There were many apologies from Secretaries of Lodges/Chapters etc. for non attendance, and these are recorded should you require a list. There were 27 representatives who attended the meeting.

Last year at the annual meeting held at the Wivenhoe Masonic Hall, the Chingford Masonic Hall were voted as the hosts for this years 2006 Annual Chairpersons and Secretaries meeting, and the Secretary of the Chingford Masonic Hall this year sent out the invitations, not only to the Masonic Halls, but also to all the Secretaries and Scribes etc of all the units who meet at the centre.

A welcome was given by the Chairman of Chingford Masonic Hall, Ray Rayner, who stated that it was encouraging to see so many representatives at the centre from the Masonic Halls and Lodges and Chapters that meet here, and hoped they would enjoy the meeting.

Although there was not a long agenda, the object was to put to the floor any subjects that were of importance that would affect all of the Masonic Halls within the Province, and this did not fall short of suggestions. Allan de Luca initially put up the question with regard to the “No Smoking” ban which is due to be come law next year, and this resulted in good responses from the representatives.

One of the representatives from the Southend Masonic Hall, stated that there is a total ban on smoking within the centre, and the Harlow Masonic Hall representative indicated the same, adding that initially there were some protests, but most people were in favour, and the dissenters soon got use to the idea of the no smoking ban. Allan de Luca stated that the Chingford Masonic Hall has imposed a restricted Smoking Policy and only banned smoking at the bar until such time the full details of the “No smoking” legislation information becomes available, when the situation will be reappraised, with the possibility of a total no smoking ban being enforced, which will probably cause some upset with the committed smokers. It was also mentioned by the Maldon Representative that there is no Insurance benefit by having a no smoking policy, but there will no doubt be a total ban, and the issue will be that the management of the centres will have the ultimate responsibility of enforcing the new legislation in due course.

This led on to another issue with regard Fire Risk Assessments at all the centres, and Allan de Luca pointed out that he had completed his Fire Risk Assessment in January this year, but the Fire Service had not returned to check if this was being properly implemented. However, it is the responsibility of the Directors and management of the Centres to ensure that a proper Fire Risk assessment was in place and operational with members of your staff being appointed as wardens etc. should a fire occur. The representative of Colchester stated that with effect from 1^st July 2007, the Fire Service will not come and do a visit, unless you specifically request their guidance and their input. There is a CD ROM available from the Fire Service website, along with items on Fire Risk assessments which are downloadable.

Southend Masonic Hall informed the meeting that they have held a couple of fire drills, the first which did not exactly go to plan, but their second one went smoother with everyone being in the right place. Although Southend has many rooms, their procedures would be slightly different, as it would be for Chingford Masonic centre etc. It was also agreed by all those present, that the printed instructions with regard the action that should be taken in the event of fire should be read out by the Secretaries/Scribes before each meeting, although it cannot be guaranteed that this was being correctly adhered to. It was generally agreed that all the Masonic Halls were working along these lines. Allan de Luca stated that they have yet to hold a Fire Drill at Chingford, although it was in hand, it was still considering when the opportunity was right to conduct a Fire Drill and that it was properly recorded as being carried out.

The representative from Malden added that they have not had any visit from the Fire Services, and although the hall is open for public use, it would have a different aspect on the fire drill being made. The hall at Malden has been plagued with many problems, and they were asked to produce a certificate of electrical excellence, of which the inspection alone cost the centre £800.00, and resulted in 43 major faults being found, and required a complete re-wiring of the centre, and this needs to be reviewed as the estimates for such a project could cost in the region of £15k, and is currently out to tender. On the plus side they have received a council tax rebate, with an 80% council tax reduction. They had another major problem as far as the Food Safety standards were concerned and pointed out that if you have a tiled kitchen, the grouting in the tiles can carry germs.

The representative from Colchester stated that their rates had doubled, and have appealed, and have been waiting for over 2 years for an answer to their appeal.

Ray Rayner informed the representatives, that Chingford Masonic Hall employ a specialist to deal with any issues regarding the valuation and rates issues.

The representative from Malden informed the meeting that they had been given a Charitable status, and the representative from Witham also stated that they were in the process of applying for this status also. It appears that if you apply, you can give your reasons as being what your centre has done for Charities by the Individual Lodges that meet at the Centre, and also on behalf of the Masonic Charities, and that our operations are under the umbrella of Grand Lodge Charitable Status.

If you are insured under Ingram Hawkins and Nock, you will benefit from their knowledge of Masonic Halls and its requirements, and if you have cover with this firm, you do not need to pay your Insurance to the Province of Essex. Ray Rayner informed the representatives, that the Chingford Masonic Hall has transferred its boiler liability to the Gas Board, although this can be covered by the insurers mentioned above.

At this stage, there were no further discussion, as time was moving on.

Allan de Luca presented a paper which he had written called “Chingford, its beginnings and Freemasonry in the Community”, and was received with acclaim on its completion.

There was included on the Agenda, an item by W Bro Ted Page, the Chairman of the Chingford Area Masonic Social Group, and went on to inform the representatives his role and how the social group raises money from various functions at the centre, and within the community of Chingford, to include “A Night at the Races, St. Georges/Cockney Night” and on the 1^st July, a Summer concert being held at the St. Peters and St.Pauls Church, Chingford with the Avely and Newham Brass Band, to raise funds for the restoration of the Church. W Bro Ted’s message was that we should be aware throughout the Province of these functions, so that we can all support each other in our efforts to raise funds for various charities. We don’t take any kudos for raising the money, its just the social event that gets everyone together to enjoy themselves, and if there is some profit at the end of it then we have achieved some success. W Bro Ted also mentioned the Newsletter that gives information and articles of events that have taken place either at the Chingford Masonic Hall, or other items of interest, and is distributed to all the Secretaries who meet at the centre, and it is now being circularised by email, for those who wish to receive their copy in this new technological age. W Bro Ted also mentioned the website, of the Chingford Area Masonic Social Group, which everyone is welcome to visit, and is www.chingfordmasonichall.org.uk  

W Bro Ted thanked everyone for their attention and the Chairman of the meeting for allowing him to make his presentation.

Allan de Luca, suggested, that as there is the new Southend Masonic Hall, perhaps they would consider to hold next years annual meeting, and their representatives said that they were pleased to accept. It may be held on a different day and everyone would be very welcome to attend.

As it was decided by me to invite the Secretaries/Scribes etc who meet at the Chingford Masonic Hall to attend this meeting, the feedback that was received was very complementary, with some of the Secretaries saying it was very informative and not realising how much work goes on in the “back room” to ensure that the centre is run smoothly, and if this is the result we are achieving, perhaps this should be considered by all the other Masonic Halls within the Province.

It was agreed by all those who attended that it was a very enjoyable meeting. It is with apologies, that we did arrange tea for 10.45 am and the meeting commenced at 11.30am and with hindsight, perhaps we should have commenced the meeting at 11.00 am so that we could have had more time to discuss more issues relating to the running of Masonic Halls.

Everyone dined happily at approximately 12.30pm, with eggs mayonnaise, poached salmon on a bed of vegetables, individual trifles followed by coffee and mints.

Minutes written by W Bro Allan de Luca, Company Secretary, Chingford Masonic Hall.