Secretary`s Training Seminar
Contents
1. 4 Officers Training Seminar ER amp Secretary Shared Duties Secretary s Duties Responsibilities amp Computerized Records Frank Springer Chanute Lodge No 806 Ron Larson Newton Lodge No 706 Ron Atkinson Galena Lodge No 677 Secretary s Office Business office of the Lodge Custody of Funds amp Records Secure office space in the Lodge Keep office amp records secure Secretary is bonded 50 000 through G L Property Plus Insurance Program All Lodges have 20 million Liability Insurance through the G L program Secretary doesn t need to be an 4 Accountant Lodge may hire a clerical assistant Many aids available from Grand Lodge G L Knows this is a part time job Secretary s Manual a Outline of Duties by month p 2 Grand Lodge Contacts phone fax amp email p 3 Statutory Secretary Duties exhibit A p 18 Secretary s Cash Book example p 25 4 Other Aids Available m Auditing Accounting amp Club Management Manual provides Chart of Accounts a G L Fax on Demand Forms 773 775 4750 m Elks Web Site www elks org a KS Elks Web Site www kselks org 4 www elks org Secretary needs to register on line a May also register a Cyber Assistant Lodge pays an annual fee Fee per lodge year 4 1 3 31 not prorated 25 for Secretary a 25 for Cyber Assistant s May transfer registration any time2. www dol ks gov IRS 990 Annual Return due August 15t Federal Income Tax Exempt 4 Sec 501 c 8 R code Closed Door Policy protects this exemption a File 990 information return promptly Due August 15t Keep Charitable Records Up To Date and Complete Lodge Minutes 4 Accurate Full amp Complete Knowledge of Lodge s condition amp activities is vital to members interest amp participation Lodge Minutes 4 Accurate Full amp Complete Knowledge of Lodge s condition amp activities is vital to members interest amp participation Well kept minutes provide a future reference when information is needed Lodge Minutes Accurate Full amp Complete Knowledge of Lodge s condition amp activities is vital to members interest amp participation m Well kept minutes provide a future reference when information is needed G L Minute Book provides easy format for minutes May use a notebook too Lodge Minutes Accurate Full amp Complete Knowledge of Lodge s condition amp activities is vital to members interest amp participation m Well kept minutes provide a future reference when information is needed m G L Minute Book provides easy format for minutes May use a notebook too Taping meetings is allowed Transcribe the tape then erase it fp Primary Correspondent of Lodge a Typically you are the only c
3. Locate membership info Inactive File No Record Found Alternatives Old membership card Lodge minutes a Elks National Foundation record Affidavit from 2 Elks Initiate as a new member m Publish then Ballot Request for Transfer Demit or 4 Certificate of Release exhibit 0 p 33 Process them Promptly If a Member in good standing Grant Transfer Demit immediately exhibit J p 28 Do not drop from role until notified of affiliation in new Lodge f a Member was dropped for non payment They pay a 10 fee to original lodge Original lodge issues Cert of Release exhibit K p 29 Application for Affiliation 4 exhibit L p 30 Processed same as Reinstatement Read at Lodge Meeting s Investigated by committee Published in bulletin Balloted Elected m Assign new membership number Notify old Lodge of affiliation Absolute Demits exhibit M p 31 a Granting Lodge Statutes Sec 14 110 Must be member in good standing Granted upon written request with membership card attached a Affiliating Lodge Statutes Sec 14 120 Notify granting Lodge 30 days prior to balloting Process as Application for Affiliation 4 Dues amp Lapsation m Work with active Lapsation Committee m Year round work bill Delinquents monthly a Mail Dues Notices in advance First Notice February 15th Second Notice March 15th Delinquent Not
4. 31 2001 ra aC re a S O e NUMBER OF ELKS REPORTED ON APRA 2000 D gt DO NOT CHANGE STARTING MEUBERSHP D gt Number of Ems manate 2 2 3 Number of CRs atiated by Amd and oerstieate of vahmane i a 4 Number of ERs alltialed by reinstatement 5 TOTAL NUMBER OF ELKS ADDED TO AOLL add Snes 2 2 and 4 6 Number of Es stiches hom rot tor non payment of dues 7 es e 2 Number of Rs granied absotte imax 10 Number of ERs deceased z 1 TOTAL NUMBER OF ELS DROPPED FROM ROLL add Snes 10 10 12 TOTAL NUMBER OF ELXS ON MOLL ine plus Sine 5 minus Ene 11 Send with Grand Lodge dues NET MEMBERS GAIN or LOSS icicis ona ___ Une 12 minus ine 1 _ 2 MEMBERSHIP STATISTICS FOR THE LODGE YEAR STARTING 54 Number of applications om hand Satay be wees bpaleon THESE PRE MEMBER isa Number of candicates waiteg lor vote D and Certification normally appear on reverse side A B c D e 2 Y 7 p op manoa Tectvbe Re AOE ART Ra SE a CALCULATION OF GRAND LODGE PER CAPITA FO MEMBERS 5 Grand Ledge Expenses and 2 50 per member 2 23 For Subscription to The Elks M 3 50 per member Mimsan tne ii 24 For General Liability Inswrance Assessment ____ per member z 25 a 26 Insurance Experience Credit S__ per member a TOTAL GRAND LODGE PER CAPITA lr 27 FEMT FOLLOWERNG OI WET REPORT OM COMPLY N SEC amO per member X Line 12 E AND RIMET DUCE ON OR BEFONE MAY IST FAILUR
5. E TO COUPLE WRL t ALSULT we A Fink OF nodoa Make Checks Mayubie To GRAND LOOGE BPO RUES VALUE OF PROPERTY OF THE LODGE ESTIMATED DONOTTOTAL uasames a Vadas of Raai Estare where owned by Lodge or Mekting Corer asen 8 v p S Are of Revers Sue bb Lod ty ame ee erann soatectet WE HEREBY CERTIFY that Page One and Page Two are a correct exhibst of the transactions of Z Lodge No for the Lodge yoar ending oslo Exatted Paser eae attest Animes rae 19 Soeretary Annual Report exhibit B p 20 CARDINAL TO GRAND SECRETARY cory NNUAL REPORT Page Two Side One Beroe B OUPVeY Of volunteer youth charitable and community g R service programs See Complete Charitable Workbook t l monthly e HE Blalslsisisisisiaisiaial2tlclsiceicie 2 5 8 8 a 8 8 8 8 28 s le 8 ses E i it if as JMRANNCACCNNNN HH Yearly Membership Worksheet YEARLY RK SHEET hopeaa seam kapoa for Oa Narang yon ttre oii aeey For Use in Pr Your Lodge neminima m iian emy ANNUAL REPORT TO THEGRAND LODGE toe makzig ap the report to be sent te this ofSee at the end of the Lodge ont Tale dutis tot your wee only Do at estes D te Ole efter Refer to Pages 5 and 6 aac d s Manual for instructions MEMISASHIPF S
6. ION READY AND LAID OUT FOR DISTRICT DEPUTY VISIT IN THE FOLLOWING ORDER All items on the check sheet printed on the reverse side in listed order Copy of Grand Lodge Area Auditing amp Accounting Committee evaluation form a Have GL Committee questions or comments been replied to and or complied with Yes No Date IRS Form 990 990T mailed Copy of Lodge By Laws with general revision date Date Copy of Lodge House Rules with general revision date Date Salaries Secretary Treasurer _ iS Tiler S Organist o Initiation fee _____ Annual Dues ________ Reinstatement fee CO Amount of fire insurance _____ date when last adjusted NE Number of meetings missed by Lodge Officers to date ER _ Leading Knight___ Loyal Knight___ Lecturing Knight___ Secretary_ Treasurer _5 Tiler_ Esquire 5 Chaplain Inner Guard_____ Organist_ 1 year Trustee 2yearTrustee___ 3 year Trustee _ 4 year Trustee year Trustee What is current combined indebtedness of Lodge _ Current Profit Loss Statement for each entity Lodge Club Bingo etc Hos Exalted Ri 1 ated a Presiding stice es No Mec Does Lodge have Ritual coaching and are Lodge Officers able to recite Rituals from memory Yes No Has Exalted Ruler scheduled an Elks Training Session C Yes C No Will that be done Yes _JNo Do Lodge Secretary and Board of Trustees submit written transaction rep
7. TATISTICS Number of Elka at date of peevseus repect March Xat or at institution lane 1 Number of Elles wbo have been initiated during Lodge year line T Number of Elks affiliated by dimi and cemifiewte of release during Ledge year line 3 Number of Elks affiliates by ce unstatement line 4 etd lines 2 3 and 4 Total Added line Number of Elks sichen from the rol for non payment of dues lane 6 Number of Eiks expelled during the Lodge year line 7 Number of Eiks granted transfer dimitas Garing Lodge year line 8 Number of Eiks granted absolute amits daring Lodge year Vine 9 Number of Elka ecessed during Lodge year line 19 add Fines 6 7 9 amp 10 Total Dropped line 11 The number of Elis on the rolis of March Sixt line 1 plus line manus line 11 Number of Elks Dalingwent amber of members on roll months in arrears for dues line 18 Namiber of members on toll year in arrests foe dues line 19 Number of members on roll more than year at arrears for dues line 20 HARITAB ELFARE AND PATRIOTIC Wo Ginaied CONTRISUTIONS Sa Centibacions ie Dollars Onty 10 Hoop Shoore 11 Scholarship 12 Seeuting Activities Boy Scouts Girt Scouts ete Iz f i 15 Programs for the Needy oe Handicapped 16 State Major Projecta 17 Pusnotic Programs 18 Veterans Programe 19 Community Service Programs Support of Hospitais amp Charsuable Insutvtions ete 20 Comm
8. ain 4 By Laws Revision General Revision due every 5 years m Work with By Laws committee Get By Laws Guide Book from G L You get 4 copies Fill in the blanks Lodge approval a Send to Area Member on J udiciary Committee for approval 4 Lodge Bulletin Editor Publisher Most knowledgeable on Lodge activities Get other officer s amp member s input Set advance deadlines Include calendar of events Publish new member processing Keep members informed of Lodge s charitable amp community activities Creates desire to continue membership 4 Bulletin Material Make it Interesting Artwork from G L www elks org KETCH www ketch org KS Elks Assc www kselks org Pictures Humor History G L Newsletter Put GER Grand Sec PGER Sponsor DDGER KEA Officers amp Sunflower editor on bulletin mailing list 4 Office Administration m Use the Lodge s Post Office Box for receipt of mail Pick up the mail daily Act on mail daily Don t put it off it gets lost Lodge records must be organized and are open for members inspection Tax Reporting Sales Tax due 25th each month Liquor T aX due 25t each month Www ksrevenue org ksweb tax htm Liquor License Fee annual Payroll ax varies semi weekly monthly or qtrly a www irs gov formspubs a Www payroll taxes com Unemployment Tax due qtrly
9. at no cha rge webmaster elks org www elks org Comprehensive Resource Center News from Grand Secretary s office a Elks National Foundation news Interactive Message Board with other Secretaries u Been there done that Download forms amp news articles Cut down on paperwork amp response time Maintain Elks Magazine mailing list Order G L supplies Order Lodge roster Order mailing labels Submit Annual Membership Audit via e mail Create amp maintain Lodge s Virtual Home Page at elks org Clip art and articles for Lodge s bulletin 4 www elks org a Elks org User Manual Grand Lodge Website Frequently Asked Questions Kansas Elks Web Site 4 www kselks org Message board a File monthly Membership Report on line m KEA News a District News a Sunflower on line a Directory officers committees lodges Drug Trailer Schedule a Links to other Elk web sites xetcu amp others DDGER Visit a Checklist of Information and materials the DD needs to record and view exhibit C p 21 Secretary s Manual LODGE SECRETARY WILL HAV Lodge Name and Number _ Date 10 IL 13 M4 15 16 18 19 Current membership __ and year to date ENF donations _ Elks Magazine Certificate Membership Roster update Date issued __ Is the Lodge incorporated Yes No Date of incorporation __ EXHIBIT C ING INFORMAT
10. home ronandaddie joplin com ronlarson sbcglobal net fspringer midwest connections com
11. ice April 1st then monthly May publish delinquents names in bulletin 4 Membership Cards Order early from Grand Lodge Sept Form supplied from Grand Secretary a On line orders www elks org members secys Emboss cards with Lodge s seal 4 Life amp Honorary Life Members Pays Grand Lodge per capita dues Pays Grand Lodge per capita insurance Pays State Association dues Pays Lodge administration fee typically 5 to 15 dentification Cards a Issued on request at no charge Statutes Sec 14 140 Spouses of Lodge Members a Child or Stepchild under age 21 Family of deceased Members Unmarried widow or widower a Child or stepchild under age 21 a Privileges may be restricted by house rules or by laws Can not restrict entering lodge a May restrict purchase of goods or services Life Memberships 4 Statutes Sec 14 260 amp Lodge s By Laws Not granted automatically a Written request formally presented to the Lodge Request Published with date of ballot Secret ballot for each applicant Requires two thirds affirmative vote of members present 4 Elks Magazine Update amp Certificate Completed Annually Do Not Delay a Certificate reviewed by DDGER during Visit item 3 on DDGER visit list a DDGER visit list exhibit C p 21 a Avoids Member complaints no magazine Send Change of Address form to Start delivery ag
12. o c 5 e gt o w o Sa W st BE Sa g a ui 2 lt Wu e uw p o gt uo uw a Ledger page for each member Fill it out completely Keep separate log sheet of membership numbers in numerical order Membership Records Updated exhibit F p 24 a Elks Magazine maintains membership records Notify them of any additions deletions amp changes Update on line www elks org members secys Update manually with forms shown above 4 Membership Report Monthly Membership Chairman Report Please submit report by the 5th of every month gt KEA Membership Chr Submit Report On Line Wwww kselks orgq gt Secretary s gt Member Report NEW Not Yet Read Investigating Comm Ready for Balloting Ready for Initiation Application Processing exhibit H p 26 New Member Application Set up 4 Files Application received with proper fee Reviewed for complete entry amp signatures Secretary reads at Lodge Meeting Meeting 1 Turned over to Investigating Committee Report by Investigating Committee Meeting 2 Candidates names and ballot date published Elected or Rejected Notify p 27 Meeting 3 I ndoctrinated Initiated Member No Assigned Card Issued Meeting 4 Reinstatement Processing 4 exhibit N p 32 Reinstatement Application with Fee
13. ontact your Lodge has with others Provide directory information to Grand Lodge s Elks Magazine forms exhibit F p 24 Complete 2 G L statistical reports a October 31 due 11 15 exhibit D p 22 a March 31 due 5 1 exhibit B p 19 21 4 Common Errors amp FYI Do not change Line 1 Starting Membership Report YTD figures only not MTD or QTD The reporting year starts on April 1 and ends on March 31 Dues are payable in advance There is no grace period 4 Dues are payable in advance Dues not paid by April amp months delinquent 1st Send monthly statement May publish in bulletin Dues not paid by 12 months delinquent st Statute Sec 14 160 May Drop for October 1 reine Dues not paid by next 18 months delinquent April 1st Don t let this happen Annual Report exhibit B p 19 EXHIBIT B eter 16 Pe encioned saracia Gh ANNUAL REPORT Page One st Toe Got idn Daata Pidak Coder of ht hn Us Seis ot Aten D M 1 Lodge Mo l ie a Dist No ORGINAL to GRAND BECRETARY corms to Poan sronscars Garmer OPUTY STATE MEMBERS cramman tooae mies OFFICERS FOR THE ENSUING YEAR AS ELECTED IN FEBRUARY EXALTED RULER ad Form mailed to you by the Adresa fp SECRETARY Address ze MBERSHIP STATISTICS FO LODGE YEAR EN 7 Membership reported on lines 2 12 covers period APRIL 1 2000 through March
14. orts to the Lodge at 1st sessions in April and October Yes No Does Lodge have an active P E R Association and do they hold required meetings JYes No GLS 13 190 Please have P E R Association minutes available for District Deputy Minutes of this body should be held in the Lodge office and be available at all times All funds generated or held by a P E R Association other than P E R Association Dues belong to the Lodge may only be used if budgeted and approved by the Lodge and are subject to audit by the Lodge GLS 13 190 Opinion 02 Questions and Adjourn Secretaries amp Trustees meet again Sunday 8 00 9 30 AM ERs welcome to attend prior to their 8 30 AM start Trustees may remain or attend the ER sessions at 8 30 AM choice EXPLORING THE TRAILS OF ELKDOM Frank Springer KANSAS ELKS 923 S Highland 2005 06 Chanute KS 66720 620 431 0406 x263 office 620 431 8577 cell 620 431 3076 home fspringer midwest connections com 4 Membership Records Complete a record of every Elk that was ever on the roll of your Lodge Keep an Active file alphabetical order Keep an Inactive file alphabetical order Should go back to the beginning of time Permanent membership records Membership Ledger exhibit E p 23 LOTTE n x a w nu
15. unity Recogeisien Projects I Elks National Foundation 3 LISiHx TOTAL CASH CONTRIBUTIONS e lines 10 Gra 23 NOM CASH CONTRIBUTIONS By Members perhoma sermi 25 Donsted bours by members estimated total for all programa houn 26 Osafpocket cash spent on chariadle prejests telephone postage eve 27 Transportation costs mileage treveled miles 20 Contristsona other than cad evtimated value of contribution 2 TOTALNON CASH CONTRIBUTIONS BY MEMBERS sd lines 25 tru 24 m sat mile Donated hours by badies emtimated total fer all pregame hou Ovt of pocket cash spen on chantable projects telephone postage etc Transportation costs mileage traveled 00 lE Contributions other than cash estimated valve of cominbution TOTALNON CASH CONTRIBUTIONS BY LADIES 44 lines 39 u 33 trees 39 GRAND TOTAL ds line 24 line 29 and line 34 m ANOTE These figures may de estimated and amended later If necessary by Jetler to the Grand Secretary D NOT HOLD UP FILINO THE ANNUAL REPORT PENDING COMPLETION OF AN AUDIT a Aids in preparation of Annual Report Complete this Membership Worksheet monthly Questions amp Answers Frank Springer Ron Larson Ron Atkinson 923 S Highland 114 E 13 Street PO Box 156 Chanute KS 66720 PO Box 551 Galena KS 66739 Newton KS 67114 620 431 0406 x263 work 620 848 4019 home 620 431 8577 cell 316 283 8953 home Beane aie 620 431 3076
Download Pdf Manuals
Related Search