IMPORTANT INSTRUCTIONS TO SCRIBES E
Where do I send Provincial Copies of Summonses?
What returns & fees are required by Supreme Grand Chapter?
What returns and fees are required by Provincial Grand Chapter?
How do I obtain a dispensation?
Where can I obtain Warwickshire Ritual Books?
Where can I obtain Provincial by-laws?
Where can I obtain Peterborough Booklets?
Can I get a copy of the current Toast List?
How do I preserve and care for Chapter Records?
A Summons for every Convocation must be sent to:
The ME Grand Superintendent
E Comp John L Saint.
Arden House
24 Foley Road East
Sutton Coldfield
B74 3JP
The Provincial Grand Scribe E
E Comp John F R Handley
67 Tilehouse Green Lane
Knowle
Solihull West Midlands
B93 9EU
For Installation Convocations only, whether they are attending or not, to:
The Deputy Grand Superintendent
E Comp Rex J Lowin
19 Lower Road
Milton Malsor
Northants
NN7 3AW
The Provincial Grand Director of Ceremonies
E Comp David J Shakeshaft
Kings Cottage
Main Road
Newton Regis
Tamworth
B79 0NF
Scribes of Chapters meeting at Stirling Road, Edgbaston, Birmingham, should send a Summons there for the attention of the Catering Manager advising the time of the meeting, dining etc.
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SUPREME GRAND CHAPTER RETURNS
ANNUAL RETURN (AR1)
This is an annual return based on the Chapters’ accounting year. It is supplied in A$ format and may be emailed to the Chapter Scribe E, and is used to establish dues owing to Supreme Grand Chapter. It should be corrected for any changes in membership not already shown, and one copy MUST be returned to Supreme Grand Chapter within one month of the date shown together with a cheque for the amount shown, payable to “SGC”. One copy should be sent to the Provincial Grand Scribe E.
INSTALLATION RETURN (LP and A4)
This is an annual return based on installation date used by Supreme Grand Chapter to record details of current Principals, Scribe E, Charity Steward and Almoner. It is also the Return of Principals used to establish eligibility to attend Supreme Grand Chapter. This form should be completed and returned directly to London and a copy sent to the Provincial Grand Scribe E.
REGISTRATION FORM P
A supply is sent out annually to Scribes E from Supreme Grand Chapter. Further copies can be obtained from the Provincial Grand Scribe E. Please note that the new style forms include a section giving occupation of the candidate. Should an old form still be in use you must add a note with this information.
This form is used to document all proposals for new members, and must initially be signed by the Proposer and Seconder. Immediately after the meeting at which the new member was exalted or joined, the details of that meeting should be added, and the form must be signed by the MEZ and Scribe E.
Despite the note on the form, for Warwickshire, one copy should be sent directly to Supreme Grand Chapter, with the appropriate registration fee (this only applied to Exaltees) payable to “SGC”. For 2012 this fee is £24.00 plus VAT, a total of £28.80.
Please note that the fees to be paid are for the year in which the forms are received by SGC, not the year of exaltation if that is earlier.
As a change in procedure a second copy without any fees should be sent to:
The Provincial Head of Registration
E Comp Eddie Warren
46 Heath Close
Stonnall
Walsall
WS9 9HU
All returns to Supreme Grand Chapter should be addressed to:
Grand Scribe E
Freemasons’ Hall
60 Great Queen
Street
London
WC2B 5AZ
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PROVINCIAL GRAND CHAPTER RETURNS
ANNUAL MEMBERSHIP RETURN
This is sent to Scribes following the Provincial year-end in December. It comprises the current list of members in each Chapter as held by the Provincial Records. This form must be returned to the Provincial Grand Registrar urgently. Any additions or subtractions should be made and the form returned as soon as possible. The information received validates the Provincial Dues for the Chapter (including exaltation fees). An invoice for these fees will be sent directly to the Treasurer early in the New Year.
Please note VAT is not applicable to any Provincial Fees or Charges.
INSTALLATION RETURN (PAR1)
This is sent to Scribes in triplicate when advising details of the Provincial Principals attending the Installation. Two copies are to be returned to the Provincial Grand Scribe E immediately following the Installation. A copy of your existing yearbook entry is supplied at the same time to be edited and returned.
ATTENDANCE RETURN (PAR 4)
Return of attendance and work done. This is sent out with the form PAR1 and should be completed, countersigned by the MEZ and returned no later than the end of February.
CHANGE OF STATUS FORM
Forms for this purpose are supplied annually to each Chapter Scribe to enable notification of all changes in Chapter membership details by reason of resignation, death, election to honorary membership, change of address and telephone number, etc, as soon as possible after these events occur. Further copies can be downloaded here in pdf form or here as a Word document
Acrobat reader is required to read pdf filesand copies are downloadable free of charge by clicking on the following link
The most common reasons for an application for a Dispensation are:
- To allow a Companion to be eligible for election to the First chair without having served a year as or Second Principal.
- To allow a Companion to be eligible for election to the Second chair without having served a year as Third Principal.
- To allow any Companion to continue in the same Principals chair for more than two consecutive years.
- To allow any Companion to be First Principal of more than one Chapter at the same time.
- To change the date of a Chapter meeting (but note it must be held within 28 days of the regular meeting date).
- To change the location of a Chapter meeting.
- To allow Companions to wear regalia for the purpose of a Brethrens evening.
A notice should be sent to the Provincial Grand Scribe E outlining the circumstances, and if appropriate a dispensation may be granted by the ME Grand Superintendent. If in doubt, or if other more complex circumstances arise please raise the question first with the Provincial Grand Scribe E.
The reprinted 2010 edition of Warwickshire Ritual can be obtained from the Provincial Grand Treasurer, E Comp David Evans, Stowgate House, 37 Lombard Street, Lichfield WS13 6DS price £10.00 plus £1.00 p&p
They are also available from:
Light and Boston
32 New John Street West
Newtown
Birmingham
B19 3NB
Tel 0121 359 1500
Lewis Masonic
4 Watling Drive
Hinkley
LE10 3EY
Tel 01455 233747
Provincial by-laws can be obtained from the Provincial Grand Scribe E, E Comp John F R Handley, 67 Tilehouse Green Lane, Knowle, Solihull B93 9EU, price £2.00 plus 50p postage.
Many Chapters in the Province already use the Royal Arch booklets in this very useful series. It is strongly recommended that the booklet No 4 in the series “Notes for a newly Exalted Companion”, which offers explanatory notes on the history of our organisation and the significance of the exaltation ceremony, should be given to a candidate, either after the ceremony or when his Grand Chapter Certificate is presented. Similarly the booklet “Why join the Royal Arch?” provides extremely useful background information for any Mason considering joining our order. These booklets have now been updated following the changes agreed in 2004.
Both booklets are available from the Quator Coronati Correspondence Circle, QCCC Ltd, 20 Great Queen St, London WC2B 5BE telephone 020 7405 7340. The cost including postage is £1 per booklet, with a 10% discount for 12 or more copies.
The Toast List wef June 2011 is available as an Acrobat Reader Document.
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Preserving and Caring for Chapter Records
The Library and Museum at the United Grand Lodge of England has recently updated its Care of Lodge and Chapter Records.