BY-LAWS of ESSEX COUNTY DISTRICT MASONIC ASSOCIATION A.F. & A.M. GRAND LODGE of CANADA, IN THE PROVINCE OF ONTARIO. Preamble

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1 BY-LAWS of ESSEX COUNTY DISTRICT MASONIC ASSOCIATION A.F. & A.M. GRAND LODGE of CANADA, IN THE PROVINCE OF ONTARIO Preamble Without order, harmony cannot be preserved, nor the business of Masonry properly conducted. Therefore, for the purpose of securing good order and regularity and with the view of promoting harmony and decorum, the members of the Essex County District Masonic Association, hereby, repealing any and all former by-laws, motions or other financial agreements existing, in relation to the governance of the former Windsor and Erie District Association s affairs, have agreed to the following By-Laws. Grand Lodge Relationship 1. The members of Essex County District acknowledge the supremacy of the Grand Lodge of Ancient Free & Accepted Masons of Canada, in the Province of Ontario, and will at all times pay respect and obedience to its laws, rules, orders and regulations, including its constitution. Essex County District recognizes that it is an integral part of the Craft and that Grand Lodge recognizes the same under Other Organizations in its Constitution. Essex County District, in the body of these by-laws will be referred to as the Association and shall function in accordance with these By-Laws and the Rules and Regulations of the Grand Lodge of Ancient Free and Accepted Masons of Canada in the Province of Ontario. Name and Composition 2. The name, territorial limits and constituent lodges of the District shall be assigned and determined by Grand Lodge. At the time of these By-Laws being adopted, the District name is Essex County District and the lodges on the register of Grand Lodge assigned to this District are as follows: 3. (a) Thistle No. 34 (b) St. Georges No. 41 (c) Great Western No. 47 (d) Leamington No. 290 (e) Parvaim-Central No. 395 (f) Windsor No. 403 (g) Naphtali No. 413 (h) Xenophon No. 448 (i) Rose No. 500 (j) Trinity No. 521 (k) Border Cities Daylight No. 554 (l) Harmony No. 579 (m) Pelee No. 627 (n) St. Andrew s No

2 Organization 4. The purpose of the Association is to promote Masonry in general, to communicate with members, thereby allowing them to fully participate in District events, and to facilitate communications of the District Deputy Grand Master for the benefit of the District. 5. The Association shall endeavour to raise funds for the purpose of promoting Masonic activities including social events, (i.e. Children s Christmas Party, District BBQ etc.) and other worthy Masonic causes. Masonic activities shall be approved by a (2/3) majority open vote of hands of the membership present at a District meeting. Funds shall be invested and the accumulated interest to be re-invested, withholding sufficient funds for operations subject to the approval of the Finance Committee. 6. All finances, managed by the Association, are for the sole purpose of funding District activities to promote Masonry within the District and these finances will not be issued to any Masonic Temple or Temple Board for any other purpose. 7. The individual Temple Boards shall be responsible for their respective Masonic Temples within Essex County District. These responsibilities include the care and financial maintenance of the buildings and property. 8. These By-Laws shall be reviewed and amended as necessary a minimum of once every 5 years and upon approval, shall be made available for all Association members through the constituent Lodge secretaries. 9. All constituent lodges of the District shall support the operation of a Central Masonic Bureau (hereinafter CMB ) as per sections 324 inclusive to 334 of the Book of Constitution. All constituent lodge secretaries shall forward a copy of the present membership lists to the CMB and a copy of the semi-annual reports of changes in membership. Membership and Dues 10. Each member in good standing of the lodges, assigned to the District by Grand Lodge, shall be regarded as a member of the Association for the purpose of determining: (a) Ability to attend, participate in and vote at District meetings. (b) Eligibility to serve as an Association officer or committee chairman of the District (c) Liability to contribute directly or indirectly (through the constituent lodges) to any per capita levy applied to members of the District. 11. Annual fees to the Association from each lodge shall be $ 3.00 per member or such other amount as determined by a (2/3) majority open vote of hands of the membership present at a District meeting. The fees shall be payable in advance before the first day of January of each year to the Association. 2

3 Meetings and Committees 12. Regular meetings of the District shall occur on the evening in September, November, January, March, May and June. These meetings will be called to order by the President at the hour of 8:00 p.m. The District Association meetings will be held in the Essex Temple unless otherwise determined by the Executive Board. The Annual District meeting will be held at Grand Lodge in July at a time and place dictated by Grand Lodge. 13. Emergent meetings of the District may be called at any time by the President of the Association by giving a minimum of fifteen (15) days notice to all members. The venue and time of the emergent District meeting shall be determined by the President of the Association and communicated by the Association Secretary to the Constituent Lodge Secretaries and or the District Communication Resource person. 14. At any meeting of the Association nine (9) members must be present from five (5) different lodges to constitute a quorum. 15. All members, of the Association, of the District are entitled to attend, vote and speak at regular and emergent meetings of the Association. 16. The only item of business for the regular district meeting to be held during the annual communication of Grand Lodge shall be the election of the next District Deputy Grand Master, in accordance with the provisions of the constitution of Grand Lodge, unless otherwise determined by the presiding District Deputy Grand Master. 17. The fiscal year of the Association shall end on the last day of June in each year. 18. Annually, at the regular meeting in June, The Executive of the Association, shall be elected and installed. The Executive of the Association shall consist of the President, Vice President, Secretary and Treasurer. A majority of all written ballots cast (50% + 1 vote) by the membership present at the meeting shall be necessary to elect an Officer. In the event that more than two members accept nomination for any one office, where only one member may be elected and no nominee receives a majority of the ballots cast, the two members receiving the most ballots, shall be eligible for re-ballot for the office and the remaining nominees shall be automatically retired from contention for that office. 19. The Association may, at its discretion, create committees for the conduct of affairs. The Chairman of any committee must be appointed either by the Executive or by open vote hands of the membership present at a meeting of the Association. (50% + 1 vote) 20. Subject to Executive approval, the Chairman of any committee may operate any social function or enterprise for financial gain for the District. Just accounts of all receipts and expenditures shall be kept by the Chairman of any such committee and relinquished to the Treasurer of the Association upon completion of the committee s duties. 3

4 21. At all meetings every motion shall be decided by a simple majority vote of hands by all members present at the meeting (50% + 1 vote) unless any member demands a written ballot. Such request may be withdrawn, but if it is not withdrawn, the motion or question shall be decided by the majority of the written ballots cast by the membership present. The President has only one vote, which in case of a tie will decide. 22. The Agenda of the Regular meeting shall be as follows unless determined otherwise by the Association President, according to the need of the evening. (a) Invocation (c) Reading and Confirming of Minutes (e) Accounts / Treasurer Report (g) New Business (i) Introductions (k) Report from District Secretary (m) Adjournment (b) Moment of Silence (d) Correspondence (f) Unfinished Business (h) Election of Officers (June only) (j) Speaker (if Present) (l) Report from D.D.G.M. (n) Fellowship 23. The Executive Board, who must be members in good standing with the Association, shall conduct the affairs of the Association throughout the entire fiscal year. The Officers of the Executive Board, except for District Deputy Grand Master and District Chaplain, shall be elected by written ballot for a one (1) year term. 24. In accordance with the provisions of Grand Lodge, a District Secretary and a District Chaplain may be appointed by the District Deputy Grand Master to act during his term of office. 25. The members of the Executive of the Association shall cease to hold office if they cease to be a member in good standing, or if they submit a letter of resignation, or if a majority vote of the members of the Association is taken at a meeting requesting their removal from office. If a Member of the Executive Board of the Association misses three (3) consecutive meetings without just cause, he may be removed from the Board by an open vote of hands (50% + 1 vote) of the membership present at the meeting and an open vote of hands of the Membership present shall be taken to fill the vacancy. (50% + 1 vote ) 26. The voted Association Executive Board shall consist of the following: President, Vice President, Secretary, and Treasurer 27. The Association Finance Committee shall consist of two (2) members elected by a written ballot (50% + 1 vote) in June by the membership present at the meeting, with the addition of President, Secretary, and Treasurer (total of 5 members) 28. The Association Financial Examiner Committee shall consist of (2) Financial Examiners elected by a written ballot (50% + 1 vote) in June by the membership present at the meeting, with the addition of President and Secretary (total of 4 members). The Association Treasurer cannot sit on this committee. 4

5 Duties of the Executive 29. The Association President duties shall include but are not limited to: signing all warrants or orders of the Treasurer for expenses ordered by the Association to be paid, and to countersign all cheques drawn by the Treasurer duly authorized, on the funds deposited in the chartered Bank or recognized Financial or Trust Institution. He is an ex-officio member of all committees and keeps the D.D.G.M. informed at all times. 30. The Association Vice President shall be prepared, in the absence of the President, to assume the chair and conduct the meeting and to see that all members and visitors have signed the register at the meeting and forward the register to the Association Secretary. 31. The Association Secretary shall make and keep a faithful written record of the proceedings of the Association and preserve in order all papers and documents belonging thereto. He shall keep an accurate list of Association membership. Issue all notices and summons necessary for meetings, and issue warrants for payment of all accounts. 32. The Association Treasurer shall receive all monies of the Association, giving his receipts therefore and deposit them in a Chartered Bank or recognized Financial or Trust Institution, in the name of the Essex County District Masonic Association. He shall also pay all orders signed by the Association President and counter-signed by the Association Secretary (or refer to section 39). He shall annually submit his accounts and vouchers to the Association Financial Examiners, and transfer to his successor immediately after his installation, all monies and property of the Association, in his possession. He shall also be a member of the Association Finance Committee. 33. The District Chaplain duties are to offer prayers at the direction of the District Association President or the D.D.G.M. (i.e. Remembrance Day Service, Divine Service) If the District Chaplain is absent for an event, another Chaplain designate may be selected by the District Association President or D.D.G.M. to cover the District Chaplain s duties during his absence. 34. The Association Financial Examiners shall examine the books of the Association Treasurer and the Association Secretary and report annually to the Association on the day appointed for the Installation of the Officers. They shall also check the books and reports of all active committees pursuant to Section 19 and Section 20 of these By-Laws. These books of these committees shall, at all times, be at the disposal of the Association Financial Examiners, when requested. In accordance with the Grand Lodge provisions, the receipts and expenses pertaining to the duties of the outgoing DDGM shall be audited to comply with the Constitution Sec The Association Finance Committee shall consist of the two (2) members elected (other than the exofficio members) whose duty shall be to investigate all expenditures in excess $ and make recommendations to the Association, approve investment recommendations to the Association and approve investment decisions per Section 5 and Section 6 of these By-Laws. 5

6 Expenditures 36. All requests for expenditures in excess of $ shall require a Notice of Motion and shall be referred to the Association Finance Committee for investigation and recommendations prior to approval of the motion at the next meeting. Due and proper notice to all members of such motion shall be given through a minimum of an Emergent Meeting notification or the next scheduled Association Meeting date. 37. All requests for expenditures not exceeding $ shall require a simple majority open vote of hands (50% + 1 vote) of the members present providing proper funds are in the treasury. 38. For purposes of this article, expenditure is defined as any payment or transfer of monies or property of the Association in accordance with Section 5 and Section 6 of these By-Laws 39. All cheques shall be signed by any two (2) of the following Association Officers: President Vice President Secretary Treasurer 40. The Association shall reserve and pay for a hospitality suite for two (2) nights during the Annual Communications of Grand Lodge, excluding food and beverages. The arrangement for payment will be funded by the Association provided the funds are available as verified by the District Finance Committee. The President of the Association, or his duly authorized representative, shall occupy the bedroom for the duration of the Communications as the District Representative. This hospitality suite shall be properly governed and used in accordance to the Rules and Regulations set out by Grand Lodge. 41. The Association shall cover the expenses of registration incurred by our annual participation in area parades to an amount approved by an open vote of hands (50 % + 1 vote ) by the membership present at the meeting. 42. The Association shall maintain the Masonic Family Parade Float Trailer to be used for a parade or public procession. Proper liability and comprehensive insurance must be maintained on a yearly basis for the trailer, provided the funds are available as verified by the District Finance Committee and upon approval by an open vote of hands by the membership present at the meeting.(50% + 1 vote) 43. The Association shall contribute an amount of start-up funds towards the Essex County District Grand Masters Reception (to be held every two years) and the Master s Ball (to be held on alternate years) upon approval by an open vote of hands (50 % + 1 vote) by the membership present at the meeting. 44. The Association shall purchase the regalia (plus case) for the District Secretary upon his being appointed to Grand Lodge rank. This proposal shall be dealt with on a yearly basis, subject to the financial condition of the Association. If the Mother Lodge of the Brother or the Brother himself wishes to purchase the regalia, then this article is not considered. 6

7 45. Aspirants for the Office of District Deputy Grand Master are requested to extend the courtesy to the members of the Association by respectfully announcing their intentions on or before the May regular meeting of the Association. 46. The Association will endeavour to support the local Masonic Youth Groups (DeMolay, Rainbow Girls), if these youth groups are still active, and if approved by an open vote of hands of the membership present at the September meeting of each year (50% + 1 vote). 47. The Association will endeavour to support the Heritage Lodge and property and the Masonic War Memorial subject to the financial condition of the Association, and if approved by an open vote of hands of the membership present at the September meeting of each year (50% + 1 vote) Disposal of Assets If, for any reason, the Association is disbanded or ceases to function, the assets of the aforementioned organization will be divided on a per capita basis amongst the Craft Lodges in the Essex County District prior to disbandment. No alterations will be made in these By-Laws, unless by Notice of Motion duly given at a regular meeting of the Association, when the proposed alteration will be duly entered in the Minutes, and inserted in a summons sent to all members, for the next regular meeting, when the proposed alteration shall come on for discussion, and on the resolution, regularly moved and seconded, being passed by written ballot in favour thereof by a two-thirds (2/3) majority of the Members present at the meeting, it will then become an amendment to the by-law. Reviewed, Rewritten and Confirmed at the confirmation meeting of the Association held on January 25, 2016 District Committee: Randy MacNevin Terence Roberts Dennis O'Leary Barry J. Evans David Charette Jim Pirie Richard McKee Roger A. Reid William Girard David Vojvodin John L. Jackson Richard Stevenson Addendum For purposes of ensuring a smooth transition period to the new Essex County District, these By-Laws will take effect immediately after the 161st Annual Communication on July 20, 2016 with the exception of, 1) An emergent meeting will be called for and held at the Essex Temple in May 2016 to hold elections for the Executive of the Association and to allow aspirants to announce their intentions to run for DDGM of the New District. 2) June 2016 will be reserved for the first scheduled meeting of the new District at the Essex Temple. At this June meeting, the Association will hold an open vote of hands (50% + 1 vote) of the membership present at the meeting to decide the meeting dates for the ensuing year. 7