General Principles

General Principles for all Secretaries

Introduction

The Notes of Guidance for Secretaries and Scribes contained in these webpages cover the duties of Secretaries and Scribes E as covered in the Book of Constitutions and Royal Arch Regulations. It is not intended to be exhaustive.

Secretaries and Scribes E should make themselves familiar with the Book of Constitutions - especially those Rules that deal with Private Lodges.

You should also be familiar with the recommendations of the Board & Committee of General Purpose, which when adopted (and are contained in the "Information for the Guidance of Members of the Craft" booklet) are edicts of Grand Lodge (Rule 229) and Supreme Grand Chapter (Rule 81) and therefore carry the same authority as the Book of Constitutions. This booklet is available through the same link as the Book of Constitutions above.

Unless specifically stated, where the word Lodge is used it relates to both Lodges and Chapter, including both Provincial Grand Lodge & Chapter and Grand Lodge & Supreme Grand Chapter. Further, where the word Secretary is used it should be taken to include Scribes E as well, except where otherwise stated.

All questions regarding the content here must be sent to the Provincial Office in the first instance via pgl@wrprovince.com.

Duties of Secretary

The Secretary is the chief administrative Officer of a Lodge and is responsible for:

  • taking notes and keeping of the minute-book,
  • handling all correspondence,
  • preparation and distribution of Summonses,
  • timely completing returns required of Grand Lodge and Provincial Grand Lodge,
  • processing Forms for new and joining members,
  • all other tasks as required by the Book of Constitutions.

Given that most Lodges will meet at least 10 times a year, this can be a burden for many Secretaries. It is intended these webpages will provide a reference to assist Secretaries in their duties and ensure the administration is carried correctly and in line with our rules and regulations.

Secretariat Toolbox

Most of the actions required of Secretaries can be completed using the Secretariat Toolbox, this includes:

  • Submitting Resignations
  • Requesting Dispensations
  • Submitting a Form P
  • Registering an Honorary Member
  • Notifying an Exclusion (Rule 181)
  • Notifying a Cessation (Rule 148 / Regulation 71)
  • Notifying the Death of a member
  • Notifying the Passing & Raising of a member (Craft only)

There is more information about each of these tasks in the respective parts of this documentation. General information on using the Toolbox is available on its page linked above.

The only task not available is the changing of a member's contact details, which can now be done by Secretaries through Portal, or by members directly. If you as Secretary change your contact details, it is imperative that you inform the Provincial Office otherwise you may lose access to the Toolbox or miss other important Provincial notifications.

All questions must be sent to the Provincial Office in the first instance via pgl@wrprovince.com, unless otherwise instructed.