©2018 by Lodge Cape Town.

 

Duties of Officers

OFFICER: Presiding Master


DUTIES:

Lead the Lodge for the year.

Abide to rules and regulations.

Obligate Brethren/Officers not present at the installation at subsequent Workings.

Chair all meetings.

Authorise all payments.

Sign all documentation.

Ensure quality of Workings.

Interface with PGL.

Interface with other Lodge Masters.

Appoint committees.

Attend Masters and Wardens meetings.

Attend PGL Masters meetings.

Report on Lodge progress to PGL.

Part of Disciplinary Committee


PROTOCOL:

Ensure strict compliance with Rules and protocol.

During Workings will communicate all instructions through the Master of Ceremonies.

Will communicate with PGL, Lodges and other persons only through the Lodge Secretary unless otherwise agreed to.

Ensure directives from PGL are complied with.

Interview candidates.

Assist with all social functions.

Visit Lodges as often as possible.

Thank all visiting Brethren.

Received visiting Brethren with due reverence.

Hand over donation at installation to PGL IO.


OTHER RESPONSIBILITIES:

Keep harmony within the Lodge.

Assist with fundraising.

Assist charity functions.

Present Retiring Masters Jewel at installation.

Approve festive board dining arrangements and costs.


OFFICER: Deputy Master


DUTIES:

Assist the Master during his term.

Stand in for Master in event of his unavailability for a Working, BOM etc.

Normally does the S,G & W at Workings and presents the Apron, Rituals, Constitutions, Book of Life wherever necessary.

Part of Disciplinary Committee.


PROTOCOL:

He and the Orator are the only officers permitted to have open books during a Working.

He will assist the Master in placing the visitors in their seats in the East.

Assist the Master by carrying the sword to the Altar for the obligations.

He will call the Brethren to Order when reentering the Lodge.


OTHER RESPONSIBILITIES:

Controls the lights during pacific moments during a Working.

Will assist the Master at the top table during Festive Boards.

Gives the toast to GL or PGL whoever is the highest present.


OFFICER: Senior Warden


DUTIES:

Senior Warden is the second highest ranked officer during a Working.

Assist with opening and closing of the Lodge and where required during the Working.

Assist the Master in introducing a candidate awaiting admittance.

Assist at the Obligation where Swords are required.

Assist the Master in ratifying the candidates’ acceptance of knowledge during the Working.

Assist the Master in submitting the Gavels to PGL during their attendances.

Part of Disciplinary Committee.


PROTOCOL:

Together with the Junior Warden lead the Master into and out of the formal Lodge Working.

Always stand and salute the Master when addressed, if addressed with the Junior Warden remain standing until the Junior Warden has complied with requests or instructions.

Ensure that the Architect has check the layout of the Lodge before a Working.

When leaving the Lodge stand next to the Wardens seat until all the Brethren have exited the Lodge but before the MC.


OTHER RESPONSIBILITIES:

Always exit the chair on the left and enter on the right.

When approaching the East walk strictly in pairs with the Junior Warden in due form.

At formal Festive Boards sits on the foot of the Southern table.

Responsible for the compilation of the Visitors, establish their details and future Workings incase a reciprocal visit is desired.

Compile a list of Lodge visits for the ensuing month with special reference to instruction of the newer Brethren progressing in the Lodge.

Keep in regular contact with the newer Brethren and see to their welfare.


OFFICER: Junior Warden


DUTIES:

Junior Warden is the third highest ranked officer during a Working.

Assist with opening and closing of the Lodge and where required during the Working.

Assist the Master in introducing a candidate awaiting admittance.

Assist at the Obligation where Swords are required.

Assist the Master in ratifying the candidates’ acceptance of knowledge during the Working.

Assist the Master in submitting the Gavels to PGL during their attendances.

Part of Disciplinary Committee.


PROTOCOL:

Together with the Senior Warden lead the Master into and out of the formal Lodge Working.

Always stand and salute the Master when addressed, if addressed with the Senior Warden remain standing until the Senior Warden has complied with requests or instructions.

When leaving the Lodge stand next to the Wardens seat until all the Brethren have exited the Lodge but before the MC.


OTHER RESPONSIBILITIES:

Always exit the chair on the left and enter on the right.

When approaching the East walk strictly in pairs with the Senior Warden in due form.

At formal Festive Boards sits on the foot of the Northern table.

Ensure that sufficient refreshments are available for the festive boards.

Ensure that the Chief Steward, Stewards and younger Brethren serve and clear food and refreshments during and after festive boards.

Coordinate all raffle prizes with the Brethren and ensure the raffle is conducted timeously.


OFFICER: Master of Ceremonies


DUTIES:

Receive confirmation from the Architect that the Lodge has been properly laid out and all symbols and tools are in their appointed place before permitting entry into the Temple by the Brethren.

Responsible for the proper implementation of all the Master’s instructions before, during and after the Working.

Lead and conduct the Master into the Lodge and to his Throne.

Assist in opening and closing of the Lodge when the lighting and extinguishing of the candles is required.

Assist with leading and introducing the visiting Brethren into the Lodge.

Conduct messages to the Preparator and obtain the Answers and Declarations of the candidate.

Convey a Brother to any position in the Lodge on the direction from the Master and return him to his seat if instructed.

Assist the past Master by handing to him the apron, gloves and books during the SGW charge and receive the imparted books and gloves from the candidate and return them to the Secretaries desk.

Call the Brethren to salute the candidate with the applause of the Degree.

Assist with the closing of the Lodge.

Assemble the Wardens, Orator, Architect, brethren and the Master for the formal exit from the Lodge.

At the Senior Warden’s chair he is required to stand until the Wardens have left the Lodge.


PROTOCOL:

Ensure that Workings commence promptly at the appointed time.

Ensure all Brethren have signed the Book and notified them of the Degree being conducted.

Ensure that each visitor, above the rank of Installed Master, fills out a slip so as to be able to announce him to the Master in due form.

Always square the Lodge when performing an instruction.

Always place the staff in front and bow to the Master when addressed, before leaving the Lodge, entering the Lodge or before sitting, never salute the Master.

If there is unacceptable conduct or talking taking place during a Working it is his responsibility to bring the offending Brethren to order.


OTHER RESPONSIBILITIES:

Ensure that all the Lodge regalia is available for the officers.

Ensure that the Officers are wearing the proper regalia.

Sits on the left hand side of the head table during formal boards.

Brings the formal and informal festive board to order and instructs the Orator to open with a prayer.

Ensure that no Brethren begin drinking or eating before the prayer has been conducted.

Requests Brethren to stand and assist the Master with the first Four Toasts.

Introduces the Brethren giving the toasts and calls upon the Brethren addressed to reply. Ensure that all Brethren involved with the toasts are well informed before the festive board.

Call the newly initiated or raised Brother to respond to a toast to him.

Announce any raffle.

Call upon the Tyler to close the festive board.

Ensure prompt toasts, raffles and food provision so as to conclude the festive board at an acceptably agreed time.


OFFICER: Preparator


DUTIES:

Prepare the candidate for his initiation or raising into the proposed Degree.

Instruct the candidate on proper conduct during the Ritual.

Instruct the candidate to commence walking with his left foot and explain why.

Obtain the Answers and Declaration from the candidate and ensure that he signs as well as two Master Masons.

Ensure the candidate is properly attired for his ceremony.

Instruct the candidate how to knock at the Temple door.

Conduct the candidate throughout his entrance, reception, acceptance and exit from the Temple.

Reply to questions posed by the Master concerning the various facets of the Working.

Instruct the candidate on the steps of the Degree.

Ensure that guidance to the candidate is provided during the Working and when he is examined by the Wardens.

At the end of the Working that the candidate is returned to his proper attire.

Ensure the candidate is placed at the outside of the Portals so as to be congratulated by the exiting Brethren.

Wait with the candidate outside the festive room to be led in by the Master once the Brethren have assembled.


PROTOCOL:

Ensure that guide duties are of a high quality so as to provide the best experience to the candidate as possible.

The Preparator is the reference point to the quality of the candidate’s introduction into the Order.

Check that all forms are available before the Working commences.

Ensure that all necessary clothes and blindfold is available.

Ensure that all proper perambulations are observed.

All instructions, replies and charges are discharged with authority.

Always conduct the candidate on the outer side, opposite from the tracing board, during all perambulations.

Ensure that the candidate answers all questions posed to him in a quiet whisper.

Instruct the candidate to salute the Master at the required times.


OTHER RESPONSIBILITIES:

Greet the candidate before the Working and address all his concerns and questions.

Answer any questions the newly initiated or raised Brother may posed after his Working.


OFFICER: Inner Guard


DUTIES:

Guard the doors of the Temple before, during and after the Working.

Keep the Temple doors closed at all times unless otherwise instructed by the Master.

Announce to the Master any requests for entry into the Temple.

Inform the Master of the ranks and Lodges of visiting Brethren.

Permit only those Brethren approved by the Master.

Knock on the Temple door during the opening and closing of the Lodge.

Tap the gong 12 times during the closing of the Lodge.

Prevent all unauthorized persons from entering the Lodge.


PROTOCOL:

Always salute the Master when address by him or addressing him.


OTHER RESPONSIBILITIES:

Ensure the lights and doors are closed after each Working.


OFFICER: Tyler


DUTIES:

To keep the Lodge furniture in its proper order under the direction of the Architect.

To keep faithful attendance at the Lodge door as required.

Take care that every Brethren and visitor signs his name in the attendance book.

Ensure that every Brethren and visitor is properly clothed before entering the Temple.

Obtain from each visiting Brother, above the rank of Presiding Master, their constitution, rank, Lodge name and any other relevant information to hand to the Inner Guard before their reception.

Prevent any unauthorized person into the Lodge.

Assist the Ambassador to assemble the visiting Brethren in the proper order before entering the Lodge.


PROTOCOL:

In the absence of an Ambassador the Tyler will be responsible to assemble the visitors in the proper order and obtain all necessary information from them for their introduction into the Lodge.

Ensure that the candidate gives the correct knock before gaining admittance into the Lodge at the appointed time.


OTHER RESPONSIBILITIES:

To close the festive board with a prayer in due form.


OFFICER: Orator


DUTIES:

Shall be fully acquainted with the Constitution and Laws of the Lodge so that he may advise the Master accordingly.

He shall open and close the Lodge with prayer kneeling, or standing, in front of the VSL.

Say a prayer when the candidate is introduced into the Lodge.

Hold the cushion for the Wardens’ Gabbles when they are presented to the PGL officer in deference to his higher office.

Be the only officer to have an open book in the columns to assist with prompting Brethren doing their charges.


PROTOCOL:

He shall not wear gloves when touching, moving or lifting the VSL.

Conduct himself in due form in undertaking his required prayers at the Alter.

Ensure that a second smaller VSL is available for the procession into and out of the Lodge.


OTHER RESPONSIBILITIES:

Say a prayer before all festive boards.


OFFICER: Architect


DUTIES:

To take care of all the Lodge furnishings and ensure that the Lodge is properly laid out as required for the scheduled Working.

He must certify to the MC before the Working that the Lodge is properly laid out with all the required symbols and tools.

Ensures that the regalia, banner, Charter, gabbles, candle stick and any other implement used is returned to the Lodge cupboard, assisted by the Stewarts and Brethren below the rank of master mason.

Carry the lamp when entering and exiting the Temple during the opening and closing of each Working under the direction of the MC.


PROTOCOL:

Ensure that sufficient hymn books are available to all who attend the Working.


OTHER RESPONSIBILITIES:

N/A


OFFICER: Ambassador


DUTIES:

Receive all visitors outside the Temple.

Arrange for Masonic examination when so deemed necessary.

Assemble the visitors according to their ranks:

Brethren below the rank of Reigning and Past Masters;

Reigning and Past Masters;

Brethren entering as a Lodge (5 or more).

Obtain the constitution, rank, lodge and name of each visitor and hand to the Tyler.

Assist visiting Brethren with any queries.

Assist Brethren, family and visitors during a Lodge of Mourning as also the entrance and exit of the Lodge.


PROTOCOL:

Ensure that visitors are fully versed in the protocol and procedures of the Lodge with particular emphasis on how to greet the Master and the position to be adopted.

Instruct Brethren, family and visitors as to the protocol and procedures within an open Lodge of Mourning.


OTHER RESPONSIBILITIES:

Ensure that the visitors are advised about the festive board and what protocol is required.

Assist visitors at all times.


OFFICER: Director of Music


DUTIES:

Responsible for all music required within the Lodge during a lodge Working.


PROTOCOL:

Provide clear music during the hymns.

Provide light background music when appropriate.


OTHER RESPONSIBILITIES:

Wherever possible provide some light music for the festive boards.


OFFICER: Almoner


DUTIES:

Be responsible to visit sick Brethren.

Report at the BOM on the prevailing condition of any ailing Brethren.

Send notes of well wishes on behalf of the Master and lodge members.

Contact the family of any deceased Brethren offering condolences on behalf of the Lodge.

Arrange for the family and friends of the Deceased to attend the Lodge of Mourning.

Coordinate with the Master aspects of the Lodge of Mourning.


PROTOCOL:

Assist the Ambassador with the reception of the family and friends before and after the Lodge of Mourning.


OTHER RESPONSIBILITIES:

N/A


OFFICER: Banner Bearer


DUTIES:

Carry the Lodge Banner into or out of the Lodge if so required by the Master under the direction of the MC.


PROTOCOL:

N/A


OTHER RESPONSIBILITIES:

N/A


OFFICER: Chief Steward


DUTIES:

In conjunction with the Master arrange and supervise all matters pertaining to the festive boards and installations.

Ensure that sufficient refreshments are available in the refectory at the festive boards.

Supervise and assist with the handing out of the food at the festive boards.

Supervise and assist with the clearing of the plates, utensils and glass ware after each course of the meal.


PROTOCOL:

Organize the proper protocol and delivery at the festive boards.

Ensure that sufficient Stewards, Apprentices and Fellowcraft are available when required.


OTHER RESPONSIBILITIES:

N/A


OFFICER: Secretary


DUTIES:

Give all Brethren notice of a forthcoming meeting and compile an Agenda.

Keep proper minutes of all Lodge business, Board of Management meetings and monthly Workings of whatever nature.

Compile the minutes timeously and distribute so that they may be discussed at the next BOM.

Table the minutes at the BOM for approval and signature.

Ensure a copy of the minutes are sent to the PGL Secretary.

Receive all Grand Lodge, Provincial Grand Lodge and other correspondence which is to be tabled at a BOM.

Submit any reports to the PGL Secretary when required.

Maintain all records and correspondence.

Conduct all communication between PGL, visiting Brethren, potential candidates, Lodge members and other matters on behalf of the Master.

Obtain approval from PGL for the initiation of prospective candidates.

Obtain approval from PGL for the raising of Apprentices and Fellowcraft.

Communicate with all potential candidates for their applications, interviews, payment of fees, working nights and any other matter required.

Attend all meetings called by the PGL.

Arrange special meetings called by the Master.

Arrange the catering for the festive boards with the caterer.


PROTOCOL:

To maintain formal minutes in due and correct form.

Obtain direction and approval from the Master for activities, applications and any other matter pertaining to the keeping of good practice.

Be properly prepared to reply to the Master or PGL installing officer on the decisions adopted by the Brethren at a meeting.

Establish the requests from proposed visiting or interested Brethren and communicate with them in due form.

Receive all invitations for meetings, social and charity functions from other lodges and distribute them to the Master and Brethren of the Lodge.


OTHER RESPONSIBILITIES:

Provide advice and guidance to the Master and Brethren related to matters previously conducted or instructed by PGL.

Distribute all educational literature to the Brethren.


OFFICER: Treasurer


DUTIES:

Compile invoices for the yearly fee.

Collect all annual membership fees, dining fees, benevolent collections, raffles and any other aspect producing an income or donation.

Make all disbursements as authorized by the Master and Lodge at a formal meeting.

Pay all yearly capitation fees to PGL.

Report at the monthly BOM as to the state of the finances and request for permission to pay outstanding accounts.

Provide a Financial Report for the Installation Lodge.

Submit the year end Financial Statement to PGL.


PROTOCOL:

Conform to good practice.

Provide end of year books for Lodge Auditor.

Maintain a cheque account at an approved bank.


OTHER RESPONSIBILITIES:

N/A


OFFICER: Preceptor


DUTIES:

Determine the Brethren who will discharge duties and charges during the forthcoming working.

Prepare the Brethren for the forthcoming working in order to properly undertake their charges.

Clarify points for improvement or to correct duties amiss.


PROTOCOL:

Treat Brethren with proper decorum.

Ensure that Brethren perform with dignity and in accordance with the prescribed Rituals.


OTHER RESPONSIBILITIES:

Explain the meanings of the Rituals to younger Brethren.

Conduct meetings of instruction for Masonic Education.

Obtain and distribute Masonic literature to the younger Brethren.