Introduction
Simplification of Provincial Administration Processes.
We are as always looking at ways to reduce and streamline the work required by yourselves in disseminating the seemingly ever increasing and unfortunately necessary documentation required to be held and administered by the Provincial Office to comply with Grand Lodge requirements.
The documentation we are presently concerned with is, Lodge Accounts, Lodge Yearbook returns & the Lodge Summons.
The documentation we are presently concerned with is, Lodge Accounts, Lodge Yearbook returns & the Lodge Summons.
Currently you are required to send these documents to multiple email addresses, which sometimes duplicate your work, and responses often come from yet another email address. This is just a consequence of building on existing processes as things change. We do aim to change this for the better.
We are also finding that Lodge Summons are under more scrutiny, and the process of reissuing a Summons or Addendums may lead to frustration and confusion and adding work for our Secretary’s. We also want to avoid a Lodge missing applying for any Dispensation if it is required.
Now that we are entering the end of the Masonic Season or at least for some a slowdown in Masonic Meetings it is thought that this would be the best time to introduce some changes. These changes although small would be advantageous to yourselves, your Lodges and the Province.
As most documentation produced within Lodges is now created and stored electronically, it makes sense to transmit all of your documentation via email. We acknowledge that there are far too many recipients included when sending out your Lodge documentation, so we aim to reduce them to just the one for each category. We have put in place three email recipients for you to send your Lodge Accounts, Yearbook Returns & Summons. The Officer responsible at Provincial level will disseminate your documents to the correct destination once received.
Going forward can we ask that you send your documentation using the following procedures when sending the relevant documents to the various Provincial Offices:
Now that we are entering the end of the Masonic Season or at least for some a slowdown in Masonic Meetings it is thought that this would be the best time to introduce some changes. These changes although small would be advantageous to yourselves, your Lodges and the Province.
As most documentation produced within Lodges is now created and stored electronically, it makes sense to transmit all of your documentation via email. We acknowledge that there are far too many recipients included when sending out your Lodge documentation, so we aim to reduce them to just the one for each category. We have put in place three email recipients for you to send your Lodge Accounts, Yearbook Returns & Summons. The Officer responsible at Provincial level will disseminate your documents to the correct destination once received.
Going forward can we ask that you send your documentation using the following procedures when sending the relevant documents to the various Provincial Offices:
Lodge Accounts
|
Yearbook Returns
|
Lodge Summons
|
Note: Currently Grand Lodge require a minimum of 4 weeks for a Dispensation Application & Dispensation Fees to reach them. If they are received later, your Lodge may incur the more expensive fee for a nunc pro tunc. It has been acceptable in the recent past for Grand Lodge to receive an electronic Dispensation Application, along with a BACS payment confirmation, up to 2 weeks before the meeting (please be aware).
It is hoped that you will agree that the implementation of the above streamlining proposals are useful and helpful to yourselves, and of course anything that lightens the load for us all is to be welcomed.
As the Covid Pandemic proved, we do need to move with the times and safeguard ourselves against possible unseen future problems. One of the lessons learned during the Covid Pandemic was the need for centralisation of our documentation, to allow the Province and Lodges to continue working if disaster struck. The Provincial Grand Master instigated a Disaster Policy which would allow the Province to function without undo disruption if there was a break in areas of responsibility within the Province.
Part of this policy and planning was to include the storing of all Provincial Documentation in a central safe area with key users having immediate access, it was decided unanimously to use Google Drive for this purpose. Part of the Disaster Policy included the safe storage of Lodge Accounts, Yearbooks & Summonses, it may be that you as a Lodge consider the safe storage of your key documentation in a similar electronic medium. Should you require any assistance with this please do not hesitate to contact me.
Paul Busby
Provincial Grand Secretary
As the Covid Pandemic proved, we do need to move with the times and safeguard ourselves against possible unseen future problems. One of the lessons learned during the Covid Pandemic was the need for centralisation of our documentation, to allow the Province and Lodges to continue working if disaster struck. The Provincial Grand Master instigated a Disaster Policy which would allow the Province to function without undo disruption if there was a break in areas of responsibility within the Province.
Part of this policy and planning was to include the storing of all Provincial Documentation in a central safe area with key users having immediate access, it was decided unanimously to use Google Drive for this purpose. Part of the Disaster Policy included the safe storage of Lodge Accounts, Yearbooks & Summonses, it may be that you as a Lodge consider the safe storage of your key documentation in a similar electronic medium. Should you require any assistance with this please do not hesitate to contact me.
Paul Busby
Provincial Grand Secretary
Posted 4 July 2022
