THE ORDER OF THE SECRET MONITOR

PROVINCE OF WEST YORKSHIRE

BY-LAWS.

1. Members of Provincial Grand Conclave.

The Members of Provincial Grand Conclave are the Provincial Grand Supreme Ruler, all officers and past officers of the Provincial Grand Conclave, Supreme Rulers and Past Supreme Rulers of Conclaves in the Province, and all Princes of the Order who are subscribing members of a Conclave in the Province.

All other Princes of the Order who are subscribing members of any Conclave under the English Constitution may, by the authority of the Provincial Grand Supreme Ruler, be permitted to attend Provincial Grand Conclave, but they cannot vote or speak on any resolution.

2. Meetings of Provincial Grand Conclave.

Provincial Grand Conclave shall meet annually on a date and at a time and place to be determined by the Provincial Grand Supreme Ruler. Additional meetings of Provincial Grand Conclave may be held at the discretion of the Provincial Grand Supreme Ruler.

Whenever it shall be deemed expedient to hold a festival in connection with any meeting of Provincial Grand Conclave, no portion of the expenses thereof shall be defrayed out of the funds of Provincial Grand Conclave except by the authority of the Provincial Grand Supreme Ruler.

3. Notice Meetings of Provincial Grand Conclave.

Notice of every meeting of Provincial Grand Conclave shall be issued by the Provincial Grand Recorder at least twenty-one days before the date of the meeting; the said notice shall state the place, date and hour at which the meetings is to be held and a summary of the business to be transacted and of propositions to be made.

4. Attendance at Provincial Grand.

Provincial Grand Officers shall, during their term of office, punctually attend their duty in Provincial Grand Conclave unless prevented by reasonable cause shown to the satisfaction of the Provincial Grand Supreme Ruler.

5. Notice of Motion.

Notice of every motion or other matter to be brought forward at a meeting of the Provincial Grand Conclave must be received in writing, by the Provincial Grand Recorder a minimum of two months prior to the date of such meeting.

6. Duties of Officers.

All Officers of Provincial Grand Conclave in the exercise of the duties of their respective offices, shall be governed by the rules applicable to similar offices in Grand Conclave. No brother shall be eligible for election to the Office of Provincial Grand Treasurer unless he has been nominated by two members of Provincial Grand Conclave.

It shall be the duty of the Provincial Grand Visitors to visit Conclaves within the Province and report to the Provincial Grand Guide.

The Provincial Grand Guarder shall see that every brother, before being permitted to enter Provincial Grand Conclave, has signed his name in the attendance book, giving his rank and the number of Conclave to which he belongs, and that he is properly clothed. The Provincial Grand Sentinel shall assist the Provincial Grand Guarder in the discharge of his duties.

7. Regalia.

Each officer shall wear the collarette, jewel and sash, proper to his rank.

8. Inventory.

The Provincial Grand Registrar shall be responsible for the inventory of Provincial Grand Conclave and shall certify the correctness thereof at each Provincial meeting.

9. Officers of Provincial Grand Conclave and Fees of Honour.

The officers of Provincial Grand Conclave shall take precedence in the order prescribed in the Constitutions and Regulations of the Order, and every brother on his appointment or promotion to any such rank or Past Rank shall pay to the funds of Provincial Grand Conclave such fees as are prescribed in the Constitutions and Regulations of the Order, provided that on promotion to an office or rank. for which a higher fee is applicable, he shall pay 50% of the amount payable for first appointment to that rank

The fee of honour due and payable on appointment and no brother shall assume the rank and regalia of his office until such fee is paid. The fee of honour shall be such fee as is approved by Grand Conclave and is printed in the Rules and Constitutions of the Order.

10. Fees to be paid to Provincial Grand Conclave

(a) For each member of a Conclave annually such amount as may be determined by the Advisory Committee within the limit set in the Constitutions and Regulations of the Order

(b) For a copy of Provincial By-Laws, such amount as be determined from time to time by the Advisory Committee.

(c) 5.00 for induction and 3.00 for a joining member. Payable on submission of Grand Conclave Registration Form to Provincial Recorder.

(d) Fee for a Dispensation will be 5.00 at the discretion of the R Wy Provincial Grand Supreme Ruler. 

11. Returns.

Each Conclave in the Province shall, after the 31st August in each year, furnish the Provincial Grand Recorder with a copy of the annual return and the appropriate Provincial fees as shown in para. 10 (a). All other Returns and fees required under the Constitutions and Regulations of the Order shall be submitted in the first instance to the Provincial Grand Recorder.

12. Advisory Committee.

A Provincial Grand Supreme Ruler's Advisory Committee shall be formed consisting of the Provincial Grand Supreme Ruler, the Deputy Provincial Grand Supreme Ruler, the Provincial Grand Chancellor, the Provincial Grand Treasurer, the Provincial Grand Recorder and the Provincial Grand Director of Ceremonies. Three of the above shall form a quorum.

13. Finances.

All monies received by the Provincial Grand Treasurer shall be deposited an a bank approved by Provincial Grand Conclave. All accounts received shall be submitted to the Advisory Committee for approval.

14. Audit of Accounts.

The accounts of Provincial Grand Conclave shall be audited and certified prior to the annual meeting of Provincial Grand Conclave by two auditors, who shall be officers of and elected by Provincial Grand Conclave, and who shall present their report at the annual meeting.

15. Forming a New Conclave.

Brethren desirous of forming a new Conclave in the Province shall conform to the Constitutions and Regulations of the Order. Every petition for a new Conclave must be made on the appropriate form and sent to the Provincial Grand Supreme Ruler, whose approval must be obtained before it is forwarded to the Grand Supreme Ruler.

16. Dispensation.

Every application for a dispensation shall be made in writing through the Provincial Grand Recorder to the Provincial Grand Supreme Ruler, and state the emergency requiring the same.

17. Communications to the Provincial Grand Supreme Ruler.

All communications from Conclaves, or other, intended for submission to the Provincial Grand Supreme Ruler or to Provincial Grand Conclave, shall be forwarded to the Provincial Grand Recorder for presentation.

18. Amendment to Provincial By-Laws.

No addition to, or amendment of, any part of these By-Laws, shall be made unless notice thereof has been transmitted in writing to the Provincial Grand Recorder in accordance with by-law No. 5. Such notice shall be duly inserted in the summons for the meeting of Provincial Grand Conclave and no such alteration shall be considered approved unless affirmed by the majority of members present and voting. Approval by the Grand Supreme Ruler must then be obtained.

19. General

The Supreme Ruler of each Conclave in the Province shall ensure that a copy of each Conclave Summons is forwarded to the Provincial Grand Supreme Ruler, the Deputy Provincial Grand Supreme Ruler, the Provincial Grand Recorder, the Provincial Grand Guide and the Provincial Grand Visitors of the year. In all particulars not herein specially set forth the Provincial Grand Supreme Ruler, the Provincial Grand Conclave and the Officers, shall be governed and regulated by the same rule applicable to Grand Conclave.

In all particulars not herein specially set forth the Provincial Grand Supreme Ruler, the Provincial Grand Conclave and the Officers, shall be governed and regulated by the same rule applicable to Grand Conclave.

Adopted at the Constitution of the Province of West Yorkshire at Leeds on 31st March 1995.

Signed:- M Bendig

Provincial Grand Supreme Ruler

LEEDS 31.3.1995.

APPROVED ON BEHALF OF THE

M. W. GRAND SUPREME RULER;

Peter Glyn Williams

Grand Recorder.

LONDON 5.5.95