PROVINCE OF HAMPSHIRE AND ISLE OF WIGHT APPROACHING THE CHAIR AND BEYOND

PROVINCE OF HAMPSHIRE AND ISLE OF WIGHT APPROACHING THE CHAIR AND BEYOND August 2014

FOREWARD Brother. I congratulate you on being appointed a Warden of your Lodge which in the normal course will lead to your being elected Master which is the highest honour the Lodge has in its power to confer on any of its members. This booklet has been prepared to assist you in your preparations to ensure that you recognise the honour to be conferred and are fully prepared for what I hope will be an enjoyable and stimulating year for you and for your Brethren. The booklet is not concerned with the ritual you will be fully conversant with the ritual book but I would draw your attention to the section in this booklet Sharing the Ritual. Approaching the Chair and indeed your year as Master should not be a daunting prospect and there is no reason at all why you should not share the ritual if that suits you; and would make the degree being worked more meaningful for the Candidate and Brethren. You will need to give considerable thought to your Officers for your year and this is touched on in this booklet. I would also suggest that you plan your year well before your installation and indeed before your election but in anticipation. Being Master of a Lodge involves so much more than presiding over Lodge Meetings and After Proceedings and representing the Lodge on Official Visits to other Lodges. You should consider the health and welfare of the Lodge and its Brethren and however good that might be you should give some thought to how such could be improved during your year in the Chair. Taking on the Mastership of a Lodge is as exciting as it should be stimulating and I do hope that this booklet will inspire you to rise to the challenges which lie ahead and that such will be beneficial for the Lodge and its members. July 2011 Michael J Wilks Provincial Grand Master

APPROACHING THE CHAIR The Worshipful Master is elected by the Master, Wardens and Brethren in open Lodge assembled, presented to a Board of Installed Masters to receive from his predecessor, or other qualified Brother, the benefit of Installation, the better to qualify him for the duties of his important trust. PREPARATION This booklet is primarily concerned not with the ritual but with the protocol and nonritual aspects of the role of Worshipful Master and its aim is to provide helpful guidance so that you may feel confident and thoroughly enjoy your year in the Chair. Although some of the items referred to do not become your responsibility until you become Master Elect and Worshipful Master, it is worth starting your preparation when you become a Warden. SENIOR WARDEN AND MASTER ELECT. The Senior Warden may reasonably be considered the prospective Master Elect. As such he needs to: Give thought to who will hold the various Lodge Offices and for information and assistance he should: Refer to B of C Rule 104 Consult with his Past Masters. Remember with the exception of the Treasurer, who is elected and, in some Lodges the Tyler, the WM has the final choice. Although neither the Lodge Mentor nor Almoner are included in the list of regular Officers, they must be appointed. Similarly the Lodge Membership Officer is not mentioned but it cannot be overstated how important his Office and those of Almoner and Mentor are for the wellbeing of the Brethren and for the present and future of Freemasonry. The Master Elect should: Exercise care to ensure the suitability of all Officers. Refer to his Lodge s five year succession plan. Speak to those on the plan and those next in line. Enquire where they feel their key skills lie. Ask them where they see themselves in five year s time Ask them what they enjoy the most. Review each of the Lodge s present non-progressive Officers: If any are to be relieved of their existing post, it would be courteous to discuss and explain the situation with them. Confirm all offers in writing Request that replies are received well before the day of Installation Prepare for and appreciate how to deal with the various items which will appear on the agenda for each meeting. AUTHORITY AND RESPONSIBILITY. The WM derives his authority from the Book of Constitutions. This effectively makes him responsible for everything that happens in his Lodge and as such he should not only conform to the requirements of the B of C but also: The decisions of the Board of General Purposes and Grand Lodge, the Provincial Grand Master and Provincial Grand Lodge, Provincial By-laws and those of his Lodge.

Recognise and accept that Lodges although Private are not free to do as they please and must in all matters, comply with the rules and regulations of Grand Lodge and Provincial Grand Lodge. Although referred to later under Lodge Committees it is important to note and, if necessary make it clear to the GP or Lodge Committee, that, as clearly stated in Rule 154 B of C it has no executive power or authority; the Master makes decisions where permitted and otherwise refers to the Lodge to decide. LODGE MEETINGS Installation Meeting. The management of this meeting, apart from the ritual, is normally organised between the Installing Master, Secretary and Director of Ceremonies. The incoming WM s main concern is the ritual to be performed and protocol to be followed in the lodge room. He should also consider for the benefit of all Members. Tyle time - early commencement may prevent working Brethren arriving in time. Calling-off is unnecessary and simply prolongs proceedings requiring an earlier time of tyling which makes it difficult for some brethren to attend. If Officers are re-appointed do they need to be re-invested? Thank those continuing in non-progressive Office and congratulate progressing Officers on their preferment. Ensure this Booklet is presented to the Wardens Dates, places and times of all Regular Meetings. To change dates and places of meetings, refer to B of C Rule 137. As to meeting commencement time, although worthy of discussion with the Secretary and Director of Ceremonies, the final decision rests with the WM. The best time to start is that which is in the best interest of the majority of the Brethren. Emergency Meetings. No item of business can be carried out except that which is specified on the agenda. The Minutes of the previous meeting are not dealt with and no risings are held. Refer to B of C Rule 140. Official Visits from Provincial Grand Lodge. Official Visits from Provincial Grand Lodge take place approximately every three years though this may vary to coincide with certain anniversaries and on other special occasions. The Lodge will receive advance notification of these visits in writing from the Provincial Secretariat. The Official Party although arriving early will not normally enter until after the Opening but before the Minutes. Principal dignitary if a chain bearer should be offered the gavel when introduced. He will invariably accept, take approval of minutes, countersign the WM s signature of confirmation and address the Brethren before vacating the Chair. Salutations will be taken after a pause to admit late arrivals. If the Official Visit is from one of the Provincial Wardens, the minutes will be taken in the normal way, salutations will be given to Grand Officers if any and then the Warden announced and admitted. He should not be offered the gavel or chair.

Obituaries. Should one of the lodge Brethren pass to the GL above, WM should: Make the announcement after the lodge is opened but before the minutes. Invite the Brother delivering the eulogy so to do following which: Request all to stand in silence with the S of R, as a token of respect to departed merit. The Lodge Agenda and Summons WM should discuss and agree the agenda with the Secretary and DC well in advance. Note that: A hard copy needs to be with the Province at least ten days before each meeting. Members agendas should be circulated electronically to all on email. Consideration should be given to arranging the agenda such that administrative items, reports, presentation of Certificates etc., precede any Ceremony, Lecture or Talk. This may help Brethren busy in their working environment and family lives to be admitted after the business items but before the Ceremony. This is important for Officers who can thereby perform and enjoy their duties without undue pressure. Consideration should be given to requesting that Almoner s, Charity Steward s and other Reports instead of being read, are in writing and attached to the Minutes, any arriving late will still be kept informed. The Warrant of the Lodge. The Warrant of the Lodge is the property of the MW the Grand Master who alone can authorise any endorsement to, or inscription upon it. Refer to Rule 101 B of C. The WM is responsible for its safekeeping. In many Masonic Centres some Lodge Warrants are permanently displayed, duly framed, on the wall of the lodge room. If not, it must be in the Lodge Room on temporary display or produced/exhibited at every meeting before the Lodge can be opened. The Book of Constitutions and Lodge By-Laws As well as the items listed on the agenda, others could arise during the meeting. The WM should ensure he has to hand a copy of the Lodge By-Laws and B of C. Volume of the Sacred Law. Unless it is a requirement of the Lodge s ritual or tradition, for example the placement of the Candidate s VSL., apart from the S and Cs, other items, notes, paperwork etc., should not be placed upon it. The Minutes Most Lodges quite rightly now prepare and electronically circulate Minutes, obviating the need to read them at the meeting, saving valuable time and keeping those informed who were unable to attend. The WM will need to put them for approval and sign in confirmation. Salutations Following the Minutes it is the custom in most Lodges for salutations to be given to Grand and/or Provincial Grand Officers. After dealing with the Minutes pause to allow this to take place before next agenda item.

Presentation of Grand Lodge Certificates. Should be presented at the first opportunity. Normally presented by VO. If not available another senior Officer should be invited so to do. Certificate should be first handed to WM whereupon he should hand it to the presenter inviting him to make the presentation. A collaborative letter from the RW Provincial Grand Master and ME Grand Superintendent should accompany and be presented with the Certificate. Late Arrivals. Continual interruptions to individually admit late arrivals are disruptive and time consuming. If agendas take the form mentioned previously, all late arrivals could be admitted together after the conclusion of the administrative or business items but before the ceremony. Addressing Brethren. No Lodge Office apart from that of Master bears the title Worshipful. Thus, when addressing a Lodge Officer by his Office, it should be, Brother Secretary, Brother Director of Ceremonies etc. Propositions. Any and all Subscribing Members of a Lodge are entitled to bring propositions before the membership. Notices of Motion Most issues relating to expenditure from Lodge Funds, Charity and Benevolent Accounts, alterations to By-Laws and other matters as required by either those By-Laws or the B of C will need to be dealt with by a Notice of Motion, orally at a Regular Meeting or in writing to the Secretary. Ballots for Candidates for Initiation and Joining. Announce the agenda item and call for the Secretary to read the Registration Form and the Certificate of the WM. If the ballot is for a prospective Joining Member who is in the room, he may be invited to retire while the ballot takes place. If there is to be a ballot for more than one Candidate for Initiation or for both a Candidate for Initiation and for Joining they may be taken together. If any discrepancy they are then taken separately. Considering that any objection should have been voiced beforehand, the procedure in a number of Lodges is now for only the Worshipful Master and his two Wardens to vote, with any other Lodge Member who wishes to exercise his right, standing to indicate same. Ballots for Exclusion. Explain is that the white ball is FOR exclusion, and that the black ball is AGAINST. All this is fully explained in Rule B of C Rule 181. The resolution shall not be carried unless two-thirds of the members present vote in favour of it.

Resignations Resignations should not be passively accepted. Any resignation should be immediately advised by the Secretary to Proposer, Seconder and within 48 hours to the Visiting Officer utilising the Resignation Report Form. Rule 183 Book of Constitutions, makes provision for the Lodge at the first meeting after receiving a resignation to invite the Brother to withdraw same within 21 days of that meeting. This should be by proposition. Take such proposition by a show of hands, a simple majority determining whether the Brother should be so invited. Honorary Membership. The procedure for awarding Honorary Membership is set out in Rule 167 Book of Constitutions. Honorary Membership is restrictive if the Brother under consideration is a member of only one Lodge as if made an Honorary Member he can only visit any other lodge once. Lodge Accounts. All Lodge Accounts should have been distributed to all Brethren prior to the meeting at which they are to be presented. Call on the Lodge Treasurer and an Examiner to give a brief report if not attached to the distributed accounts. Put the proposition to the Brethren, voted on by a show of hands and confirm the outcome, a simple majority determines. Election of Worshipful Master and Treasurer These are governed by Rules 105(a) and 112(a), Book of Constitutions, respectively. If only one nomination for each Office these Brethren may be declared rather than having a paper ballot, subject to strict compliance with various conditions stated therein including a statement to that effect on that meeting s agenda. Other Elections Where it is the custom of the Lodge for the Tyler to be a progressive office, or is, for other reasons, appointed by the Worshipful Master, the agenda still needs to show, "To Elect a Tyler. Rule 113 Book of Constitutions. A similar procedure is adopted for the election of Accounts Examiners etc. The WM, Treasurer and Secretary cannot act as Examiners. Neither can any Brother be proposed as an Examiner if he is a signatory to the accounts. Lay Brethren to sit on the Lodge Committee(s) should be proposed by name, not Office, and voted upon under the direction of the WM by a show of hands, determined by a simple majority.

Mentoring The Province has a, Caring for our Brethren policy which is an essential part of Freemasonry in our endeavours look after our Brethren. The WM, has an important role to play in ensuring that the Lodge has the right Brethren to perform this function. Lodge must have a Lodge Mentor who co-ordinates mentoring and assigns personal mentors to each Brother. Personal mentors need not necessarily be the Proposer or Seconder but should be one with whom the Brother can relate, The Welcome to Freemasonry Booklet and the Master Mason s Booklet must be presented to every Candidates at the conclusion of their respective ceremonies preferably by the VO or alternatively by the Lodge or Personal Mentor. We now have regular Newer Mason s evenings. It is important that each new Brother attends with his partner and shares an enjoyable, social and informative occasion together. Invitations should be handed to each Candidate by the VO, immediately his ceremony is complete. Mentoring does not stop once a Brother has taken his three Degrees, it should continue throughout his Masonic journey including when WM and beyond Sharing the Ritual. As previously stated this guide is not intended to dictate ritual. However the ceremonies or sections of it in all the Degrees can be shared, if necessary, amongst Past Masters and other Brethren. There is a booklet called Sharing the Ritual, a copy of which your Secretary or DC should have and which is available from the Provincial Office. Collection in Lodge If the agenda states To collect alms then without alternative announcement, donations would normally go to the Almoner s Fund. Many Lodges now simply describe this item, if still included on the agenda as To make a collection thereby enabling the WM to announce the recipient(s) before the collection commences. Note that if it is for Charity, the charity should be named. Simply saying For Charities or For Masonic Charities does not meet the requirements of the Charities Act. The Risings. Most Lodges take the three risings separately. As previously stated, they can in fact be taken together and rather than just before Closing can be taken as part of administrative matters immediately before the Ceremony.

Recruitment, Retention, Retrieval and Re-engagement. These initiatives are in place to secure the future of our organisation, to enhance our enjoyment of our meetings and to care for our Brethren. Support them and encourage your Lodge members so to do. The WM should ensure that all members and particularly those initiated into the Lodge, understand that they have a responsibility to introduce appropriate candidates. In terms of recruitment, share your Membership with your friends, your family and workmates. Involve yourself with: Open Days Provincial Exhibition Units FITC Charity Evenings White Table, Social and Dine-a-Friend functions. Social media, Facebook and Twitter. Contribute to the Area Website and Our Provincial Insight Magazine. Assist your VO with a Lodge profile Ensure your Lodge Membership Officer is proactive. Help with retention, every lodge can do more. Life outside Freemasonry can be stressful, make your Lodge a place of enjoyment, teamwork and camaraderie. Ensure your lodge keeps an Attendance Register, in addition to the signature book, note those who are missing and get in touch. Ensure the Register is passed to your VO after each Meeting. If not already a member, join your Area Light Blues Club and encourage all your Brethren wearing a light blue apron so to do. Instead of putting pressure on those under pressure outside, ask your Brethren what they want and don t want to do. Consider those who find it difficult to get to meetings on time or don t want to get home too late. Help by encouraging circulation of Minutes, Charity Stewards and Almoners Reports. After your Officers have had the opportunity to perform their respective offices in each ceremony, if you don t have a ceremony, arrange a Lecture, invite your Area Orator or ask the Provincial Grand Stewards Lodge to deliver one of their superb lectures. Don t let your Brethren get bored by enacting continual demonstrations. Do something about those who have left. Ask your Brethren to invite them to Lodge as guests or to Dine-a-Friend Evenings. Be proud of your membership and be open about it.

OBSERVATIONS AND CONCLUSIONS The above shows how often a little research and preparation can keep things running smoothly. The Worshipful Master in ruling and directing your Lodge should bear in mind that humility is an essential qualification. A strict regard for the harmony of the Lodge is essential. The WM should not leave it all to the Secretary, DC or IPM to continually prompt. With a little homework prior to the meeting, the WM s command of the situation will be noted and appreciated. AFTER PROCEEDINGS AND DINING The WM should consider how he can ensure that this important aspect is enjoyable to members and guests. He should retain the gavel, and after sounding, should not speak until there is complete silence. He should keep the practice of taking wine to a minimum as otherwise it can prolong dining and become detrimental to congenial conversation. Raffles and Tombolas Should be announced under the Third Rising or prior to any tickets being sold at the After-Proceedings. The WM should: State where the proceeds are to be directed giving every Brother the choice of supporting or not the intended recipient(s). Avoid the practice of Masters Lists Not expect Brethren to donate to non-masonic charities just because they are his personal favourites. Give careful thought to where charitable should be to be directed Remember that donations from charity accounts and relief chests need to be determined by proposition in open lodge. Consider the Charity Steward approaches HIOW Provincial Grand Charity (Tom Langton Fund) as it makes donations to non-masonic charities and other worthy causes within our own Province. Remember our charities cannot exist without ongoing support from Masons and that it is vitally important we support our charities particularly during a Festival Appeal. Direct any non-masonic giving through the Area s FITC Charity Committee. This provides each charity the opportunity to attend one of the Areas Charity Evenings and speak in support of their charity on these very special and often moving occasions. Gift Aid Envelopes Where donating to a specific charity the WM should encourage the use of their GA Envelopes to enable tax-paying Brethren their legal and fiscal right to add to their donations.

Official Toasts WM should take advice on how to propose the Official Toasts before take his place at the After Proceedings on the night of Installation. He should: Familiarise himself with, and read, the Toast List before the meeting. Gavel before each toast. Remember that when Fire is given it should be treated with decorum not speeded up to the point where disrespect is shown to the Craft or recipients of the Toast. Avoid long delays between Toasts as this can cause late departures and is inconsiderate to those who have long journeys home. Note that there is no such toast as the Nine O clock Toast. The correct title is Toast to Absent Brethren and must not be given as a Toast unless the first two Regular Toasts been honoured. If before these Toasts, Brethren may remember absent Brethren, and then take wine. Appreciate that Silent Fire as used in some Lodges at the Tyler s Toast has no place in our After-Proceedings. Other Protocol at the After-Proceedings. If WM or Wardens have to vacate their chairs during the After Proceedings, they should be occupied by a Brother of at least equal rank. If the Provincial Grand Master, his Deputy or one of his Assistants are present, no matter how well known they should be addressed formally when in the presence of other Brethren. Rule 178 Book of Constitutions forbids the wearing of any jewels, collars or badges of the Craft at any assemblage or meeting where non-masons are present without the permission of the Grand Master or Provincial Grand Master. This is deemed to include After-Proceedings. Speeches Speeches at the After-Proceedings should be prepared in advance. Such speeches as are considered necessary should be short and to the point. Entertainment at the After-Proceedings. Although a source of enjoyment to many, care needs to be exercised that it does not extend the occasion to the inconvenience of those who need to leave. Consideration should be given to introducing the entertainment after the Tyler s Toast thereby allowing a convenient break for those who need to do so, to depart without embarrassment. White Tables and Social Events. Wherein non-masons are invited to attend White Table or Social Events preceding or following a Lodge Meeting rarely should it be necessary to Officially Toast other than The Queen and the Craft, the Grand Master, the Provincial Grand Master, the Worshipful Master and the Guests. OFFICIAL INVITATIONS TO VISIT OTHER LODGES. Always respond as soon as possible and directly to the Secretary of the Lodge to whom you have been invited unless otherwise advised. As an ambassador for your Lodge be courteous and discreet at all times Always send a letter of thanks after visiting a Lodge

VISITS TO GRAND LODGE AND PROVINCIAL GRAND LODGE. Upon his appointment each Warden becomes a member of Grand Lodge. He should attend a Quarterly Communication once in his year, if possible with the WM and the other Warden. If wishing to dine at the official luncheon he should notify the Provincial Office who will make arrangements. WM and Wardens should attend the Meetings of Provincial Grand Lodge When attending Grand Lodge or Provincial Grand Lodge, and on these occasions alone outside his Lodge, the WM may wear his WM s collar. LODGE COMMITTEES General. Always bear in mind Rule 155 of Book of Constitutions which is quite unequivocal: The members present at any Lodge duly summoned have an undoubted right to regulate their own proceedings, provided they are consistent with the general laws and regulations of the craft. Thus as previously stated and as reinforced by Rule 154 B of C the GP or Lodge Committee has no executive power or authority to make decisions on behalf of the Membership. It may consider and report upon proposals for membership, otherwise its sole function is to advise the Master; the Master makes decisions where permitted and otherwise refers to the Lodge to decide. To avoid any misunderstanding it may be necessary to make this clear to committee members! Interviewing Candidates. This should be carried out as informally and with as few members of the interviewing committee present as possible, presided over by the WM. Large numbers at interviewing committees can appear daunting. Where potential Candidates have made contact through other than personal contact via social media, website, open days or though one of our exhibition units the Area Membership Officer will refer any he considers suitable to your Lodge Membership Officer. Any not known personally to your Members, potential Candidates should be first interviewed informally. Always obtain a CV and references before Official interview. Lodge General Purpose, Standing or Reference Committees The B of C makes it clear that any recommendations can only be effective if they are proposed, seconded and confirmed in open Lodge by its Members When third party advice is needed your Visiting Officer would appreciate being invited to attend such or any committee meetings. Committee for consideration of Provincial Honours WM has the right to preside over a committee of Past Masters of and in the Lodge. Secretary will normally complete the Form. WM is required to endorse comments and recommendations made therein in the box provided before the Form is forwarded to the VO.

FINALLY When about to be Installed as Worshipful Master and throughout your tenure, a reminder once again that the honour, reputation and usefulness of the Lodge will materially depend on the skill and assiduity with which the WM manage its concerns. He should forcibly impress upon his Brethren the dignity and high importance of Masonry, seriously admonish them never to disgrace it and charge them to practise out of the Lodge those duties they have been taught in it. This is not just for his year as Worshipful Master, but for all times! HAVE A GOOD YEAR BEYOND THE CHAIR As WM you will have enjoyed the challenge, the plaudits, the status and the respect of all that have witnessed your progression. It does not have to end there, it should not end there, make sure it does not end there. There is so much more for you to enjoy. So what now? What would you like to do after your year as IPM? Take a non-progressive Office in Lodge... if none available then: Consider shadowing an Officer Become a personal Mentor Become the Lodge Membership Officer Join your Light Blues Club. Contribute you your Lodge webpages Be your Lodge Facebook and Twitter co-ordinator Your Area needs keen proactive Team Leaders and Brethren to help in organising the many initiatives being promulgated across this vibrant Province. Join one or more of your Area s Teams and involve yourself in: Open Days FITC Charity Evenings Newer Masons Evenings Dine a Friend Evenings Light Blues Club Social and White Table Events Ceremonial Team Recruitment, Retrieval, Retention and Re-engagement Teams From the above you will appreciate that the possibilities for enjoyment and continued involvement are almost endless, so don t get bored or fade into the background, grasp the opportunity now before you. You have contributed in the past, you contribution has been invaluable, there is still a great journey ahead be part of it.

APPENDIX Herewith some Rules in the Book of Constitutions not referred to directly above with which the newly Installed Master of a Lodge should be familiar:- Rule 111 Rule 114 Rule 120 Rule 148 Rule 156 Rule 181 Pledges given by the Worshipful Master in his Obligation. Observance of the Lodge By-laws. Removal of an Officer from Office Cessation of Membership of Lodge Members. Casting vote of the Worshipful Master Exclusion of Lodge members. Other useful Rules are: Rule 126 Refusal of admission to a visitor. Rule 132 Responsibility for Lodge of Instruction proceedings. Rule 138 Submission to Lodge by-laws. Rule 159 Candidates for Initiation. Rule 165 Rejection on ballot. (See also Lodge By-laws). Rule 180 Misbehaviour in Lodge. OTHER USEFUL INFORMATION PROVINCIAL OFFICE: 85 Winchester Road, Chandler's Ford, Eastleigh, Hants SO53 2GG Telephone: Chandlers Ford (023) 80261555 Email: provadmin@hants-iow-mason.org The Provincial Office is open for business Monday-Friday from 9.15 a.m. to 1.00 p.m. and 2.00 p.m. to 4.45 p.m. and will be closed over the Christmas and New Year Holiday period. INTERNET Member s Website Public Website Facebook Twitter Flickr www.hiowmasons.org www.hampshirefreemasonry.com facebook.com/hampshiremasons twitter.com/hantsmason flickr.com/photos/hampshiremasons You are also recommended to watch the Provincial Video Introduction to Freemasonry in Hampshire and Isle of Wight accessible via the Provincial Website or via http://www.youtube.com/watch?v=p8nlquvohi8