Saxony Lodge Bye Laws 1. Meetings The Lodge shall meet at the Logenhaus, Magnusstraße 2a, 29221 Celle on the last Wednesday in the months of February, March, May, June, September, October and the last Saturday in November, at such hour as the Worshipful Master may direct. The Installation Meeting will be on the last Saturday in April. Additional Meetings may be called at the discretion of the Worshipful Master. 2. Election of Officers a. The Worshipful Master and Treasurer shall be elected by ballot paper at the October regular meeting. The Brother receiving the majority of votes shall be elected. b. Where the Tyler is to receive payment he will be elected at the October regular meeting by a show of hands. c. The Lodge Officers shall be appointed by the Worshipful Master. The Lodge shall elect by ballot paper at every triennial October Regular Meeting (from October 2010 onwards), an experienced Member to represent it on the Boards of General Purpose and Benevolence for a period of three years. It shall likewise elect a Deputy Representative. Both Representatives are eligible for re election. Brethren holding any of the following executive appointments within Grand Lodge will not be eligible for election; Deputy Grand Master, Assistant Grand Master, Grand Secretary, Grand Treasurer, and Grand Almoner. The Representative to the Board of General Purposes and Benevolence shall have his Annual Lodge Fees waived or be able to claim back reasonable travelling expenses not to exceed the Annual Lodge Fee. The Deputy Representative may also claim back reasonable travelling expenses, when he has been deputising for the elected representative. 3. Lodge Committee a. The Lodge Committee shall consist of the Worshipful Master, Wardens, Past Masters of and in the Lodge, Treasurer, Secretary, Assistant Secretary and two Master Masons who shall be elected at the Installation Meeting (usually the Senior and Junior Deacons). b. Five members shall form a quorum. c. The Lodge Committee shall be responsible for considering all administrative matters of the Lodge, including all proposals for membership and shall report to the Lodge as appropriate. 1
d. All candidates for Initiation are to be interviewed by the Lodge committee before proposal in Open Lodge. The interview shall take place in the Lodge committee rooms. In exceptional circumstances, the Worshipful Master may authorise for the candidate to be interviewed in his home or outside the Lodge in a place agreed by the Worshipful Master. The secretary is responsible for inviting candidates to attend the interview after liaising with the candidate s proposer or seconder. 4. Dues a. Subscriptions and dues shall be determined by Notice of Motion. b. The amounts shall be separately notified to members. c. A member shall be entitled to receive a Certificate of Good Standing which shall state its date of expiry. d. The Initiation fee shall include Registration, Lodge Jewel, Book of Regulations, Bye-Laws, Master Mason s Apron and Emulation Ritual 1st, 2nd and 3 rd degrees. e. The Joining fee shall include Registration, Lodge Jewel, Book of Regulations, Bye-Laws and if required a Grand Lodge Certificate. f. The annual subscription payable by either an Initiate or Joining Member shall be 1 / 12 of Bye-Law 4a. for each remaining month of the financial year payable in advance. g. A Dual Member's subscription shall be reduced by the current Grand Lodge Fee of GLoBFG. as long as he is a full subscribing member of a Private Lodge within the VGLvD. h. Initiation Fee = Subscription (4a) x 4 Rounded to the nearest 5,- i. Joining Fee = Subscription (4a) x 1.5 Rounded to the nearest 5,- j. Any member whose subscription remains unpaid for a period of 12 months up to the end of the financial year shall forfeit his right to vote. k. Any unpaid for 12 months to the end of the financial year will automatically cease to be a member, which fact shall be reported in open Lodge and recorded in the Lodge Minutes. l. The name of any brother who ceases to be a member shall also be sent to the Assistant Grand Secretary. m. A brother may only become a Rejoining Member by regular proposition and ballot following settlement of his outstanding subscriptions up to a maximum of two years. 2
5. Election of Candidates The ballot shall be secret and must be unanimous for acceptance. Honorary Membership see GLBFG Regulations #154 6. Resignation A member desirous of terminating his membership of the Lodge shall tender his resignation in writing to the Secretary, or orally in open Lodge, and shall be entitled to a Certificate of Good Standing which shall state its date of expiry. 7. Duties of the Treasurer a. The Treasurer shall receive all monies due to the Lodge. b. He shall give receipts for all monetary transactions and maintain proper accounts. c. The Treasurer is authorised to make payments for normal expenses up to the sum of 300. Payments in excess of this amount shall be by Notice of Motion. d. He is to ensure that the Almoner has a working capital of 300. e. The Treasurer shall provide details of the Lodge accounts to the Master Elect in March in order for him to agree a budget with the Lodge Committee for the ensuing year. f. The Treasurer shall ensure that every member receives a copy of the approved Balance Sheet in June of each year. g. The financial year is a Calendar Year and covers the period from the 1st January to 31 st December. 8. Auditors The Lodge shall appoint two auditors at the Installation Meeting to audit the Lodge accounts at regular Intervals throughout the financial year. They shall present their annual report together with the Balance Sheet at the May Regular meeting for approval. 3
9. Benevolent Fund a. The Treasurer shall maintain a separate fund titled SAXONY BENEVOLENT FUND This shall be supported by monies from the Charity Column or that which has been collected specifically for benevolent purpose. b. All monies received shall be paid to the Benevolent Fund immediately. c. The Benevolent Fund is to be capped at 10,000. Once capped, any interest should be made available to the Junior Warden as part of the Junior Warden Fund. d. Payments from the Benevolent Fund shall be made only by resolution of the Lodge after Notice of Motion is given. In a case of emergency the WM. may, with the agreement of at least two Past Masters, grant a payment of up to 500,- Any such payment shall be reported to the Lodge at the next meeting and entered in the minutes. 10. Duties of the Secretary a. The Secretary shall be responsible for maintaining the Lodge records and conducting general administrative Duties. b. He shall issue summonses for every meeting of the Lodge at least 7 days in advance of it. c. He shall keep minutes of the proceedings of the Lodge this duty may be delegated to the Assistant Secretary as necessary. d. He shall maintain a register of all members of the Lodge. e. He is responsible for completing the Installation Return and returning it to Grand Lodge within 14 days of the Installation taking place. f. He is also responsible for completing the Grand Lodge Return between the 1 st January and the 31 st January each year showing the current list of members. This is to be returned to Grand Lodge no later than the 31 st January. g. The Secretary shall be exempt from payment of annual subscription. 4
11. Duties of the Junior Warden The Junior Warden shall be responsible for Proving ALL visitors to the Lodge, who have not previously been assured by any other Lodge member. He is also responsible for supervising the preparation of the Lodge prior to any Regular, Additional or Installation Meeting. The Worshipful Master, Junior Warden and another designated Member should have a set of keys to gain access to the Lodge regalia and furniture held securely in the Lodge. He shall maintain an inventory of Lodge furniture, possessions and stock items. The Junior Deacon is to assist him fully in this matter. He is additionally responsible for all entertainment in the Lodge, in particular, the annual Ladies Festival, which is usually held on the last Saturday in October. Other events might include a BBQ in the summer and a Christmas Party in December or any other entertainment as the Worshipful Master may wish. Worshipful Master s attendance at the United Grand Lodges of Germany Annual Konvent The Worshipful Master is responsible for attending the October Senate Meeting of the United Grand Lodges of Germany, usually held in Berlin. If he can not attend, he must nominate a suitable replacement, who must be a Past Master of or in the Lodge. The Immediate Past Master would normally be the first choice. His replacement should be given suitable Powers of Attorney to enable him to have full power and authority to manage and conduct all of the Worshipful Master s affairs, and to exercise his legal rights and powers, including full voting rights on behalf of the Worshipful Master and on behalf of Saxony Lodge No. 842. The representative, whether it is the Worshipful Master, or a suitable substitute, shall have all reasonable expenses, up to the value of 300, reimbursed by the Lodge on production of suitable receipts. 12. Lodge Work By a special dispensation of the United Grand Lodges of Germany, the work of the Lodge shall be conducted in the English language and shall be in accordance with Emulation Ritual. 13. Membership It is within the power of the Master to refuse admission to a Brother whose presence is in his opinion likely to disturb the Harmony of the Lodge. 5
Honorary Members The Lodge shall have the power, after notice placed on the summons, to elect as an Honorary Member any Brother of good standing and worthy of such distinction by reason of his service to the Craft, or to the Lodge, who is a subscribing Member in a regular Lodge of the United Grand Lodges of Germany or of a Grand Lodge recognised by the United Grand Lodges of Germany. The motion for his election shall be voted on by ballot and declared carried unless three or more black balls appear against him. Such Honorary Member, who shall not be liable for any fees payable to the Lodge, shall possess the right of attending all meetings of the Lodge. He shall not, however, possess the right of voting or making propositions in the Lodge nor of holding an office in the Lodge. Where, however, the Honorary Membership has been conferred upon a Brother because of the services he has rendered to the Lodge, he shall, if he has been a subscribing member thereof, be entitled to propose or second candidates for admission to the Lodge. Distinguished Members The Lodge shall have the power, after notice placed on the summons, to elect as a Distinguished Member any Brother of good standing and worthy of such distinction by reason of his service to the Lodge, who is a subscribing Member in the Lodge. The motion for his election shall be by show of hands. A Distinguished Member so elected who shall not be liable for any fees payable to the Lodge, shall possess the right of attending all meetings of the Lodge and retain the right of voting or making propositions in the Lodge and of holding an office in the Lodge as if he were a fully subscribing member of the Lodge. His annual Grand Lodge Fee however, will be the responsibility of the Lodge. 14. Decisions of the Lodge Unless otherwise stated in these Bye-Laws, or as directed by the Worshipful Master, voting on all resolutions shall be by show of hands. A decision thus regularly taken shall be binding on all members, and the question may not be reopened within a period of six months except at the request of at least two thirds of the subscribing members. 15. Notice of Motion A Notice of Motion is to be in writing and signed by at least two members of the Lodge. It is to be given to the Secretary and if approved in open Lodge filed with the Lodge Minutes for that meeting Advance warning of a Notice of Motion is to be given at the regular meeting preceding that at which it is to be discussed and voted on and is to be included in the summons convening it 6
16. Bank Signatories The following members of the Lodge shall act as Bank Signatories: 1. A designated Past Master 2. The Treasurer 3. The Secretary 17. Amendment to Bye-Laws These Bye-Laws may only be amended by a Notice of Motion conducted in accordance with Bye-Law 14 but signed by three members of the Lodge Any subsequent proposition approved in Open Lodge shall not be effective until it has received the approval of the Grand Master. NOTE: "Should there be any objection to the introduction of a candidate for Initiation, a Brother for Joining or Honorary Membership, i t is recommended that such objection be mentioned privately to the Master or Secretary, who may communicate with the proposer, and give him the opportunity of withdrawing his candidate or his proposal." 7