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District "B" Guidelines

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District B Guidelines - May 30 2016- PDF Format using Acrobat Reader

 


Hamilton Masonic District "B"

District Guidelines

May 30, 2016



Order and regularity being essentially necessary for the preservation of the harmony and

decorum which at all times should characterize Freemasons, the Brethren of Hamilton

Masonic District "B" of The Grand Lodge of Canada in the Province of Ontario, do agree

to and enact the following Guidelines.

Overview

0.1 Name -

0.1.1 This District shall be known as Hamilton Masonic District "B".

0.2 Relationship to The Grand Lodge of Canada in the Province of Ontario -

0.2.1 This District acknowledges the supremacy of The Grand Lodge of Canada in the

Province of Ontario and at all times pays respect and obedience to its laws and

regulations.

0.3 District "B" Lodges -

0.3.1 Membership in this District shall be the eleven Lodges listed below:

Lodge Name Grand Lodge Number

Union 7

The Lodge of Strict Observance 27

Harmony 57

Acacia 61

St. Andrew's 62

Wentworth 166

Enniskillen 185

Lincoln 544

St. Andrew's 593

Hillcrest 594

Battlefield 714

0.3.2 Lodges may be added or removed from time to time as approved by The Grand

Lodge of Canada in the Province of Ontario.

0.4 Mission Statement -

0.4.1 These District Guidelines are to provide clear and concise guidance for the

ultimate benefit of Hamilton Masonic District "B" and its Membership.

0.5 Revision to District Guidelines -

0.5.1 Written Notice of Motion must be distributed to all District Lodge Secretaries and

the District Deputy Grand Master, at least one full month prior to a District

Meeting, before the Motion can proceed with regards to changing District

Guidelines.

1 District Meetings

1.1 Fall District Meeting -

1.1.1 The date of the Fall District Meeting shall be announced at the Hamilton District

"B" meeting held at the Annual Communication of Grand Lodge in July.

1.1.2 The date of the Fall District Meeting is to be established by consensus of the

District Deputy Grand Master and all proposed candidates for the Office of

District Deputy Grand Master prior to the Spring District Meeting.
 

District Guidelines  May 30, 2016     Page 1 of 9


Hamilton Masonic District "B"

District Guidelines

 

1.1.3 Every attempt should be made by the District Deputy Grand Master to hold the

Fall District Meeting prior to the first regular meeting of the Lodges in

September. If this is not possible the Fall District Meeting is to be held during the

first three weeks following Labour Day.

1.1.4 District Deputy Grand Master will introduce the Immediate Past District Deputy

Grand Master and present him with a Past District Deputy Grand Master's pin at

the Fall District Meeting.

1.1.5 District Deputy Grand Master is to announce the District Chaplain, District

Treasurer and all Committee Chairmen at the Fall District Meeting.

1.1.6 At the Fall District Meeting two Reviewers shall be elected by open vote to

review the year-end financial records and operations of the District with a report

to be presented at the next Fall District Meeting.

1.1.7 The amount of the annual Regalia assessment is to be reviewed and established at

the Fall District Meeting each year, based on the recommendations of the prior

year's Historian/Regalia Chairman.

1.1.8 District Treasurer, together with the District Deputy Grand Master, prepare a

written budget of expenses to be incurred during the District Deputy Grand

Master's term of office and that budget be presented at the Fall District Meeting

for approval. Then using the most recent lodge membership numbers as of

September 1st of the current year, as provided to the District Secretary, allocate

the budget to each lodge based on the membership number percentage for the

district. This budget will include such items but not restricted to (a) assessment

payable to the District Deputy Grand Master, (b) District Hospitality Room

expense, (c) Regalia costs, (d) Web Site expenses, and (e) District Workshops and

other Educational Seminars.

1.1.9 The date of the Spring District Meeting shall be announced at the Fall District

Meeting.

1.2 Spring District Meeting -

1.2.1 Spring District Meeting is to be held during the last week in May.

1.2.2 The date of the Spring District Meeting shall be announced at the Fall District

Meeting.

1.2.3 The amount of the assessment payable to the District Deputy Grand Master for

the ensuing year is to be reviewed annually at the Spring District Meeting. Each

lodge will be assessed based on their percentage of the total district membership.

1.2.4 Each Lodge will be annually assessed a fee for Web Site expenses reviewed

annually at the Spring District Meeting and kept in account with the District

Treasurer disbursed accordingly to cover District
"B"Web Site expenses.

1.3 Annual District Meeting -

1.3.1 Annual District Meeting is to be held at the Grand Lodge Communication in July.

1.3.2 The purpose of the July Annual District Meeting is to: (a) Elect a District Deputy

Grand Master of this District for the ensuing year and (b) to conduct such other

business as may be required by The Grand Lodge of Canada in the Province of

Ontario.

1.3.3 District Deputy Grand Master-elect will confirm the appointment of his District

Secretary at the Annual District Meeting in July.



District Guidelines - May 30, 2016     Page 2 of 9


Hamilton Masonic District "B"

District Guidelines

 

1.3.4 The date of the Fall District Meeting shall be announced at the Hamilton District

"B" meeting held at the Annual Communication of Grand Lodge in July.

1.3.5 The outgoing District Deputy Grand Master will host a reception in accordance

with Article 3 (District Hospitality Room).

2 Election of District Deputy Grand Master

2.1 It is preferred that Lodges considering the proposal of a candidate for the Office

of District Deputy Grand Master allow the name of that individual to be proposed

at least three years in advance, so that that person may have an opportunity to

serve as a District Officer.

2.2 Candidates for the Office of District Deputy Grand Master proposed or nominated

at the Spring District Meeting are asked to declare their intentions only at the

Annual District Meeting in July.

2.3 It is preferred that all aspirants to the Office of District Deputy Grand Master

attend necessary seminars, including the orientation course, and complete the

correspondence courses at least two years prior to them taking office.

2.4 The outgoing District Deputy Grand Master will host a reception in accordance

with Article 3 (District Hospitality Room).

3 District Hospitality Room

3.1 An appropriate annual District Hospitality Room assessment amount to be

established and allocated each year in accordance with Article 1.1.8 and levied to

each Lodge accordingly.

3.2 A District Hospitality Room shall be arranged for by the District Deputy Grand

Master and available for the use of all brethren of the District at the Annual

Communication of Grand Lodge on the day of the Annual District Meeting as

described under Article 1.3.1.

3.3 The expense under Article 3.2 shall be paid for by the outgoing District Deputy

Grand Master and reimbursed to him by the District up to the amount budgeted

for in accordance with Article 3.1.

3.4 Refreshments for the District Hospitality Room will be the responsibility of the

outgoing District Deputy Grand Master, within the means of his Lodge in order to

allow members of the District to welcome and congratulate the newly elected

District Deputy Grand Master and to congratulate his predecessor on a job well

done.

4 District Officers and Committees

4.1 District Deputy Grand Master-elect will confirm the appointment of his District

Secretary at the Annual District Meeting in July.

4.2 District Deputy Grand Master will introduce the Immediate Past District Deputy

Grand Master and announce the District Chaplain, District Treasurer and all

Committee Chairmen at the Fall District Meeting in September.

4.3 District Committees must include: Long-Range Planning, Historian/Regalia,

Blood Donors, Benevolence, Masonic Education, Communications and Computer

Resources.


District Guidelines - May 30, 2016     Page 3 of 9


Hamilton Masonic District "B"

District Guidelines

 

4.4 Guidelines to the Duties and Responsibilities of District Officers and Committee

Chairmen are listed on Attachment "A', forming an integral part of the District

Guidelines.

4.5 The District Deputy Grand Master, in his year, may appoint such other

committees at his discretion.

5 District Deputy Grand Master Official Visitations

5.1 During the months of April or May of each year, the District Secretary is to

request preferred Official Visitation and Installation dates from each Lodge and

pass them on to the incoming District Deputy Grand Master. This will assist in the

preparation of the Trestle Board for the next Masonic year.

5.2 The newly elected District Deputy Grand Master has the right to ask Lodges to

change dates of the Official Visitations.

5.3 District Deputy Grand Master's Trestle Board should be presented to each Lodge

prior to the Lodge's regular meeting in September.

5.4 Each Lodge will be assessed annually a visitation fee, payable to the District

Deputy Grand Master prior to or on the date of his official visit. The amount of

the assessment for the ensuing year to be reviewed annually at the Spring District

Meeting.

6 District Finance

6.1 District bank account to be maintained under the name of Hamilton Masonic

District "B".

6.1.1 Signing authorities shall be any two of the District Deputy Grand Master, District

Treasurer and District Secretary.

6.1.2 Individual financial records to be maintained for District Hospitality Suite,

Regalia, Web Site, Gilbert Arnott Fund, Doric Legacy Fund and District

Newsletter.

6.2 Each Lodge will be annually assessed a fee for Web Site expenses reviewed

annually at the Spring District Meeting and kept in account with the District

Treasurer disbursed accordingly to cover District "B" Web Site expenses.

6.3 District Treasurer is to present a budget for the ensuing year at the Fall District

Meeting for approval.

7 District Regalia

7.1 An appropriate annual Regalia assessment amount to be established each year.

7.1.1 Regalia assessment per member to be levied to each Lodge annually and invoiced

in the month of January.

7.1.2 The amount of the annual Regalia assessment per member to be reviewed and

established at the Fall District Meeting each year, based on the recommendations

of the prior year's Historian/Regalia Chairman.

7.1.3 Lodge Secretaries will be furnished a Regalia Assessment Invoice, during the

month of January, to be paid one (1) month prior to Spring District Meeting.

7.1.4 Membership numbers from the previous July Grand Lodge proceedings will be

used for this assessment.

 

District Guidelines - May 30, 2016    Page 4 of 9


Hamilton Masonic District "B"

District Guidelines

 

7.2 Grand Lodge Regalia purchased by the Hamilton Masonic District "B" remains

the property of Hamilton Masonic District "B" and is deemed to be on loan to the

recipient for the duration of his life or until his membership ceases at which time

it shall be returned to Hamilton Masonic District "B". Grand Lodge Officers

should advise their families accordingly.

7.2.1 Annually during the first quarter of the calendar year, the Historian/Regalia

Chairman shall arrange for and obtain District Deputy Grand Master regalia to

ensure it is available for presentation to the District Deputy Grand Master at the

Hamilton District "B" meeting held at the Annual Communication of Grand

Lodge in July using the District Regalia Fund to cover the cost of purchasing mid-

range Regalia.

7.2.2 At the very earliest possible time following the annual Grand Lodge

Communication, the outgoing Historian/Regalia Chairman shall arrange for and

obtain the appropriate regalia for the Grand Master's appointed officer as

recommended by the District Deputy Grand Master using the District Regalia

Fund to cover the cost of purchasing standard Regalia befitting such appointment.

7.2.3 It shall not be the responsibility of the District to arrange for, obtain, or cover the

cost of regalia for any elected or appointed Grand Lodge officer not covered

under Articles 7.2.1 and 7.2.2 above.

7.3 Annually the District Deputy Grand Master is to purchase a Past District Deputy

Grand Master's pin and present it to the Past District Deputy Grand Master at the

Fall District Meeting using the District Regalia Fund to cover the cost.

Presented on behalf of the District Guidelines Committee by

regular motion on May 4, 2004

R.W. Bro. Marvin C. Smith V.W. Bro. Louis M. Domjan

Chairman, Guidelines Committee Secretary, Guidelines Committee

Adopted and confirmed by motion on May 4, 2004

R.W. Bro. James Kinnear                         W. Bro. William C. Roberts

District Deputy Grand Master District                     Secretary

 

District Guidelines - May 30, 2016     Page 5 of 9


Hamilton Masonic District "B"

District Guidelines

 

Amended by Regular Motion - September 22, 2005

Affected Articles = 0.3.1 - 1.1.1 - 1.2.2

Amended by Regular Motion - June 06, 2006

Affected Articles = 0.3.1 - 5.1.2 - 6.1.1 - 6.1.2 - 6.1.3 - 6.1.4

Amended by Regular Motion - September 1, 2009

Add Articles 1.1.8 and 5.3

Add a new item under District Finance on Attachment "A"

Revise Articles 1.1.1, 1.2.3, 6.1.3 and 6.1.4

Correct presentation and adoption dates

Amended by Regular Motions - May 4, 2010

Add Articles 1.1.9 and 1.3.4

Add new Article 3, renumbering subsequent Articles (3 to 4, 4 to 5, 5 to 6, 6 to 7, 7 to 8)

Add Articles 1.3.5 and 2.4

Amended by Regular Motion - September 7, 2011

Add Articles 7.2.1, 7.2.2 and 7.2.3

Amended by Regular Motion - September 4, 2013

Revise Article 0.3.1 to remove Composite Lodge 667 and adjust number of Lodges

Amended by Regular Motion - September 6, 2014

Add new Article 1.1.8(b) and renumber subsequent Articles (b to c, c to d, d to e, e to f)

Delete Article 3.1 in its entirety and replace with new Articles 3.1, 3.2, 3.3 and 3.4

Add District Hospitality Suite to Article 6.1.2

Amended by Regular Motion - May 30, 2016

Amend Articles 1.1.3, 1.1.5, 1.1.6, and 1.1.8 and renumber subsequent Article (f to e)

Delete Article 8 in its entirety including Article 8.1

 

District Guidelines - May 30, 2016     Page 6 of 9


Hamilton Masonic District "B"

District Guidelines

ATTACHMENT "A"



The following are guidelines to the Duties and Responsibilities of District Officers and

Committee Chairmen, respectfully forming an integral part of the District Guidelines.

 

District Secretary:

Issue summons to lodges for all District Meetings

Attend and record the minutes of all District Meetings

Assist the District Deputy Grand Master in the secretarial responsibilities of the District

Attend with the District Deputy Grand Master at all his Official Visits and examine

the books and records of the Lodge and report as required

Perform any other such duties as may be required by the District Deputy Grand

 

District Chaplain:

Attend with the District Deputy Grand Master at his Official Visits

Perform any other such duties as may be required by the District Deputy Grand Master

 

District Treasurer:

Receive all monies for the District and pay all approved accounts

Keep proper accounts of all receipts and expenditures of all funds of the district and

prepare an annual financial statement of the district to be submitted at the Fall

Present a budget for the ensuing year at the Fall District Meeting for approval

Chair the Finance Committee of the district and assist any lodges in respect to

financial matters when requested

Perform any other such duties as may be required by the District Deputy Grand Master

 

Long-Range Planning:

In conjunction with the District Deputy Grand Master, set goals, plans and actions for

this district for the future to ensure its survival and prosperity

Perform any other such duties as may be required by the District Deputy Grand Master
 


District Guidelines - May 30, 2016     Page 7 of 9


Hamilton Masonic District "B"

District Guidelines

Historian/Regalia:

Make plans on an ongoing basis for the purchase or acquisition of the regalia for the

District Deputy Grand Master and the district Secretary

Calculate what will be needed to maintain the District Regalia Fund and make a

recommendation on the appropriate assessment for the ensuing year

Prior to the annual Grand Lodge Communication, obtain the regalia for the District

Deputy Grand Master for presentation at the annual Grand Lodge communication

Following the annual Grand Lodge Communication, arrange for the presentation of

the appropriate regalia for the Grand Master's appointed officer as recommended

by the District Deputy Grand Master

In conjunction with the District Treasurer, present an annual financial report on the

Regalia Fund

Receive and maintain inventory of excess Grand Lodge Regalia in the possession of

Hamilton Masonic District "B"

Maintain a register of Grand Lodge Regalia, which is the property of Hamilton

Masonic District "B" , in use by past and present Grand Lodge Officers to include name, Lodge, year of issue and title

Record all historical events and functions suitable for historical purposes and keep all

paraphernalia relative to these events and encourage all lodges to do the same

Perform any other such duties as may be required by the District Deputy Grand Master

 

Blood Donors:

Organize and promote Blood Donor Clinics throughout the District

Liaise with the Grand Lodge Blood Donor Committee and its programs

Liaise with the representative of the Canadian Blood Services in coordinating the

various Blood Donor Clinics in the District

Perform any other such duties as may be required by the District Deputy Grand Master

 

Benevolence:

Liaise with the Grand Lodge Benevolence Committee in providing and

Receive and process all applications for Grand Lodge benevolence as set out in the

Promote Benevolence throughout the District

Liaise with the Hamilton Masonic Board of Relief

Liaise with and promote The Masonic Foundation of Ontario throughout the District

Liaise and promote Fund Raising throughout the District

Perform any other such duties as may be required by the District Deputy Grand

 

District Guidelines - May 30, 2016     Page 8 of 9


Hamilton Masonic District "B"

District Guidelines

Masonic Education:

Liaise with the Grand Lodge Committee on Masonic Education

Organize, promote and conduct Masonic Education throughout the District

Promote all Grand Lodge seminars, and disseminate any other information received

Perform any other such duties as may be required by the District Deputy Grand

Master



Communications:

Liaise with the Grand Lodge Committee on Communications

Inform the District of all District Events to be held during the year

Maintain close contact with Hamilton Masonic Districts "A" and "C" and promote

Inter-District Events

Participate with the other Hamilton Districts in the joint Newsletter

Liaise as Field Correspondent on behalf of the District

Liaise as and promote Public Relations throughout the District

Perform any other such duties as may be required by the District Deputy Grand

Master

 

Computer Resources:

Liaise with the Grand Lodge Committee on Computer Resources

Promote, support and assist the Lodges in the District in conversion to computer

systems for their membership, accounting records and summons

Promote and support Internet presence for the District as well as its Lodges

Perform any other such duties as may be required by the District Deputy Grand

Master



District Guidelines - May 30, 2016     Page 9 of 9

                           

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