of the stated offices. Should there be, for example,

two candidates for the office of Treasurer a paper ballot would be needed for that position but the

others could be declared by the current MEZ.

5.7 PROCLAMATION OF A PRINCIPAL WHO IS TO CONTINUE IN OFFICE

FOR A SECOND YEAR

[This Ceremony must be conducted by a P.Z]

P.Z. Standing in the South East.

Most Excellent, (or E. Comp..) as you have been elected to continue in the office of 1st

Principal (2nd

/3rd

Principal) for a further year, it will not be necessary for you again to beInstalled in the 1

stPrincipals (2

nd/3

rdPrincipal) Chair of this Chapter. It will suffice,

therefore, if you are proclaimed as MEZ (H/J).

D.C. Companions, to order (Companions stand).

P.Z. I now proclaim Excellent Companion (full Titles and ranks where

applicable) 1st

Principal (2nd/3

rdPrincipal) of this the .Chapter,

No..on the Register of Supreme Grand Chapter of England, for the ensuing twelve

months and until a successor shall have been duly elected and Installed in his stead.

D.C. Companions be seated.

Where Companion Proclaimed is 1st Principal

P.Z. Most Excellent, I must remind you that at your previous Installation in the 1st

Principals Chair

of this Chapter, the Charter of this Chapter, and a copy of the Book of Constitutions were

entrusted to your special keeping. I trust that they will be transmitted to your successor pure

and unsullied as you received them. You are also reminded of your duty to make a careful

perusal of the Regulations of the Order and to enforce By-Laws of this Chapter which were

presented to you at your Installation.


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5.8 PROCEDURE FOR ABANDONMENT OF A CONVOCATION

Following the problems experience during a harsh winter when many Chapters were unable to meet

due to severe weather, the following guidelines were produced:

An Abandonment of a Chapter Convocation happens when a Duly Convened Convocation is unable

to be proceeded with. There are several reason this can happen, i.e. insufficient numbers available to

make a quorum on the day, the weather is so severe as to prevent Companions attending, or will be

dangerous for Companions to attend due to local flooding etc, then the Convocation can be deemed asAbandoned.

For the sake of regularity the following routine must have been followed:-

a. The Convocation must have been duly convened and the summons circulated in the normalmanner.

b. Every effort must be made to assemble at least five companions for a normal Convocation andSeven for an Exaltation (excluding the Janitor and candidate). If this is not possible on the

day, then the Convocation can be deemedAbandoned.

c. When weather conditions are so severe on the day, and the likely hood of Companions beingunable to travel to the Convocation, coupled with the possibility of endangering Companionslives if they did attempt to attend, then the Principals are in a position to deem the

Convocation Abandoned.

A copy of the Summons should be inserted in the Minute Book and the Minutes to read

Although regularly convened, the convocation had to be abandoned due to insufficient

numbers/severe weather conditions/fire at venue etc

An abandoned convocation need not be reconvened unless the Companions wish it.

This information has been given for your guidance prior to a new directive being issued from UGLE

later in 2009.

Note that if a Chapter fails to meet for one year then it shall be liable to be erased.


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5.9 NOTES FOR THE GUIDANCE OF COMPANIONS TO BE INVESTED OR PROMOTED

General

Acting Ranks

Those who are receiving Acting Ranks should note that it will be their duty to attend the Annual

Convocation in the following year when they will be required to carry out the duties of the Office to

which they are to be appointed.

First Appointments - Fee of Honour

Your acceptance form of First Appointment whether to Acting or Past Rank should be accompanied

by the Fee of Honour (10) as set out at the foot of the letter with which these notes are enclosed.

Cheques should be made payable to Provincial Grand Chapter of Surrey.

All Appointments and Promotions

When replying please confirm all the details on the acceptance form are correct and advise me of any

Civil Honours to which you are entitled.

Attendance - all receiving Promotion or First Appointment

You should be in attendance at Freemasons Hall as soon after 1.45pm as possible, and in any case

not later than 2.45pm. You should clothe in the PAST GRAND OFFICERS ROOM on the first

floor, report to the appropriate desk, sign the attendance sheet and proceed to the seat which will bereserved for you in the Temple. You should be seated in the Grand Temple by no later than 3.15pm.

If you are not able to attend you should advise me of the reason for your absence.

Dress

Dark lounge suit or morning dress. (Gloves will not be worn)

Regalia

Apron, Sash and Jewel

The Apron, Sash and Jewel of the Order, appropriate to your New Rank should be worn.

Collarettes and Collarette Jewels

First Appointments to Acting RankYou will be provided with the Collarette Jewel of your Office which is larger than the Jewel for Past

Rank. You may retain this Jewel, providing that you sign as having received it, for one year but it

must be returned to the Provincial Grand Scribe E. no later than the 30th

of April of the year following

your investiture. You should provide yourself with the Collarette which should be carried in your

right hand until you are invested with it.

First Appointments to Past Rank

You should provide yourself with the Collarette and Past Rank Collarette Jewel appropriate to the

Office with which you are to be invested. The Collarette should not be worn but carried in your right

hand until you are invested with it.

Promotions

Your Apron should be altered by changing the central feature from that of your former Rank to that of

the new one. In addition, you should provide yourself with the Jewel of your new Rank and wear it

on your Collarette, which should be worn throughout the Convocation and not removed for your

investiture.


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5.10 CLOTHING FOR PROVINCIAL GRAND STEWARDS

For those who have been Installed as a First Principal

Apron

The Triangle on the flap shall be backed with dark blue.

The ribbons supporting the metal gilt tassels shall be dark blue.

The supporting belt round the waist shall be dark blue.

The monogram on the centre of the apron shall be the Surrey badge with a Cornucopia.

Sash

The triangle shall be backed with dark blue.

The tassels shall be metal gilt.

Breast Jewel

The Breast Jewel shall be worn with a Tri-Colour ribbon.

Collar Jewel

The Collar Jewel shall be of metal gilt and shall be worn on a Tri-Colour Collarette.

The emblem on the Collar Jewel shall be a Cornucopia.

For those who have been Installed as a Third or Second Principal

Apron


The ribbons supporting the metal gilt tassels shall be dark blue.

The supporting belt round the waist shall be dark blue.

The monogram on the centre of the apron shall be the Surrey badge with a Cornucopia.

Sash


The tassels shall be metal gilt.

Breast JewelThe Breast Jewel shall be worn with a Red ribbon.

Collar Jewel



For those who have not been Installed into a Principals Chair

Apron


The ribbons supporting the metal gilt tassels shall be dark blue.The supporting belt round the waist shall be dark blue.

The monogram on the centre of the apron shall be the Surrey badge with a Cornucopia at the centre.

Sash


The tassels shall be ofwoven materials (not metal gilt).

Breast Jewel

The Breast Jewel shall be worn with a White ribbon.

Collar Jewel




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5.11 BUSINESS CONDUCTED WITH NON-MASONS PRESENT

Arising out of a visit by the Pro Grand Master to South Africa, Western Division when the District

Grand Lodge, having been opened in a private room, was called on while non-Masons were present,

the Board affirmed that non-Masons should not be present during the ceremonies of opening or

closing, or at any time that a Lodge is open.

It has asked us for a view as to what constitutes Masonic business that may only be carried out while

a Lodge is open.

We have no hesitation in agreeing with the Board that so far as a Private Lodge is concerned no non-

Mason may be present while the Lodge is open. In support of this proposition we need look no

further than the last of the Antient Charges in the Summary submitted to by every Master before his

Installation:

15. You promise that no Visitor shall be received into your Lodge without due examination, and

producing proper Vouchers of his having been initiated in a regular Lodge.

Indeed we are not aware of any instance under this Constitution of a non-Mason having been

admitted while a Private Lodge has been open.

So far as Grand Lodge, or a Provincial or District Grand Lodge, is concerned, precedents exist forthe meeting being called on so that Masonic business (of a purely administrative nature) could be

carried out while non-Masons are present, the most notable instance being at Earls Court in 1992.

Nonetheless we do not wish to disagree with the Board that such precedents should not be followed

in future by Provincial or District Grand Lodges.

We have no hesitation in expressing the opinion that no part of the ceremonies of Initiation, Passing,

Raising and Installation should be conducted with non-Masons present; indeed, we consider that

those ceremonies, to be valid, must take place in open Lodge. We believe that this must extend to

those elements such as the Charge after Initiation, which some might argue are not strictly part of

the ceremony. We note that the text of the Charge is already in the public domain, and in particular

is sometimes recited at open days, but there is a distinction to be drawn between such event and alive ceremony and it is in our view wholly inappropriate to admit non-Masons to the latter.

Similarly the administrative business of the Lodge, even ignoring the fact that it is of a private

nature, if it is to be validly transacted must be conducted in open Lodge (i.e. without non-Masons

present).

Apart from those items of Masonic ritual and administrative business referred to above, it is our

opinion that there is no compelling need to adopt a mysterious or secretive attitude towards other

Masonic activities which can take place while a Lodge is called off or after it has been closed. For

example the laying of Foundation Stones with Masonic ceremonial was once commonplace (and

was recently revived at Beamish by the Province of Durham).

Banner dedications afford another example where an impressive show of Masonic ceremonial (as

opposed to ritual) can be given without in any way compromising Masonic principles. In such

instances, an important test is whether the Lodge feels comfortable with such a display and,

provided that the local Masonic authority has no objection either generally or in relation to a

particular activity, we consider that Lodges should not be discouraged from (or, conversely, pressed

into) admitting their ladies and friends on such occasions. It need hardly be said that no Masonic

signs whatever may be given on such occasions, as the Lodge is not open.


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Precedents also exist for the admission of non-Masons to investitures. Clearly these do not of

themselves involve anything that an outsider may not see and they are in any event conducted by or

on behalf of a recognised Masonic authority. If we have any reservations it is because we question

the overall value of what can be a relatively long and uninteresting ceremony as a PR exercise and

because some Brethren may be reluctant to attend on such occasions to be invested because they do

not feel comfortable at the presence of non-Masons.

There will inevitably be some grey areas. For example, we cannot see anything especially esoteric

in the Masonic ceremonial which accompanies a Private Lodges Centenary or Bi-Centenary

celebrations and the associated presentation of a Warrant; nonetheless, we do not feel comfortable at

the prospect of such business being transacted while the Lodge is not open in order to enable non-

Masons to be present. We believe that a Centenary can be distinguished from a banner dedication in

that it is an official ceremony, the essential elements of which have been laid down by central

Masonic authority, whereas a banner dedication is an unofficial ceremony for which there is no

formally authorised order of procedure. We therefore advise that non-Masons should not be

admitted to Centenary or Bi-Centenary celebrations.

Finally, there is a related issue, which is not usually addressed. Rule 178 prohibits the wearing of

regalia when persons other than Masons are present unless a dispensation has been previously given.

Such a dispensation was clearly implied at Earls Court, to which Brethren were summoned to appear

in regalia, and similarly at the District Grand Lodge of South Africa, Western Division. It is clearly

not so with a Private Lodge meeting, and we believe that it is desirable that the Rule should be either

amended or enforced, rather than that a blind eye should be turned.


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26/44


It is worth reminding listeners of the preliminary Declaration to the Book of Constitutions of 1813 -Royal Arch is part of pure Antient Masonry, which consists of three degrees and no more, viz.,

those of the entered Apprentice, the Fellow Craft and the Master Mason including the Supreme Order

of the Holy Royal Arch. (Grand Lodge has now qualified this by additional wording.

At the Quarterly Communication of 10 December 2003, the United Grand Lodge of Englandacknowledged and pronounced the status of the Supreme Order of the Holy Royal Arch to be 'an

extension to, but neither a superior nor a subordinate part of, the Degrees which precede it.

This declaration thus makes clear that the RA is and provides an extension of all that has beentaught in the three preceding Degrees.

The following points arise largely from close examination of the Craft ritual. It may be worthwhilepointing out to Brethren that these, in some cases subtle, pointers are clear guides to what the

complete Mason should seek to know.

The three Grand Principles, brotherly love, relief and truth, introduced at a candidates Initiation,underlie our whole system and, in the RA, these close the loop back to a Candidates Initiation.

However, the Craft teachings are silent upon the deeper meaning of Truth, especially in relation to the

Deity

Masonry is a progressive science. The EA progresses from the NE part to the SE part to mark theprogress he has made in the science.

The progressive nature is re-emphasised in the Third Degree in the Exhortation after the Obligation.The Candidates attention is drawn to a retrospect .. of those degrees ... that he may the better be

enabled to understand and appreciate.

The Third degree retrospect draws a parallel between the life of man from birth, through maturity tothe close of existence, as exemplified in the three Degrees with the development of those working

upon KST the Apprentice, the FC and finally the MM.

This parallel concludes in the Craft with the completion of KST (in the 2nd Degree Tracing Board -When the Temple at Jerusalem was completed; in the Inner Working at the Installation of a WM,

reference is made only to the completion of the Temple) but note that nowhere in the Craft is its

Consecration or Dedication mentioned apart from the FC Word and then only in terms of a name, not

an event.

Thus the Craft concludes with the death of H Ab and a physical building not yet dedicated to thepraise and glory of the MH, i.e. with no spiritual quality. Likewise, it focuses the mind sharply upon

the termination of our mortal existence. But what follows this?

A clue to the answer to the above question is found in the quote that even in this perishable frameresides a vital and immortal principle .

The Craft is almost solely concerned with our earthly life and our duties to one another asexemplified in the F. Ps. O F. and the WTs of each Degree.

Life beyond the present receives scant acknowledgement except in three specific instances. In theunfortunately not commonly heard extended version of the 2nd Degree WTs, the candidate is advisedthat he should in all your pursuits, have eternity in view.

In the 3rd Degree he is advised that the light of a MM serves only to express that gloom which restsupon the prospect of futurity. He is reminded that this mysterious veil can only be penetrated with

the assistance of that light which is from above

Again in the 3rd Degree, reference is made to that bright morning star whose rising , probably areminiscence of the Christian origins of Masonry, before it was effectively de Christianised largely

by the Duke of Sussex as Grand Master from 1813. This is the only direct spiritual reference in the

Craft, as explained below.


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Today, the bright morning star alludes to the dawning of ones personal perception and full realisationof TGAOTU and His role in our being. The Masonic context is that our personal awareness of the

GAOTU is what gives us our faith in what happens at and after the end of this mortal existence and

which is nowhere mentioned in the Craft.

The loss of our physical being, enacted in the ceremony of Raising could be held to parallel thedestruction of the Temple by Nebuchadnezzar r in about 586 BC. In the Craft, the parallel finishes

here but the in fact Temple was later rebuilt and came into a new existence some 470 years later. It

also parallels the building of that inner temple for Gods eternal praise within ourselves. (Thisquote is not from the Craft ritual but is given as it is particularly apposite.

A further hint of more to come is given in the explanation of the Three Great Lights immediatelyfollowing the MM Obligation. In this, the whole is disclosed implying that you are now at liberty to

work with both those points in order to render the circle of your Masonic duties complete . Note at

liberty to work suggesting that having reached the distinction of being a MM, the journey is not

complete. There is more to do with both those points.

What does working with both those points produce? A geometrical figure not mentioned elsewherein the Craft but of powerful import to the RA Mason and which symbolises the essence of the Royal

Arch that which was lost. This is surely a clear and unequivocal indication that attainment of the

degree of MM can not be the end of the journey. There is a quantum leap from being a Brother in the Craft to being a Companion of the Royal Arch.

The teachings of the Royal Arch are on a completely a different plane to the Craft. To please each

other and unite in the grand design of being happy and communicating happiness is still our aim,

but it is one which in the Chapter we are enabled to view in a more rewarding and satisfying light

than in the Lodge.

When considering the transition from MM to RA Mason, it is worth reflecting upon what is impliedby the descriptions of the means of gaining each degree, i.e. Raising and Exaltation. Exaltation

implies elevation to a higher plane than that achieved by the simple physical act of raising

Craft Masonry concerns itself with the relationships between ourselves and our fellow beings in theconstruction of the Temple, whether at Jerusalem or within ourselves, whereas the Royal Archconcerns itself with our relationships with the Supreme Being, by whatever name we call Him.

If the completion of the journey is so strongly recommended, why is membership of a new andseparate Order needed? History explains this. Supreme Grand Chapter of Royal Arch Masons of

England dating from April 1808 originated from the Most Excellent Grand and Royal Chapter formed

in January 1766. Membership was exclusively from the Grand Lodge of Antients, practising the three

degrees of Craft Masonry together with the Royal Arch as the fourth degree, separately worked but

within the Antients Grand Lodge. The Moderns did not recognise the RA and on the formation of

United Grand Lodge, a compromise was reached and RA Chapters were constituted as daughter

bodies of, but separated from, Craft Lodges.

Masonry is Free, requiring a perfect freedom of inclination in every candidate for its mysteries.This is why there is no Regulation that every Brother will go on to take the next step in

Freemasonry. A M.M. who has not been Exalted in the RA has not attained all that Pure Antient

Masonry offers. He progresses in Craft Masonry without the extended knowledge and

understanding of the whole system of Pure Antient Masonry given by RA. His understanding and

appreciation of Craft Masonry cannot be as comprehensive as it would have been had he

progressed into the Supreme Order of the Holy Royal Arch.

Finally, recall the words at the closing of the Exaltation ceremony which could usefully be quotedin an address to a Craft Lodge, that RA Masonry has virtue as its aim, the glory of God as its

object and the eternal welfare of man is considered at every part point and letter of its mysteries.

Thus, with the welfare of man to the fore, the loop back to the ceremony of Initiation is completed

and the new RA Mason is therefore a complete Mason and, through growth in Masonry, the eternalthemes of Brotherly Love and Relief are continued through the medium of Truth.


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6.2 LETTER TO NEW MASTER MASONS

Province of Surrey

Provincial Grand Master Grand Superintendent

Province of Surrey Province of Surrey

My Dear Brother ..,

Congratulations on having achieved the rank of a Master Mason. I wish you many happy years to enjoy that

status and to progress in your Lodge and Freemasonryin general.

Having taken your First, Second and ThirdDegrees, you may well be thinking that, having graduated as a

Master Mason, you have achieved all that is necessary for you to fully understand and appreciate all that our

system of pure antient masonry has to offer.

However, if you look at the latest Book of Constitutions, you will see that under General Laws and

Regulations for the Government of the Craft it states that pure Antient Masonry consists of Three Degreesand no more viz: those of the Entered Apprentice, the Fellow Craft and the Master Mason, including the

Supreme Order of the Holy Royal Arch.

Now that you have received the Three Craft Degrees you are eligible to extend your Masonic knowledge and

experience by being exalted in the Supreme Order of the Holy Royal Arch.

In the degrees which you received in your Craft Lodge you were taught that Freemasonry is a system of

morality based on a belief in The Great Architect of the Universe and giving brotherly love, relief and truth as

the rule for your earthly pilgrimage.

The Ceremony of Raising implies that there is more to learn for it urges us to lift our eyes to that bright

Morning Star whose rising brings peace and salvation to the faithful and obedient of the human race. The

Royal Arch develops this theme and therefore follows on from where the Third Degree left off. It is

concerned with truth in the context of eternity and so leads its members (Companions) to a higherunderstanding of the purpose of our mortal existence.

The Ceremony of Exaltation is not carried out in a Craft Lodge, but in another Assembly called a Chapter.

This is because the greatest mystery which Freemasonry invites us to contemplate requires a completely

different setting in which to work one of the most beautiful ceremonies in Freemasonry and in which to

illustrate the allegory and symbolism of its teachings.

This may give the impression that the Royal Arch is something separate and apart from the Freemasonry

practiced in a Craft Lodge. However, the status of the Supreme Order of the Holy Royal Arch is as an

extension to, but neither superior to nor a subordinate part of the Degrees which precede it.

It is only natural that you will now also wish to concentrate on fulfilling your new responsibilities as a Master

Mason and progressing in your Lodge. Let me assure you that, in a Royal Arch Chapter, you will find a

unique atmosphere of tranquility and companionship. At the same time, you will gain a greater understandingand appreciation of your Craft Masonry. Most important of all, you will not be asked to take on any office in

the Royal Arch until you feel that you have the personal time and ability to devote to that Office.

Companions who have been exalted in the Royal Arch wear their Royal Arch breast jewel in a Craft Lodge so

do not hesitate to ask for more information from the nominated Royal Arch Representative in your Lodge or

from any Brother who is wearing a Royal Arch breast jewel. I hope that it will not be too long before you,

too, have been rewarded with a Royal Arch breast jewel and enjoy the higher understanding of Masonry that

it implies.

Yours sincerely and fraternally,

Provincial Grand Master of the Craft Province of Surrey andGrand Superintendent in and over the Royal Arch Province of Surrey


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6.3 THE ROLE OF MENTOR

The M E Grand Superintendent as part of the recruitment and retention initiative has asked that

each Chapter implements a mentor or guiding hand scheme. The aim is to avoid the situation

of a newly exalted companion feeling ignored or sitting on the sidelines without anyone to help

him.

Mentors can guide talented newly exalted companions along the right paths and provide a solid

source of support. It will be useful to the newly exalted companion to have someone he candiscuss his options with off the record and the mentor can be described as having big ears and a

small mouth. Most importantly the mentor should be prepared to devote the time required and

to be challenged by his protg as the relationship develops. More often than not mentors will

put in more to the relationship than they get out.

Therefore each individual will need a personalised approach from a mentor but the following

gives a flavour of some of the attributes of a good mentor.

He:

always stays neutral

is approachable at any time

is honest

gives constructive advice

gives guidance but leaves the decisions to the individual

is open to the idea of learning from the relationship as well as teaching

has a genuine interest in the individual

takes rejections well


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7. DOCUMENTATION

During the year you will receive the following returns for completion:-

SUPREME GRAND CHAPTER

7.1 GRAND CHAPTER FORM AR1Form AR1 is received from Supreme Grand Chapter in triplicate. You are required to note in the

remarks column those Companions who have died, resigned or have been excluded. Obtain a chequefrom the Treasurer for the amount shown and the MEZs signature, and send the two top copies with

the cheque to Provincial Grand Chapter. Keep the third copy for your records.

If there have been any newly Exalted Companions, the appropriate fees must be added to the return.

Do not deduct dues for companions who have died, resigned etc. Please note the instruction which

comes from Supreme Grand Chapter with this return.

Note that this form requires the signatures of both the Scribe E and the First Principal.

NB if Supreme Grand Chapter fees are not paid within six months the Chapter may be suspended.

7.2 GRAND CHAPTER FORM LP&A4Form LP & A4 is received from Supreme Grand Chapter prior to the Installation Convocation. You

are required to list the officers for the year and also PZs of, or in, the Chapter. (It helps if you have

last years return for the list of PZs) Take a copy for your records and send the original to Provincial

Grand Chapter, who will in turn forward this to Supreme Grand Chapter.

Note that this form also requires the signatures of both the Scribe E and the First Principal.


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Supreme Grand Chapter Installation Return Form LP&A4 (page 1)


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Supreme Grand Chapter Installation Return Form LP&A4 (page 2)


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PROVINCIAL GRAND CHAPTER

7.3 ANNUAL FINANCIAL RETURNThe Annual Financial Return is received from Provincial Grand Chapter prior to 31

stDecember. It

is computer produced and is similar to AR1 but does not require the signature of the First Principal.

It should be paid by the 31st

January. Obtain a cheque from the Treasurer for the amount due and

send to Provincial Grand Chapter. Keep a copy.

Note: if it is not paid by 31st

July the Chapter may be suspended.

7.4 PGCS3-INSTALLATION RETURNForm PGCS3 - Installation return is received from Provincial Grand Chapter prior to the

Installation Convocation. The information supplied is used to update the records in the UGLE

ADelphi database and in producing the Provincial Year Book. Only the officers for the year, Scribe

Es details and amendments to PZs require to be completed. Send to Provincial Grand Chapter

immediately following the Installation Convocation and keep a copy.


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PGCS3 Installation Return

PROVINCIAL GRAND CHAPTER OF SURREY

Please complete this form and forward to the Provincial Grand Scribe E

or e-mail to: [email protected]

Immediately after the Installation Convocation

Chapter Number Chapter Name

Complete this section only where changes have occurred

Meeting place

Meeting days

Complete this section in full, especially telephone number(s) and email address for our records

Scribe E Name:

Full postal address (incl post code)

Telephone numbers: Home: Business: Mobile:

Email address:

Return of the PRINCIPALS and OFFICERS invested on (exact date): ________________________

OFFICE FIRST NAMESIN FULL IN BLOCK LETTERS

(preceded by an asterisk if a

Founder Member)

SURNAMEin block letters

NON-MASONICMilitary / Civil only

MEZ

H

J

SE

SN

Treasurer

DC

Almoner

Charity Stwd.

P.S.

1st Asst.Soj.

2nd Asst. Soj.ADC

ASE

Organist

Steward

Steward

Steward

JanitorLodge /RA Rep.

(CONTINUED OVERLEAF)

FOR OFFICE USE ONLY Date Adelphi updated Date Year Book updated


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PGCS3 Installation Return - Page 2

SUBSCRIBING P.Zs OF THE CHAPTER AND OTHER P.Zs IN THE CHAPTERCorrections to and Omissions from the Provincial Year Book

You need not complete this section in full:

Check your Chapter entry in the Year Book Enter below only corrections and omissions Do not enter the MEZ or IPZ, these are known

Subscribing Past First Principals OF the Chapter - correctionsYear

Installed

Initials & Surname Honours

Civil &

Military

Grand

Chapter

Rank

Prov Grand

Rank

Surrey

Prov Grand

Rank Other

Provinces

Other Past First Principals IN the Chapter - correctionsInstalled in

Chapter No

Initials & Surname Honours

Civil &

Military

Grand

Chapter

Rank

Prov Grand

Rank

Surrey

Prov Grand

Rank Other

Provinces

Past First Principals TO BE REMOVED from the Year BookReason for omission:

D = Died R = Resigned H = Elected an Honorary Member

C Ceased membership (2 years in arrears) E Excluded under Lodge By-Laws (less than 2 years in

arrears)

Initials & Surname Reason Date Initials & Surname Reason Date

Date form completed: Signed:

Note: If this form is completed electronically and e-mailed to the Provincial Office the name can beprinted


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In addition the following documentation needs to be completed and returned on the occurrence

of the specified events.

SUPREME GRAND CHAPTER

7.5 GRAND CHAPTER REGISTRATION FORM PRegistration Form P has to be returned to Supreme Grand Chapter in respect of every newly exalted

Companion together with a cheque for the relevant fee. A similar form has to be sent for joining

Companions but in this case no fee is payable.

Please ensure that this form is signed by the newly Exalted Companion (as he is consenting to his

data being held on Chapter, Provincial Grand Chapter and Supreme Grand Chapter records), is

countersigned by the First Principal and the Scribe E. and forwarded to the Provincial Grand

Scribe E, together with the appropriate fee, for onward transmission to Supreme Grand Chapter.

It is most important that only forms which contain reference to the Data Protection Act 1998

are used in future.

PROVINCIAL GRAND CHAPTER

7.6 PGCS1 CHANGE OF ADDRESS OR STATUS

Form PGCS1 (Change of Address or Status) has to be sent to Provincial Grand Chapter immediately

after being notified of any change to a members details or status.

Note: for Resignations use form PGCS2.

7.7 PGCS2-NOTIFICATION OF RESIGNATION

Form PGCS2 (Notification of registration) has to be sent to Provincial Grand Chapter immediately

after being notified of a resignation of a member.


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Supreme Grand Chapter - Registration Form P (page 1)


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Supreme Grand Chapter - Registration Form P (page 2)


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PGCS1 - Change of Address or Status

PROVINCIAL GRAND CHAPTER OF SURREY

Please forward to the Provincial Grand Scribe E or e-mail to: [email protected]

Scribe E: Chapter: No.

PLEASE USE BLOCK CAPITALS

Members Surname: First Names:

Change of Address:

Post Code:

E-mail: Tel:

Date:

Change of Status:

Deceased Date:

Excluded Date:

Ceased Membership Date:

Hon. Membership Date:

Note: For Resignations use form PGCS2

Promotion or new Masonic Honours (London [Metropolitan] or other Provinces, excluding Surrey)

New Rank: Date:


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PGCS2 Notification of Resignation

PROVINCIAL GRAND CHAPTER OF SURREYScribe Es CONFIDENTIAL report

Please forward to the Provincial Grand Scribe E or e-mail to: [email protected]

Scribe E: Chapter: No.

PLEASE USE BLOCK CAPITALS

Members Surname: First Names:

Date of Resignation

Type of membership

(Please give date)Exalted Joined Rejoined

Other Chapters of which a member:

Attendance at this Chapter

over last 2 yearsNumber of

ConvocationsNumber attended

Is he leaving the RA

(Please tick)Completely Only this Chapter

Is leaving the Craft?

(If known)Yes No

If previously a regular non attender, was contact made to find out why? (Y/N)

Reason given for resignation (Please tick most appropriate):

Age Costs of Masonry too high

Ill health Dispute within Chapter

Change of work location ... Lost interest .

Change of domestic location Disenchanted with Masonry

Other reason - please specify

Has the member been contacted (letter, visit or telephone call) by Almoner, Scribe or other

senior Companion to d

scribe e handbook (surrey province)

Documents