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RESOURCES & REPORTS

ATTRACTION & RETENTION

RETENTION INITIATIVE ASSISTANCE


The Retention Team can be called upon to contact/assist Brethren whose membership is expected to cease from either Resignation, Cessation (Rule 148) or Exclusion (Rule 181). After consultation/request from the Lodge Mentor/Secretary/Almoner/Treasurer etc, the Lodge Secretary should provide the answers to the following questions and contact will be made with the Brother concerned. Return the completed form with a copy to your VO, without delay to V W. Bro. Michael C Morris It is essential that these forms are used in conjunction with Adobe Reader, other pdf readers and/or conversion to other formats may not work correctly and may corrupt the forms making them unusable. Adobe Reader is a free to use program, compatible with PC and Apple computers and can be downloaded here: http://get.adobe.com/uk/reader/ (NB: When the Adobe Reader page appears, uncheck the 'optional offers' boxes and click 'Install now') It is also essential that forms are downloaded from the Provincial Web Site as and when required and not held as templates. DOWNLOAD




RETENTION INITATIVE EXIT FORM


On learning of a Resignation, Cessation (Rule 148) or Exclusion(Rule 181) you as the Lodge Secretary must provide the answers to the following questions. Return the completed form with a copy to your VO, without delay to: V W. Bro. Michael C Morris It is essential that these forms are used in conjunction with Adobe Reader, other pdf readers and/or conversion to other formats may not work correctly and may corrupt the forms making them unusable. Adobe Reader is a free to use program, compatible with PC and Apple computers and can be downloaded here: http://get.adobe.com/uk/reader/ (NB: When the Adobe Reader page appears, uncheck the 'optional offers' boxes and click 'Install now') It is also essential that forms are downloaded from the Provincial Web Site as and when required and not held as templates. DOWNLOAD




DIRECTIONS OF USE FOR RETENTION FORMS


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ATTRACTION & RETENTION PRESENTATION (PDF)


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OFFICERS

ALMONER & CHARITY STEWARD


MESSAGE FROM THE PROVINCIAL GRAND MASTER Care for our Brethren and their dependents who need our assistance, and fundraising for both Masonic and non-Masonic charities are two of the main planks on which Freemasonry is built, and both require a degree of innovative thinking. The work of both the Almoner and Charity Steward involves considerable time and effort, but the benefits accrued by both are very tangible. We are pleased to have the opportunity to commend both the Almoner’s and Charity Steward’s Handbooks to your attention and sincerely thank you for the valuable contribution you make to both your Lodge and Province alike. The links to the Handbooks are given below, and we hope they will support your endeavours, and wish you every success in the future. Further advice may be obtained from: FURTHER INFORMATION Further Information may be obtained from the following:

Provincial Grand Almoner: John Harris e-mail: johnharris@warwickshirepgl.org Provincial Grand Charity Steward: Geoff Walker e-mail: geoffw@warwickshirepgl.org Charity Office Secretary: Ms Dale Carroll e-mail: dalec@warwickshirepgl.org
Charity Office Tel: 0121 454 0554

MCF Help Line Tel: 0800 935 60 90 e-mail: help@mcf.org.uk Link to the Almoner’s handbook: www.mcf.org.uk/almoner
Link to the Charity Steward’s handbook: www.mcf.org.uk/charitysteward




DIRECTOR OF CEREMONIES


Freemasonry for the 21st Century As well as making our meetings fun, relevant and timely, the objective of this short publication is to set out some suggestions for all brethren to consider for their lodges. The hope is that implementation of some or all these ideas could result in attracting and, just as importantly retaining, keen and able men to this wonderful hobby of ours. Some ideas will suit you, others will not; it is neither a rule book nor a dictat. The ideas have been plundered from many experienced Brethren who all recognise and embrace the importance of particular traditions in our lodges. It must, however, be acknowledged that this modern age of communication brings challenges as well as benefits, and to attract men used to a diet of instant communication we should consider adapting. Social patterns have changed and ‘spare’ time is considered at a premium and is precious. Please read, consider and implement if you wish, but above all continue to enjoy your Freemasonry in Warwickshire. Preparation before the Meeting

  1. The Lodge D.C. should plan for all Lodge Offices and their duties to be filled several days before the meeting and advise the substitute brethren well in advance.
  2. The minutes should be circulated with the summons and brethren should be encouraged to pay for meals by internet banking in advance.
  3. Dress code should encourage work suits for most meetings with morning and dress suits reserved for installations and special events only.
  4. Plan to start the meeting no earlier that 6pm and finish no later than 10pm on weekdays.
Lodge Meetings – ‘The Admin’
  1. Remember the lodge should be open at 6pm not processing in at 6pm.
  2. Is a procession necessary? Many lodges don’t anymore reserving it for installation and special events if at all.
  3. Do not read minutes in full. Ideally circulate them previously or if absolutely necessary then précis them only.
  4. Generally minimise the salutes. Consider only saluting newly appointed or promoted brethren at the first opportunity and at Installations only salute the Presiding Officer. Or if there are lots of ranks then only salute the most senior.
  5. Avoid ballots on installation nights. For elections (e.g. the Tyler) prepare the voting slips in advance and place on seat.
  6. Combine deferred items of business i.e. Items 6, 7, and 8 will be deferred.
  7. Consider removing items on the summons that date back to a bygone age and are no longer done. i.e. To read the summons convening the meeting etc.
  8. Consider circulating the Almoner’s and Charity Steward’s report by email with the minutes.
  9. Alms are nearly always collected at the Festive Board so why is it on the summons?
  10. Keep the reports at the 3 risings to a minimum. Circulate what you can, summarise what you can’t and read when you must.
Ceremonial
  1. Plan and rehearse ceremonies – a vibrant and well attended Lodge of Instruction is a key to success. There is no substitute for the hard work of learning the ritual so that it is skilfully and meaningfully delivered.
  2. There should be only one designated prompter. A job not to be underestimated as it requires concentration, sound judgement and good eyesight.
  3. Consider sharing the ritual to involve Junior and Senior brethren. This makes for an easier learning task and the benefit of participation strengthening the sense of belonging.
  4. For Initiations, the Secretary and Treasurer can complete the formalities with the candidate before the meeting.
  5. Use the time when the candidate retires to restore his personal comforts to deal with further admin on the summons, but do not run a ballot at this point.
Installation ceremonies (usually the longest!)
  1. Still start at 6pm but plan for the work.
  2. Get the Master elect to try on the apron to ensure it fits prior to the meeting.
  3. Lodge DC to check all preparations in advance of the meeting.
  4. Consider only saluting the Presiding Officer. This will usually be done by the escorting Prov. D.C. in any event.
  5. When the WM thanks his outgoing officers do so briefly and with them in their places, placing their collars on the backs of the chairs.
  6. When the E.A.’s, F.C.’s and M.M.’s retire they should do so without saluting or perambulating and escorting mentors should do the same.
  7. Is there any real need to ‘Call Off’ the lodge during the inner workings? Similarly is it really necessary for all installed Masters to greet the new Master? All this eats a lot of time and a lodge DC needs to be alert to this.
  8. When Lodge officers are being re-appointed consider doing them collectively. Perhaps in a line in front of the WM?
  9. The Lodge DC will find it far easier to collect the officer to be appointed together with the collars, columns and wands if he does not carry his own wand!
  10. Working tools do not need to be presented in full to a new Master, particularly a previously installed one. Appropriate words can be used instead.
  11. It is also advisable to resume the lodge in the 2nd and 1st degree for installation night. This is timely and reduces the pressure on the new Master.
The Festive Board
  1. A newly appointed DC should familiarise himself with the role prior to accepting the office, including the conduct of the Festive Board
  2. There should be no more than 15-20 minutes between the Lodge meeting ending and the Festive Board starting. Drinks should be pre-ordered before the meeting or a few prepared perhaps by the Tyler in readiness.
  3. The Lodge DC is central to an efficiently run and timely festive Board. Planning in advance is crucial for the whole event.
  4. Ideally there should be no more than 4-6 wine takings. This reduces disruption and allows for a more convivial meal. They should be planned and agreed by the WM and DC in advance. Generally it is not appropriate for the WM to take wine with any brother or group for whom a formal toast will be proposed later in the evening
  5. Stewards should serve wine in good time for the first wine taking after the first course.
  6. D.C.’s should avoid the ‘LOST HALF-HOUR’ that regularly occurs after dinner. Liaise with the caterers re. clearing away, use the time to sell raffle tickets, almoners appeal and coffee. Catering staff do not need to leave the room other than for formal toasts.
  7. Speeches should be short and sweet. 2-3 minutes maximum for both proposal and response. Humour is good but smutty and inappropriate jokes are disrespectful to all present.
  8. Consider only proposing the toast to the WM in full at the Installation and perhaps his last meeting. At other times just do the formal toast. Similarly if there are very few visitors the WM could welcome them during his response and then a short response is all that’s required.
  9. Aim to finish by 10pm. This allows those who have some distance to travel and reasonable finish time and those for whom a late night is difficult the chance to get home at a reasonable hour.
It is no coincidence that Lodges with strong memberships and a diverse age range tend to be efficiently run, have an inclusive ethos of belonging for the brethren, have strong social calendars which involve partners and non-masons alike and above all enjoy a sense of fun. Modern media plays its part in many ways. Lodge Web sites, Facebook and Twitter are now common in Freemasonry. Did you know for instance that U.G.L.E. has a Twitter feed reporting on Quarterly Communications almost as it happens? A modern approach in a modern age. Further Information Further advice may be obtained from: Provincial Grand Director of Ceremonies, W Bro Peter Clarke or from the booklet published by Provincial Grand Lodge entitled A Guide for Lodge Directors of Ceremonies. DOWNLOAD THE DC PDF




SECRETARIES


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 Secretary Provincial Grand Lodge of Warwickshire Yenton Assembly Rooms, 73 Gravelly Hill North, Erdington , Birmingham B23 6BJ Telephone enquiries during office hours (9.00am to 3.30pm, Monday to Friday) to
0121 454 4422 e-mail: pgsec@warwickshirepgl.org web: www.warwickshirepgl.org.uk 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.




TYLER


Guide for Lodge Tylers

Prepared by: W Bro Ian Hart, PProvSGW, Past Provincial Grand Tyler, who records his thanks to the professional Tylers in the Province for their help in compiling this guide, and for the information supplied to him over the years.

All items mentioned here may be subject to individual Lodge traditions - if in doubt, check with the Lodge and use their workings.

DOWNLOAD THE TYLER PDF




TREASURER


There is plenty of guidance available on keeping lodge accounts books. Lewis Masonic, (aka Ian Allan Publishing), produced a book by Richard Johnson (which is recommended reading) for Treasurers, Charity Stewards, and Almoners in 2005, and it includes an example of a final set of accounts. Accounts The method of book-keeping is a choice for the treasurer; either a receipts and payments basis or an accruals basis is acceptable. It is Consistency that is paramount! However this needs to be explained, in that Receipts and Payments is purely what goes through the bank – the accruals basis tries to match income and expenditure. This article should not be about accountancy, but rather about the Office of Treasurer, its importance, its duties, and how the members of a Lodge can make it less demanding. Records The Book of Constitutions (rule 153) gives guidance on the rules for the appointment of a Treasurer, and his responsibility for handling all moneys of the Lodge – I emphasise the word ALL. This should include all Charity and Almoners’ money, as the accounts will be in the name of the Lodge. Legally, The Charities Act requires separate accounts for Almoners’ money, away from other Lodge money. It is a requirement that charity money is kept separate from almoner money, both separate again from general funds. Whilst almoner’s cash can be given to charity, charity money must never be distributed by the almoner. Unless the Lodge so approves in open Lodge, that one member, the treasurer, can use electronic banking facilities, two signatures are required for any account (this is still rule 153, as amended by Quarterly Communication on 13th March 2013); preferably the Treasurer and the Secretary, for Lodge money, the Treasurer and the Almoner for Almoner money. Two signatures are required for all accounts, even if that causes some inconvenience. All accounts must be in the name of the Lodge, not even in joint names of trustees. Having an account in personal name may improve the interest rates attainable in the current climate, but at too high a risk! The second signatory MUST be a named brother (not the holder of a particular office) chosen from amongst several Brethren all of whom MUST have been so authorised by resolution passed in open Lodge – i.e. not the Lodge Committee. Additionally, the Board of General Purposes reiterated that Rule 153 requires that the Bank and Branch where all accounts are held should be approved by resolution passed in open Lodge If it is the wish of the Lodge to make use of electronic banking, a resolution MUST be passed in open Lodge authorising the Treasurer, and him alone, to make payments from the Lodge’s accounts by electronic means. In the absence of such a resolution, payments must be made by cheque or cash. Record Keeping A working spreadsheet can be obtained from the Provincial Grand Treasurer, with an example of cash records for general, almoner, and charity funds. These are carried through to the set of accounts, but are an example only! Each Lodge will need to expand sources of income and expenditure according to requirements. Income The book already referred to indicates the likely income of any Lodge being, in reverse order of difficulties, charity donations, dining fees, and subscriptions. Charity Donations Charity Donations are collected by the Charity Steward and the same Lewis Masonic book covers his duties! He would pass the money and the envelopes to the treasurer for banking, and subsequent distribution. Before each collection, make sure the Brethren know for whom the appeal is made. It is too late after the money is collected, and clarity usually increases the contribution. Dining Fees Some treasurers ask the stewards, or the assistant secretary, to collect all dining fees; a Lodge should aim for no profit / no loss on the festive board. It is recommended that the subscription includes the dining costs of the Provincial visitors at Installation, as this should be a cost shared by all members rather than by only the members attending the installation meeting. Subscriptions Subscriptions are due in advance at the start of the Lodge financial year and the by-laws of the Lodge will state how much they are, and any sanction for non-payment. However Grand Lodge Dues and Provincial Grand Lodge Dues are due in arrears, invoiced at the end of the year on the total number of members. This is the significant difference in the two methods of recording mentioned earlier; Lodge Accounts sent into the Provincial Office showing the current subscriptions are collected but, because the accounts are prepared on a receipts and payments basis, the expense charge is the dues for the previous year. The reserves are consequently over-stated by the dues in arrears and outstanding. This would not matter until the last set of accounts, but it does flatter the figures, and treasurers must be aware of the liability! Cessation Termination of membership for non-payment of subscriptions after two years is automatic (Rule 148 B of C). The Province has for some time been recommending that by-laws are amended, as allowed in Rule 181 of the Book of Constitutions, so that exclusion is not after two years but after six months. This six month rule may seem severe, but it is for protection only and need not be used. If the two year rule applies, it takes time to advise the Masonic Authorities, and often three years’ Grand Lodge Dues, Provincial Grand Lodge Dues, and Capitation charges are suffered by the Lodge, without any income from the member could amount to more than £130 each year, £400 in total. No Lodge can afford that amount of loss. Standing Orders Again the Lewis Masonic book referred to earlier mentions the level of subscriptions, to include all outgoings of the Lodge, including Grand Lodge dues, Provincial Grand Lodge dues, and Capitation costs. By Law 15 of the Province suggested a surplus, to be collected, for indigent members! Try to persuade the Lodge members to set up a standing order to commence payment at the start of the financial year of the Lodge. Attached to this website is a draft standing order. The subscription cannot include the price of the meals for the year, as Grand Lodge changed their rules; some lodges that were originally permitted so to include dining fees can continue. However for other Lodges there is no reason why the standing order should not be fixed at a higher level to include both subscriptions and dining fees! You would then only be recovering the costs of visitors. The creation of standing orders, and the support of the members, would significantly ease the life of a treasurer – he should not be seen as a debt collector, although that is often his role in reality; a regrettable by-product of humans nature! Province In the 2011/12 year 189 lodges are listed, with some 4500 masons. The Book of Constitutions (still Rule 153!) requires the Lodge accounts to be approved by the members in open Lodge, within three meetings of the year end. The Provincial By-law number 17 requires those accounts to be submitted to Province within three months of the year end – these dates cannot always be matched up, so some leeway can be expected in that three month deadline. Whilst the Treasurer is elected and should be submitting these accounts within time, the ultimate responsibility lies with the Worshipful Master – it is he that as an ultimate sanction risks the Warrant of the Lodge! Temple Councillors are able to act as a conduit to pass advice both to and from their individual lodges, and to share personal experiences from which other lodges may learn. This applies not only to ritual and recruitment but to organisation and finance. Please share your own experiences and expertise. The Provincial Treasurer is always willing to be of assistance, although hopefully as a last resort! Further Information Further advice may be obtained from the Provincial Grand Treasurer, ontactable via the Provincial Office DOWNLOAD THE TREASURER PDF




COMMUNICATIONS OFFICER


Setting up the Lodge Communications* Officer (LCO) network was the first step in establishing a communications chain with a point of contact in each Lodge who has an up to date email distribution list of members willing to receive email information. This enables the PCO to send details of important activities for onward transmission to members, and for the LCO to let him have details of any special events which the Lodge wishes to distribute. It is a very carefully controlled environment to avoid the potential deluge which could arise, and is secondary to the Provincial Grand Secretary’s communications with Lodge Secretaries. It also provides the opportunity for every Lodge to send reports and photos of their activities, for publication on the Lodge News page of the Provincial website, and for exceptional activities to be uploaded to the Freemasonry Today website. LCOs should therefore be conversant with email distribution lists, digital photography, attachments etc., as well as ensuring all members are kept fully advised of Provincial and National activity. Websites, Facebook and Social Media Lodges without an Internet presence are virtually invisible in the modern the whole world), being just one of many in a list on the Provincial website. Even a basic Facebook page or website will at least show that a Lodge is alive and kicking, where it is located and (hopefully) what it gets up to. For Lodges which don’t already have an Internet presence, support is available from the Provincial Communications team and also LCOs who have already been through that hoop. LCOs should lead the way in establishing an Internet presence if their Lodge doesn’t have one, and when set up also be very involved with the content management, ensuring it is at all times fresh and up to date. Lodges with well designed and managed websites have reported significant interest from the general public, which have included several applications for membership. The lively and entertaining website and communications workshops have proved very popular and successful, and will continue to be held. Media LCOs are encouraged to establish links with their local media. Lodges should be very proud of the support they give to their local communities, whether by way of donations to worthy causes or hands on activity, and should be willing to share the results of their efforts with the rest of their community via their media. This does not include “big picture” matters of Freemasonry’s place in society, which frankly the local media have little interest in, but does cover all the day-to-day content they need in order to function. Special Projects There are also “special projects” from time to time, eg Heritage Open Days and Festival events. LCOs will often be first in line to receive details and should encourage members of their Lodge to take appropriate action. LCOs will have the opportunity of becoming very close to the heartbeat of our unique organisation. LCOs will have the opportunity of becoming very close to the heartbeat of our unique organisation, whilst the increasingly few Lodges without them will undoubtedly lose out somewhere along the line and will hopefully catch up in early course. * To reflect a slightly more modern perception of the role, titles have been changed to Communications Officers, formerly Information Officers. Further Information Further advice may be obtained from the Provincial Communications Officer: W Bro Ian Slesser PPSGD email: pco@warwickshirepgl.org tel: +44(0)7917 117079 Advice specifically relating to Lodge websites may be obtained from the Provincial Lodge Website Co-ordinator: W Bro Ron Parker PPSGD, email: PGL.LodgeWebsites@virginmedia.com tel: 0121 684 2399




THE OFFICERS OF THE LODGE


This section provides guidance on fulfilling your role when you are appointed as an officer in your lodge.




MENTOR


The purpose of the Mentoring Programme To ensure that every new member enjoys being a Freemason, understands what
Freemasonry is about and becomes involved in and integrated into his Lodge both socially and ritually. The Lodges that have accomplished this objective have benefitted from keen, enthusiastic and committed members who are not only an asset to their Lodge and Freemasonry in general, but also keen to encourage their friends to join as well. The Provincial Perspective – the “3R’s” The Province endeavors to ensure that all Brethren receive real enjoyment from their
membership, and experience has shown that if they do it will naturally improve retention.
Losing Brethren is often a reflection of either an inadequate recruitment process or an
indication of how well we support Brethren once they have joined. Mentoring focuses on the individual member’s development and is very much a
cornerstone in this regard. With successful adoption and implementation, mentoring
assists the roles of recruitment, retention and retrieval – thereby supporting these 3R’s,
which have rightly received much attention over recent years. Mentoring is a key element of the UGLE Member’s Pathway, and the role of the Mentor is in strong liaison with that of the Lodge Membership Officer. The Lodge Membership Officer The Lodge Membership Officer is responsible for the lead on recruitment within the Lodge. The role of the Mentor starts prior to a candidate’s initiation and then follows him through the three degrees and then on as he progresses through the offices in the Lodge. The Lodge Mentor The Lodge Mentor must be chosen with the greatest care and forethought . He must be
experienced in Masonic matters, have a kindly and approachable nature, able to perceive when a junior brother is in need of support and at all times be aware of what is going on in the Lodge where new brethren are involved. It is also his role to encourage and assist the Master, DC and Secretary in making sure new brethren are playing a full part in proposing toasts, presenting ritual and progressing in offices through the Lodge.

The Mentoring Approach in Warwickshire A planned and structured approach to mentoring involves the following individuals:

  • The candidate or member being mentored
  • His Personal Mentor
  • The Lodge Mentor
  • The Provincial Grand Mentor.
In the Lodge the person being mentored should be at the centre of the mentoring process and his needs should drive the information, support and personal contact that he receives. The Lodge Mentor then creates and manages the mentoring process within the Lodge. He assigns Personal Mentors to each candidate and new member. In doing so he considers the relationship the new member has with other members of the Lodge, their Masonic experience and the match between their personal skills and qualities and those needed in an effective mentor. Where appropriate and possible, the candidate’s proposer will become his Personal Mentor. Once assigned, a Personal Mentor will undertake the mentoring process, taking advice from the Lodge Mentor. Personal Mentors provide the one-to-one support to new members. Whilst there may be
times when the Lodge Mentor might also act as a Personal Mentor, his first priority is to see that the mentoring process is effective for all new members of the Lodge. The Lodge Mentor will monitor the progress of each new member and the mentoring that
they receive. If changes are thought to be necessary, he will manage the process. Provincial Support In the Province, Lodge Mentors are supported by the Provincial Grand Mentor. The
Provincial Grand Mentor promotes mentoring good practice across the Province and assists, guides and supports Lodge Mentors to help them be effective. The tools and techniques he employs include:
  • Production of local guidance and other materials
  • Talks in Lodges when requested
  • Meetings of Lodge Mentors and training workshops
  • Visits to Lodges
  • One-to-one coaching.
  • Informal guidance when requested
The Provincial Grand Mentor also monitors mentoring across the Province and reports on its effectiveness and results to the Provincial executive.

What should the Lodge Mentor do? The responsibilities of a Mentor are wide, but the role should also be a rewarding and
enjoyable one. Mentoring is not hugely complicated. It is simply a process of ensuring time is being spent with a Candidate and that he is being given information in a controlled manner, i.e. small understandable chunks that he can easily digest, whilst making sure he starts to understand what is happening around him. Once he has basic Masonic knowledge, the focus will change from 'Teacher' to 'Mentor'. This may involve some elements of counselling, acting as a confidential advisor and being a role model.

The key responsibilities of the Lodge Mentor are to:
  • Promote the use of planned Mentoring within the Lodge
  • Identify and allocate suitable members to be each Candidate’s personal mentor
  • Provide each personal mentor with the information, guidance and support that they themselves need
  • Arranges for personal mentors to receive the training and support offered by the Provincial Team if required
  • Arrange the presentation of agreed local support materials for new members
  • Organise Lodge events and activities aimed at supporting new members
  • Review the success of Mentoring within the Lodge
  • Liaise with the Provincial Mentor and members of his team as needed
As stated above, the whole burden of Mentoring should not fall to the Lodge Mentor – one of his roles is to ensure that each Candidate is allocated a Personal Mentor who would normally be his Proposer.

What should the Personal Mentor do?
  • Build a supportive mentoring relationship with a candidate
  • Provide him with the information, personal contact and encouraging support that he needs, in the manner that he needs it
  • Introduce him to other members of the Lodge
  • Meet with him outside of the Lodge to discuss Freemasonry and his enjoyment and experience of it
  • Prepare him for upcoming ceremonies
  • Explain aspects of Freemasonry to him; its structure, Offices, symbolism, ceremonial
  • Demonstrate the correct manner of saluting and firing
  • Help him to reflect on and review past ceremonies
  • Help him to find answers to questions
  • Take him to visit other Lodges
  • Sit with him at Lodge and at festive boards
  • Accompany him when he has to leave the Lodge room, or arrange for someone else to do so
  • Help the him to learn the Ritual as he progresses in the Lodge
  • Encourage him to play a full part in the life of the Lodge, both ceremonially and socially
  • Seek feedback from him and monitor his interest and involvement and feed this back to the Lodge Mentor.
Prior to Initiation
The Mentoring responsibility starts once a candidate has been proposed and it is
recommended that the Candidate meets with the Lodge Mentor and his Personal Mentor to run through what is expected of him and allay any concerns he may have. A Preparing for your Initiation paper has been produced to guide him through what to expect.

After the Initiation Ceremony The key to doing Mentoring post Initiation is to take everything one step at a time. The
Candidate has a great deal of information to assimilate and the Mentor has a wealth of
knowledge to impart. Controlling access is perhaps one of the most important tasks, for the process must be governed by the Candidate’s ability to digest the information and not by any wish on the part of the Mentor to proceed quickly to the next stage. It is therefore important to bring some structure to the programme and identify what the Candidate needs to know and when he needs to know it. This is perhaps best achieved by splitting the programme into four stages, namely;
  • Stage 1. What is expected of me? These are all the basic questions, such as: When do we meet? Who’s who? What are the fees that I owe? What is a Warden, Salutes etc? As Mentor you will receive copies of the individual Provincial Degree Booklets to hand to the candidate after each of the ceremonies.
  • Stage 2. What do I have to do next? Once the basic ‘administrative’ side is dealt with, the next stage is to ensure an understanding of the relationship of the three Degrees and the symbolic meaning of each as he completes them in turn. It is only with a full understanding of our ceremonies and their meanings that a new brother will realise the essence of Masonry. Without this, he will never become fully engaged in the Craft and it will be impossible for him to maintain further interest. This is again where the Provincial Degree Booklets become invaluable.
  • Stage 3. Do I belong? This is when the question arises “Now that I understand it, do I fit in, is it for me?” The answer to this can only be ‘yes’, if the first two stages have been completed. This is when the Personal Mentor asks if the Candidate wishes to be involved in performing part of the Ceremony through Lodge of Instruction and ensures that he is fully immersed in the social activities of the Lodge.
  • Stage 4. How can I advance? At this stage we have a brother who is enjoying his Freemasonry, has struck a happy balance with his home/work/Masonic life and wishes to progress further. Such progression could be ‘up the ladder’ towards Worshipful Master, or into an acting role such as Charity Steward or Treasurer. It is here that a Mentor will help the new member along a sure path, guiding him in the right direction for him and providing support and encouragement whenever required.

Mentoring and the Senior Brethren
Mentoring can prove to be a great way of reinvigorating the interest of senior Brethren
whose last active involvement may have been many years ago. Giving them the
opportunity to pass on their years of hard won experience and expertise can often be
the catalyst to a whole new awakening of their interest in Freemasonry. The Mentor should give thought to all of the Past Masters, particularly those who are not in office, and, in liaison with the WM and DC consider how they are involved with the ceremonies and activities of the Lodge.

Re-engaging with Non-Attending Members From time to time you may notice that a Brother’s pattern of attendance suddenly changes. This may be as a result of changes in his home or work life but can also be a sign of disillusionment or feelings of detachment from the activities of the Lodge. It is important that someone in the Lodge is tasked with getting in touch and the Mentor should co-ordinate this. In such circumstances a friendly phone call every now and then will maintain contact and
give you the opportunity of discovering the cause of the change. It will also give you a
chance to explore ways to re-engage the Brother’s interest with the aim of bringing him back into the fold.

Dealing with Problems If however you suspect that the change in attendance patterns is the result of serious
health, domestic, financial or similar problems you should not attempt to deal with the
situation yourself. Your role is that of a Coach, not a Counsellor. In this situation, involve
your Almoner at the earliest opportunity and let him lead efforts to achieve a solution.

Summary This guide will hopefully help you understand the role of the Mentor in Warwickshire. There is plenty of useful information for a Lodge Mentor in the Mentor’s section of the UGLE Member’s Pathway which you will find invaluable in your role. The Pathway can be accessed at http://b.ugle.org.uk/membership The site is password protected and the password is: Membership2017

Your role as Lodge Mentor is pivotal to the future success of your Lodge, and like other
things in Freemasonry you get out of it what you put into it.

Further Information If you need any support, assistance or guidance please get in touch with the Provincial
Grand Mentor who will be very happy to help you:
Provincial Grand Mentor: David Butcher
e-mail: warksmentor@gmail.com The Mentoring Guide is available here: Download the Guide





GENERAL

APPOINTMENTS & PROMOTION


Appointments to and Promotions in Provincial Grand Rank will be awarded on merit at the absolute discretion of the Provincial Grand Master. It is imperative that Lodge Secretaries should arrange for the proper completion of the Provincial Yellow Form, which should then be handed to the Provincial Grand Master or other representative of the Province on Installation Night prior to its commencement. The names of Brethren due for consideration according to Provincial records will have been entered on the Form by the Provincial Grand Registrar prior to its despatch. No other names of brethren are to be added by the Lodge Secretary. If a Lodge Secretary believes that the name of a Brother has been omitted, or a name has been entered incorrectly, he should make contact with the Provincial Grand Registrar before the Installation Night who, if appropriate, will supply an additional Form. The Yellow Form must be considered and completed at a meeting of the Master, Past Masters and Officers. It is not permissible for one or two brethren, such as the senior Past Master and the Lodge Secretary, to complete the Form on their own. The questions on the Form are designed to provide the maximum opportunity to enhance the Masonic Profile of the Brethren concerned. This is not a 'Confidential Form' and it is desirable that the Brethren being considered should attend the meeting and be aware of the contents. If the Form is not completed in the correct manner the Provincial Grand Registrar will bring it to the attention of the Provincial Grand Master. The Provincial Grand Master fully realises that it is not only those who perform in open Lodge who serve the Craft but also those Brethren who may be involved in charitable work, social events or organisation behind the scenes. It is suggested, therefore, that a Lodge may, in addition to the completion of the Form, prepare a full Masonic CV for the Brother being considered which covers every aspect from his leaving the chair or his last Promotion - which could be a period of 6 to 7 years. It is imperative that the Brethren concerned are shown this CV before the Installation Night. The Provincial Grand Registrar, can be contacted on 0121 454 4422. He may also be seen by appointment at: Provincial Grand Lodge of Warwickshire, Yenton Assembly Rooms, 73 Gravelly Hill North, Erdington,
Birmingham B23 6BJ.




WELCOME TO THE RESOURCES AND POLICY SECTION


In this section you will find the valuable documents and answers you need to your questions. The categories in this section are:

  • General - Frequently required information such as the current toast list, as well as information for partners of new Freemasons, the history of the Province and details of how the appointments and promotions process works.
  • Officers - Guides to fulfilling the different roles in the lodge.
  • Attraction and Retention - Information about the process and necessary forms to complete.
  • Annual Meeting Reports - each year's statement of accounts and almoner, Charity Steward and Communications Officer reports




2020 - 2021 YEARBOOK


The link below will open the Yearbook. You have privileged access to this information as members of the Province. Please do not diseminate this information by any other means as to do so could breach the privacy of those featured in the publications.




FORMS


These documents are the current Form P to propose new members, the associated Data Protection Notice and Guidance for the Proposer, Seconder and Candidate for Initiation:

Change of Circumstance Forms




RECEIVING PROVINCIAL EMAILS


If you do not receive main Provincial communications, there are a couple of likely reasons for this. The first thing to check is that your email is correct in the main records. You can check this with your Lodge secretary and and errors can be amended via the Provincial Registrar.
<link />If you have had email problems or unsubscribed from the communications list, you can fix this by filling in the form found here and pressing subscribe.




MUSIC LIBRARY


Our thanks to Worshipful Brother Peter Summers who has kindly created this music library, of both his own recordings and sheet music to use in our Masonic meetings. Quiet Ceremonial MP3 Files

1 - Musical Wallpaper (phs) - 1.38

2 - Largo - G.F.Handel - 2.58

3 - Siciliano for Flute - J.S.Bach - 1.54

4 - Minuet (Berenice) - G.F.Handel - 2.07

5 - Pavane - G.Faure - 2.41

6 - Flower Duet - Delibes - 2.18

7 - Solemn Melody - Walford Davies - 1.53

8 - Salut d'Amour - Elgar - 2.22

9 - The Gadfly - Shostakovich - 3.01

10 - Intermezzo - Mascagni - 2.39

11 - Arioso - J.S.Bach - 2.53

Processional MP3 Files

12 - Land of Hope & Glory - Elgar - 2.04

13 - March from 'Scipio' - G.F.Handel - 1.51

14 - St. Anthony Chorale - attrib. Haydn - 2.05

15 - March from 'The Occasional Oratorio' - Handel - 2.24

16 - March from 'Aida' - G.Verdi - 2.14

17 - Prince of Denmark's March – J.Clark - 2.13

Ceremony MP3 Files

18 - Opening Ode 1 - 1.22

19 - Opening Ode 2 (recorded at Stirling Road) - 1.26

20 - Closing Ode 1 - 1.21

21 - Closing Ode 2 (recorded at Stirling Road) - 1.28

22 - SMIB - 0.06

23 - SMIB (with cue note) - 0.07

24 - 'High Twelve' - (1°) - 0.21

25 - Dead March 1 (Handel) - (3°) - 0.24

26 - Dead March 2 (Handel) - (3°) - 0.29

27 - Mini Fanfare (phs) - 0.33

41 - Closing Ode (Coventry) The day thou gavest - 1.13

42 - Opening Ode (Swan ofAvon 2133) - 1.34

43 - Closing Ode (Swan of Avon 2133) - 1.03

46 - SMIB (Chapter) - 0.05

47 - SMIB with CUE note (Chapter) - 0.05

48 - Hymn: Gracious Spirit (Rose Croix) - 1.43

49 - Amen - 0.09

Festive Board MP3 Files

28 - Absent Brethren 1 (Stephanos) + SMIB - 1.17

29 - Absent Brethren 2 (Cairnbrook) + SMIB - 1.17

30 - Absent Brethren 3 (Melita) + SMIB - 0.51

31 - Grace (When these and all thy mercies) - 0.57

32 - The National Anthem (Piano) - 0.43

33 - The National Anthem (Organ-recorded at SR) - 0.43

34 - WM's Song 1 (We have toasts in the Craft) - 4.31

35 - WM's Song 2 (This world is so hard) - 4.11

36 - EA's Song 7 vv - 4.22

37 - Visitors (Ladies Song) - 2.14

38 - Parting Song 3 vv. - 3.04

39 - Visitors Song (Vive la Compagnie) - 2.01

40 - Masters Song (Coventry) - 1.07

Consecration / Centenary MP3 Files

44 - Now thank we all our God 3vv. + SMIB - 2.54

45 - All people that on earth do dwell 4vv. + SMIB - 2.28

General MP3 Files

50 - Jerusalem (recorded at Stirling Road) - 2.26

SHEET MUSIC

Folder of sheet music

Index of sheet music





ANNUAL MEETINGS


INSIGNIA