Prepared by: W Bro Christopher Rogers, Provincial Grand Secretary
These notes have been prepared primarily for the information and guidance of Lodge Secretaries and should be regarded as a summary of the relevant Laws and Regulations prescribed by the United Grand Lodge of England (UGLE) and contained in the Book of Constitutions and the booklet entitled ‘Information for Guidance of Members of the Craft’ together with aspects of the Secretarial function within Warwickshire.
Although UGLE is the supreme superintending authority, delegation is passed to the RW Provincial Grand Master for the administration of the Province of Warwickshire within the guidelines of Grand Lodge.
For these reasons, whenever in doubt regarding a course of action to be taken, administration problems should be referred to the Provincial Grand Secretary as too should those relating to ritual or ceremonial and NOT to the Grand Secretary at Freemasons’ Hall. Very rarely can a problem arise which has not been previously dealt with.
As a general rule Lodge Secretaries should note that all communications MUST be sent to:The Provincial Grand SecretaryProvincial Grand Lodge of WarwickshireYenton Assembly Rooms, 73 Gravelly Hill North, Erdington , Birmingham B23 6BJ.
The following forms supplied by the Grand Secretary should be sent to him via the Provincial Office:
- A copy of the Grand Lodge Annual Return – AR1 (with cheque for Annual Dues)
- Applications for Grand Lodge Certificates – LP & A5
The Grand Lodge Installation Return should also be sent to the Provincial Grand Secretary who will then forward it to the Grand Secretary.
Any other communication sent to Grand Lodge is returned to the Provincial Grand Secretary other than enquiries regarding the existence of regular Freemasonry in foreign countries.
In the past, Rule 158, Clearance for Initiates living and working in London have been sent to the Grand Secretary. They should now be sent to the Metropolitan Grand Secretary.
All communications to the Provincial Grand Master or to the Deputy Provincial Grand Master on Masonic matters must be made through the Provincial Grand Secretary. Secretaries are asked to ensure that the members of their Lodges are aware that on no account should the prefix ‘Brother’, ‘W.Brother’, etc. or a masonic rank be included with the name and address on an envelope being sent through the post.
It is important that Lodge records should be kept in a place of safety and in conditions which will ensure that they are still legible in the future. The Provincial Office will advise in this respect.
A PDF copy of the Lodge Secretary Handbook can be found here.