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District B Guidelines – Hamilton B District

District B Guidelines

Hamilton B District
District Guidelines

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 B
District of The Grand Lodge of Canada in the Province of Ontario, do agree to and enact
the following Guidelines.

0 Overview
0.1 Name –
0.1.1 This District shall be known as Hamilton B District.
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 Hamilton B District Lodges –
0.3.1 Membership in this District shall be the ten 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
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 B District 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 B
District 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.
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 Hamilton B District 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.
1.3.4 The date of the Fall District Meeting shall be announced at the Hamilton B
District 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 The expectations of the District Deputy Grand Master are set out in the Book of
Constitution. Attendance at any other meeting, gathering, event, function, or
otherwise is at the sole discretion of the District Deputy Grand Master.
2.2 It is preferred that Lodges work very closely with potential candidates to develop
skills and knowledge and closely monitor progress towards completing all
requirements before being put forward as a candidate for the Office of District
Deputy Grand Master and continue to work very closely with them through their
progression as a District Officer.
2.3 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 put
forward at least three terms in advance, so that that person may have an
opportunity to serve as a District Officer/Chairman progressing through the most
prominent positions (e.g. District Chaplain, Masonic Education, Benevolence).
2.4 Candidates for the Office of District Deputy Grand Master shall not be put
forward until they are fully qualified to take office and the District Deputy Grand
Master has verified such qualifications.
2.5 It is preferred that Lodges propose their Candidate for the Office of District
Deputy Grand Master no later than at the Fall District Meeting.
2.6 Candidates for the Office of District Deputy Grand Master proposed at the Fall
District Meeting are asked to declare their intentions only at the Annual District
Meeting in July.
2.7 It is preferred that all aspirants to the Office of District Deputy Grand Master
attend necessary requirements as directed by Grand Lodge or in the Book of
Constitution including but not limited to completing any seminars, orientation
courses, and correspondence courses at least two terms prior to them taking
office.
2.8 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.
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 B District.
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 Hamilton B District 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.
7.2 Grand Lodge Regalia purchased by the Hamilton B District remains the property
of Hamilton B District 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 B District. 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 B District 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 Any new apron for the District Deputy Grand Master shall be embroidered
“Hamilton B District” and “G.R.C.” (see Section 399 (a) (vii) of the Constitution).
7.2.3 Any new jewel for the District Deputy Grand Master shall be engraved “Hamilton
B District” and “G.R.C.” (see Section 400 (a) of the Constitution).
7.2.4 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.
7.2.5 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

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
Amended by Regular Motion – May 22, 2018
Add new Articles 2.1, 2.2, 2.4 and 2.5 and renumber existing Articles
Amend renumbered Articles 2.3, 2.6 and 2.7
Amended by Regular Motion – September 3, 2019
Replace Hamilton Masonic District ‘B’, Hamilton District ‘B’ and District ‘B’ with
Hamilton B District in the header, opening paragraph, articles 0.1.1, 0.3, 0.4.1, 1.1.1,
1.2.4, 1.3.4, 6.1, 6.2, 7.2, and 7.2.1, and under Historian/Regalia in Attachment ‘A’
Add new articles 7.2.2 and 7.2.3 and existing articles
Replace eleven with ten and remove Enniskillen 185 from article 0.3.1
Replace Hamilton Masonic Districts ‘A’ and ‘C’ with Hamilton A and C Districts under
Communications in Attachment ‘A’

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
Master

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
District Meeting
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

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 B District
Maintain a register of Grand Lodge Regalia, which is the property of Hamilton B
District, 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
communicating the programs available to the brethren and families
Receive and process all applications for Grand Lodge benevolence as set out in the
Book of Constitution
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
Master

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 A and C Districts 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