CANDIDATES FOR INITIATION - INTERVIEW COMMITTEE QUESTIONS
Read out Registration Form.
Purpose of interview: usual for applicants for admission into Freemasonry to submit to an interview, to ensure that their
background is well known, they are fit and proper persons to be made a Mason and to enable them to gain an understanding of the Aims and Relationships of Freemasonry. Also to enable the committee to make a recommendation to the lodge for a candidate to become a
Freemason.
The following questions should be put to the candidate:
1. Freemasonry is a universal system of morality. Its teachings are based upon the belief in a Supreme Being and the brotherhood of man.
Do you believe in the existence of a Supreme Being?
A belief in a Supreme Being is not concerned with distinctions of creed and theological opinions must not be advanced in Masonic circles. Mention that the Bible, or Volume of the Sacred Law is open during our meetings. Similarly political opinions are not to be
discussed.
2. Are you 21 years of age?
3. Are you, or have you ever been a member of any fraternal society, or association purporting to be similar to Freemasonry?
4.Why do you wish to become a Freemason
5. Do you expect by becoming a member of our order to obtain any advantage relative to your position as a citizen, or as an individual? 6. Have you ever applied or contemplated joining any other
Freemasons Lodge?
11.
7. Are any of your family Freemasons?
8. Are you married? Does your wife know of this application and is she in sympathy with the idea and the commitments (meetings/LoI etc.)?
9. Freemasons are expected to comply with the laws of the State and show allegiance to the Sovereign. Have you at any time been found guilty of any offence in a Court of Law? Please Note: All
convictions, however insignificant, must be declared and Registration Form ‘P’ qualified. Refer to the Provincial Grand Secretary for guidance immediately.
10.Confirm that candidate is able to attend meetings regularly and indicate dress code.
11. Advise Initiation and annual fees/dining costs etc. Explain Masonic and charitable giving. Seek confirmation that the financial obligations, demands and responsibilities of Freemasonry can be met without detriment to family, or position.
Invite committee members to ask any other questions.
Invite prospective candidate to ask any questions of the committee members.
MENTORING
It is strongly advocated that a prospective initiate be allocated a Lodge Mentor from the outset of his expressing interest in becoming a Freemason. This ideally should be his Proposer, but if the Proposer is relatively inexperienced, a more experienced member of the Lodge should be appointed.
INITIATION CEREMONY Send Summons to Initiate.
Advise candidate regarding dress, time, fees, reply to Toast etc. Initiate dines free (if lodge custom).
Introduce candidate to Junior Deacon.
Ensure WM has candidates VSL (if applicable), Book of
Constitutions, By-Laws, Lodge Charter and any other informative books.
After meeting completed Registration (P) form should be sent
immediately to Provincial Grand Secretary’s Office, with cheque, (from Treasurer), payable to United Grand Lodge of England for the appropriate amount, (Treasurer will advise). Retain a photocopy of the Registration form for lodge records.
FEES With effect from:...
Initiation Fee: £ Joining Fee: £
Annual Subscription: £ Country Member: £
For initiates/joining members this is pro rata according to when they join (if lodge custom):
eg. (month of meeting:)
...£ ...£ ...£ ...£ ...£ ...£
PASSING AND RAISING CEREMONIES
When a brother is to be passed or raised, the date on which they were initiated/passed must be printed on the Summons. Remember a 4 week interval between degrees.Ensure candidate has apron for 3rd. Degree ceremony. Remember to take torch for prompting in 3rd. Degree ceremony. Following each ceremony, remember to give candidate a copy of the questions leading to the next degree.
13.
CANDIDATES
On receipt of an approach from an interested man, write providing him with a copy of “Notes for a Candidate for Freemasonry”* and/or any other relevant publications/videos etc. and organise a meeting, preferably with his Proposer. If he is satisfactory, complete a Registration (P) Form and arrange an interview with the Interview Committee of the lodge to put the necessary questions (see page 17.) and confirm that he is a suitable candidate for initiation. Inform him of the costs, dress, number/dates of meetings etc. If the candidate lives outside and does not work in the Province (ie. Bedfordshire), in terms of Rule 158 , BoC, you must write to the Provincial Grand Secretary of the Province in which he lives, (Metropolitan Grand Secretary in the case of domicile in London), advising of his
application and enquiring if anything is known as to his suitability, which would preclude his initiation. A response must be obtained before the candidate is proposed in open lodge, (and preferably before the Interview Committee meets).
With the next mailing to members of the lodge, include a Candidate Information Sheet giving particulars of the candidate. If there are no adverse comments, arrange for Proposer to propose,(and Seconder), at the next lodge meeting (on the 3rd Rising). The Summons for the following meeting after that, should carry full details, name, address, date of birth/age, business occupation (precise description, eg.
Company Director by itself is not acceptable), employers name and address and date of proposition, names of Proposer and Seconder. If applicable, you should also state on the Summons that Rule 158 has been complied with. A ballot must be taken at this meeting. If the candidate is not initiated within 12 months of the ballot, a new ballot is necessary.
At the ballot meeting, the Secretary should either read details from the Registration form, or confirm that the details appearing in the Summons are a faithful copy and that the WM has satisfied himself that the Candidate is a fit and proper person to be made a Freemason. * Obtainable from Quatuor Coronati Correspondence Circle Ltd. Freemasons Hall London.
... MEETING ...pm start time
Dress:... Print...Summons‟
ELECTION MEETING
Following amendments to the BoC, the following wording for Lodge Summons‟ is considered appropriate:
Election of Master:
Agenda item# To elect a Master for the ensuing year.
(Note: the only nomination of which the Secretary is aware is of Bother……as Master and, subject to the provisions of BoC Rule 105(a), it is proposed to declare the ballot in his favour. Any member may, however ,demand a ballot.)
Election of Treasurer:
Agenda item# To elect a Treasurer for the ensuing year.
(Note: the only nomination of which the Secretary is aware is of Bother……as Treasurer and, subject to the provisions of BoC Rule 112(a), it is proposed to declare the ballot in his favour. Any member may, however ,demand a ballot.)
However, at the election meeting remember to bring ballot slips for Worshipful Master and Treasurer, just in case!. The Tyler is elected by a show of hands. At the preceding Officers Night ask various members to propose and second Lodge Committee and Audit Committee members and provide them with a note of what to say (keeping a copy for yourself!).
RECIPROCAL LODGE VISITS
The following Installation Meetings are ones that lodge (WM/Secretary) is expected to attend. (list)
9.
GRAND LODGE CERTIFICATE
Immediately after candidate has been raised, complete Grand Lodge certificate request form and send it to the Provincial Office to forward to the Grand Secretary. The cost of this is included in the Grand Lodge Registration fee, at the time the candidate is initiated. It is advisable to keep a note of the GL certificate number (eg. in
declaration book) in case the certificate is lost. DEATHS
Notify: Worshipful Master Almoner
Treasurer
Provincial Office On next Summons
Name and rank of deceased In Memoriam
Obit.(date)
Requiescat in pace
WM to announce in lodge after minutes have been read. Make note for:
Grand Lodge Return Provincial Return Year Book
A sensitive approach to relatives, (preferably by the Lodge Almoner) should be made to retrieve regalia - particularly Past Masters Breast Jewels, in view of their cost.
RESIGNATION
Refer to Rule 183 Book of Constitutions. If possible, place before Lodge Committee meeting at earliest opportunity - if not, be guided by Rule 183.
Voluntary Resignation: (Rule 183A): A Brother may at any time resign his membership of the Craft by notifying such resignation to the Grand Secretary in writing on such form, or forms, as may from time to time be prescribed for such purpose by the Board of General Purposes, accompanied by the Brother‟s Grand Lodge Certificate and if he is a Royal Arch Mason by his Grand Chapter Certificate. Refer to Rule 183A, Book of Constitutions for the accompanying statement and other conditions.
Record on GL and PGL returns - also indicate if he resigned
financially in good standing and date of last subscription payment on GL Return.
CESSATION OF MEMBERSHIP - RULE 181
If subscriptions remain unpaid for two years, a brother is
automatically excluded from membership of the lodge (Rule 148). If lodge by-laws provide for less than 2 years, Rule 181 applies and procedure laid down by Grand Lodge is as follows:
“If you are considering proceeding against a member under Rule 181, for any reason, but particularly in hard financial times because of arrears in subscription, please bear in mind that all the requirements must be complied with for exclusion to be effective. These will include:-
A notice in writing to the member concerned, forwarded by Registered Post.
A written notice to all members, or an item on the relevant summons of the intention to propose such a resolution. A vote by ballot (not show of hands). If carried, the
effective date of exclusion will be the date of the meeting. 15. ... MEETING ...pm start Dress:... Print...Summons‟ ... MEETING ...pm start Dress:... Print...Summons‟ 8. ... MEETING
...pm start Dress:... Print...Summons‟ . ... MEETING ...pm start Dress:... Print...Summons‟ 7.
In case of doubt here (as in other matters), a telephone call to the Provincial Office may help.
COUNTRY MEMBERSHIP
When an application is received from a member to go on the Country List, it must be put before the Lodge Committee for consideration and approval. Some lodge by-laws may require it to be put to the members in open lodge for approval (ballot).
ILLNESS OR INCAPACITY OF PRINCIPAL LODGE OFFICERS
In the event of a senior officer of the lodge experiencing serious illness, or incapacity, the lodge Almoner should immediately inform the Provincial Grand Secretary.
16.
GRAND LODGE RETURN
A computer, 3 part carbon form (AR1) automatically sent by Grand Lodge. Take care not to write on carbon copies in wrong place!
Check each name etc. and fill in exclusions (state if Rule 148 or 181), deaths, resignations, Hon. Membership date etc. Check total amount required and ask Treasurer for a cheque. Please note that Grand Lodge Charity contributions should be paid from lodge general funds and not from the lodge Benevolent Fund.
As soon as possible, send top copy and 2nd copy to Provincial Secretary’s office, with the cheque (payable to United Grand Lodge of England).
Keep 3rd copy with lodge records.
INSTALLATION RETURNS Both these forms are provided and are self-explanatory.
After Installation meeting, complete Installation Return to Grand Lodge (form LP & A4) and Provincial Return and return both forms to Provincial Grand Secretary.
PROVINCIAL ‘BLUE’ FORM
Following each lodge meeting the Provincial „Blue‟ data form should be completed and sent to the Provincial Secretary‟s Office, not later than 7 days from the date of the meeting. It is crucial that ‘Blue’ forms are submitted promptly after each meeting as they form the basis for Provincial appointments and promotions.
17.
INSTALLATION MEETING
...pm start.
Print... Summons‟.
Print... menus for Festive Board (if appropriate). Dress:...
The Summons carries the names of the existing officers of the lodge and the menus the newly appointed officers depending, on lodge custom.
Reciprocal visitors. The WM and secretary of the following lodges are invited to the Installation ceremony, as guests of the lodge: -
Remember to take an additional copy of the Book of Constitutions and by-laws to this meeting for Installing Master to present to the WM with by-laws, (to be returned to Secretary after the meeting). Also, WM Elects bible, if one was ever presented at his initiation. Ensure WM Elect has a WM‟s apron. Remember to take the Past Masters Breast Jewel and ensure IPM Collar is available.
Note: Only items printed on the Summons can be dealt with at that meeting unless an addendum slip has been given to every lodge member prior to the meeting.
LODGE SUMMONS AGENDA
1. To open Lodge/to close Lodge on agenda.
2. Grand Lodge requested some years ago that Almoner‟s and Charity Stewards reports be included on every Summons agenda - to ensure that they were not overlooked.
3. Full details, in terms of the Book of Constitutions, relating to Initiates must be given on the agenda (including profession/place of work). (refer to page 9).
4. When appropriate, state on Summons Rule 158, Book of
Constitutions has been complied with, when an Initiate lives outside and does not work within the Province.
5. When listing names of officers and members, it is useful to state Christian names - nicknames should be avoided!
THE RISINGS
First Rising: For matters relating to Grand Lodge/Grand Charity and the other Masonic Charities. Record lodge members appointments to Grand Rank. Welcome Grand Officers.
Second Rising: For Province related items. Welcome Provincial executive/representatives. Give apologies from PGM, DPGM,APGM and Provincial Grand Secretary as appropriate. Record letters of appreciation from official Provincial visitors following visits. Advise members appointment to Provincial Rank. Inform members of future Provincial events/functions/communications.
Third Rising: Used for lodge related matters such as members apologies for absence, resignations, letters from members and wives of past members, lodge events and propositions for new members.
5.
PROVINCIAL NEWS
Report any items of special interest for publication in the Provincial Newsletter to the Editor c/o The Keep.
PROVINCIAL MEETING
Usually around 2nd. or 3rd. Tuesday in October, currently held at Corn Exchange Bedford. WM and Wardens to wear collars of office.
CHANGE OF LODGE BY-LAWS (BofC Rule 136)
If By-laws have not been updated for many years, or several changes envisaged, the use of UGLE model By-laws (copy obtainable from Provincial Office) is very strongly recommended, to avoid potential problems in gaining UGLE approval.
Whenever a change in lodge By-laws is contemplated (eg. permanent change of meeting date(s)), the following action should be taken: 1. Lodge Secretary to speak to Provincial Grand Secretary for an in principle indication.
2. Discussion and recommendation by Lodge Committee.
3. Send a copy of the proposed revised By-laws to Provincial Grand Secretary to ensure that they meet UGLE‟s requirements-
following which:
4. Give Notice of Motion re. changes in Summons.
5. Proposition to be recorded in Summons for the next following regular meeting for approval by lodge members.
6. Confirm lodge members approval to Provincial Grand Secretary‟s office enclosing 3 copies of the By-laws for approval by PGM and UGLE.
18.
A Return is issued by the Provincial Grand Secretary.
To assist in this process, a record of attendance and work done in the Lodge by Past Masters, (both of and in the Lodge) and Master Masons deserving of recognition, is kept, which is also necessary to compl ete the Provincial Return. The Provincial Executive appreciate negative recommendations as well as positive - ie. also name members who do not qualify for Provincial honours, with valid reason.
PROVINCIAL YEAR BOOK
About May annually, the Editor of the Year Book sends you a copy of lodge page. Check that lodge insertion is correct and make
amendments necessary. The Year Book Editor makes amendments for Provincial Honours/promotions.
19.
LODGE SUMMONS Printers are currently:
Timescale for printing of Summons is as follows:
Dispensations are required for a WM of two lodges simultaneously (from Grand Lodge) - also from Provincial Secretary in respect of change of date and/or venue for meetings. Remember the four week (BoC Rule 172) interval between degrees.
If a meeting is held by Dispensation, ensure that this is recorded on the front of the Summons.
ATTENDANCE AT LODGES OVERSEAS
Remember, to comply with Grand Lodge instructions the following should be printed on the summons once every session and given out verbally on 1st. Rising once every session - usually when there is a 3rd. Degree ceremony, or presentation of GL Certificate.
“ATTENDANCE AT LODGES OVERSEAS
Brethren intending to visit lodges overseas are reminded of the need to seek advice from the Grand Secretary‟s Office, to ensure that lodges to be visited are members of recognised constitutions.”
Province require copies of Summons to be sent to the following: Provincial Office (1)
PGM
DPGM (Only if attending the meeting) APGM (Only if attending the meeting)
4.
MEETING CHECK LIST
Minute BookSignature Book Lodge Charter
Book of Constitutions (Secretary‟s Copy) Copy By-Laws (Secretary‟s Copy)
Grand Lodge Certificate (if any) Spare Summons‟
Master Mason Apron (Third Degree Ceremonies) Initiations:
Declaration Book
Volume Sacred Law (Initiates copy - if appropriate)
Copy of Book of Constitutions and By-Laws (Initiates copies) Information on Charities etc. for Initiate.
Joining Members (Copy of By-Laws) Installation Meetings:
Worshipful Master Apron Past Masters Breast Jewel Past Masters Collar
Nb. Within 7 days of meetings, submit details of work done etc. (Blue Form) to Provincial Office. This is crucial as it forms the basis for Provincial appointments and promotions.
Annually.
1. 1st. January annually - check for members anniversaries (40/50 years etc.). The Provincial Office also picks this up from the database.
2. Remember to acquire a Past Masters Breast Jewel in good time before the Installation Meeting.
3. GENERAL ARCHIVES: (Indicate where kept)
CHARITY COMMISSION: A copy of the Lodge Benevolent Fund accounts should be sent to the Charity Commissioners,
immediately following their approval by lodge members. This does not apply in the case of Lodge Relief Chests held by Grand Lodge.
The Charity Commission St. Albans House
57-60, Haymarket London SW1Y 4QX
CHANGES IN DETAILS OF BRETHREN: Changes of address, Death, Resignation, Exclusion, appointments to Provincial Rank (other Provinces/London etc.) and appointment to office within lodge (if this occurs following the Installation meeting) - are all to be reported to the Provincial Secretary‟s Office, using the „Blue‟form provided.
NOTICE OF MOTION: must be given in open lodge at the meeting immediately prior to that at which the motion is put to the Lodge for approval. The date of the Notice of Motion, together with the name of the brother/officer (eg. Treasurer) who gave it, must be printed as an agenda item on the Summons for the meeting at which it is to be voted on.
SECRETARY’S EXPENSES: For all purchases - stationery, Books of Constitutions etc. reimbursement is provided by the Treasurer against the production of receipts and other expenses as determined by lodge.
20. NOTES
21.
INDEX
Page No.
1. Introduction 2. Index
3. Meeting Check List/Annual aide memoire 4. Lodge Summons
5. Lodge Summons/Risings 6. Installation Meeting 7. Meetings
8. Meetings
9. Meeting/Election Meeting/Reciprocal visits 10. Candidates 11. Candidate Interview Committee Questions.
12. Candidate Interview Committee Questions (cont‟d.) /Mentoring
13. Initiation ceremony/Fees/Passing and Raising ceremonies 14.Grand Lodge Certificates/ Deaths
15. Resignations/Cessation of membership (Rule 181) 16. Country Membership/illness,incapacity of principal officers.
17. Returns - Grand Lodge/Installation/‟Blue‟ Forms 18. Provincial News/Provincial Meeting/Lodge by-law changes.
19. Provincial Year Book /Provincial Honours return.
20. General: Archives/Charity Commission/changes in details of brethren/Notice of Motion/Secretary‟s expenses.
21. Notes 22. Notes .
2.
INTRODUCTION
The purpose of this booklet is to provide a practical reference guide for Lodge Secretaries. It includes the requirements of the
Bedfordshire Provincial Office and the format enables Secretaries to customise sections as appropriate to their own lodges. It is not in any way intended to replace any part of the United Grand Lodge of
England Book of Constitutions. Hopefully, the booklet will be passed to successor Secretaries thereby making handover easier.
Further information/forms etc. can be accessed/downloaded from the Secretaries password protected area of the Provincial Website. Any suggestions for additional topics, or amendments, would be appreciated and should be directed to the Provincial Office. Gordon E. J. Staple
Provincial Grand Secretary April 2009
Provincial Grand Secretary‟s Office Tel: 01234 214292 Provincial E-mail address: bedspgl@yahoo.co.uk
Provincial Website:http:/www.beds-freemasonry.org.uk
Copyright G.E.J. Staple/Provincial Grand Lodge of Bedfordshire. 1.
NOTES
