Notes for guidance

The Lodge Treasurer, in common with the Master and the Tyler, is the holder of an elective office, but he plays no part in the ceremonial proceedings of the Lodge. His is, however, an important office and one that needs to be carried out to the highest standards of probity.

The Lodge Treasurer needs to have regard to three things:

the rules as set out in the Book of Constitutions

the by-laws of the Lodge

the wishes of the Brethren as expressed in Open Lodge

Rule 153 of the Book of Constitutions is the Treasurer’s “bible” and provides that:

The Treasurer must, without undue delay, deposit the same in an account in the name of the Lodge at a Bank to be approved by resolution of the Lodge. There are two things to note here (both of which are often overlooked). Firstly, the account must be in the name of the Lodge and not, as is often the case, the name of the Treasurer or some other person. Secondly, the relevant Bank must be approved by resolution of the Lodge and not at the whim of the Treasurer just because it is close to where he lives or works!

The Treasurer must only make such payments as are duly authorised, or have been sanctioned, by the Lodge.

All cheques must bear the signature of the Treasurer and (unless the Lodge resolves to the contrary) of at least one other member authorised by the Lodge. Again two things should be noted. Firstly, there is nothing wrong with the Treasurer being the sole signatory on cheques but only if the Lodge has so authorised. Secondly, the Treasurer himself must always be a signatory on cheques – the common practice of having “any two from three” signatories (or something similar) is not strictly permitted as this might lead to a cheque not being signed by the Treasurer.

The Treasurer must keep proper books of account, which are the property of the Lodge and which, together with all Lodge funds etc in his possession, must be passed to his successor on investiture.

A statement of account must be prepared annually, at a date to be determined by Lodge members, and must be verified and audited by a Committee of members of the Lodge elected annually for that purpose. Although the Book of Constitutions talks of a Committee, usually two Lodge members are appointed as auditors and this is fine. More than two members could, of course, be appointed but not one since it is difficult to see how a single member can be a Committee.

Copies of the accounts plus the auditors’ signed certificate must be sent to all members of the Lodge together with the summons convening the meeting at which they are to be considered. The common practice of handing the accounts out on the evening is not permitted since all members (not just those present at the meeting) must have the opportunity to consider and comment on the accounts before they are approved.

The accounts must be considered at a meeting no later than the third after the date at which the accounts are made up and the books of account must be produced for inspection in Open Lodge as such meeting. It is difficult to see how this can be complied with when the books of account are computerised! While many Lodges comply with the requirement to consider the accounts at a meeting no later than the third after the accounting year end, few Treasurers think to bring the all books and records with them to that meeting for inspection. This is unlikely to be a problem, of course, provided the auditors have carried out their duties in a responsible way. Having delegated the audit to a Committee, it is unlikely the members would then want to inspect the books themselves!

Not all Lodge Treasurers are, of course, professionally qualified and all are carrying out their duties on a voluntary basis. However, a Lodge Treasurer ust comply with tte Book of Constitutions and act in a conscientious and transparent way. For those Treasurers who would like more information on the duties of a Treasurer, the book “The Masonic Treasurer” by W Bro A W Nelson (Lewis Masonic, 1988) can be recommended. For one-off queries, the Provincial Grand Treasurer is always willing to be of assistance.